Administration

Phrase User Management

Suite User Management

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

Owner

Administrator

Same as owner, but cannot create an owner or delete organizations

N/A

Administrator

Member

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

All roles other than administrator

All roles other than owner and administrator

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 suite_link.jpeg under the corresponding column of the Users page.

Note

Strings users are listed in the Users page only after accepting the invitation to the Suite organization.

Use Cases

  • The Suite owner starts a TMS trial.

    A new administrator is created within TMS.

  • The Suite owner starts a Strings trial.

    A new owner is created within Strings.

  • A TMS administrator creates another administrator.

    A new Suite owner is created.

  • 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:

  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 two-factor authentication via Google Authenticator application.

      • 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 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 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.

    • 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

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

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:

  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 edition 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 Team Start edition 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, 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.

  • Email login instructions.

  • 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.

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.

  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&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.

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