Project Management

Jobs (TMS)

Article content is machine translated from English to other languages by Phrase Translate.

A job represents a file for translation into a specified target language(s).

If a single file is to be translated from a source into two target languages, it is represented by two jobs:

  • Job 1

    Translation of the file into English.

  • Job 2

    Translation of the file into Italian.

Jobs are presented in the Jobs table on a Project page where project managers can monitor and work with them.

Job Status

Job workflow is represented by the status of a job as indicated in the jobs table. The status changes as the job moves through the workflow as Linguists and Vendors accept, decline, reject or complete jobs or are manually changed by Project manager(s) editing the job.

Basic Workflow:



There are three additional status that can be applied to a job that change the basic workflow:

  • Declined by Provider

    Provider does not accept the job. The job is removed from the workflow and the linguist portal.

  • Rejected by Provider

    If this option is made available to the provider by a project manager, a job can be rejected after acceptance and is returned to the previous workflow step. The job remains in view but in read-only mode.


    If additional steps have been defined in the workflow, a job may be sent to a secondary linguist for a final review. If the job is not considered complete for the final review, the secondary linguist rejects the job sending it back to the initial linguist.

  • Cancelled

    Only a project manager can cancel a job and they can be cancelled at any point in the workflow. The job is removed from view in the linguist portal.

Change Job Status

Linguists can change the status of a job in the linguist portal or in the editor under the Document menu or using the Accept or Complete buttons.

Project managers can change the status of a job in the jobs table or in the editor under the Document menu or using the Accept or Complete buttons.

Jobs Table

The jobs table lists all jobs associated with a project and tools for working with jobs. From the jobs table, jobs can be added, edited, downloaded (original, the completed translation, bilingual or final files), analyzed, pre-translated, and deleted along with other tools.


Although jobs can be downloaded in TMX format, they cannot be uploaded again in the same format as they do not contain bilingual tables. TMX files are predominantly used for translation memories.

Hovering over underlined indicators and icons in the table provides more information about the job such as progress, additions and wordcounts.

Warnings are labelled with yellow_warning.jpg. This indicates the file was uploaded but there are embedded objects or fields in the document that may have not been imported correctly.

The table can be filtered and the columns can be customized.

Jobs Page

Project managers can view all projects on the jobs page. Access to the job pages is from the left hand menu work-grey.svg.

The jobs view provides the ability for the PM to filter jobs and structure the view as required. Multiple views can be created and saved by clicking on the name of the view.

Additional columns can be added to the view from the upper right hand drop down menu Jobs_view_column_settings.png.

Selecting multiple jobs allows PMs to apply changes to those jobs.

The right hand menu ellipses.png on any job also provides options for that job.

Create a Job

To create a job, follow these steps:

  1. From a Project page, in the Jobs table, click New.

    The Create Job page opens.

  2. Click Choose Files to upload a file, drag and drop a file on the button or Add from online repository if available.

  3. Select target languages (based on project definition).

  4. Click in the empty Select provider field to add a provider(s) from the dropdown list if required.

    • Jobs can be assigned to multiple providers—either Linguists or Vendors—when creating a new job, editing a job, or when using project templates.

    • Jobs can be accepted only by one Linguist at a time.

  5. Select Pre-translate to apply pre-translation settings of the project to new jobs.

  6. Provide due date (if applicable).

  7. Provide notification details (if applicable) to send notifications to providers specified in step 4.

    Select a workflow step from the dropdown list to trigger the notification and provide an interval for when notifications are to be sent.


    Three providers have been selected for Czech target language and an interval has been set for 10 minutes. When the selected workflow step starts:

    • Email notification is sent to Provider 1 immediately.

    • Email notification is sent to Provider 2 in 10 minutes.

    • Email notification is sent to Provider 3 in 20 minutes (10 minutes after last notification sent).

  8. Provide File import settings if required.

    • If source file is in a multilingual format (MS Excel, CSV or XML), ensure the correct file type is selected and specify how file content is to be imported and presented in the editor.


      Spreadsheet job options

      Set segment status of non-empty target allows users to define the status of any segment that already contains the target translation.

      Context key and Context note provide additional information for the translation and can be displayed in the editor.

      Maximum length specifies the maximum number of characters that can be contained in the target translation; characters above the limit are highlighted in the segment.

      Convert to Phrase tags allows application of regular expressions to convert specified text to tags.

    • If importing an XLIFF file containing HTML code, import the file as Wordpress XLIFF.

    • If under Character set the Input encoding is not specified, Phrase tries to determine the encoding from the file header. If this is not possible, default encoding is used.

      • For most cases (not for binary formats): UTF-8

      • Java properties: ISO-8859-1

      • SRT: windows-1252

      • Joomla INI: Must be in UTF-8 (It is not possible to change it with Input and/or Output encoding settings.)

      If the file is imported with corrupted characters, check the actual encoding of the file and set the Input encoding accordingly.

  9. Click Create.

    Job(s) are created and added to the list of jobs on the project page.

In projects with workflow steps, the steps are presented in the Create job page. The Target languages are pre-populated from first workflow step settings, but each step can have individual Provider, Due and Notify providers settings.

Common Errors:

  • INVALID_REQUEST: The input file cannot be processed.

    A general error informing that there was a temporary problem while importing the file; try importing again after a minute.

  • INVALID_REQUEST: Cannot process document which has cells merged across rows! See row # - The file may not be of the selected type (BILING_XLS).

    This error is displayed if importing a Multilingual XLSX file with merged cells in any of the columns designated for translation.

Edit a Job(s)

A single job can be edited, or multiple jobs.


Opening more than 290 jobs at once will trigger a web error.

To edit a single job, follow these steps:

  1. Select a job.

  2. Click Edit.

    The job opens for editing.

  3. Select a Provider(s) from the dropdown list if required.

  4. Select a Status from the dropdown list if required.

  5. Select a Due date if required.

  6. Click Save.

    Defined parameters are added to the job and presented in the Job list.

To edit multiple jobs, follow these steps:

  1. Select jobs.

  2. Click Edit. The Edit multiple jobs page opens.

  3. Select a Provider(s) from the dropdown list if required or remove the field.

  4. Select a Due date if required or remove the field.

  5. Select a Status from the dropdown list if required or remove the field.

  6. Click Save.

    Defined parameters are added to the job and presented in the Job list.


Values will be overwritten for all selected jobs. Remove the field to prevent overwriting.

Job Tools

The tools menu provides:

  • Emailing of the job

    Provider must be assigned before Email Templates can be applied.

  • Split file utility

    For when multiple Linguists need to work on one file. Split files before assigning to vendors.

    • Split files cannot be unsplit, but all the files can be seen together in the editor.

    • Files split in a single workflow step can no longer be split for all other steps, but it is possible to split the file further in the given workflow step.

    • Files split for all workflow steps can still be further split either for the entire workflow or just for any one of the workflow steps of the project.

    • If a workflow step is added after a file has been split in a preceding step, the split is not applied to the file in the new workflow step.

    • Splitting a file into smaller parts does not affect the target file. Completed files download as one file, not multiple smaller ones.

  • Export workflow changes

    In jobs with workflow steps, a report is generated showing changes between steps.

  • Clone

    Available in projects with multiple target languages.

    Jobs imported from an online repository can be cloned, but the cloned job cannot be uploaded back to the repository. The link to the original remote source is not retained.

  • Extract terms utility


    Terms can only be extracted from source texts with Latin character sets. This utility does not work with source texts in non-space languages (e.g. Chinese, Japanese, Thai).

    Terms from the source are extracted into an .xlsx file that can be edited and imported into a term base. Terms for export are defined by their maximum length in words, minimum frequency and minimum length of individual words.

  • Update source

    A previously imported file can be updated with a new source file. The older version of the file is overwritten and cannot be restored. If the Automatically generate post-editing analysis after the source update option is specified in settings, a new analysis will be generated. Net rate scheme of the provider will be applied in the new analysis.

    Jobs are updated individually, but updating the source on a file imported as Multilingual will apply the update to all imported languages.

    It is not possible to update:

    • Jobs coming from connectors.

    • A split job.

    • Files outside the first workflow step.

    • ZIP files.

    Multiple jobs can be updated at a time and the job must have New, Emailed or Accepted status. The same job can be updated every 30 minutes.

    The file name or file format of the updated job doesn't need to match the name or file format of the original job. The file name and file format will be updated accordingly.

    Analyses and quotes created before the update are marked as outdated yellow_warning.jpg. Outdated analyses can be recalculated.

    Continuous jobs automate the process of updating sources.

  • Update target

    If a file is changed externally, it can be uploaded again to maintain the changes and update the relevant TM. Tags in the file may be modified and locked segments are overwritten when updated. Updates can optionally be pushed to related TMs and also optionally be automatically confirmed. The job to be updated must have New, Emailed or Accepted status.

    Updated targets:

    • Have no impact on analysis or quotes.

    • Are not propagated to analytics.

    • Can be run in any workflow step.

    • Do not affect the current job status.


    • Bilingual and Multilingual files other than .XLIFF, .XLSX and .CSV are not supported.

    • Maximum of 2000 paragraphs per segment.

    • Job cannot be split or continuous.

    • Job cannot originate in connector.

    • Jobs must be imported without errors and have the same file extension as the original file.

    • Files in which the context key is not unique within the document may not update as expected.

    • Segments changed in preceding workflow steps may not be propagated further.

    • Changes are not made to the job or TM if translation is missing.

    Segments are can be automatically confirmed and updated in the TM if:

    • Identified as a match (scoring more than 100%).

    • It is the only segment in a paragraph with a change, scores more than 100 and does not contain any join tags.

  • Uploading of bilingual files

  • Assigning providers from an existing project template

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