How to connect Phrase to the Workspace and create configuration

Overview

1. Connecting Phrase to the Workspace

2. Creating Phrase Configuration

Before you start

iLangL is integrated with Phrase through Phrase's Project Templates. Make sure you have at least one Phrase Project Template before connecting your Phrase account to iLangL. Read more about Project Templates creation in Phrase. 

Connecting Phrase to the Workspace

1. Open the Workspace Settings and navigate to the Integrations tab.

2. Find the Phrase card to connect to the Workspace and click Connect. 

Note: if you already connected Phrase to the Workspace and just need to create a new configuration, click on (the cog icon) in the Phrase's card. 

If you need to add a new Phrase account, click Add Account.

If you have multiple accounts, make sure that you create a configuration for the required account. 

Log in to your Phrase account using your username and password. If you don’t have a unique portal name, use the default URL for the Phrase Portal URL field - https://cloud.memsource.com.

Creating Phrase Configuration

Now you need to create at least one configuration.

1. Click New configuration. 

Navigate to its settings by clicking on (the pencil icon) or find the newly created configuration in the left-side menu.  

2. Name the configuration. 

3. Set up the template for Projects' names in Phrase using Substitutes. Click on the required substitute to add it to the Phrase Project Name. Depending on what substitutes you select, the corresponding substitute values will be shown in Phrase as a project name to help you with the identification of the translation project.  

4. In Phrase Template Settings, select the source language that is used in the content management systems (CMS) and match it with the language from Phrase. 

You'll see all available project templates from Phrase that correspond to the selected source language to the right. Select the template that you would like to use for this configuration.  

If the list of Project Templates is empty, this means that the system did not find the project templates in Phrase corresponding to the selected languages. 

5. After the Project Template is selected, you need to map CMS target languages with the right ones in Phrase. The system will try to match the languages automatically. Make sure the matching is correct. 

6. If you have multiple sources and one target language, you need to enable Multiple sources switcher. Then, map the CMS Target Language with Language in Phrase. Afterward, map Content languages (CMS) with Phrase Languages. Also, the Phrase project template must be assigned to each language. 

7. In Phrase Webhook Settings section, you can enable or disable actions that are related to the Phrase webhook events. 

To use webhooks, make sure that the Phrase account you are using for connection with Localization Hub is in the Administrator role in Phrase.

Then open the Project template settings in Phrase and check the Receive webhooks for this project checkbox in Access and security settings of the project template assigned to this configuration in Step 6.

After the Receive webhooks for this project checkbox is checked, you can enable the webhooks described below. 

In the left column, you can switch off and on actions, while in the right column, you can see which webhook events it affects. 

All options are enabled by default. If you want to change any of the options listed below, you need to switch off the toggle of the action. The changes will be applied after you save the configuration. 

If you don't have the required webhook events for the actions, our system will automatically create them. 

Important: we recommend leaving at least options 1) and 3) ON. 

1 - Assign IN PROGRESS status to Localization Hub jobs only after jobs are successfully created in Phrase   

When you send a job to Phrase, the job's Not Started status is changed to In Progress. If the toggle for this option is ON, the status will be changed to In Progress only after the system gets confirmation from Phrase that jobs are successfully created. 

2 - Assign vendors from Phrase template

When a job in Phrase is created, it can be automatically assigned to vendors that are specified in the Phrase template used for the project's service. 

3 - Jobs' due dates in Localization Hub must be synced with Phrase jobs' due dates

If this option is disabled, the due dates of the jobs in Localization Hub and Phrase will be different and you will not be able to sync them. Synchronization of the job due dates is only possible using webhook events. 

4 - Deliver translations automatically to Localization Hub after jobs in Phrase are marked as COMPLETED

You can disable this option in case you would like to deliver jobs manually to the Hub or Content management system. 

Note: If you use Contentful or Contentstack connector, the translations will be delivered directly to the CMS (not Localization Hub).  

8. If you want this configuration to be able to transfer the content from CMS to a translation tool (export), you need to enable Content Request Settings.

Open XML and HTML accordions to apply settings that are inherited from Phrase. 

Read more about XML Settings and HTML Settings in Phrase. 

To add the Phrase Analysis, click Add in the Analysis section.

Then, click the pencil icon to apply the necessary settings for the analysis. These settings are inherited from Phrase.

Once all settings are configured, click Update to save them. You can return at any time to modify the settings.

9. You can also group the Localization Hub translation jobs to be in one translation tool job. If you check the Group checkbox and specify the number of Phrase jobs, the Localization Hub jobs will be grouped accordingly. For example, one Phrase job will contain 2 Localization Hub jobs. 

It's also possible to group the content based on the number of words. If you want to limit the number of words in each Phrase job, you should check Group and specify the number of words by choosing the words option in the corresponding dropdown.

Note: Disregarding whether the Group option is enabled or disabled, you can still decide how to group content during export. Read more about grouping content in the project here. 

10. If you want this configuration to be able to transfer the content from Phrase to the CMS (delivery), you need to enable Content Delivery Settings.

11. Select the Phrase workflow steps you need to add to the delivery settings.

Note: The Workflow Steps in Delivery Content Settings are taken from Phrase Project Template settings.

12. Give the workflow step a Display Name. It will be reflected in the Project (Jobs tab).

13. Decide how you would like the status of the delivered content to be displayed. You can come up with different Delivery states for each workflow step (e.g. Translated, Reviewed, Completed etc.) or use a unified name for all steps, such as Delivered. 

The Delivery States will be shown as statuses for different workflow steps in the CMS extension (an iLangL plugin for content management systems, such as Contentful, Sitecore, Contentstack etc.) and on Content page. 

14. Activate the Mark as completed toggle for a specific workflow step if:

1) You are using the Auto-complete functionality and you want a specific status (typically "Completed") to be assigned to the project once the content is delivered from this workflow step. 

2) After delivery from this Phrase workflow step, you want the jobs to appear as Completed (green) in the Jobs Burn Down statistics, even if the project is still in the In Progress stage.

3) On the Content page, the job will be displayed in Completed (typically green) instead of In Progress (typically blue).

15. Activate the Publish toggle for the workflow step at which you want the jobs to go live in the CMS instead of being saved in drafts. If you don't enable Publish for any step, the translations will be saved as drafts. 

16. Make sure that all the settings are applied correctly in the configuration and activate the Configured toggle. Click Save. If the Configured toggle is not activated, the configuration will still be saved but you will not be able to use the configuration.

17. You'll see the configuration in the list of configurations on the page of the chosen Phrase account.

Also, you'll be able to see the configuration on the Phrase card in the Integrations tab.  

18. Now you can connect this configuration to the translation Service on the Service page in editing mode. Read more on how to create and edit Services here. 

Find the Workflow section in the Service and assign the translation tool and configuration to the required workflow steps. 

19. When Phrase configuration is connected to a Service, you'll see this Service in the list in the Integrations tab (Phrase's card) and in the Phrase Configuration settings.