User Aliases

The Lingotek TMS allows multiple vendors to work in the same environment for the same client. For security reasons, LSPs generally wish to keep the names and emails of their linguists hidden from clients, other LSPs, and even from other linguists. To maintain security, Lingotek automatically provisions an alias for each user added to our system. Whether or not a TMS user sees the personal information of a linguist or not depends on two things, the user's role and the user's default organization.

Default Organization

The default organization of a user is determined by which organization the user was originally created in the Lingotek TMS.

Alias Logic

As a simplistic overview, aliases work as follows (the logic below is followed in Reports, the UI, and the API):

  • Users can see the real name and email address of anyone who has a Vendor Project Manager role or above. These users are often directly communicated with, and so it is important that real names and email address are visible to all users. 

  • Users with the Vendor Project Manager role and above can only see the names and email addresses of linguists belong to their default organization. This also applies to Community Admins. 

  • By default, Linguists cannot see the names and email addresses of other linguists regardless of their default organization. However, there is a community setting that will allow linguists to see the names and email addresses of linguists that share their default organization. 

Aliases are created by the automatically provisioned organization prefix and the last eight characters of the user's UUID. If you wish to change the prefix of your organization, speak to support@lingotek.com

Enabling linguist visibility

To allow linguists to see the name and email of other linguists that share their default organization:

  1. Open Community > Customization > Security Controls

  2. Check the Permit linguists to see the real name and email of other linguists who are a part of this community's organization setting. 

  3. Save your changes. Note that this only affects linguists who belong to that organization and are actually working in the organization, not in other communities. 

Things to note

  • Reports will provide CSVs that are aliased based on the role and default organization of the user who is running the report. 

    • Users can only download results of processes that are run by users that belong to their own default organization. 

  • The UI and API will all reference the user's role and default organization when determining if the real name or email should be displayed.

  • In the case where an email or other personal information is restricted, the UI will print restricted

  • The UI will allow you to search by an alias, as well as the user's name and email anywhere you can search for users in the UI.

  • Since Invoice Reports are visible to both clients and vendors, Cost and Invoice reports always display aliases and never real names. 

    • A new Linguist Report has been provided that displays the real names of responsible users and assignees. It is only available to Vendors. 

Searching by the second part of the alias ("_" + the last eight digits of the user's UUID) will narrow search results much faster than by typing in the alias from the beginning.