Gridly Translation Management System (TMS) helps you manage localization projects with a centralized approach. The system utilizes translation memory, pre-translation, and automated QA protocols to maintain consistency across projects. This document introduces the key concepts and entities of Gridly TMS.

Key terminology & concepts

Project

A Project is the highest-level unit in the TMS:

• Serves as the primary container for all translation activities
• Contains Jobs and Tasks
• Contains shared materials: reference files, glossaries, non-translatable lists, Translation Memory (TM)  
• Defines translation and QA settings

Category

A Category is a grouping unit within a project for easier management:

• Groups related Jobs with common characteristics
• Contains Category-level shared resources: reference files, glossaries, non-translatable lists, TM
• Specifies requirements for Jobs

Job

A Job is part of a Project and is grouped by Category:

• Corresponds to a file or a Grid
• Shares the same workflow and due date with other Jobs in Category
• Shares Category-level materials

Task

A Task is part of a Job and also the lowest-level unit in TMS:

• Defined by its unique language pair and service requirement. For example, a Job under TEP workflow consists of 10 tasks:
  • 5 translation tasks for each of the 5 target languages
  • 5 proofreading tasks for each of the 5 target languages
• Assigned to vendors (translators, reviewers)

TMS Dashboard

To view TMS Dashboard, switch to the TMS module:

• In Gridly Project Dashboard page, click on Content next to the Gridly logo.
• Select TMS from the dropdown list.

The default TMS Dashboard provides a comprehensive view of your localization projects through 4 main sections:

• Category Summary
  • Displays your categories in terms of Name, Description, Assignments, Priority, Due Date, Created Date, Source Language, and Target Languages.
• Project Overview
  • Shows localization projects with detailed information including assignees and priority levels
  • Tracks project creation and due dates
• Task Board
  • Lists individual translation tasks with progress tracking
  • Shows key metrics including:
    • Target Language Code
    • Words Completed
    • Words Total
    • Word Completion Percentage
    • Priority Level
    • Status indicators
  • Links to associated job files
• Job Tracker
  • Provides details for jobs with source and target language pairs
  • Displays job status, priority, and assignments
  • Includes file references and default settings

Project

Create a Project

1. In TMS Module, select Projects tab from the left-hand side menu.
2. Click New project.
3. Fill in project details:
   • Project name
   • Due date
   • Assignee
   • Priority
   • Description
4. Click Save.  

Find your newly created Project in the Projects list. Click directly on the cells to edit the Project's assignee, priority, and due date.

Add reference files to a Project

1. Inside a Project, select References tab.
2. Click Add new file.
3. Click Choose file and select a file from your computer.
4. Fill in file description (optional). 
5. Click Add

Project settings

1. Inside a Project, select Settings tab.
2. In Project settings, you can find settings:
   • Project details: Configure project name, assignee, due date, priority, description.
   • Localization setup: 
     • Master TM
     • Reference TMs
     • Use working TM
     • Auto ingest new translation text: Toggle on to automatically create new entry in the TM with new translation.
     • Translation status for target cell: Select the translation status for target cell after it's auto-populated with TM entries (Out-of-date, Up-to-date, Unset).
     • Glossaries: Select Gridly glossaries to be used in the project.
     • Non-Translatable: Select non-translatable list to be used in the project.
   • Quality assurance: Configure QA settings for your project
     • Auto QA model
     • LQA model
     • LexiQA model
3. Click Save to save your Project settings.

Category

Create a Category

1. In a Project, select the Categories tab.
2. Click Add category.
3. Fill in Category details:
   • Name 
   • Category type:
     • Gridly CAT: Use Gridly CAT tools for translation.
     • memoQ Integration: Use memoQ for translation. You need to set up memoQ Integration first.
   • Source language (single choice) 
   • Target language (multi-choice) 
   • Assignee
   • Priority
   • Due date 
   • Workflow templates (multi-choice)
   • Description
4. Click Save.

Category settings

1. Clicknext to Category's name. 
2. Select Custom category.
3. Configure your settings then click Save. 

If Category type is memoQ Integration, you can edit memoQ integration settings:

• Default memoQ project to push
• Import filter
  • Create new filter
  • Use existing filter

Job

Create a Job from a file in TMS

1. Inside a Category, click Upload file.
2. Select a file from your computer to upload (supported file types: po, csv, pdf, docx, html, xliff, srt).
3. Fill in Job details:
   • Job name: Set as file name by default
   • Description
   • Workflow: Select one from Category's workflow list.
   • Assignee
   • Due date
   • Priority
   • Target languages: Category's target languages will be selected by default
   • File import setting: Each file type will have its own import setting
4. Click Next to preview the Grid before importing. 
5. Click Complete. 
6. Wait for the process to finish. Click Manage job to see the newly created Job.

Create a Job by pushing a Grid from Content module

Only translation Grids (with language columns and dependencies) can be pushed from Content module to TMS module.

1. In the Grid you want to push to TMS, click on the    icon on the right-hand side toolbar.
2. Click Push to TMS.
3. Configure these settings:
   • Source language
   • Target languages: Each target language will create a Task for the Job.
   • Source status to import: Only records with the selected status will be pushed to TMS.
   • Select other columns (optional)
   • Select TMS Project
   • Select TMS Category
   • Select workflow
4. Click Push.

Export file from Jobs

From Job list under Category:

1. Select the Job you want to export by clicking its name.
2. Click.
3. Configure export settings:
   • If target text empty:
     • Replace with source text (default)
     • Leave blank
   • Select target languages
4. Click Export.

Pre-Translation Wizard in Jobs

Pre-Translation Wizard is a beta feature that helps you auto-populate your Grid with matching Translation Memory entries and fill in the rest with Machine Translation.

In TMS, Pre-Translation Wizard can be applied for a Job to pre-translate its Tasks. From Job list under Category:

1. Select the Job you want to export by clicking its name.
2. Click on the button.
3. Select Pre-Translation Wizard.
4.  Follow this guide to configure Pre-translation Wizard.

Translation Analysis in Jobs

Use Translation Analysis to get an overview of the effort needed to translate all Tasks in a Job. 

1. Select the Job you want to export by clicking its name.
2. Click on the button.
3. Select Translation analysis.
4. Follow this guide to interpret the analysis.

Job settings

1. Select the Job you want to export by clicking its name.
2. Click on the button.
3. Here you can customize:
   • Job name
   • Description
   • Assignee
   • Due date
   • Priority
4. Click Save.

Deliver a Job to Content module

If a Job is created by pushing a Grid from Content module, you can deliver it back to the original Grid by clicking Deliver job. Deliver individual Tasks in a Job by clicking theicon on the corresponding row.

You can review the content delivered from TMS and decide whether you want to import it to your Grid.

1. In the Grid you pushed to TMS, click on the icon on the right-hand side toolbar.
2. Select the Pending deliveries tab to view deliveries from TMS.
3. You can select one of these actions:
   • Import: Import the content of the delivery to the Grid. 
   • Review import: Open a detailed view of the delivered content.
   • Reject: Reject the delivery

Task

Tasks in TMS are automatically created when you create a Job. Tasks are generated based on the number of target languages and the chosen workflows. To see all Tasks in a Job, click on Job's name.

Click on the corresponding cells to change Task's priority, assignee, status, and due date. There is also a summary of to be translated word count, completed word count, completed word percentage. Click Refresh to see the latest statistic about your Tasks.

Use Gridly CAT to work on Tasks

If Category type is Gridly CAT, click on Task name to open Translation Workbench in Gridly. 

Use memoQ to work onTasks

If Category type is memoQ Integration, you can push Tasks to memoQ for translation.

1. Click and select Push to memoQ.
2. Configure these settings:
   • General info
     • Filename: If left blank, original filename will be used.
     • memoQ project (follow Category settings) 
   • Source language
   • Target languages
   • Other columns
   • Import filter for memoQ (follow Category settings)
3. Click Push.
4. Refresh the project page in memoQ, your Tasks will appear under Translations tab.

When you have finished translation in memoQ and deliver the file, translated content will be delivered straight to the corresponding Gridly TMS Task. 

Click on Task's name to review delivered content from memoQ. Note that this file is read-only and cannot be edited.