User Management

Note: Each account must have at least one Administrator user.

Users are managed by either clicking the Setup icon and clicking on Users in the Administration section, or by clicking on Users on the left side of the screen.

The types of users available in the different Memsource editions are the same, apart from in the Personal edition.

Personal edition

• A single Administrator user

Team Start, Team, Ultimate and Enterprise editions

• Multiple Administrator/Project Manager users and Linguist users. It is possible to create an unlimited number of user accounts, but there is a licensing limitation. (See the Unlimited Number of User Accounts section below.)

User Licensing

With the exception of the Personal edition, which is free, the monthly subscription price is based on the number of licensed users. Linguist users may not be licensed separately but are always provided in a package with a Project Manager license. For example, the Team and Ultimate editions come with 10 Linguist accounts per Project Manager/Administrator. The Enterprise edition comes with an unlimited amount of users of all types.

Usernames

Usernames must be always unique not only in your organization but within the whole of Memsource. A deleted username also cannot be used for creating a new user. It is recommended to use some kind of prefix with your usernames to ensure their uniqueness. For instance, ABC organization can use ABC_j.doe to distinguish from DEF company's user DEF_j.doe.

My Profile Setup Menu

Clicking on your username in the top right corner will take you to a My Profile setup page:

 

The menu offers the following items:

Your Role

You will see what your current role in Memsource is.

My Profile

My Profile Details

 

Under My Profile you can do the following:

• Add your profile picture
• Edit your User Details (only available in Admin and Project Manager roles)
• Choose whether or not you wish to receive Memsource newsletters
• Change your password
•  View your Login History
  • You can check your login history in the last 30 days (only available in Admin and Project Manager roles).
• Sign out

Unlimited Number of User Accounts

It is possible to create an unlimited number of user accounts with the Team Start, Team, Ultimate, and Enterprise editions, but there is a licensing limitation (the number of purchased Project Manager user accounts). The licensing limitation applies to the number of active users in the organization's Memsource account at any given time.

For example, if an organization subscribes to 5 project manager accounts, they can create any number of PM accounts but only 5 PM users can be active at any given time. The same applies to Linguist users.

With the Team, Ultimate and Enterprise editions, the activation/deactivation of user accounts happens automatically. If the limit of licensed users is reached for a particular role, no more users of that type will be able to log in and use Memsource. Administrator and Project Manager users can control which users are active and which are inactive by clicking on Users on the left side of the screen.

Active and inactive users

In contrast, the Team Start edition does not include the automatic activation/deactivation of users; users have to be activated and deactivated manually. Only activated users will be able to log in and use Memsource.

This makes the Team Start edition more suitable for more stable teams and the Team, Ultimate, and Enterprise editions more appropriate for teams which change more regularly.  

Login History

Administrators and Project Managers can view and/or download 3 months of login history for any user. The login history is available from the Users page. If it's not currently displayed, click the List icon in the far right corner and select Login History.

Login History

Email Login

The Email Login button at the top of the Users section makes it possible to send login information to any number of users. There is an email template that is associated with this step and users, upon receiving the login information, will be able to generate a password for themselves.

Note: The password used when the account was created will not be sent via email for security reasons.

Import

If you need to create several users at the same time, you can do this by importing an XLSX table. The table itself needs to have a pre-defined format in order to be uploaded successfully. This can be downloaded by clicking on the Import button in the Users section and then clicking on the link to download a sample XLSX file.

The following user information is supported via the batch import:

• First name
• Last name
• Email
• Username
• Password
• Role
• Receive newsletter
• Note

Below, you'll see a screenshot of the Excel file that you can download. Start entering your new users in column 4. Fields that are not included in this Excel template like Relevancy (source and target languages, domains, etc.) need to be modified in the system after the users have been successfully imported.

Sample XLSX template for Import of users

 

Please note: If the Excel file you're using has users on it that were previously imported into Memsource, you will receive an error for each of those users, and they will not be imported. To avoid seeing this warning, delete those users from the Excel file.

Administrators

Note: Each account must have at least one Administrator user.

The Administrator user is at the top of the Memsource user hierarchy and consequently has maximum rights. These include:

• Creating/editing/deleting projects, jobs, translation memories, and term bases
• Creating/editing/deleting other users
• Modifying any of the settings under Setup

In terms of licensing, the Administrator and Project Manager are fully interchangeable. This means that if an organization subscribes to 5 Project Manager accounts, they can choose to have anywhere from 1 to 5 Administrators, while the rest are Project Managers.

Project Managers

Project Manager users have almost the same level of rights as Administrator users with certain exceptions:

• They are not allowed to create/edit/delete Administrator users
• They are not allowed to view and modify some of the settings under Setup such as:
  • Subscription details
  • Domains (determined by the settings below)
  • Subdomains (determined by the settings below)

Project Manager User Rights Customization

The Project Manager role can be heavily customized and be set as the Owner (see below).

• Projects
  • Create projects
  • View projects created by other users
  • Modify projects created by other users
  • Delete projects created by other users
  • Access projects of a selected client only
  • Access projects of selected business units only
• Project Templates
  • Create project templates
  • View project templates created by other users
  • Modify project templates created by other users
  • Delete project templates created by other users
  • Access project templates of a selected client only
  • Access project templates of selected business units only
• Translation Memories
  • Create TMs
  • View TMs created by other users
  • Modify TMs created by other users
  • Delete TMs created by other users
  • Export TMs created by other users
  • Import into TMs created by other users
  • Access TMs of a selected client only
  • Access TMs of selected business units only
• Term Bases
  • Create TBs
  • View TBs created by other users
  • Modify TBs created by other users
  • Delete TBs created by other users
  • Export TBs created by other users
  • Import into TBs created by other users
  • Approve terms in TBs created by other users
  • Access TBs of a selected client only
  • Access TBs of selected business units only
• Users
  • Create users
  • View users created by other users
  • Modify users created by other users
  • Delete users created by other users
• Clients, domains, subdomains
  • Create clients, domains, and subdomains
  • View clients, domains, and subdomains created by other users
  • Modify clients, domains, and subdomains created by other users
  • Delete clients, domains, and subdomains created by other users
• Vendors
  • Create vendors
  • View vendors created by other users
  • Modify vendors created by other users
  • Delete vendors created by other users
• Home page Dashboards
  • View all data
  • View data owned by the user
  • View no data
• Other
  • Modify Setup's server settings

Note: If both client and business units are specified, only projects, templates, TMs, or TBs where both the client and business units are specified will be available.

Owners

In addition, any PM can be assigned as the Owner of a project, project template, TM, or TB created by another user and gain the same user rights as if it had been created by them.

The PM permissions can be set so that they don't have the right to view/edit/delete projects created by other users unless the PM is set as the Owner of the project.

Job Owner

Apart from being the Owner of the entire project, project template, TM, or TB, Project Managers and Administrators can also become Job Owners. Each user who imports a job into a project will automatically become its Job Owner and can receive notifications of the status changes of such jobs.

Linguists

The main purpose of the Linguist user role is to translate/edit/proofread, etc. This is a typical scenario related to the Linguist user role:

1. A Project Manager or Administrator creates a Linguist user.
2. The Project Manager or Administrator then assigns a translation job to the Linguist.
3. The Linguist user signs in to the Linguist Portal and completes the assignment.

This type of scenario is typical for translation companies, and the Linguist user has indeed been designed for their freelance translators. Therefore, Linguists are not allowed to do any project management tasks or change project settings for the jobs they have been assigned. They are, however, offered a number of features through the Linguist Portal that are related to the job they have been assigned:

• Download files (unless blocked by the Project Manager)
  • Original
  • Bilingual MXLIFF, DOCX, TMX
  • Completed
• Join files
• Pre-translate from the project TM/MT (for instance to prepare files for offline work)
• Change a job status (e.g. to Accepted, Completed, or Rejected)
• View project analyses (as assigned to them by a Project Manager)
• Search/browse the translation memory (If the option Edit translation in TM has been selected, then the TM Write mode can be edited in the Linguist Portal.)
• Search/browse terminology (If multiple term bases are selected for a project, only the ones in Write mode are displayed to the Linguist in the Linguist Portal.)
• Create/edit terms with New status
• Edit terms with Approved status if the option Edit all terms in TB has been selected for the Linguist by the Project Manager
• Export terms they created themselves
• Download reference files

The Linguist or Vendor can also decide whether to complete the assignment in either of the Memsource Editors unless file downloads are blocked by the Project Manager. In that case, only the Memsource Editor for Web will be available.

The Team Start, Team, Ultimate, and Enterprise editions also support an additional feature related to Linguist users. Memsource "learns" based on previous Linguist assignments and automatically suggests relevant Linguists to Project Managers when assigning jobs. The information regarding Linguists' previous assignments is saved to the User Detail page and can be also manually edited.

Custom Settings for Linguist Roles

The Linguist role can also be customized using the following options (Please note that some are available only in specific editions.):

• Time Zone - the job's "due date" information will be displayed accordingly
• Edit all terms in TB - Linguists will be able to edit/delete terms created by other users and set New terms to Approved (only for TBs connected to the assigned job).
• Edit translations in TM - Linguists will be able to open the Writable TMs in projects and edit/delete TM records (This will only affect TMs connected to the assigned job. All of the TM's languages will be available to edit.)
• Reject job - only available for Ultimate and Enterprise editions
• Enable MT - If disabled, Linguists will not see MT suggestions in the Memsource Editor, even if the MT has been enabled for the project in question.
• Receive Memsource newsletters
• Net rate scheme (for Analysis)
• Price list (for Quotes)
• Note
• Relevancy - When assigning a job to the Linguist, this will help with choosing the relevant Linguists from the list. You can add the following information for each Linguist:
  • Source languages
  • Target languages
  • Client
  • Domain
  • Subdomain
  • Workflow steps

Linguists' Relevancy may be set up manually when creating or editing Linguists, or you can allow Memsource to "learn" these attributes based on how you assign the Linguists to the specific Workflow steps.

Linguist detail page

Guests

This user role is available in the Team, Ultimate, and Enterprise editions. It is very similar to the Project Manager user role except that it is limited to the projects, translation memories, or term bases of a specific client. Just like the Project Manager user role, the Guest user role can be highly customized. The Guest role can be provided to users to do any of the following (but always limited to the data of a specific client):

• View projects
• View/edit jobs in Memsource Editor
• View/modify translation memories
• View/modify term bases
• View analyses
• View references

Guest User Rights Customization

The Guest user role can be highly customized.

• Projects
  • View projects created by other users
  • Show Linguists' names
  • Edit jobs in Memsource Editor
  • Access projects of a selected client only
• Translation Memories
  • View TMs created by other users
  • Modify TMs created by other users
  • Export TMs created by other users
  • Import into TMs created by other users
  • Access TMs of a selected client only
• Term Bases
  • View TBs created by other users
  • Modify TBs created by other users
  • Export TBs created by other users
  • Import into TBs created by other users
  • Approve terms in TBs created by other users
  • Access TBs of a selected client only

Submitters

This user role is available in the Ultimate and Enterprise editions. The role of a Submitter is associated with the possibility of creating customized Client Portals for internal or external customers.