Smartcat HotFolder

General description

HotFolder is a client-side application that allows syncing client files with Smartcat.

To configure HotFolder, you must specify one or more HotFolder.config files, each corresponding to one Smartcat project and having its own masks for files to be translated and settings for saving translations.

Enabling HotFolder in your account

Before you start syncing your local files with Smartcat: 

  1. Create a corporate account in Smartcat.
  2. Ask your customer success manager or Smartcat support team to enable HotFolder in your account. You will receive your HotFolder credentials (login and password).
  3. Download the installation file.
  4. Create a Smartcat project that you want to sync with HotFolder.
  5. To link the Smartcat project with HotFolder, obtain its project id.
  6. Proceed to "Installing and launching Smartcat HotFolder".

System requirements

Microsoft .Net Framework 4.6

Supported operating systems: Windows 7 Service Pack 1, Windows 8, Windows 8.1, Windows Server 2008 R2 SP1, Windows Server 2008 Service Pack 2, Windows Server 2012, Windows Server 2012 R2, Windows Vista Service Pack 2.


Smartcat HotFolder — Basic operations

You can do the following operations with a HotFolder projects:

  • push — add or update local files (selected by a mask) in the Smartcat account.
  • pull — export translations of local files from the Smartcat project.
  • sync — synchronize, i.e., "push" and then "pull".

You can start HotFolder from the command prompt or as a Windows service. In the former case, you have to specify the operation to be executed for all projects set for the current working directory. In the service mode, HotFolder will sync all configured projects automatically at regular intervals.

            In both cases, all connection, access and other critical errors are written to %PROGRAMDATA%\SmartCAT\HotFolder\ErrorLog.txt. 

Standard operation sequence

  1. HotFolder retrieves Smartcat project data based on the id set in the HotFolder configuration file.
  2. If another HotFolder instance is working on that project, the operation stops with an error.
  3. HotFolder executes the "pre" commands configured for that operation. If at least one command ends with a non-zero code, the operation stops with an error.
  4. HotFolder selects files meeting the filename masks configured for the project. If one file matches several masks, the operation stops with an error. If export paths are the same for several source files, or if the export path is the same as the path of one of the source files, the operation stops with an error. If no file is found, the operation ends.
  5. HotFolder runs the operation for the retrieved files.
  6. HotFolder executes the "post" commands configured for that operation. If at least one command ends with a non-zero code, the operation stops with an error.

Pushing files into a Smartcat project

  1. HotFolder classifies the selected files As non-updated, updated, moved, deleted, or requiring re-uploading.
  2. HotFolder deletes locally deleted files from the Smartcat project.
  3. For moved files, HotFolder only updates their locally stored statuses.
  4. For updated files, HotFolder updates their statuses in the Smartcat project.
  5. HotFolder checks if the update was successful. If HotFolder fails to update all the files before the configured timeout, the operation stops with an error.
  6. For files requiring re-uploading, HotFolder deletes them from the Smartcat project and uploads them again.
  7. HotFolder uploads new files to the Smartcat project.
  8. If you enabled uploading local translations during the first upload, HotFolder searches for files at the saved-translations paths and loads them as translations for all files that were uploaded and successfully parsed.
  9. HotFolder checks if Smartcat succeeded in parsing the files. If Smartcat fails to parse all the files before the configured timeout, the operation stops with an error.
  10. If local translations were uploaded, HotFolder checks if they were successfully applied. If Smartcat fails to apply any of the local translations, the operation stops with an error.

If you add several files with the same name (regardless of the extension), HotFolder adds a numbering suffix in parentheses.

Example. We add "file.docx" and "file.txt" to the local folder. Smartcat will call the resulting documents "file.docx" and "file (1).txt".

The same applies when the project already has a document with the same name.

Pulling translations into the local storage

  1. HotFolder checks locally stored statuses for the retrieved files. If local statuses are missing for any of the files, the operation stops with an error.
  2. HotFolder checks the document statuses in Smartcat according to the local statuses of the retrieved files.  If at least one of the documents is not found in the project or unparsed, the operation stops with an error.
  3. HotFolder sends an export request for each file
  4. HotFolder saves the exported translations to the local drive. If HotFolder fails to execute all the requests before the configured timeout, the operation stops with an error.

Syncing files

  1. HotFolder pushes local files into the Smartcat project.
  2. HotFolder pulls translations onto the local storage.

Installing and launching Smartcat HotFolder.

  1. Install Smartcat HotFolder on your local PC.
  2. Create a folder named Smartcat in the %PROGRAMDATA% folder, and then a HotFolder folder inside it.

Note. %PROGRAMDATA% is a hidden folder. To see it, go to Control Panel → Folder Options, then View → Advanced Settings and check Show hidden files, folders, and drivers (on Windows 7).

  1. Create a configuration file with all the HotFolder settings.
  2. Move the configuration file to %PROGRAMDATA%\Smartcat\HotFolder.
  3. Create an arbitrary local folder for storing the translation files.
  4. Place the files to be translated in the local folder created above (manually or by syncing with your version control system).
  5. In the command prompt:
    1. Go to the local folder;
    2. Run "SCHotFolder <HotFolder's main command>".

Note. HotFolder's main commands are push, pull and sync. See details in Smartcat HotFolder — Basic operations.

  1. Smartcat HotFolder is now up and running.

Installing Smartcat HotFolder application

  1. Run the Smartcat HotFolder installation wizard and
  2. follow its instructions.

            Note. The following additional settings are enabled by default:

  • Add the installation path to PATH. Enables running HotFolder from any folder using the SCHotFolder
  • Install the Smartcat HotFolder service (to be launched manually). Allows the application to run in the background.

Launching the Smartcat HotFolder service.

You can only launch the service after creating the configuration file and moving it to %PROGRAMDATA%\SmartCAT\HotFolder\HotFolder.config.

To start the service, go to Control Panel → Administrative Tools → Services → SmartCAT HotFolder service and launch the service.

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