Administration

Phrase User Management

Content is machine translated from English by Phrase Language AI.

Platform User Management

The Phrase Localization Platform 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 Platform user roles:

User Role

Description

Matching TMS Role

Matching Strings Role

Owner

Creates the organization with unlimited access to all features

Administrator

Owner

Administrator

Same as owner, but cannot create an owner

N/A

Administrator

Member

Same as administrator, but cannot manage organizations or product trials and subscriptions

The owner is automatically created upon sign up to the Platform. All other user roles can only be created within each product, or through invitation to the Platform organization.

Owners and administrators can invite both new and existing Phrase users to join the Platform organization through cross-product invitations.

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 existing users' roles, select the desired Platform role under the Role column of the Users page.

Note

Active users are listed in the Users page only after accepting the invitation to the Platform organization.

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 Platform. If a user is deleted from all products, that user will be deleted from the organization as well.

Managing User Settings

To view and manage profile settings in the Platform:

  1. Select Settings/Profile from the profile icon at the top right of the screen.

    The Profile settings page is displayed.

  2. Use the available tabs to manage the desired settings:

    • Personal

      Upload a profile picture or edit personal information as required.

    • Security

      Manage available security settings:

      • Password

        Set up a new password for the current user profile.

      • Two-factor authentication

        Set up and enable multi-factor authentication (MFA). Currently, two-factor authentication via Google Authenticator application is supported.

      • Cookie settings

        Manage cookie preferences.

    • Organizations

      List, manage and switch among organizations.

    • Language and time zone

      Edit settings as required.

    • Login history

      View and download the user login history.

User Roles (Strings)

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 Users tab of the Users 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 Users tab.

Roles

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

  • Sees all projects.

  • Can edit translations for all languages and access all features in any project.

  • Can manage users and organization settings.

  • Recommended for users that need full access to the organization and all projects.

Project manager

  • Sees only assigned projects.

  • 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 MT engines for specific language pairs in the organization settings.

  • Can manage users and project settings.

  • Recommended for users that need access and manage certain projects.

  • Can be given global read-only access to all spaces and projects of the organization (can be activated via the user profile).

Developer

  • Sees only assigned projects.

  • Can edit translations for all languages in assigned projects.

  • Can manage language settings in assigned projects.

  • Recommended for users with access limited to individual projects and no administrative tasks.

Designer

  • Sees only assigned projects.

  • Can view and edit translations for all languages in assigned projects.

  • Can upload files and screenshots.

  • Recommended for users with access limited to individual projects, and who are responsible for design, layout, UX, etc. (such as via Sketch).

Translator

  • Sees only assigned projects.

  • Can view translations for all languages in assigned projects, but can edit translations only for assigned languages.

  • Can upload files for assigned languages (if permission is given by an Administrator).

  • Recommended for users with access limited to specific languages, including community users.

Guest

  • Sees only assigned projects.

  • Can view translations for all languages in assigned projects and leave comments.

  • Can access term bases (can be removed).

  • Recommended to give read-only access for colleagues or stakeholders not directly involved in the localization process.

Project-based User Roles

Available for

  • Enterprise plan

Get in touch with Sales for licensing questions.

Available for

  • Enterprise plan (Legacy)

Get in touch with Sales for licensing questions.

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 Roles tab on the User page. role_info.png beside a user name indicates the default role assignments have been changed.

Teams

Available for

  • Team, Professional, Business and Enterprise plans

Get in touch with Sales for licensing questions.

Available for

  • Enterprise plan (Legacy)

Get in touch with Sales for licensing questions.

Teams are for grouping users and batch-assigning access rights. This becomes more useful the more users are working in an organization.

To create a team, follow these steps:

  1. From the Users page, select the Teams tab.

  2. Click Create new team.

    The Create a new team window opens.

  3. Provide a Team Name.

  4. In the Team members tab, click Add beside a user name to add them to the new team.

    The Add button changes to a Remove button for selected users.

  5. From the Project access tab, click Add to select which existing projects the new team will have access to.

    The Add button changes to a Remove button for selected projects.

  6. Click Save team.

    The new team is added to the Teams tab.

User Roles (TMS)

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:

  • Buyer

  • Vendor

Multiple Profiles

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.

Users Page

The Users page is accessed through either the left-hand navigation panel or clicking Users under the Administration menu in Settings Setup_gear.png.

From the Users page, Administrators and Project managers can:

  • Create or delete users.

  • Bulk import new users.

  • Activate/inactivate users

    Active users count towards users available as per edition.

  • Edit user details, email, 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.

    Note

    When the user's email address is changed, an approval email is sent to the user's original email address. If the original email account is no longer accessible for any reason, contact the Support Team.

  • Email login instructions.

  • View login history (last six 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. An export of the log will contain only the first 500 entries.

Create a User

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:

J. Doe of ABC Organization = ABC_j.doe.

J.Doe of DEF Company = DEF_j.doe.

To create a user, follow these steps:

  1. Click New from the Users page or click the plus new_template.jpeg icon beside Users in the left hand navigation panel.

    Hover over the New button to see users are available as per subscription.

  2. Provide user information, Username, Role, Time Zone, role based options and Relevancy if required.

  3. Click Create.

    New user is added to the list on the User page.

  4. User sets a password.

Bulk Import Users

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:

  1. From the Users page, click Import.

    The Import users window opens.

  2. Click sample XLSX file.

    The pre-formatted .XLSX file is downloaded to your system.

  3. Open the .XLSX file in a spreadsheet editor.

  4. Enter the following user information if available (if anything but the Username is not immediately available, it can be added manually):

    • First name

    • Last name

    • Email

    • Username

    • Role

    • Receive newsletter

    • Note

  5. Save the .XLSX file.

  6. From the Import users window, drag and drop the file into the window or click Choose file and select the file.

  7. Click Import.

    The users specified in the .XLSX file are added to the Users page.

Error messages - User management

Active users limit exceeded (TMS)

Deactivate some existing users. Once a user account is deactivated, it does not count towards the total. Leaving the Active checkbox unchecked in a user account renders that account inactive.

User_activation-TMS.png

Hovering over the New button on the Users page presents balance of available users.

balance_of_users.png

Linguists can also be automatically deactivated if they have no assigned jobs.

To automatically deactivate users, follow these steps:

  1. From the Settings Setup_gear.png page, scroll down to the Project settings section and click on Access and security.

    The Access and security page opens.

  2. Ensure Activate/Deactivate Linguists automatically is checked.

  3. Click Save.

    Settings are saved and the Settings page is opened.

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