Project Management

Sharing (TMS)

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

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Sharing allows the sharing of resources between different organizations within the same data center as defined in Phrase. One organization creates a project and then shares that project or selected jobs with another organization. Shared resources can be searched by clicking Search shared space on the Search results page.

Sharing is a connection between two cooperating organizations: a Buyer and a Vendor. These roles are not fixed to an organization but describe the relationship between them for a specific resource. In some projects, an organization can act as a Buyer, while for others it can act as a Vendor.

Lifetime of shared projects is controlled by criteria from the buyer's end. Once a shared project is no longer available in the buyer's profile, it also disappears from the vendor's organization.


A Buyer is an organization with a profile that can assign projects to other organizations (vendors) . To act as a Buyer, the Team (or higher) edition is required.


A Vendor is an organization that can be assigned projects or jobs by other organizations (Buyers). All paid editions can function as a vendor. It is possible to act as a Vendor starting with the Team Start (or any higher) edition.

  • Vendors have their own profiles in which they can create and edit projects, translation memories and term bases.

  • Vendors can accept shared projects or jobs from translation buyers. They can attach their own translation memories and term bases and use these resources in addition to the resources attached by the project owner.

  • Vendors can split files, run their own analyses, assign files within their teams, or even further sub-contract work to other partners.

Setup Vendor Connection

A Buyer needs to establish the Vendor connection before sharing projects or jobs with them. The Vendor organization needs to provide its Vendor token to the Buyer in order to set it up.

To set up a Vendor Connection, follow these steps:

  1. From the Vendor organization, go to the Settings Setup_gear.png page, scroll down to the Organization section and copy the Vendor token.

  2. From the Buyer organization, from the Settings Setup_gear.png page, scroll down to the Administration section and click on Vendors.

    The Vendors page opens.

  3. Click New.

    The Create page opens.

  4. Enter the Vendor token.

  5. Apply Net rate scheme, Price list and Relevancy information if applicable.

  6. Click Save.

    Vendors page opens with new vendor added to the list.

Projects can now be shared between the Vendor and the Buyer and jobs can be shared with one or multiple Vendors.


Deleting a Vendor from the Vendors page does not remove their access to the shared projects or jobs. To restrict access, unassign relevant shared projects or jobs.

Sharing Projects

A shared project enables separate organizations to collaborate using their own resources such as translation memories, term bases, and users.

Use cases:

  • A corporate customer sharing a project with a translation company.

  • A multi-language Vendor sharing projects with single-language Vendors.

  • A translation company sharing projects with users who have a Team Start profile, instead of only being able to assign them to Linguist users.

Share a Project

To share a project:

  • From a Project page, click Share and select Share with vendor or Transfer to Buyer.

    On the Projects page, the shared project is indicated with Shared_project.png.

To stop sharing a project with a Vendor, follow these steps:

  1. From a Project page, select the shared project, click Share and select Share with vendor.

    The Share with vendor page opens.

  2. Select the first empty line in the Vendor list and click Save.

    The project is no longer shared.

Shared Project Ownership

When a Buyer organization creates a new Vendor, a Buyers list is displayed for the vendor organization under its setup. The connected Buyer organizations are listed and the Vendor can select a default project owner for each Buyer.

Shared projects always have two project owners:

  • Buyer project owner

  • Vendor project owner

Project ownership can be transferred from Vendor to Buyer if the Vendor creates a project and then shares it ex-post with a Buyer.

Shared Project Rights

A fairly open framework for collaboration that is based on mutual trust between the Buyer and the Vendor is provided.

Few actions are locked in the relationship and unwanted or mistaken actions can be reverted.

Buyer rights

  • The Buyer has a full right to the project and all Buyer's resources (TM/TB, MT engine, etc.)

  • The Buyer may not edit, export, or unselect Vendor's TMs/TBs.

  • The Buyer is not able to see the names of Vendor Linguists but can see the job status set by the Vendor's Linguist.

  • The Buyer can see and download Vendor's analyses, but is not able to edit them or use them to create quotes.

Vendor rights

The Vendor may not:

  • Delete a shared project.

  • Modify project machine translation settings.

  • Save shared project as template.

  • Edit, export, or unselect a Buyer's TMs/TBs.

  • See the names of Buyer's Linguists.

  • Edit Buyer's Analysis or use it to create a quote.

The Vendor may:

  • Create/edit/delete jobs, analyses, and reference files.

  • Split/pre-translate/download jobs.

  • Add subsequent workflow steps (Vendor workflow steps need to have higher hierarchical order).

  • Assign Vendor Linguists to jobs.

  • Add Vendor TMs/TBs.

  • Share jobs with other Vendors.

  • See and download Buyer's analysis.


  • When a Vendor deletes an item in a shared project, both the Buyer and Vendor will be able to undelete it from the recycle bin.

  • When a Buyer deletes an item in a shared project, only the Buyer will be able to undelete it.

Shared Project Email Notifications

In shared projects, generated email communication is only sent between the two directly connected parties.

  1. The Buyer shares the project.

    Vendor1 gets a Shared project email.

  2. Vendor1 accepts the project.

    The Buyer will then get a Project status changed email.

  3. Vendor1 assigns/emails a job to Vendor2.

    Vendor2 will get a New work email.

  4. Vendor2 accepts the job.

    Vendor1 then gets a Job accepted email.

  5. Vendor2 sets the job to Completed

    Vendor1 will get a Job completed email.

  6. Vendor1 sets the project to Completed

    The Buyer gets a Project status changed email.

Shared Project In-app Communication

In shared projects, involved parties can be mentioned in comment threads or LQA threads in the CAT editors. In-app notifications based on mentions, replies, and LQA finishing are also available.

Transferring Project from a Vendor to a Buyer

A Buyer and a Vendor collaboration typically involves a Buyer initiating a project and then sharing it with the Vendor. There are instances when it is the Vendor who initiates the project and then needs to turn it into a shared project ex-post.

An existing project created by a Vendor can be turned into a shared project owned by the Buyer and shared with the Vendor. The Buyer will be notified of the new shared project when it is transferred.

To transfer a project from a Vendor to a Buyer, follow this step:

  • From a Project page, select a project, click Share and select Transfer to Buyer.

    The ownership of the project is irreversibly transferred to the Buyer.

Sharing Jobs

When multiple Vendors need to be used for a project, the jobs within that project can be shared.


To assign jobs to Vendors, the Use Vendors for projects option must be enabled on the project level under Access and security.

Inactive linguists do not appear as available in shared jobs.

Use Cases:

  • A corporate customer (Buyer) shares jobs within a project with multiple Vendors where different Vendors are responsible for different target languages.

  • A Buyer picks a lead Vendor and shares the project with them. The lead Vendor can then work with multiple sub-Vendors. This would be a combination of a shared project and shared jobs within the same project.

  • An MLV (Multi-Language Vendor) assigns jobs to SLVs (Single-Language Vendors). This is typically based on target language specialization.

  • A project is shared with one Vendor and jobs in the same project are shared with another Vendor. Sharing the project and its jobs with the same Vendor would not be possible.

Share a Job

A vendor connection must be established before being able to share a job.

To share a job and assign it to a Vendor, follow these steps:

  1. Select a job from a Project page and click Edit.

    The job editing page opens.

  2. Select one or more Provider(s). Hovering over the selected Provider will display type (Linguist or Vendor).

  3. Click Save.

    The Project page opens and the provider(s) are associated with the job.

Shared Job Rights

Shared jobs are more Buyer-driven. Vendor rights in a shared job are limited in comparison to shared projects.

Buyer rights

  • The Buyer has full Project Manager rights in a shared job.

  • The Buyer is not able to see the names of the Vendor's Linguists but can see the job's status set by the Vendor's Linguist.

  • The Buyer can neither see nor access the Vendor's TM and TB (if the Vendor added any to the job), nor see the matches coming from these in the Editors.

  • The Buyer is not able to edit the Vendor's Analysis or use it to create a quote.

Vendor rights

The Vendor may:

  • See only the jobs assigned to the Vendor by the Buyer.

  • See analyses assigned to the Vendor by the Buyer (that the Buyer created).

  • See Buyer's Domain and Subdomain (but not buyer's Client, Cost Center and Business Unit)

  • Add their own TM.

  • Add their own TB.

  • Split and join jobs.

  • Create analyses.

  • Assign shared jobs to the Vendor's Linguists.

    Only active linguists appear when adding Provider to a job.

The Vendor may not:

  • See jobs that are not directly assigned to them.

  • See Buyer's analyses that are not assigned to them.

  • Delete jobs.

  • Change the settings of the Buyer's translation memory or term base within the project.

  • Edit or export Buyer's TMs/TBs.

Shared Job Email Notifications

In shared jobs, all parties receive notification of every Accepted or Completed job change.


The Buyer shares a job with Vendor1, and Vendor1 then shares that job with Vendor2.

The job has to be not only assigned, it must also be emailed.

  1. The Buyer shares a job with Vendor1.

    Vendor1 receives a New work email from the Buyer.

  2. If Vendor1 accepts the job.

    The Buyer receives a Job Accepted email from Vendor1.

  3. Vendor1 then shares the job with Vendor2.

    Vendor2 receives a New Work email from Vendor1.

  4. Vendor2 Accepts the job.

    Vendor1 receives a Job Accepted email from Vendor2 and the Buyer receives a Job Accepted email from Vendor1.

  5. Vendor2 Completes the job.

    Vendor1 receives a Job Completed email from Vendor2 and the Buyer gets a Job Completed email from Vendor1.

Step 2 can be skipped if Vendor1 shares the job with Vendor2 without accepting it first. If this happens, the Buyer would receive only 1 Job Accepted email after Vendor2 accepted it.

Shared Job In-app Communication

In shared jobs, involved parties can be mentioned in comment threads or LQA threads in the CAT editors. In-app notifications based on mentions, replies, and LQA finishing are also available.

Error Messages

"The job has already been claimed by another provider or you don't have the rights to view this page."

This message is shown when a user tries to access a job they do not have access to. The reason for this might be:

  • The user / linguist is trying to access a job while being logged to an account of a different organization.

  • The job is no longer assigned to the user / linguist, because it was claimed by someone else, or the project manager unassigned the user, or the project manager did not assign the job at all.

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