The Phrase Localization Suite supports 3 global user roles with different rights to create and manage Phrase organizations as well as product subscriptions.
Such global roles also match the specific product user profiles which allow creating and administrating users within TMS and Strings.
Phrase Suite user roles:
|
User Role |
Description |
Matching TMS Role |
Matching Strings Role |
|---|---|---|---|
|
Owner |
Creates the organization with unlimited access to all features |
||
|
Administrator |
Same as owner, but cannot create an owner or delete organizations |
N/A |
|
|
Member |
Same as administrator, but cannot manage organizations or product trials and subscriptions |
The owner is automatically created upon sign up to the Suite. All other user roles can only be created and removed within each product.
If a user is deleted from a specific product, they will no longer have access to that product but the user profile will still be maintained within the Suite.
Owners and administrators can list all users of the current organization and check their access to the different products by selecting Users from the left sidebar. To edit the user profile within the product, click on under the corresponding column of the page.
Note
Strings users are listed in the page only after accepting the invitation to the Suite organization.
Owners and administrators can invite both new and existing Phrase users to join the Suite organization through cross-product invitations.
Use Cases
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The Suite owner starts a TMS trial.
A new administrator is created within TMS.
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The Suite owner starts a Strings trial.
A new owner is created within Strings.
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A TMS administrator creates another administrator.
A new Suite owner is created.
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A TMS administrator creates a Project Manager.
A new Suite member is created.
Managing User Settings
To view and manage profile settings in the Suite:
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Select Settings/Profile from the profile icon at the top right of the screen.
The page is displayed.
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Use the available tabs to manage the desired settings:
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Upload a profile picture or edit personal information as required.
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Manage available security settings:
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Set up a new password for the current user profile.
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Set up and enable multi-factor authentication (MFA). Currently, two-factor authentication via Google Authenticator application is supported.
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Manage cookie preferences.
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List, manage and switch among organizations.
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Edit settings as required.
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View and download the user login history.
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User seats are used to create profiles for other users so that they can collaborate on localization projects. Profiles are created for product managers, developers, and translators. Each user profile has a default role, however the role can be changed on the project level. Users can also be grouped into teams.
Existing and invited users are presented on the tab of the page. Users can be sorted and clicking on the user displays role, language access, teams, assigned projects and latest user activity. Users can also be deleted from the tab.
Every user in Phrase Strings has a user role that defines access rights. Apart from the all-powerful Owner there are the five different roles. Enterprise customers may have customized roles, if a custom role is required, contact the support team.
Administrator
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Sees all projects.
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Can edit translations for all languages and access all features in any project.
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Can manage users and organization settings.
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Recommended for users that need full access to the organization and all projects.
Project manager
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Sees only assigned projects.
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Can edit translations for all languages and access all features in assigned projects.
Note
Project managers cannot modify term bases in assigned projects.
-
Can manage users and project settings.
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Recommended for users that need access and manage certain projects.
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Can be given global read-only access to all spaces and projects of the organization (can be activated via the user profile).
Developer
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Sees only assigned projects.
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Can edit translations for all languages in assigned projects.
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Can manage language settings in assigned projects.
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Recommended for users with access limited to individual projects and no administrative tasks.
Designer
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Sees only assigned projects.
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Can view and edit translations for all languages.
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Can upload files and screenshots.
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Recommended for users with access limited to individual projects, and who are responsible for design, layout, UX, etc. (such as via Sketch).
Translator
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Sees only assigned projects.
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Can view translations for all languages in assigned projects, but can edit translations only for assigned languages.
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Can upload files for assigned languages (if permission is given by an Administrator).
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Recommended for users with access limited to specific languages, including community users.
Guest
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Sees only assigned projects.
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Can view translations for all languages in assigned projects and leave comments.
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Can access term bases (can be removed).
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Recommended to give read-only access for colleagues or stakeholders not directly involved in the localization process.
As the Owner or as a Admin and Project Manager, the default role of a user can be overwritten and be assigned to a project-based role. This gives specified users different powers within a project and allows teams to view unassigned projects without risk of interfering in project processes. A user, as an example, may have the default role of Developer but can be a Guest in another project.
Roles can be overwritten within the project via the tab on the page. beside a user name indicates the default role assignments have been changed.
Teams are for grouping users and batch-assigning access rights. This become more useful the more users are working in an organization.
To create a team, follow these steps:
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From the page, select the tab.
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Click Create new team.
The window opens.
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Provide a .
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In the tab, click Add beside a user name to add them to the new team.
The button changes to a button for selected users.
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From the Project access tab, click Add to select which existing projects the new team will have access to.
The button changes to a button for selected projects.
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Click Save team.
The new team is added to the tab.
Five different roles are provided that user profiles can be attributed to and two roles that functions as organizations for the sharing of resources.
User licensing information can be found here.
Individual profile types:
Organizations:
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Buyer
-
Vendor
Users can have more than one Phrase profile as long as each profile has a unique username. Translators can also work for several different agencies as Linguists and can have their own Team Start plan profile as well.
If using multiple profile, care must be taken with using the correct username and password to access a specific job. Only the profile of the user assigned a job can be used to access that job.
Consider investing in the Team Start plan and acting as a Vendor so agencies can share projects or jobs.
The page is accessed through either the left-hand navigation panel or clicking Users under the menu in .
From the page, Administrators and Project managers can:
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Create or delete users.
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Bulk import new users.
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Activate/inactivate users
Active users count towards users available as per edition.
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Edit user details, role, rights, set relevancy and other options.
For PM users, the latest 30 created jobs are listed and for Linguist users, the last 30 jobs in Emailed, New or Accepted status.
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Email login instructions.
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View login history (last three months).
login history displays logins to Editor for Web. Last login information shown when accessing a specific user's page includes profile logins from Editor for Desktop.
Usernames
Usernames must always be unique to not only the organization but to a whole data center. Do not use a deleted username when creating a new user.
The maximum length of the First name, Last name and Username fields is 255 characters.
For security reasons, the < > & % { } [ ] ^ # * $ characters cannot be used in usernames.
It is recommended to prefix usernames to ensure their uniqueness.
Example:
To create a user, follow these steps:
-
Click New from the page or click the plus
icon beside in the left hand navigation panel.
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Provide user information, Username, Role, Time Zone, role based options and Relevancy if required.
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Click Create.
New user is added to the list on the page.
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User sets a password.
To create multiple users, an .XLSX table containing user data can be imported. A pre-formatted table is available to download to help with the import. Passwords cannot be imported.
For security reasons, the < > & % { } [ ] ^ # * $ characters cannot be used in usernames.
To bulk import users, follow these steps:
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From the page, click Import.
The window opens.
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Click sample XLSX file.
The pre-formatted .XLSX file is downloaded to your system.
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Open the .XLSX file in a spreadsheet editor.
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Enter the following user information if available (if anything but the Username is not immediately available, it can be added manually):
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First name
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Last name
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Email
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Username
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Role
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Receive newsletter
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Note
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Save the .XLSX file.
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From the window, drag and drop the file into the window or click Choose file and select the file.
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Click Import.
The users specified in the .XLSX file are added to the Users page.