Onboarding your cloud account

Before creating cloud project, set up the structure of your account and prepare all the required translation resources for future cloud projects. Perform the following preliminary actions to enable your team members to translate and review cloud projects in Passolo, Trados Studio or in the Online Editor.

This topic explains how to connect Passolo to your cloud workflow. If you already have onboarded your cloud account then you can skip this section.

Pre-requisites:
  • You are member of a group with a role that has permission to create new resources: Administrator, Project Manager or Lead Project Manager.
  • You are logged in to your cloud account from a browser.

1. Add customers

As the administrator of your cloud account, set up customers to define the structure or your cloud account. Cloud projects are always mapped to a customer in your account. For each customer that you add, a dedicated customer location folder is automatically created. This enables you can organize the workspace in your account based on your customer folders.

There are two types of customer users: customer requesters (who submit projects for translation) and customer reviewers (who check the final translation).

To start adding customers:

  1. Go to the Customers tab in your cloud account and click New Customer.
  2. Enter the details of the new customer that you want to add. In the Location field, specify an existing main folder under which to create the new customer folder.

    For example, create the following hierarchy: EU clients > RWS > Legal.

For more information on working with customers, see the "Customers and customer users" topic in the Language Cloud documentation.

2. Add users and assign roles

Create all the other account users who will be working on the manual tasks for your translation projects. Users can work on tasks based on account permissions. Users receive the appropriate permissions by inheriting the roles associated with the group you make them part of.

To add new users:
  1. Go to the Users tab in your account, and select the tab for the type of user that you want to create.
  2. Click the + New button and enter the details of new user.
  3. Specify the customer location for the new user and whether you want to include the new user in an existing group.
  4. Enter an optional personal message and click Invite.

For more information on working with users and assigning roles, see the "Users and groups" topic in the Language Cloud documentation.

3. Configure resources

Go to Resources tab in your cloud account and configure all the translation resources that project managers can use when creating cloud projects or project templates. These resources will be available to the translators and reviewers with access to the projects that include these resources.

Tip: For initial onboarding, start configuring items in the Resources tab from right to left. This means you will define resources starting with the last option on the right, and ending with the Project Templates option.

3.1 Add Neural Machine Translation (NMT) engines

Add NMT engines to your account to make them available for future cloud projects. NMT engines are used during automated translation tasks and interactive lookups when translating and reviewing in the Online Editor.

To link your cloud account to your Machine Translation account:
  1. Click on your initials in the top right corner of your browser and select Manage Account.
  2. Under Language Weaver, enter the credentials of your Machine Translation account to add your machine translation resources to your cloud account.
  3. Click Resources > Machine Translation Engines > NMT Models tab and check the resources in your Machine Translation account. You can then add these resources to new cloud projects or templates.

For more information on configuring and using NMT models, see the "Language Cloud MT" topic in the Language Cloud documentation.

3.2 Create Language Processing Rules

Create language processing rules for the translation memories (TMs) in your cloud account. Language processing rules contain information about the following elements in a TM: compounds treated as one word, segmentation rules and placeables (placeables): Numbers, Dates & Times, Measurements, Variables, Abbreviations, Ordinal followers.

When you create new cloud-based TMs, you can select a language processing rule to add to the new TM the settings stored in the rule. You can use the default language processing rule or create a custom one. RWS Language Cloud Translation Management and Trados Live Team add a default Language Processing Rule for each customer you create in the Customers folder.

Custom rules enable you to specify custom settings and formats for the items in the TM that are recognized as non-translatable items. For example, you can add a custom Language Processing Rule that identifies and localizes custom formats in the source language for placeables.

To add a custom Language Processing Rule:

  1. Go to your cloud account, Resources tab > Language Processing Rules > New Language Processing Rule.
  2. Specify a name, the location on your account where you want to add the rule and customize the settings for identifying and localizing placeables in your TMs.
  3. Click Create.

For more information on creating and working with language processing rules, see "Language Processing Rules" in the Language Cloud documentation.

3.3 Create cloud termbases

Create termbase templates to easily apply the same settings to future cloud termbases. Cloud termbases can be created from scratch, from a template, or from an existing MultiTerm termbase definition. You can also import and export termbase entries or download the termbase definition to use it for creating termbase templates.

Go to Resources tab > Terminology and choose whether you want to create a new termbase or a new termbase template.

To create a new termbase:

  1. Click Termbases > + New Termbase.
  2. Fill in the details for the page wizard and click Create.
  3. Select the new termbase and click Import. Upload tembase content from a .xml, .tbx , .xlsx , .csv file.

For more information on creating and working with cloud termbases, see the "Language Cloud termbases" in the Language Cloud documentation.

3.4 Create cloud translation memories

  1. Go to the Translation Memories tab and choose whether you want to create a new cloud TM or a new cloud field template
    • Create new Translation Memories that project managers can then add to future cloud projects. Linguists get access to the cloud TM when translating or reviewing cloud project files in the Online Editor and in Passolo's Editor view.

      You can create TMs from scratch or import TM content from existing, local TMs. The structure of cloud TMs is based on language processing rules and field templates: text, list, date/time, numbers.

    • Field templates enable you to work consistently across your TMs and create TMs that share the same fields faster. TM fields hold descriptive data for each translation unit (TU) in a TM.

      Cloud accounts with Trados Live Team or RWS Language Cloud Translation Management subscriptions include these default resources for each customer that you create.

  2. Enter the details of your new cloud TM, the Language Processing Rules and Field Template to apply to the new TM, and click Create.
  3. After creating the TM, you can are also import the translation units from an existing TM by selecting the newly created TM, and clicking Import. Browse to an .SDLTM, .TMX or .SDLXLIFF file, edit the general TM options and click Finish.
  4. Select the new TM and click TM Maintenance button to check the translation units it contains.

For more information on creating and working with cloud-based TMs, see the "Language Cloud TMs" topic in the Language Cloud documentation.

3.5 Configure translation engines

Create a translation engine that combines TMs, termbases and Machine Translation engines. A translation engine enables you reuse all these resources across projects without having to specify them for each new similar project.

Configuring all resources from one central location instead of specifying each resource separately saves you time, especially if you work with translation projects that share similar subject fields.

To create and configure a new translation engine:

  1. Go to the Resources tab > Translation Engines > + New Translation Engine.
  2. Enter the general details of your new engine, specify the location where you want to store the engine in your cloud account and the project languages to which the new engine can apply.

    Tip: Type ISO language codes to quickly add source and target language to your translation engine. For example, type de-de for German (Germany).

  3. Add the TMs, the Machine Translation engines and the termbases that will be included in your engine.

For more information on creating and working with translation engines, see the "Language Cloud Translation Engines" in the Language Cloud documentation.

3.6 Create pricing models

Create pricing models that you can later use to automatically define quotes for your project. Pricing models are a part of project templates and you can associate them with customers or vendors. Pricing models are only available with the subscriptions available for the Trados Enterprise offering.

For more information on creating and working with pricing models, see Pricing Models in the RWS Language Cloud Translation Management documentation.

3.7 Create custom fields

Create custom fields that you can then use to label new projects. Custom fields enable you to filter and group projects.

Click Resources > Custom Fields > New Custom Field to start adding custom fields.

For more information on creating and working with custom fields, see Custom fields in the RWS Language Cloud Translation Management documentation.

3.8 Set up workflows

Workflows are available with a Trados Enterprise subscription and you can configure the available workflows to plan which project tasks are executed in which order. You can then apply your workflows to future cloud projects created on your cloud account.

Workflows are made up of:
  • automated tasks which are similar to the batch tasks in Passolo
  • manual tasks that you can assign specific users, groups or vendors

To create a workflow:

  1. Go to the Resources tab > Workflows and choose Workflows from the drop-down menu. You can also create workflow templates or workflow tasks.
  2. Click the + New Workflow button.
  3. Enter the general details and customer location where you want to save the new workflow.
  4. Select one of the available workflow templates on which you want to base your new workflow.
  5. Verify that the workflow tasks align with your process requirements. To exclude a task, hover over it, and then select the Exclude this task check box.
  6. For each human task, select Assign task. Click Select assignees, and then choose the individual users (Members) or groups to assign them to that task. When you perform the assignments, use the available filters (Current folder and above, Current folder only) to ensure that you easily identify and assign users and groups.

    You can also assign vendors to workflows via vendor order templates.

For more information, see Workflows in the RWS Language Cloud Translation Management documentation.

3.9 About File Type configurations

File type configurations specify which types of files in a cloud project can be processed for translation and how translatable content inside these files is extracted for translation. This applies mostly to common file types such as Word, PDF, etc. Your account includes a default configuration that extracts regular translatable content from most file types. For Passolo projects you can use the default file type configuration.

3.10 Create project templates

Project templates bring together a translation engine (termbase, TM, Automated Translation engine), a file type configuration and a set of project settings. Projects templates for accounts with a Trados Live Team subscription also include predefined, editable workflows. Projects templates for Trados Enterprise subscriptions include fully custumizable workflows and pricing models.

Create projects based on a project template to automatically populate the project creation wizard with all the resources and settings available in the template. The project templates in your cloud account are available when creating projects from Passolo or from a browser.

To create a new cloud project template:

  1. Go to the Resources tab > Project Templates and click New Project Template.
  2. Enter the general details and update the Translation Engine and Settings page of the wizard, then click Create.

For information on completing all the steps in the wizard, see the "Project Templates" topic in the Language Cloud documentation.