Translation Memory Management and Departments

The Cloudwords Professional and Enterprise Editions allow customers to divide their Cloudwords account into departments, so users, roles and projects can be managed in a more efficient way.

One of the advantages of dividing an account into departments is that the customer gains the ability to also divide the overall company translation memory by department. This way, if your account has a "marketing", a "legal" and a "website" departments, each of them will also have the option of building their specific translation memory.

Why is it good that departments can build their own translation memory? In some cases, the same sentence needs to be translated in different ways, depending on the use of that sentence. For example, the "website" department might need translated sentences to comply with a limited number of characters, so they are correctly displayed on a computer screen, while the "legal" department doesn't have that limit and could allow longer translations to ensure their meaning is clear. By allowing both departments to build their own translation memory, Cloudwords is helping them maximize the leveraging of pre-translated materials while maintaining the consistency and style for their specific cases.

Translation Memory files uploaded by vendors at the completion of a project

On an account that has been divided into departments, every new project created is automatically assigned to the department to which the user creating it belongs to. At the end of the project, after the customer has approved all translations, the vendor is required to upload the translation memory for that project. That translation memory will be merged automatically into the general "company translation memory" as well as into the corresponding department TM, becoming available for any new project created on that department.

Customer uploading a Translation Memory file

Sometimes, a customer might need to upload a TM file, either received from an internal team or from a vendor. In that case, Cloudwords facilitates adding external translation memory files to the customer's company-wide translation memory, as well as to a specific department TM.

To upload a new translation memory file, follow these steps:

  1. Login to your Cloudwords account.
  2. Click on the OneTM tab. You must be an administrator in order to have access to it.
  3. At the Translation Memory settings page, click on "Upload New Translation Memory".
  4. On the popup window that appears, select the translation memory file (a valid TMX format file) that you want to upload. Note: if you need to upload multiple TMX files, you can compress all of them together in a single .zip file and upload it (this will save you time when having to upload many individual files).
  5. Once you have selected the file, if your account has been divided into departments, you will be given the option to associate the translation memory being uploaded to a specific department. If you don't associate it to any of your existing departments, the uploaded translation memory will be considered as applicable to your whole company. 
  6. Click Upload

As you complete translation projects on Cloudwords, providers are required to upload the specific translation memory in order to consider the project as finished, and all newly updated translation memory files are added to your account automatically. This way, your translation memory is always up-to-date and contains all of your translations.



- When a customer or a vendor uploads a new TM file, the Cloudwords application performs a processing to re-build the Company and Department specific translation memory, so there may be some lag time after the upload for the information to be updated in the Department and the Company TM.

- When a TM file is uploaded to a specific department, all segments in it are also added to the Company TM, since the department is part of the company. The Department TM file simply provides a more specific segmentation of the overall TM so it can be leveraged against more effectively.

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