Automation

Submitter Portal (TMS)

Available for

  • All paid plans

The submitter portal provides a secure and easy way to embed Submit files functionality into a website or local intranet.

Submitter Portal Functionality

The portal provides these functions:

  • Selection of source and target languages.

  • Service selection.

  • Upload or Drag and drop files for translation or remove if required.

  • If set in the portal, files can be uploaded from online repositories,

    Only available in the Client Portal.

  • Set an email address.

    Requires only initial verification.

  • Set time and due date.

  • Enter Purchase Order Number.

  • Add a note.

  • Check word count and pricing.

  • Upload of reference files.

Submitter Portal Use Cases

  • Translation agencies provide multiple submitter portals to their customers.

    • Facilitate easier submission of jobs from both internal and external clients.

    • Distributed to different internal business units to streamline internal translation processes.

  • Associate with Services and Project Templates

  • Create specific portals.

    • One portal specified for internal use, others with different specifications for external customers.

File Handover in Submitter Portal Projects

If File handover is used in projects created through submitter portal, the final files can be downloaded from the portal page using the Download all button.

If File handover is not used, the Download all button downloads completed files.

Set up Submitter Portal

Pre-requisites: At least one existing Service.

If providers are to be used, ensure the project template for the service includes them.

  1. From the Settings Setup_gear.png page, scroll down to the Automation section and click on Submitter portals. The Submitter portals page opens.

  2. Click New.

    The Create Submitter portal page opens.

  3. Complete required fields:

    • Name

      Provide a name for the portal. This name will not be displayed in the portal itself.

    • Disable public portal URL

    • Authorize user to access portal URL

      Lock access to the portal URL to only users within the organization with a profile.

      • If the user is logged in to the correct organization, URL access is granted.

      • If the user is logged in with the wrong profile, URL access is denied.

      • If the user is not logged in, they are redirected to login page.

    • Service

      Select the services that this portal will perform.

    • Automatically select all languages

      Select whether users should select languages manually or if languages should be selected automatically.

    • Default project title

      Template macros, such as {order.number}, {order.email} and {order.date} can be used to create project names.

    • Allow users to specify project name

      Choose whether users should be able to set a project title themselves from the portal page, or if a default name should be applied.

    • Assign portal to new submitters

    • Connectors

      Select connectors that submitters can use.

      submitters must sign in to the client portal to use connectors; they are not available to anonymous submitters.

    • Default project owner

    • Portal UI language

    • Welcome message

      This message will be shown to users accessing the site. The following HTML elements and attributes are supported:

      • <b>, <strong>, <u>, <i>, <em>, <p>, <br> (supported attributes: title, style, class)

      • <img> (supported attributes: title, style, class, src, alt, width, height)

      • <a> (supported attributes: title, style, class, href, target)

  4. Email templates

    Select any required email templates.

  5. IFrame & appearance

    Modify the IFrame HTML Code and customize the portal itself.

    • IFrame HTML Code

      This is available only after a portal has been created and is used to embed the portal into a website.

    • Customize Background ColorContent Color, and Box Color using CSS color codes or CSS color names.

  6. Click Save.

    The portal is added to the list.

  7. Click on the portal name to view the URL for distribution.

    The URL or the entire portal can be embedded into a website.

Analysis and Quotes for Buyers and Providers

When creating a project using the submitter portal, analyses and quotes can be created for buyers or be disabled. Options are in the Financials section of the service settings.

To create analyses and quotes for providers as well, select the Create for provider as well option for the related service.

Buyer analysis and quotes specifics:

  • Analysis for buyer is always created by language. This overrules settings for the default analysis as set in a project template.

  • Default analysis is always used. This overrules settings for the default analysis as set in a project template.

Provider analysis and quotes specifics:

  • Only created for the first workflow step.

  • Only created when linguist/vendor is assigned in the project template.

  • Analysis is always created by provider, meaning it is assigned to the related linguist/vendor.

  • Linguist net rate scheme is applied first. If not defined, the net rate scheme from the project template is applied.

  • Linguist price list is applied first. If not defined, the price list from the project template is applied. A quote cannot be created if no price list is provided.

Embedding the Portal

There are three methods to embed the portal into a website or an intranet page. The first two do not require expert knowledge, while the last one should be handled by a webmaster.

Portal URL

Follow these steps:

  1. Click on the portal name in the list of portals to view the URL for distribution.

  2. Use the URL on a website or intranet page.

Portal IFrame

The entire portal form can be embedded into your website or intranet page. This provides a seamless experience if the portal is presented as an integral part of website. 

Follow these steps:

  1. Click on the portal name in the list of portals.

  2. Expand the IFrame & Appearance window.

  3. Copy the IFrame HTML Code.

  4. Paste the copied code into the website.

    Customize Background ColorContent Color, and Box Color using CSS color codes or CSS color names.

Portal IFrame with resizing

Without resizing support, the portal layout may be slightly altered, or a scroll bar may appear within the portal. This does not affect the functionality, but it may not look as nice.

A more advanced method of using the IFrame with Javascript provides automatic resizing of the portal when the Note or Paste Text fields are expanded.

The Automation form uses the IFrame-resizer Javascript library to provide the desired functionality and a clean and simple API.

To enable portal IFrame with resizing, have the webmaster follow these steps:

  1. Create access to the Jquery library. As an example, include the following HTML code in the <head>;</head> part of the web page:

    <script src="http://ajax.googleapis.com/ajax/libs/jquery/1.11.0/jquery.min.js"></script>

  2. Create access to the IFrame-resizer library.

    As an example, include the following HTML code in the head section:

    <script type="text/javascript" src="<path-to-iframeResizer-parent-folder>/iframeResizer.min.js"></script>

  3. Provide an ID to the IFrame element and disable scrollbars.

    As an example:

    <iframe id="phrase-iq" scrolling="no" ... ></iframe>

  4. In the head section of the HTML, add the following HTML/Javascript code:

    <script type="text/javascript"> $(document).ready( function () { $('#phrase-iq').iFrameResize({ heightCalculationMethod: 'documentElementScroll' }); }) </script>

This is a simple HTML page that implements all the steps above. It assumes the iframeResizer.min.js file is located in the same folder as the example HTML page:

  <!DOCTYPE html> 
  <html> 
  <head> 
  <script src="http://ajax.googleapis.com/ajax/libs/jquery/1.11.0/jquery.min.js"></script>
  <script type="text/javascript" src="./iframeResizer.min.js"></script>
  <script type="text/javascript"> $(document).ready( function () { $('#phrase-iq').iFrameResize({
  heightCalculationMethod: 'documentElementScroll' }); }) </script> 
  </head>
  <body> 
  <div style="width: 530px; margin: 0 auto;" >
  <iframe id="phrase-iq"   scrolling="no" width="530px" height="400px" frameborder="0"
  src="https://cloud.memsource.com/web/submitJob/1-soXGd-xgCbx?embedded=true"/>
  </iframe> 
  </div> 
  </body> 
  </html>
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