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How to connect FTP to the Workspace and create configurations

Admin
Updated

This article explains how to connect FTP to the Workspace and create a File Storage configuration for localization workflows.

After FTP is connected and configured, the Workspace can export source files to the selected Service Folder, collect completed translations, and move processed files to the delivery archive.

In this article, you will:

  • connect FTP as a File Storage integration
  • test the FTP connection
  • select the Workspace folder and Service folder
  • create and activate a File Storage configuration
  • configure export and delivery options
  • connect the configuration to a Service

Before you start

Before connecting FTP to the Workspace, make sure you have prepared the FTP / FTPS server and folder structure.

You need:

  • an accessible FTP / FTPS server
  • a dedicated FTP user account
  • a Workspace folder, which is the main folder for this workspace in your storage
  • at least one Service folder created inside the selected Workspace folder
  • the FTP server, user name, password, and SSL preference

Note: FTP / FTPS requirements and folder preparation are covered in a separate article.

Connecting FTP to the Workspace and creating configuration

1. Open File Storage from the Integrations tab

Open the Workspace Settings and navigate to the Integrations tab.

Find the File Storage card and click Connect.

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Note: If File Storage is already connected to the Workspace and you only need to create a new configuration, click the cog icon on the File Storage card.

2. Select FTP as the file storage type

In File Storage Settings, select FTP in the File storage type dropdown.

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3. Enter FTP connection details

Fill in the FTP connection fields:

Field Description
FTP server Host name or IP address of the FTP server, for example ftp.example.com.
FTP username Dedicated FTP account user name.
FTP password Dedicated FTP account password.
Use FTPS (SSL) Enable this option if explicit FTPS should be used.
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Important: The connector connects on port 21 and upgrades to TLS via explicit FTPS, also known as AuthTLS, when Use FTPS (SSL) is enabled. Make sure your firewall allows port 21 and the passive data port range.

4. Test the FTP connection

Click Test Connection to verify credentials and network access.

If the connection is successful, you will see a success message.

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5. Select the Workspace folder

After the FTP connection is tested successfully, the available Workspace folders must appear in the Workspace folder dropdown.

Select the Workspace folder. This is the main folder for this workspace in your storage, also described in the preparation article as the Level 2 workspace / environment folder prepared on the FTP server. Service folders must be created inside this folder before they can be selected in the next step.

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Note: If you do not see the expected Workspace folder in the dropdown, check that the Level 2 workspace / environment folder exists on the FTP server and that the dedicated FTP user account has permission to access it.

6. Select the Service folder

When the Workspace folder is selected, the available Service folders appear in the Service folder dropdown.

Select the Level 3 Service folder that should be used for the current FTP Configuration.

All localization jobs exported with this configuration will be sent to the selected Service folder.

A Service folder is a user-created folder inside the Workspace folder. Use it to separate localization workflows, such as human translation, machine translation, review, or client-specific setups.

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Important: The Service folder must already exist inside the selected Workspace folder. The Workspace does not create Service folders automatically. Localization Hub automatically creates only the operational folders inside the selected Service folder: Content for translation, Translations to deliver, Delivered, and Delivery with errors.

7. Review the configuration options

Once the Service folder is selected, the configuration options become available.

Name the configuration and provide a description if needed.

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Recommended: Use a clear configuration name, for example FTP_Translation or Acme Production - Translation. This makes it easier to select the correct configuration when connecting it to a Service.

8. Configure export settings

Enable the Export section if you want to use the current configuration to export localization jobs to the selected Service folder.

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You can also group Localization Hub jobs into one file. If you check Group and specify the number of jobs, the Workspace will group jobs accordingly. For example, one file can contain two Localization Hub jobs.

It is also possible to group jobs based on the number of words. To limit the number of words in each file, check Group and select the words option in the corresponding dropdown.

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Note: Whether the Group option is enabled or disabled, you can still decide how to group content during export.

To compress files before upload, enable the Zip (compress) file toggle.

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Use Organize exported files into folders if you want exported files to be saved in subfolders inside Content for translation.

When this option is enabled, subfolder names are created from the Subfolder name template. This is useful when you want to organize exported files by language pair or another folder structure.

The Subfolder name template defines the names of subfolders created inside Content for translation.

The default value is {Source}_{Target}. For example, en_de.

If the field is left empty, the default value is used.

Available variables: {Source}, {Target}.

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The File name template defines the names of exported files. The field is pre-filled with the default naming pattern, but you can customize file names using variables.

If the field is cleared, Localization Hub falls back to the built-in default file name. The file extension is added automatically.

Default template:

{Source}-{Target}_{OrderNumber}_l{Level}_{ContentType}_{ContentId}_{ContentName}_ipr

Available variables: {ContentId}, {ContentName}, {ContentType}, {JobId}, {Source}, {Target}, {OrderNumber}, {OrderId}, {ProjectName}, {Level}, {Group}, {Date}.

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9. Configure delivery settings

Enable the Delivery from storage section if you want to use the current configuration to deliver translated content from FTP back to the Content Management System.

Files are imported from Translations to deliver. Successfully processed files are moved to Delivered.

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The Publish in CMS toggle controls whether translated content should be published automatically after delivery, when supported by the connected CMS.

Publishing behavior depends on the connector. For Optimizely and Sitecore connectors, this option is visible in the UI but is currently not applied.

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In Delivery error contacts, enter one or more email addresses that should receive delivery error notifications.

Email addresses can be separated by commas or semicolons.

If delivery fails, a summary email is sent to these contacts with the error description and a reference to the affected file.

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If a file cannot be processed, it is moved to Delivery with errors. A detailed error file named <original filename>.error.txt is added to the same folder.

If the system cannot parse the file because of formatting issues, it still tries to identify the job ID and link the error to the related job in Localization Hub.

To retry delivery, review the error, remove the error file, fix the content file, and move the corrected file back to Translations to deliver.

10. Activate and save the configuration

Make sure that all settings are applied correctly and activate the Configured toggle.

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Click Save.

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Important: If the Configured toggle is not activated, the configuration will still be saved, but you will not be able to use it.

11. Confirm that the configuration was created

After saving, the configuration appears in the list of File Storage Configurations on the File Storage Settings page.

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You can also see the configuration on the File Storage card in the Integrations tab.

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Connecting FTP configuration to a Service

After the FTP Configuration is created, connect this configuration to the required translation Service on the Service page in editing mode.

  1. Open the required Service in editing mode. 

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  2. Find the Workflow block.

  3. Assign File Storage and the required FTP Configuration to the relevant workflow steps. 

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  4. Save the Service.

When the FTP Configuration is connected to a Service, you will see this Service in the File Storage card on the Integrations tab and in the File Storage Configuration settings.

Summary

To connect FTP to the Workspace and create configuration:

  • open Workspace Settings > Integrations
  • connect File Storage and select FTP
  • enter FTP server, username, password, and SSL settings
  • test the connection
  • select the Workspace folder and Service folder
  • configure Export to storage and Delivery from storage
  • set folder organization and file name templates if needed
  • add Delivery error contacts if delivery error notifications are required
  • activate the Configured toggle and save
  • connect the FTP Configuration to the required Service

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