### Note

In XTM, the contractor refers to the end client (I.e the company that bought XTM).

The subcontractor refers to the LSP hired by the contractor to complete the jobs or tasks assigned to them by the contractor.

• Subcontractors are defined separately from contractors.

###### How does a subcontractor complete their jobs and tasks?
• The subcontractor completes jobs or tasks using their instance of XTM, with users assigned in the subcontractor instance, by the subcontractor Project Manager.

### Important

For security purposes, the contractor does not have any visibility into the subcontractor's user details and vice-versa.

LSP users have no direct contact with the contractor's users.

The downside is that the contractor can't view any statistics for individual LSP linguists.

• The subcontractor's instance of XTM is synched in real-time with the contractor's instance.

• Therefore the contractor can monitor the subcontractor's work in real-time within the XTM Workbench (linguist view) application.

###### XTM licensing for subcontractors
• Follow this guide in order to add an LSP to XTM.

### Tip

By default, all language combinations built-in to XTM are shown to Project Managers when they add their users and projects.

Administrators can limit the language combinations available to Project Managers to only those that your organization uses, thus simplifying a Project Manager's job and maintaining company standards.

### Tip

By default, all language combinations built-in to XTM are shown to Project Managers when they add their users and projects.

Administrators can limit the language combinations available to Project Managers to only those that your organization uses, thus simplifying a Project Manager's job and maintaining company standards.

• Commonly referred to as language pairs

• A language combination consists of a single source language (i.e the language of the content to be translated) and a single target language (I.e the language the source content is being translated into).

• Language combinations are configured in the:

• Configuration screens, by an Administrator using this procedure. This becomes a global configuration.

### Note

The procedure indicated here merely limits the number of language combinations available to users globally in XTM, thus speeding up and simplifying their work.

• By default, all language combinations are made available to everyone. There are hundreds of language combinations available in XTM.

###### Language codes

The following languages are currently available in XTM.

If you require other languages:

### To request support

LANGUAGE

CODE

Abkhazian

ab

Acholi

ach

Afar

aa_ET

Afrikaans (South Africa)

af_ZA

Akan

ak

Albanian

sq_AL

Amharic (Eritrea)

am_ER

Amharic (Ethiopia)

am_ET

Ancient Greek

grc_GR

Anuak

anu

Arabic

ar_AA

Arabic (Algeria)

ar_DZ

Arabic (Bahrain)

ar_BH

ar_TD

Arabic (Egypt)

ar_EG

Arabic (Iraq)

ar_IQ

Arabic (Jordan)

ar_JO

Arabic (Kuwait)

ar_KW

Arabic (Lebanon)

ar_LB

Arabic (Libya)

ar_LY

Arabic (Mauritania)

ar_MR

Arabic (Morocco)

ar_MA

Arabic (Oman)

ar_OM

Arabic (Palestinian Territory)

ar_PS

Arabic (Qatar)

ar_QA

Arabic (Saudi Arabia)

ar_SA

Arabic (Sudan)

ar_SD

Arabic (Syria)

ar_SY

Arabic (Tunisia)

ar_TN

Arabic (United Arab Emirates)

ar_AE

Arabic (Western Sahara)

ar_EH

Arabic (Yemen)

ar_YE

Aranese

aran_ES

Armenian

hy_AM

Assamese

as_IN

Assyrian Neo-Aramaic

aii

Asturian (Spain)

ast_ES

Aymara

ay_BO

Azeri (Cyrillic - Azerbaijan)

az_AZ_Cyrl

Azeri (Latin - Azerbaijan)

az_AZ_Latn

Bambara

bam

Bari

bfa

Bashkir

ba_RU

Basque

eu_ES

Bassa

bsq

Batak Toba

bbc

Belarusian (Belarus)

be_BY

Bemba

bem

bn_BD

Bengali (India)

bn_IN

Bhutani

bal_IR

Bihari (India)

bh_IN

Bikol

bik

Bislama (Vanuatu)

bi_VU

Bosnian (Cyrillic)

bs_BA_Cyrl

Bosnian (Latin)

bs_BA_Latn

Breton (France)

br_FR

Bulgarian (Bulgaria)

bg_BG

Buli (Ghana)

bwu

Burmese

my_MM

bsk

Carolinian

cal

Catalan

cmn

Catalan (Spain)

ca_ES

Cebuano (used in Philippines)

ceb

Chaldean Neo-Aramaic

cld

Cham (Eastern)

cjm

Chamorro

cha

Cham (Western)

cja

Changana

ts_ZA_changana

Cherokee

chr

Chichewa (Malawi)

ny_MW

Chinese (Cantonese)

zh_YUE

Chinese (Hong Kong)

zh_HK

Chinese (Malaysia)

zh_MY

cmn

goyu

Chinese (Simplified)

zh_CN

Chinese (Simplified Hong Kong)

zh_HK_Hans

Chinese (Singapore)

zh_SG

zh_TW

Chin Tedim

ctd

Chuukese

chk

Corsican

co_FR

Creoles and pidgins (English based)

cpe

Creoles (French based)

cpf

Croatian

hr_HR

Croatian (Bosnia and Herzegovina)

hr_BA

Czech

cs_CZ

Dan

dnj

Danish

da_DK

Dari

prs_AF

Dholuo

luo

Dinka

din

Divehi

dv_IN

Dothraki

mis

Dutch

nl_NL

Dutch (Belgium)

nl_BE

Eastern Armenian

hy_AM_arevela

English (Asia)

en_142

English (Australia)

en_AU

English (Austria)

en_AT

English (Bahamas)

en_BS

English (Bahrain)

en_BH

English (Belgium)

en_BE

English (Brunei)

en_BN

en_CA

English (Chile)

en_CL

English (China)

en_CN

English (Croatia)

en_HR

English (Cyprus)

en_CY

English (Czechia)

en_CZ

English (Denmark)

en_DK

English (Egypt)

en_EG

English (Europe)

en_EU

English (Finland)

en_FI

English (France)

en_FR

English (Germany)

en_DE

English (Holland)

en_NL

English (Hong Kong)

en_HK

English (Hungary)

en_HU

English (India)

en_IN

English (Ireland)

en_IE

English (Israel)

en_IL

English (Italy)

en_IT

English (Japan)

en_JP

English (Jordan)

en_JO

English (Kenya)

en_KE

English (Kuwait)

en_KW

English (Luxembourg)

en_LU

English (Malaysia)

en_MY

English (Mexico)

en_MX

English (Morocco)

en_MA

English (Neutral)

en_NT

English (New Zealand)

en_NZ

English (Nigeria)

en_NG

English (Norway)

en_NO

English (Oman)

en_OM

English (Pakistan)

en_PK

English (Philippines)

en_PH

English (Poland)

en_PL

English (Portugal)

en_PT

English (Puerto Rico)

en_PR

English (Qatar)

en_QA

English (Romania)

en_RO

English (Russia)

en_RU

English (Saudi Arabia)

en_SA

English (Serbia)

en_RS

English (Singapore)

en_SG

English (Slovakia)

en_SK

English (Slovenia)

en_SI

English (South Africa)

en_ZA

English (South Korea)

en_KR

English (Spain)

en_ES

English (Sweden)

en_SE

English (Switzerland)

en_CH

English (Taiwan)

en_TW

English (Thailand)

en_TH

en_TT

English (Türkiye)

en_TR

English (UK)

en_GB

English (Ukraine)

en_UA

English (United Arab Emirates)

en_AE

English (US)

en_US

Esan

ish

Esperanto

eo

Estonian

et_EE

Ewe (Ghana)

ee_GH

Falam Chin

cfm

Fanti

fat

Faroese (Faroe Islands)

fo_FO

Fijian

fj_FJ

Fiji Hindi

hif

Filipino

fil_PH

Finnish

fi_FI

Flemish

nl_BE

French (Algeria)

fr_DZ

French (Belgium)

fr_BE

French (Cameroon)

fr_CM

fr_CA

French (Congo)

fr_CG

French (France)

fr_FR

French (Luxembourg)

fr_LU

French (Morocco)

fr_MA

French (Senegal)

fr_SN

French (Switzerland)

fr_CH

French (Tunisia)

fr_TN

Frisian

fy

Friulian

fur

Fula

fu

Ga

gaa

Galician (Spain)

gl_ES

Georgian

ka_GE

German (Austria)

de_AT

German (Belgium)

de_BE

German (Germany)

de_DE

German (Holland)

de_NL

German (Luxembourg)

de_LU

German (Pennsylvanian)

pdc

German (Switzerland)

de_CH

Greek

el_GR

Greek (Cyprus)

el_CY

Greenlandic

kl_GL

Guarani

grn

Gujarati

gu_IN

Haitian Creole

ht_HT

Hakha Chin

cnh

Hausa

ha_NG

Hausa (Ajami)

ha_Arab

Hausa (Latin)

ha_Latn

Hausa (Latin)

ha_Latn

Hawaiian

haw

Hazaragi (Afghanistan)

xz_AF

Hebrew

he_IL

Herero

hz

Hiligaynon (Philippines)

hil

Hindi

hi

Hindi (India)

hi_IN

Hindi (Latin)

hi_Latn

Hindi (Thoda English)

hi_Latn_en

Hmong

hmn

Hmong (USA)

hmn_US

Hungarian

hu_HU

Icelandic

is_IS

Igbo

ig

Ilocano

ilo

Inari

smn

Indonesian

id_ID

Interlingua

ia

Interlingue

ie

Inuktitut

iu

Inupiak

ik

Irish (Gaelic)

ga_IE

Italian

it_IT

Italian (Switzerland)

it_CH

Iu Mien

ium

Japanese

ja_JP

Javanese

jv_ID

Kaingang

kgp_BR

kn_IN

Karen

kar

Karen (Sgaw)

ksw

Kasem

xsm

Kashmiri

ks

Kayah (Eastern)

eky

Kayah (Western)

kyu

Kazakh

kk_KZ

Khana or Ogoni proper

ogo

Khmer

km_KH

Kikongo (Kongo)

kg_CG

Kikuyu

kik

Kimaama

kig

Kinyarwanda (Rwanda)

rw_RW

Kirghiz

ky

Kiribati

gil

Kirundi

rn

Klingon

tlh

Konkani (India)

kok_IN

Korean

ko_KR

Kosraean

kos

Krio

kri

Kunama (Western Eritrea)

kun

Kurdish (Iraq)

ku_IQ

Kurdish (Kurmanji)

kmr

Kurdish (Sorani)

ckb

Kurdish (Türkiye)

ku_TR

Laothian

lo_LA

Latin

la

Latvian

lv_LV

Lautu Chin

clt

Lingala

ln_CG

Lithuanian

lt_LT

Luba-Lulua

lua

Luganda

lug

Luxembourgish

lb_LU

Macedonian

mk_MK

mg_MG

Malayalam (India)

ml_IN

Malay (Malaysia)

ms_MY

Malay (Singapore)

ms_SG,

Maltese

mt_MT

Mam

mam

Manipuri

mni

Maori

mi_NZ

Mara Chin

mrh

Marathi

mr_IN

Marshallese

mah

Masai

mas

Matu Chin

hlt

Mixtepec Mixtec

mix

Mizo Chin

lus

Moldavian

mo_MD

Mon

mnw

Mongolian

mn_MN

Montenegrin

sla_ME

Morisyen (Mauritian Créole)

mfe_MU

Mün Chin

mwq

Nagamese

nag

Nauru

na_NR

Navajo

nv

Ndebele

nd_ZW

Nepali

ne_NP

Nheengatu

yrl_BR

Niuean

niu

Northern Sotho (South Africa)

nso_ZA

Norwegian

no_NO

Norwegian Bokmaal

nb_NO

Norwegian Nynorsk

nn_NO

Nuer

nus

Nyanja

ny

Occitan

oc_FR

Oriya

or_IN

Oromo

om_ET

Oshiwambo

kj

Ottoman Turkish

ota

Palauan

pau

Pampangan

pam

Pangasinan

pag

Papiamento

pap

Pashto

ps

Pashto (Pakistan)

ps_PK

Persian

fa_IR

Pohnpeian

pon

Polish

pl_PL

Portuguese

pt_PT

Portuguese (Angola)

pt_AO

Portuguese (Brazil)

pt_BR

Portuguese (Mozambique)

pt_MZ

Punjabi

pa_PA

Punjabi (India)

pa_IN

Punjabi (Pakistan)

pa_PK

Quechua

qu_PE

Quenya

qya

Rarotongan

rar

Rhaeto_Romance

rm_CH

Rohingya (Myanmar)

xr_MM

Romanian

ro_RO

Romanian (Moldova)

ro_MD

Rotuman

rtm

Rukiga

cgg

Runyoro

nyo

Russian

ru_RU

Russian (Armenia)

ru_AM

Russian (Azerbaijan)

ru_AZ

Russian (Georgia)

ru_GE

Russian (Moldova)

ru_MD

Russian (Ukraine)

ru_UA

Samoan

sm_WS

Sangro

sg

Sanskrit

sa_IN

Sardinian

sc_IT

Scots (Ireland)

sco_IE

Scots (United Kingdom)

sco_GB

Scottish Gaelic (Scotland)

gd_GB

Senthang Chin

sez

Serbian

sr_YU

Serbian (Cyrillic)

sr_RS_Cyrl

Serbian – Montenegro (Cyrillic)

sr_ME_Cyrl

Serbian – Montenegro (Latin)

sr_ME_Latn

Serbian – Serbia (Latin)

sr_RS_Latn

Sesotho

st

Setswana (Africa)

tn_ZA

Shan

shn

Shilluk

shk

Shona

sn

Sindarin

sjn

Sindhi

sd_PK

Singhalese

si_LK

Siswati

ss

Skolt

sms

Slovak

sk_SK

Slovenian

sl_SI

Solomon Islands Pidgin

pis

Somali

so_SO

Soninke

snk

Sorbian (Lower)

dsb_DE

Sorbian (Upper)

hsb_DE

Southern Kurdish

sdh

Spanish (Argentina)

es_AR

Spanish (Bolivia)

es_BO

Spanish (Chile)

es_CL

Spanish (Colombia)

es_CO

Spanish (Costa Rica)

es_CR

Spanish (Cuba)

es_CU

Spanish (Dominican Republic)

es_DO

es_EC

es_SV

Spanish (Guatemala)

es_GT

Spanish (Honduras)

es_HN

Spanish (International)

es_001

Spanish (Latin America)

es_419

Spanish (Mexico)

es_MX

Spanish (Neutral)

es_NT

Spanish (Nicaragua)

es_NI

Spanish (Panama)

es_PA

Spanish (Paraguay)

es_PY

Spanish (Peru)

es_PE

Spanish (Puerto Rico)

es_PR

Spanish (Spain)

es_ES

Spanish (Uruguay)

es_UY

Spanish (USA)

es_US

Spanish (Venezuela)

es_VE

Sudanese Arabic

apd_SD

Sudanese Arabic (Latin)

apd_SD_Latn

Sundanese

sun

Swahili

swa

Swahili (Kenya)

sw_KE

Swahili (Somalia)

sw_SO

Swahili (Tanzania)

sw_TZ

Swahili (Uganda)

sw_UG

Swedish

sv_SE

Swedish (Finland)

sv_FI

Syriac

syr_TR

Tagalog

tl_PH,

Tahitian

ty

Tajik

tg_TJ

Tamil

ta_IN

Tamil (Singapore)

ta_SG

Tamil (Sri Lanka)

ta_LK

Tatar

tt_RU

Telugu

te_IN

Tetum (Indonesia)

tet_ID,

Tetum (Timor-Leste)

tet_TL

tcz

Thai

th_TH

Tibetan

bo

Tigrinya

ti

Tigrinya (Eritrea)

tir_ER

Tigrinya (Ethiopia)

tir_ET

Tokelauan

tkl

Tok Pisin

tpi

Tonga

to_TO

Toposa

toq

Tsonga

ts_ZA

Tswana

tn_BW

Turkish

tr_TR

Turkmen

tk_TM

Tuvaluan

tvl

Twi

tw

Ukrainian

uk_UA

Urdu

ur_IN

Urdu (Pakistan)

ur_PK

Uyghur (China)

ug_CN

Uzbek (Afghanistan)

uz_AF

Uzbek (Cyrillic)

uz_UZ_Cyrl

Uzbek (Latin)

uz_UZ_Latn

Valencian

vc_ES

Venda

ve

Vietnamese

vi_VN

Volapk

vo

Waray (Philippines)

war

Welsh

cy_GB

Western Armenian

hy_AM_arevmda

Wolof

wo

Xhosa (South Africa)

xh_ZA

Yao

yao

Yapese

yap

Yiddish

yi

Yiddish (Israel)

yi_IL

Yiddish (USA)

yi_US

Yoruba

yo_NG

Zande

zne

Zigula

ziw

Zotung Chin

czt

Zou

zom

Zulu (South Africa)

zu_ZA

Zyphe Chin

zyp

#### Examine the default XTM workflows and steps to determine if any additional work is needed

###### Workflows
• Workflows consist of individual steps which are performed sequentially, that are executed once a project is started.

### Tip

Linguists can accept or reject any workflow step assigned to them in a workflow.

Therefore workflows can flow in both directions i.e. a user can reject a task, effectively pushing the workflow step back to the previous assignment in sequence.

• Common Workflow steps are translation, review, correction, DTP, etc.

• Workflows consist of:

• Workflow steps

### Tip

Due dates can be added for each workflow step or they can be automatically calculated.

• Workflows are created and edited by an Administrator using this procedure.

• Workflows are assigned to projects during project creation. Once assigned the Project Manager can only edit the workflow steps within the assigned workflow for that specific project using this procedure.

###### (Workflow) Steps
• Workflows are composed of steps.

###### Default workflow steps
• The following drop-downs describe the default workflow steps available in XTM:

• The comments entered here are typically meant as issues for a project manager to resolve.

• In this step, users can edit translations and enter comments.

• Edits made by the corrector are automatically registered under their username and shown in the comments section of the segment in Workbench (CAT). Each change (translation or correction) in the segment is included in the comments for each change to the translation that is made.

• Users can't edit the translation.

• The typical next step after a review is a correction.

• Allows you to automatically approve the TM of changed segments, segments set to done (completed), or ICE and leveraged matched segments.

• Without this step only reviewed, corrected or LQAd strings (the next step described below) enter the TM.

• This can be overwritten in the workflow configuration. Workflows consist of individual workflow steps that are tied together. Within the workflow checking the "Approve TM" box automatically approves TM for a given step in the workflow.

• In this step, users can check translation errors.

• This is exactly like a review step except errors can be categorized into one of the many predefined error types XTM provides.

• Along with being able to enter comments, this allows for better traceability and continuous improvement initiatives.

• Typically a correction step follows.

• The linguist in this case then tags translation errors with one of these LQA error codes for easier tracking.

• Translation errors marked with LQA codes are stored against the translator in XTM and can be viewed by opening the rating section for each user under their Quality tab, and reports can be generated on a project level or across multiple projects.

• These categorized reasons can be modified by an administrator, using this procedure.

###### Workflow step types
• Each workflow step is assigned a type (category).

• The step types in XTM are:

• The comments entered here are typically meant as issues for a project manager to resolve.

• In this step, users can edit translations and enter comments.

• Edits made by the corrector are automatically registered under their username and shown in the comments section of the segment in Workbench (CAT). Each change (translation or correction) in the segment is included in the comments for each change in the translation that is made.

• Users can't edit the translation.

• The typical next step after a review is a correction.

• In this step, users can check translation errors.

• This is exactly like a review step except errors can be categorized into one of the many predefined error types XTM provides.

• Along with being able to enter comments, this allows for better traceability and continuous improvement initiatives.

• Typically a correction step follows.

• The linguist in this case then tags translation errors with one of these LQA error codes for easier tracking.

• Translation errors marked with LQA codes are stored against the translator in XTM and can be viewed by opening the rating section for each user under their Quality tab, and reports can be generated on a project level or across multiple projects.

• These categorized reasons can be modified by an administrator, using this procedure.

• Example entering cost details, approving cost and proposals, printing files, sending files to client

• Files can be downloaded and updated in XTM, but the TM and project segments will not be modified.

• Example DTP (Desktop Publishing)

• Allows you to automatically approve the TM of changed segments, segments set to done (completed), or ICE and leveraged matched segments.

• Without this step only reviewed, corrected or LQAd strings (the next step described below) enter the TM.

• This can be overwritten in the workflow configuration. Workflows consist of individual workflow steps that are tied together. Within the workflow checking the "Approve TM" box automatically approves TM for a given step in the workflow.

• Also sets the minimum XLIFF:doc status for segments at a specific point in the workflow.

• Workflow steps are assigned to:

• Workflows, globally by an administrator using this procedure.

• Workflows by a project manager within a project. Edit the project then click on the workflow tab to the left, then the edit workflow button at the top.

### Tip

Workflow steps are assigned to workflows globally by an administrator.

A project manager, however, can overwrite the global configuration within any project that they have access to.

• The following can be assigned to workflow steps:

• Workflow steps are assigned to users with the linguist role in the user configuration screen. Typically this represents the job function that a linguist has.

• An administrator can create custom workflow steps using the procedure indicated here.

### Tip

A detailed reference on TM AutoFill can be found here.

All items below are set in the TM configuration screens.

1. Set AutoFill based on ICE Matches by selecting the appropriate option in the Populate target with match drop-down located in the ICE matches section.

### Tip

Auto Fill for ICE Matches is enabled by default. This option takes precedence over all others if multiple match types exist.

2. Set Auto fill based on Leveraged Matches by selecting the appropriate option in the Populate target with match drop down located in the Leveraged matches section.

### Tip

Auto Fill for Leveraged Matches (Only if inlines are the same) is enabled by default. This option takes precedence over all others, except for ICE matches, if multiple match types exist.

3. OPTIONAL - Set Auto fill based on Fuzzy Matches, by selecting the appropriate option in the Populate target with match drop down located in the Fuzzy matches section.

### Tip

Auto Fill for Fuzzy Matches is disabled by default. This option is last in precedence if multiple match types exist.

### Tip

This type of Auto Fill is useful for continuously updated projects and files where tight deadlines exist such as having to release a product quickly.

It also minimizes the work of a translator who can then easily detect the minor changes

4. OPTIONAL - Set Auto fill based on Fuzzy Repeats, by selecting the appropriate option in the Populate target with match drop down located in the Fuzzy Repeats section.

### Tip

These types of matches are useful to give the linguists a starting point based on similar segments in the same file that were just translated. Depending on the fuzzy match it could save them time to simply modify the auto populated fuzzy match rather than force them to select the fuzzy match (more clicks) or to start from scratch.

Repeat fuzzy matches are applied if that given segment has no specific TM matches (ICE, Leveraged, or Fuzzy).

### Tip

All items below are set in the TM configuration screens.

1. Set the number of ICE Matches to display in Workbench in the Number of matches to display drop down located in the ICE matches section.

### Tip

The default value is 3. The range of selections is between 1 and 3.

2. Set the number of Leveraged Matches to display in Workbench in the Number of matches to display drop down located in the Leveraged matches section.

### Tip

The default value is 3. The range of selections is between 1 and 5.

3. Set the Fuzzy Match ranges to display in Workbench in the Show portion in the Fuzzy Match section.

### Tip

The default is to show all fuzzy matches in the ranges of 75-84%, 85-94%, 95-99%. Any one of these ranges gone be disabled in the drop-down associated with any of these ranges.

4. Set the number of Fuzzy Matches to display in Workbench in the Number of matches to display drop-down in the Fuzzy Match section.

### Tip

The default value is 3. The range of selections is between 0 and 5.

5. Repeat steps 3 and 4 for Fuzzy Repeats.

###### Storing the segment ID in the TM

To include the segment ID in the TM for a given segment:

1. Go to Configurations->Settings->Translation>TM.

2. Scroll near the bottom of the Matches General section.

3. In theModify the existing TM record if the project segment with Segment ID has the same section check the box for Segment ID

###### Translation memory (TM)
• Translation memory typically consists of the last known good translation for a given segment (text).

• Translation memory is assigned and segmented by the following:

• Customers are assigned to the TM Import and TM Align screens when migrating from other systems. Otherwise each time a new customer is created, a translation memory file is automatically created and assigned to this customer.

• See the list below for a summary of how to maximize the use of translation memory in XTM:

###### Importing translations from other TMS packages
• Translation memories can be imported into XTM from a TMX (the standard Translation Memory file format) or from translations stored in XLIFF files or Excel files.

• ### Tip

For best results, we recommend using the TMX v 4b format.

• Once the translations are imported via the TM file, the source (segment) text will need to be uploaded to a new project or an existing project's files tab.

• Take note of the following items in regards to segmentation:

• Source strings in XTM are segmented by individual sentences. This default setting can be changed.

• The advantage is that XTM can incorporate ICE matching and provide smaller segments to translators, which increases their quality and efficiency.

• Many other TMS vendors segment strings differently, oftentimes providing larger segments to translators. In such cases, the TM that is imported into XTM from the other TMS vendor will not always provide perfect matches.

### Note

A single word or string may have multiple meanings. For example, an apple can be a fruit or a computer brand. Applying context will allow XTM to provide better suggestions for any segment and improve the accuracy of the TM Auto-Fill functions.

### Tip

The following methodologies can be used to apply context to segments stored in translation memory:

###### ICE (context) match
• An ICE (In Context Exact) match is a translation that when matched against what's stored in TM, guarantees a high level of appropriateness because it has the same context

• ### Important

In XTM an ICE match occurs when the source content in the current, previous and next segment is an exact match with the current, previous and next segment in TM (I.E the same location in a paragraph). ICE Matching is most relevant when source content is segmented by sentence as opposed to paragraph.

• XTM Determines if an ICE or Leveraged Match exists using the following logic:

• If the source text is identical to the one stored in TM, then XTM checks if a segment has a segment ID.

### Important

If the source text contains inline tags, then these same inline tags must exist in the TM entry as well for the source text to be deemed identical to the one stored in TM.

• If the segment has a segment ID then XTM tries to find if an ICE (context) match exists by matching the source text segmentID with the one stored in TM for that string.

• ### Tip

• If the segment does not have a segment ID then XTM tries to find if an ICE (context) match exists by matching the source text alone.

• When neither of the segmentID / context conditions is met, a leveraged match is returned.

• When the translation is saved and the translation becomes approved for TM, XTM saves the translation in the TM and includes the segment ID (if activated) along with the source text, target text, and context (ICE match) by default.

Consider the segment We painted it red last week as used in the following paragraph:

• My house used to be yellow.

• We painted it red last week.

• It looks very different now.

Is not a 100% ICE Match but is a Leveraged Match with the following:

• My house used to be very ugly.

• We painted it red last week.

• It looks nicer now.

The original context was about a color scheme, but the context in the second paragraph is about beauty. Therefore the translation for the segment We painted it red last week may contain different adjectives to describe its beauty versus its.

###### TM penalty profiles
• Penalty Profiles penalize the percentage match of a fuzzy match.

• ### Tip

Example: Segment X has an 80% Fuzzy Match against an entry in TM. However, the TM entry was stored for the prescription drug product whereas the translation is applied to over-the-counter drug products. Both are different products and certain segments have slightly different meanings between products. Applying a TM penalty of 5% lowers the fuzzy match from 80% to 75% accordingly.

• XTM can apply penalty profiles based on the following criteria:

• Tags.

• TM Status (Approved or Not Approved).

• XLIFF:doc status (Translated, New, Rejected, Validated, Proofed).

• Target Language for all projects or per project.

### Note

This penalty (Target Language) supersedes all other penalty profiles when more than one is triggered.

### Note

The only languages that can have an associated TM Penalty Profile are: Arabic, Dutch, English, French, German, Italian, Portuguese, Spanish

• If Multiple ICE or Leveraged matches exist for a given segment.

• TM penalty profiles are created in Configuration->Data->Tags->TM Penalty Profiles.

###### TM matching reference

There are four basic mechanisms for providing translation matches against translation memory and auto-filling against the contents of the translation memory:

###### ICE (context) match
• An ICE (In Context Exact) match is a translation that when matched against what's stored in TM, guarantees a high level of appropriateness because it has the same context

• ### Important

In XTM an ICE match occurs when the source content in the current, previous and next segment is an exact match with the current, previous and next segment in TM (I.E the same location in a paragraph). ICE Matching is most relevant when source content is segmented by sentence as opposed to paragraph.

• XTM Determines if an ICE or Leveraged Match exists using the following logic:

• If the source text is identical to the one stored in TM, then XTM checks if a segment has a segment ID.

### Important

If the source text contains inline tags, then these same inline tags must exist in the TM entry as well for the source text to be deemed identical to the one stored in TM.

• If the segment has a segment ID then XTM tries to find if an ICE (context) match exists by matching the source text segmentID with the one stored in TM for that string.

• ### Tip

• If the segment does not have a segment ID then XTM tries to find if an ICE (context) match exists by matching the source text alone.

• When neither of the segmentID / context conditions is met, a leveraged match is returned.

• When the translation is saved and the translation becomes approved for TM, XTM saves the translation in the TM and includes the segment ID (if activated) along with the source text, target text, and context (ICE match) by default.

Consider the segment We painted it red last week as used in the following paragraph:

• My house used to be yellow.

• We painted it red last week.

• It looks very different now.

Is not a 100% ICE Match but is a Leveraged Match with the following:

• My house used to be very ugly.

• We painted it red last week.

• It looks nicer now.

The original context was about a color scheme, but the context in the second paragraph is about beauty. Therefore the translation for the segment We painted it red last week may contain different adjectives to describe its beauty versus its.

###### Leveraged match
• A leveraged match is when a sentence or phrase in a translation memory (TM) is the same phrase in a different context as the sentence or phrase the translator is currently working on.

### Tip

Context is determined via ICE matching.

###### Fuzzy matches
• Refers to the situation when a sentence or phrase in a translation memory (TM) is similar (but not a 100% ICE or Leveraged match) to the sentence or phrase the translator is currently working on. The TM tool calculates the degree of similarity or “fuzziness” as a percentage figure.

• XTM Workbench (CAT) tool will show up to 5 fuzzy matches with the highest match rate for a given segment.

### Note

This is configured under configuration->Settings->Translation->TM in the Fuzzy Matches section.

• Fuzzy Match rates are calculated using one of the algorithms described here.

###### Fuzzy repeats
• Refers to segments with no matches in the TM, but that are quite similar to each other within the project to be translated.

• XTM Workbench (CAT) tool will show up to 5 fuzzy matches with the highest match rate for a given segment. This is configured under configuration->;Settings->;Translation->;TM in the Fuzzy Matches section.

###### TM clean up tools
• XTM provides an interface for a TM Expert to perform the following tasks on any individual segment in the TM:

### Warning

• Change the translation text (target).

• Change the TM Status (Approved or Not Approved)

• Delete a Segment.

• This is performed in the TM->Manage window on a per language combination and customer level.

### Tip

The advantage of making changes in this location is that XTM provides a total of 14 filters (search criteria) to narrow down the entries being verified.

### Note

Auto filling with TM entries is done first if machine translation is enabled.

• Auto filling occurs each time a project starts or is reanalyzed.

### Tip

The highest match value is used if more than one criterion is satisfied. ICE matches have the highest match value, followed by leveraged matches.

• The configuration is done here in the following sections respectively:

• ICE Matches

• Leveraged Matches

• Fuzzy Matches

• Fuzzy Repeats

• Translations can be configured to auto-fill automatically with a TM entry when any single one or any combination of the following occurs :

###### ICE match autofill options
• ICE Matches where inline variables are the same in the segment and in the TM are auto-filled by default.

• ICE matches where inline variables in the source segment and TM entry do not match can also be auto-filled. In this case, the inline variable in the source segment is copied to the translation.

###### Leveraged match autofill options
• XTM can also be configured to auto-fill leveraged matches where inline variables in the source segment and TM entry do not match.

In this case, the inline variable in the source segment is copied to the translation.

• 95-99%

• 85-94%

• 75-84%

• 95-99%

• 85-94%

• 75-84%

### Note

XTM automatically stores segments in TM as unapproved.

• By default, XTM does not approve any translations for a segment in TM unless the following configurations are made:

• Adding a TM Approve workflow step as part of the workflows.

### Note

This is an automatic step type that automatically approves all of the segments translated during the current workflow in the TM. The step is closed automatically once the segments are approved.

• Within any step in a workflow, there is a checkbox option to approve TM. This automatically approves the segment's translation in TM once it's completed.

### Note

This is typically used in a correction or review workflow step.

• Manually (no configuration required) regardless of the current state of a project. Simply edit a project using the icon and select actions->Approve TM for this project. This approves all of the translations currently in the project for entry into the TM.

###### Rules for overwriting TM entries
• Segments that have a 100% leveraged or ICE match translation can optionally be edited. The new TM entry will be created if the translation for such a match is edited.

• ### Tip

By default, translations populated by ICE and Leveraged TM entries are locked for translation. To change this setting go to Configuration->Settings->Translation->TM. In the first section; Matches General look for the Mark segments as locked when checkbox, and uncheck it in order to enable edits to such translations.

• Any combination of the following criteria can be set for editing 100% leveraged or ICE matched translations:

• Modify the existing TM record if the project segment has the same:

• Source (i.e. the segment source text is the same as the TM Entry).

• Inlines (i.e. the segment source text has the same inlines as the TM Entry).

• Context (i.e. the segment source text has the same context as the TM Entry).

• Tags (i.e. the segment source text has the same tags as the TM Entry).

• Modify the existing TM record if the project segment and Segment ID have the same:

• Source (i.e. the segment source text is the same as the TM Entry).

• Inlines (i.e. the segment source text has the same inlines as the TM Entry).

• Context (i.e. the segment source text has the same context as the TM Entry).

• Tags (i.e. the segment source text has the same tags as the TM Entry).

• Segment ID (i.e. the segment source text has the same segment ID as the TM Entry).

• ### Tip

To change this settings go to Configuration->Settings->Translation->TM. In the first section; Matches General and change the Modify the existing TM record if the project segment .. entries.

• The TM is live, so whatever happens anywhere inside or outside the project can optionally be leveraged even as a full match within XTM Workbench (CAT) for the linguists.

• This is done by opening the project editor's General Info Tab and choosing the customers whose translation memory is to be leveraged, even if these customers are outside the scope of the project.

###### Translation memory (TM)
• Translation memory typically consists of the last known good translation for a given segment (text).

• Translation memory is assigned and segmented by the following:

• Customers are assigned to the TM Import and TM Align screens when migrating from other systems. Otherwise each time a new customer is created, a translation memory file is automatically created and assigned to this customer.

• See the list below for a summary of how to maximize the use of translation memory in XTM:

###### Importing translations from other TMS packages
• Translation memories can be imported into XTM from a TMX (the standard Translation Memory file format) or from translations stored in XLIFF files or Excel files.

• ### Tip

For best results, we recommend using the TMX v 4b format.

• Once the translations are imported via the TM file, the source (segment) text will need to be uploaded to a new project or an existing project's files tab.

• Take note of the following items in regards to segmentation:

• Source strings in XTM are segmented by individual sentences. This default setting can be changed.

• The advantage is that XTM can incorporate ICE matching and provide smaller segments to translators, which increases their quality and efficiency.

• Many other TMS vendors segment strings differently, oftentimes providing larger segments to translators. In such cases, the TM that is imported into XTM from the other TMS vendor will not always provide perfect matches.

### Note

A single word or string may have multiple meanings. For example, an apple can be a fruit or a computer brand. Applying context will allow XTM to provide better suggestions for any segment and improve the accuracy of the TM Auto-Fill functions.

### Tip

The following methodologies can be used to apply context to segments stored in translation memory:

###### ICE (context) match
• An ICE (In Context Exact) match is a translation that when matched against what's stored in TM, guarantees a high level of appropriateness because it has the same context

• ### Important

In XTM an ICE match occurs when the source content in the current, previous and next segment is an exact match with the current, previous and next segment in TM (I.E the same location in a paragraph). ICE Matching is most relevant when source content is segmented by sentence as opposed to paragraph.

• XTM Determines if an ICE or Leveraged Match exists using the following logic:

• If the source text is identical to the one stored in TM, then XTM checks if a segment has a segment ID.

### Important

If the source text contains inline tags, then these same inline tags must exist in the TM entry as well for the source text to be deemed identical to the one stored in TM.

• If the segment has a segment ID then XTM tries to find if an ICE (context) match exists by matching the source text segmentID with the one stored in TM for that string.

• ### Tip

• If the segment does not have a segment ID then XTM tries to find if an ICE (context) match exists by matching the source text alone.

• When neither of the segmentID / context conditions is met, a leveraged match is returned.

• When the translation is saved and the translation becomes approved for TM, XTM saves the translation in the TM and includes the segment ID (if activated) along with the source text, target text, and context (ICE match) by default.

Consider the segment We painted it red last week as used in the following paragraph:

• My house used to be yellow.

• We painted it red last week.

• It looks very different now.

Is not a 100% ICE Match but is a Leveraged Match with the following:

• My house used to be very ugly.

• We painted it red last week.

• It looks nicer now.

The original context was about a color scheme, but the context in the second paragraph is about beauty. Therefore the translation for the segment We painted it red last week may contain different adjectives to describe its beauty versus its.

###### TM penalty profiles
• Penalty Profiles penalize the percentage match of a fuzzy match.

• ### Tip

Example: Segment X has an 80% Fuzzy Match against an entry in TM. However, the TM entry was stored for the prescription drug product whereas the translation is applied to over-the-counter drug products. Both are different products and certain segments have slightly different meanings between products. Applying a TM penalty of 5% lowers the fuzzy match from 80% to 75% accordingly.

• XTM can apply penalty profiles based on the following criteria:

• Tags.

• TM Status (Approved or Not Approved).

• XLIFF:doc status (Translated, New, Rejected, Validated, Proofed).

• Target Language for all projects or per project.

### Note

This penalty (Target Language) supersedes all other penalty profiles when more than one is triggered.

### Note

The only languages that can have an associated TM Penalty Profile are: Arabic, Dutch, English, French, German, Italian, Portuguese, Spanish

• If Multiple ICE or Leveraged matches exist for a given segment.

• TM penalty profiles are created in Configuration->Data->Tags->TM Penalty Profiles.

###### TM matching reference

There are four basic mechanisms for providing translation matches against translation memory and auto-filling against the contents of the translation memory:

###### ICE (context) match
• An ICE (In Context Exact) match is a translation that when matched against what's stored in TM, guarantees a high level of appropriateness because it has the same context

• ### Important

In XTM an ICE match occurs when the source content in the current, previous and next segment is an exact match with the current, previous and next segment in TM (I.E the same location in a paragraph). ICE Matching is most relevant when source content is segmented by sentence as opposed to paragraph.

• XTM Determines if an ICE or Leveraged Match exists using the following logic:

• If the source text is identical to the one stored in TM, then XTM checks if a segment has a segment ID.

### Important

If the source text contains inline tags, then these same inline tags must exist in the TM entry as well for the source text to be deemed identical to the one stored in TM.

• If the segment has a segment ID then XTM tries to find if an ICE (context) match exists by matching the source text segmentID with the one stored in TM for that string.

• ### Tip

• If the segment does not have a segment ID then XTM tries to find if an ICE (context) match exists by matching the source text alone.

• When neither of the segmentID / context conditions is met, a leveraged match is returned.

• When the translation is saved and the translation becomes approved for TM, XTM saves the translation in the TM and includes the segment ID (if activated) along with the source text, target text, and context (ICE match) by default.

Consider the segment We painted it red last week as used in the following paragraph:

• My house used to be yellow.

• We painted it red last week.

• It looks very different now.

Is not a 100% ICE Match but is a Leveraged Match with the following:

• My house used to be very ugly.

• We painted it red last week.

• It looks nicer now.

The original context was about a color scheme, but the context in the second paragraph is about beauty. Therefore the translation for the segment We painted it red last week may contain different adjectives to describe its beauty versus its.

###### Leveraged match
• A leveraged match is when a sentence or phrase in a translation memory (TM) is the same phrase in a different context as the sentence or phrase the translator is currently working on.

### Tip

Context is determined via ICE matching.

###### Fuzzy matches
• Refers to the situation when a sentence or phrase in a translation memory (TM) is similar (but not a 100% ICE or Leveraged match) to the sentence or phrase the translator is currently working on. The TM tool calculates the degree of similarity or “fuzziness” as a percentage figure.

• XTM Workbench (CAT) tool will show up to 5 fuzzy matches with the highest match rate for a given segment.

### Note

This is configured under configuration->Settings->Translation->TM in the Fuzzy Matches section.

• Fuzzy Match rates are calculated using one of the algorithms described here.

###### Fuzzy repeats
• Refers to segments with no matches in the TM, but that are quite similar to each other within the project to be translated.

• XTM Workbench (CAT) tool will show up to 5 fuzzy matches with the highest match rate for a given segment. This is configured under configuration->;Settings->;Translation->;TM in the Fuzzy Matches section.

###### TM clean up tools
• XTM provides an interface for a TM Expert to perform the following tasks on any individual segment in the TM:

### Warning

• Change the translation text (target).

• Change the TM Status (Approved or Not Approved)

• Delete a Segment.

• This is performed in the TM->Manage window on a per language combination and customer level.

### Tip

The advantage of making changes in this location is that XTM provides a total of 14 filters (search criteria) to narrow down the entries being verified.

### Note

Auto filling with TM entries is done first if machine translation is enabled.

• Auto filling occurs each time a project starts or is reanalyzed.

### Tip

The highest match value is used if more than one criterion is satisfied. ICE matches have the highest match value, followed by leveraged matches.

• The configuration is done here in the following sections respectively:

• ICE Matches

• Leveraged Matches

• Fuzzy Matches

• Fuzzy Repeats

• Translations can be configured to auto-fill automatically with a TM entry when any single one or any combination of the following occurs :

###### ICE match autofill options
• ICE Matches where inline variables are the same in the segment and in the TM are auto-filled by default.

• ICE matches where inline variables in the source segment and TM entry do not match can also be auto-filled. In this case, the inline variable in the source segment is copied to the translation.

###### Leveraged match autofill options
• XTM can also be configured to auto-fill leveraged matches where inline variables in the source segment and TM entry do not match.

In this case, the inline variable in the source segment is copied to the translation.

• 95-99%

• 85-94%

• 75-84%

• 95-99%

• 85-94%

• 75-84%

### Note

XTM automatically stores segments in TM as unapproved.

• By default, XTM does not approve any translations for a segment in TM unless the following configurations are made:

• Adding a TM Approve workflow step as part of the workflows.

### Note

This is an automatic step type that automatically approves all of the segments translated during the current workflow in the TM. The step is closed automatically once the segments are approved.

• Within any step in a workflow, there is a checkbox option to approve TM. This automatically approves the segment's translation in TM once it's completed.

### Note

This is typically used in a correction or review workflow step.

• Manually (no configuration required) regardless of the current state of a project. Simply edit a project using the icon and select actions->Approve TM for this project. This approves all of the translations currently in the project for entry into the TM.

###### Rules for overwriting TM entries
• Segments that have a 100% leveraged or ICE match translation can optionally be edited. The new TM entry will be created if the translation for such a match is edited.

• ### Tip

By default, translations populated by ICE and Leveraged TM entries are locked for translation. To change this setting go to Configuration->Settings->Translation->TM. In the first section; Matches General look for the Mark segments as locked when checkbox, and uncheck it in order to enable edits to such translations.

• Any combination of the following criteria can be set for editing 100% leveraged or ICE matched translations:

• Modify the existing TM record if the project segment has the same:

• Source (i.e. the segment source text is the same as the TM Entry).

• Inlines (i.e. the segment source text has the same inlines as the TM Entry).

• Context (i.e. the segment source text has the same context as the TM Entry).

• Tags (i.e. the segment source text has the same tags as the TM Entry).

• Modify the existing TM record if the project segment and Segment ID have the same:

• Source (i.e. the segment source text is the same as the TM Entry).

• Inlines (i.e. the segment source text has the same inlines as the TM Entry).

• Context (i.e. the segment source text has the same context as the TM Entry).

• Tags (i.e. the segment source text has the same tags as the TM Entry).

• Segment ID (i.e. the segment source text has the same segment ID as the TM Entry).

• ### Tip

To change this settings go to Configuration->Settings->Translation->TM. In the first section; Matches General and change the Modify the existing TM record if the project segment .. entries.

• The TM is live, so whatever happens anywhere inside or outside the project can optionally be leveraged even as a full match within XTM Workbench (CAT) for the linguists.

• This is done by opening the project editor's General Info Tab and choosing the customers whose translation memory is to be leveraged, even if these customers are outside the scope of the project.

#### Assign machine translation vendors to your application

###### Supported machine translation engines
• An application can have as many MT engines chosen from the list above.

• If an MT vendor does not appear on the list then users can add custom engines in XTM.

### Tip

Machine Translation engines are selected and configured globally by an Administrator for the entire application.

###### Determining where to configure machine translation engines
• Once Machine Translation engines are selected globally by an Administrator, Individual Machine Translation Engines can be assigned from the Global selection list and configured down to the following level:

1. Customers:

### Tip

Each customer can have specific MT Engines. MT settings at the customer level, override any machine translation settings configured globally by an administrator for this customer.

• Configure the MT settings at the customer level using the instructions indicated here.

### Tip

Why configure MT at the customer level?

Assigning an MT engine to a customer is useful for translation jobs that are only Machine Translated without any further edits, like internal communications or older technical blogs.

Some MT engines can be customized with unique subscription keys at the customer level as well, in case different departments have different licenses or MT engines.

2. Projects:

### Tip

Each project can have its own unique MT engines. Any machine translation configurations here, override any machine translation settings configured in the customer and globally by an administrator for all customers in this project.

• Configure the MT settings at the project level using the instructions indicated here,

### Tip

Why configure MT at the project level?

Assigning MT engines here as opposed to a customer is useful for any job that requires post-editing of machine translations. An example use case would be to use MT to get a product out the door quickly and then correct the machine translations after the product has been released.

###### Auto-filling options and handling inline tags for machine translations
• All MT engines are known to misbehave if source segments contain inline tags.

• XTM provides the option to Autofill segments with Machine Translations or to provide matches to translators in Workbench.

### Tip

XTM can configure if MT autofill occurs when ICE, Leveraged or Fuzzy matches exist (I.e what matches take precedence over MT). This can be configured at the global, customer, and project levels.

• XTM provides the following options to handle inlines and auto-filling:

• Never: This will not autofill the translations of any segment but will provide matches to the linguist in Workbench.

• Only if inlines are the same: This option will retrieve the MT translation and apply it (autofill) only if the inline elements match those that are in the source segment.

• Always, fixing inline differences: This option will retrieve the MT translation and replace the inline elements (while auto-filling translations) in the MT translation with those in the source segment if any inline elements do not match up.

• These options can be configured:

### Tip

Each Machine Translation engine contains custom features and settings unique to them.

Consult the MT Engine vendor documentation for a list of their unique features.

• The most common custom features are the following:

• Applying translations to terms found in XTM Terminologies, as opposed to applying the MT engine translations to these terms.

### Tip

Available in Amazon and DeepL engines in the Project level MT settings.

• Assigning unique language combinations to each MT Engine.

### Tip

Available in Systran and DeepL engines in the Project level MT settings.

• Allowing each customer to have unique subscription keys (Useful if each internal department has their own subscription).

### Tip

Systran, Amazon, DeepL in the Customer level MT settings.

• Free subscriptions.

### Tip

Available in Systran

###### Using multiple machine translation engines in the same project
• A customer or project may contain multiple Machine Translation engines.

### Tip

It is advisable to select multiple engines only if these engines share a common custom setting such as being able to set unique language combinations per vendor.

• Use Case: Three MT engines were configured, each with unique language combinations. E.g DeepL is configured for FR, and Systran is configured for HE.

• All French translations will be retrieved by DeepL

• All Hebrew translations will be retrieved by Systran.

• All other translations in language combinations that are not assigned to a specific engine will be retrieved from both engines. If Autofill is enabled, then the translation retrieved first is used, otherwise, the translations from both engines are available as matches in XTM Workbench.

### Tip

Using multiple machine translation engines may incur extra costs if not correctly planned out since the possibility exists of translations being retrieved at a cost from multiple engines for the same segment.

If Autofill is not enabled, then this could be one method to determine which engine linguists prefer based on which matches the linguists select. Costs can be minimized by testing free subscriptions.

### Tip

For an explanation of Terminologies (Glossary) in XTM please consult this guide.

• OPTIONAL - Add custom fields (Criteria for distinguishing translations for terms. E.g gender)

### Important

Ask the terminologist if they require additions to the default custom fields that XTM supplies.

• OPTIONAL - Create tags and use these tags to create terminology penalty profiles

### Tip

Tags and terminology penalty profiles are necessary to remove certain terms from projects.

Only perform this when a terminologist or project manager requests this, as this is normally done during continuous localization, but can be done during project setup.

###### Optimize term display speeds in XTM Workbench.
1. Open the Terminology administration window using the instructions indicated here.

2. Go to the Terminology Engines section.

3. Check Match terms in analysis: This optimizes Terminology processing for larger terminology files.

### Tip

Consult this guide on Optimizing Terminologies for more details.

### Tip

This function is performed by an Administrator.

###### Data – Custom fields – Terminology custom fields
1. Go to Configuration > Data > Custom fields > Terminology custom fields.

2. Select the Add button and enter a field name.

3. Choose one type:

1. Checkbox

2. Date

3. Dropdown: enter a list of values

4. Multiple selection: enter a list of values

5. Number

6. Text field

4. Select Save.

### Note

TBX name refers to the term property when it is exported to a TBX file. The concept or term radio buttons enable you to define where the field should be displayed. The Active checkbox allows you to activate or deactivate this custom field.

###### Create tags
1. Add a tag group. The tag group will contain tags.

### Note

Example: The tag group is product_X. Product_X contains a web app, mobile apps, technical documentation and marketing materials. Therefore the tags added to this tag group will refer to these four items.

1. Go to Configuration > Data > Tags > Tags.

3. In the Create tag group popup:

• In the Tag group section:

• in the Tag group text field, enter the tag group name.

• optional - In the All customers checkbox, uncheck this box to select specific customers this group applies to.

### Tip

Uncheck this box only if the number of tag groups becomes so big that you need to reduce the number of tags that are available to projects for easier selection.

2. Add tags to this tag group:

1. in the Tags section create the individual tag by typing in its name.

2. optional - In the All customers checkbox, uncheck this box to select specific customers this tag applies to.

### Tip

By default the tag is available to all customers configured for the tag group this belongs to.

3. repeat steps a and b for each tag.

4. Click on the save button when done.

###### Data — Tags — Term penalty profiles

You can apply a penalty to term matches.

Adding a new term penalty profile
1. Go to Configuration > Data > Tags > Term penalty profiles.

3. Enter a penalty profile name and optionally a description.

4. Select the check box to make it active.

5. Select a tag group, operator, and term tags. The only penalty available is to remove the term and it will not be highlighted in XTM Workbench.

6. Select Save.

#### Configure project due date and other continuous localization criteria

###### Examine the default settings of the project creation automation and continuous workflow parameters.
1. Verify due date calculation criteria.

### Tip

The Time tracking options on this screen are covered in the enabling estimations guides.

2. If time allows verify all of the other options on the project administration screens. These options are described in the reference guides indicated below:

###### Settings — Project: Grouping

You can enable automatically grouping files during project creation.

Files can be grouped by:
• file extension (for example: pdf, tbx, html)

• number of files in one group

• number of groups

• DITA map

Enabling auto grouping at the Project settings level
1. Go to Configuration > Settings > Projects > Grouping.

2. Select Default setting.

3. Select one of the radio buttons to group files either by the Extension or by the DITA Map level.

4. Optional: for the DITA Map level, enter the required level.

5. Create a new project as usual.

6. In the Project Editor go to the Groups tab.

7. Select the Group automatically.

Enabling auto-grouping at the Add Project and template level
1. Go to Configuration > Settings > Projects > Grouping.

2. Select Permit. Grouping checkbox is added to the Translation section in the Add project and Project template.

3. Create a new project in Projects > Add project.

4. Fill in as required.

5. Under Translation tab, select Grouping files checkbox.

6. Select one of the radio buttons to group files either by the Extension or by the DITA Map level.

7. Optional: for the DITA Map level, enter the required level.

Uploaded files are grouped according to the chosen criteria in the Project Editor > Groups tab.

###### Settings — Project: Joining files in sets

The Configuration > Settings > Projects > Joining files in sets section provides the configuration for joining files during project creation.

### Note

The file joining options are not available for bilingual files.

When files are joined, Visual mode cannot be enabled in XTM Workbench.

File join settings

Defines whether the file joining options are disabled, displayed in the simple or extended form. When file joining is enabled for a project, languages cannot be updated in the project.

1. Go to Configuration > Settings > Projects.

2. Joining files in sets > Default value

3. Select Save.

This option sets the file joining option as activated or deactivated by default during project creation.

Configuration > Settings > Projects > Joining files in sets > Join files by When the extended interface is selected for the settings, it is possible to join files by:

• Extension: all files with the same extension are merged and displayed in the project as one.

• DITA Map level: files matching a specified DITA map level will be merged and displayed in the project as one. Files are joined only within a given substructure of the specified level which means there can be multiple resultant files of the same level. The number of resultant files matches the number of parallel substructures of the specified level. XTM recognizes the depth of DITA map structures based on <topichead> and <topicref> tags. Their presence is required for the DITA Map level files joining to work. The resultant file names inherit the structure name and names of files joined together.

Example 1

Table 4. DITA Map levels
 DITA Map level 0 all files will be merged into one DITA Map level 1 files within each substructure of level 1 will be merged into one DITA Map level 2 files within each substructure of level 2 will be merged into one but files of substructure level 1 will not be merged DITA Map level 3 files within each substructure of level 3 will be merged into one but files of substructure levels 2 and 1 will not be merged

Example 2

Table 5. DITA Map levels
 DITA Map level 0 one resultant file is generated from all files uploaded for translation DITA Map level 1 one resultant file is generated from all files within group “b” DITA Map level 2 all files from topichead “a” are merged into one file, file 14.dita remains separate DITA Map level 3 all files from topcicref “a” are merged into one file, file 14.dita remains separate DITA Map level 4 all files from topcicref “a” are merged into one file, files 13.dita and 14.dita remain separate

<topichead navtitle="b">
<topicref type="topic" id="a" href="topic/section/9.dita">
<topicref navtitle="test section" type="topic" id="a" href="topic/section/10.dita">
<topicref type="topic" id="4" href="topic/section/11.dita"/>
<topicref type="topic" id="4" href="topic/section/12.dita"/></topicref>
<topicref type="topic" id="a" href="topic/section/13.dita"/></topicref>
<topicref type="topic" id="a" href="topic/section/14.dita"/>
</topichead>

XTM supports DITA packages with customized DITA root node names. Joined DITA files can be displayed in XTM Workbench according to the hierarchy defined in the DITA map.

###### Settings — Project: Project views
Enabling project grouping

If a project contains multiple files, you can enable automatic project grouping.

1. Go to Configuration > Settings > Projects > Project views.

2. Select Show Grouping when project has more that X files.

3. Select Save.

When the number of files exceeds a defined limit then the grouping tab automatically is displayed in the Project Editor.

Show Language view when single project has more than X files

If you have a single language project with many files you can also manage the project at a language level rather than at a file level. The number of files in a project when this is visible is set in a similar way.

1. Go to Configuration > Settings > Projects > Project views.

2. Select Show Language view when single project has more than X files.

3. Select Save.

###### Settings — Project: Project types

In Configuration > Settings> Projects > Project types you can enable alternative translations and anonymization and choose the segmentation method for projects with alternative translations.

###### Alternative translations

Alternative translations. This option is often used for transcreation projects. When activated, the layout of XTM Workbench changes to allow the translator to enter alternative translations and back translations.

Enabling alternative translations
1. Go to Configuration > Settings > Projects > Project types.

2. Select Alternative translations > Default setting.

3. Enter the default number of alternative translations.

4. Select Save.

The settings entered here for the system can be modified for the customer and specific projects. XTM displays each source segment the specified number of times in XTM Workbench. There is a recommended translation followed by a set number of alternative translations, all of which can be completed by the translator. Each alternative translation has a field to enter a back-translation.

Alternative translation report can be generated and downloaded from Project Editor, Files tab or Previews. The report is an Excel file containing all the translations, back translations, and comments in one sheet.

### Tip

The comments section can be used as a place to enter the explanation for each translation. A reviewer may choose the required alternative translation and copy it from the alternative to recommended translation. Only the recommended translation will be used to generate the target document.

Alternative translations segmentation. If the alternative translations option has been set, you can choose whether to segment the source text in paragraphs or use the standard segmentation rules for your system. The segmentation method will apply to all customers and projects when processing projects with alternative translations.

###### Anonymization

The anonymization feature is based on Named Entity Recognition (NER) and it attempts to identify confidential data by converting it to inline tags. This applies to the following languages:

• Danish

• Dutch

• English

• French

• German

• Italian

• Portuguese

• Spanish

• Swedish

Enabling anonymization
1. Go to Configuration > Settings > Projects > Project types.

2. Select Use Anonymization.

3. Select Save.

Confidential data is converted into inline tags in XTM Workbench.

Protecting sensitive data during translation in XTM explains in detail how to use MS Word styles to convert sensitive data into inline tags during translation.

###### Settings - Project: Monitor customer inactivity

Inactive customers are accounts that have not created a project in XTM for a certain period. XTM Administrators can define this period of customer inactivity and decide if and when the Project Managers should be notified as soon as the customer becomes inactive.

Configuration > Settings > Projects > Monitor customer inactivity > Notify PMs about customer inactivity at – choose the time at which XTM will check for customer inactivity and send email notifications to Project Managers. The two actions are nearly simultaneous: the time lag between the two actions is 2 min. For example, XTM checks the inactivity at 2 pm and the Project Manager receives the notification at 2:02 pm.

Configuration > Settings > Projects > Monitor customer inactivity > Notify PMs about customer inactivity for – enter the customer inactivity period (in hours) that would trigger an email notification to the PMs.

Configuration > Settings > Projects > Monitor customer inactivity > Send emails to – choose the Project Managers who will receive the email notification

Configuration > Settings > Projects > Monitor customer inactivity > Include all customers – by ticking this checkbox, XTM will monitor inactivity for all customers

If you want to monitor inactivity for selected customers rather than all customers, the Administrator or the PM needs to enable this option for each specific customer individually.

Monitor inactivity for selected customers
1. In Configuration > Settings > Projects > Monitor customer inactivity, deselect the Include all customers checkbox and save your choice.

2. Go to the Customers tab and open the customer record of your choice.

3. Under the customer menu icon, select Settings > Monitor customer inactivity section.

4. Select the Notify PMs if this customer is inactive checkbox.

### Note

If Include all customers option is enabled in the system configuration, the Monitor customer inactivity section will not be displayed in the Customers settings and you will not be able to activate this option for individual customers.

###### Settings - Project: Statistics processing

Decide when project statistics should be processed. Instead of processing them when workflow changes, you can have them updated once the whole project is finished or once a task is finished.

1. Go to Configuration > Settings > Projects > Statistics processing.

2. Select Enable processing statistics of finished tasks.

3. Select Save.

### Tip

Check off the completion of each task in the order indicated.

### Tip

The purpose is to define the default currency for which linguists are paid and to define any exchange rates for those linguists that are not paid in the default currency specified here.

All estimations generated will be in the default currency specified here.

### Important

This is a mandatory step for generating estimations.

1. From the top menu in XTM Cloud click on Configuration.

2. From the menu bar just to the bottom click on Data.

3. From the left-hand side menu bar that appears, click on Estimates.

4. Just to the top of the frame that now appears, click on the Exchange Rates tab.

5. Enter the System Billing Currency.

### Note

This will be the currency used for all cost estimates.

6. Enter the Financial year Start Date.

7. Click on the Save button just below.

8. Add Exchange Rates by following the procedure below:

### Note

Exchange rates are used if linguists and other paid staff charge their services in currencies other than the system Billing Currency.

Each user's default currency is specified in the User configuration screens under the General tab.

1. Click on the blue Plus sign.

2. From the drop-down list box that appears, select the Currency that you are converting from.

3. Just to the right enter the exchange rate.

### Tip

If the system billing currency is USD then please go here for IRS sanctioned exchange rates.

If the system billing currency is CDN\$ then please go here for Bank of Canada exchange rates, which are always calculated as a single rate at month's end.

If the system billing currency is in Euro then please go here for ECB Exchange rates.

4. Click on the Save button.

5. Repeat steps a-d for each exchange rate.

### Tip

The purpose is to group languages together that have the same costs for each workflow step.

1. From the topmost menu in XTM Cloud click on the Configuration tab.

2. From the menu items just below, click on the Data tab. A menu will appear on the left-hand side.

3. From the menu on the left hand click on the Language Groups tab.

4. Click on the plus sign to create a new language group.

5. Enter the name of the language group and click Save. An example language group name can be ISPG (Italian, Spanish, etc.).

6. On the left-hand side, a list appears containing all of the target languages configured previously. From this list select the target languages that will belong to this group and click the blue right arrow button just to the left, in order to add them to this group.

7. Repeat steps 4-6 for each language group that will be added.

### Tip

###### Define subject matters
• The purpose of this procedure is to define the subject matter of the content being translated by the organization.

### Tip

This is only necessary for specialized industries that require specialized translations (i.e linguists with this specific domain knowledge) which are usually more expensive or take longer to do.

1. From the topmost menu in XTM Click on Configuration.

2. To the bottom and to the left click on Data.

3. From the left-hand side menu, click on Subject Matter Factors.

4. Select the Subject Matters to delete by clicking the checkbox beside their name, and from the top click on the blue delete subject matters image.

### Tip

It is useful for both administrators and project managers if you remove any unnecessary subject matter as it makes it easier to only assign those subject matters that apply to your company.

5. Add Subject Matters by clicking the blue add subject matter image located at the top of the screen. Then scroll to the bottom and fill in the appropriate field in the blank text boxes that now appear.

### Tip

Keep the price factor and duration factor at 1.0. These items are used for legacy functionality from older versions of XTM

### Note

Rate Cards are used for estimating and invoicing the costs associated with a translation job.

### Important

Some of those costs can be attributed to workers whose job is charged hourly, such as project managers, or to workers such as linguists whose job can sometimes be charged both hourly (e.g DTP) and per word/character.

• There are two places where hourly rates need to be enabled. Use the following checklist to track your progress:

• ### Note

Must be configured by an administrator.

• Configure each workflow where hours worked is tracked.

### Note

Must be configured globally by an administrator and can be overwritten by a project manager at the project level once the workflow has been assigned to that project.

###### Configuration of project settings to enable hourly rate cards
1. From the topmost menu in XTM Cloud click on the Configuration tab.

2. From the menu just below click on Settings.

3. From the left-hand side menu, click on Projects.

4. Go to the Time Tracking session located near the bottom of the screen.

5. From the Enable Manual Time tracking for drop-down select whether to track time for Project Managers only or Project Managers and linguists.

### Important

This setting can be overwritten in any individual project by a project manager from the workflow tab in the project editor.

1. Create or edit a Workflow.

2. Check the Calculate costs based on manual time checkbox, located within each workflow step, for each step that requires tracking of hours worked.

### Tip

Rate cards assign rates to every workflow step that a given user is assigned to across all unique projects with their unique workflows.

Therefore by creating a workflow that contains every workflow step, project managers will only have to create rate cards for one dummy user against this all-encompassing workflow, instead of creating rate cards for multiple dummy users, each one representing a unique project with a unique workflow.

### Important

Prerequisite: Ensure all workflow steps your organization will use have been defined.

### Important

Do not perform this step if you intend on using XTM to generate purchase orders as well as estimates

• Add all possible workflow steps that will be used to the workflow being created. Use the procedure below to create the workflow:

###### Creating and editing workflows

To create a new workflow definition:

1. Go to Configuration-> Settings-> Workflow.

2. In the Workflow definitions tab click the Add button.

To Edit an existing workflow definition:

1. Go to Configuration-> Settings-> Workflow.

2. Find the workflow and double-click on its name or click the icon and select edit.

Continue by modifying the fields as follows:

1. In the Create workflow definition popup:

1. Set the mandatory Name parameter for your new workflow definition.

### Note

By default, XTM will automatically generate a name for the workflow based on the steps you choose.

2. Optionally, in the Description parameter, provide the workflow description.

3. Activate or Deactivate the workflow using the active check box.

4. Define the first workflow step from the drop-down, by selecting the Workflow Step.

### Note

You can define your own workflow steps. Check Workflow steps and Workflow steps parameters for more information.

5. Fill in the remaining options using this workflow field reference as a guide to choosing the fields to fill out.

2. Add the next workflow step by clicking on the button just above the workflow step dropdown.

3. A drop-down now appears between the two steps allowing the selection of a transition type (E.g does the previous step need to be completed before the current step starts, can both steps run in parallel, etc.).

### Note

The transition types are described here.

4. Repeat steps 3 and 4 until the workflow is complete.

### Note

To remove a workflow step click on the button just above the workflow step dropdown.

5. Click the Save button when done.

###### Workflow field reference
• Approve TM:

• By checking the box here, segments are saved into the TM once the individual segment is completed.

• As an example, checking this option is ideal for approving each segment/string once it's been reviewed or corrected.

• ### Note

There is also an Approve TM workflow step. In this case, all segments in the previous steps are not approved for the TM until this step is completed. In other words, it executes after a step is completed as opposed to when a string/segment is translated/reviewed/corrected.

• Percentage of whole workflow duration:

• How much of the entire project workflow time in percent should be automatically calculated for each of the steps

• Calculate costs based on manual time:

• Allows the ability for a project manager to enter the number of hours worked for this step both for estimation purposes prior to project start and for invoicing purposes.

• ### Note

To have this option appear then enable it using the instructions here.

• Chargeable:

• This can be useful if the customer has pre-purchased a certain level of service. If this level of service is exceeded, then the step may become chargeable.

• The Cost settings tab allows you to switch this feature on and off and decide if it should be accessible for linguists or only project managers. You can also select the default cost type used

• ### Note

To have this option appear then enable it using the instructions here.

• LQA:

• LQA allows errors to be categorized into one of the many predefined error types XTM provides.

• Along with being able to enter comments, this allows for better traceability and continuous improvement initiatives.

• Selecting the option here allows an LQA check immediately after each segment is translated/reviewed/corrected. Typically this option is enabled with a review step.

• To configure LQA codes follow thisprocedure.

• ### Tip

There is also an LQA workflow step available. A workflow step starts after a previous workflow step (i.e all segments have been processed) has finished. Whereas enabling LQA here allows for LQA checks to be performed immediately after a segment has been processed.

• Notify project watchers when finished:

• When checked, an e-mail is sent to all Project Watchers when a workflow step is completed.

• Project Watchers are configured for each customer in the details section.

• Calculate edit distance:

• ### Important

This option is specific to minimizing invoiced costs for Machine Translation corrections during Correction type workflow steps.

• This allows XTM to only measure the number of words or characters changed when correcting Machine Translated text, thus lowering the amount that linguists can invoice for MT translated text.

• Without this option, all of the words in a Machine Translated segment are counted for any correction performed.

• Set XTM status to green/done:

• Auto-finish step on its due date:

• Regardless of the status of the last step, this option when checked closes the project on its due date.

• The due date is set in a Projects general section.

• This option can trigger based on one of the following conditions:

• The due date as it was originally entered.

• Only when the due date is modified after a project has started.

• ### Note

To have this option appear, goto the workflow options section and check the box beside the Auto-finish step on its due date option.

Once this is enabled then an option will appear to configure the triggering mechanism.

• All segments must be completed to finish the task:

• The default method for a workflow step to be deemed complete is by having the linguist/PM manually click a finish button in XTM Workbench at any point during a workflow step.

• If this setting is checked, then the finish button is only available once all segments/strings are completed for the assigned task.

### Warning

if ICE and/or leveraged matches are automatically locked then set them to complete in the project settings. Alternately allow linguists to unlock settings.

###### Blocking mechanism between workflow steps
Table 6. Blocking mechanism between workflow steps

Symbol/Special Character

Description

steps can be processed at the same time

the next step cannot be started until the previous step for thatbundle is finished

the next step cannot be started until the previous step for all the bundles is finished

### Tip

Enforce your specific company security-related policies such as passwords, in this step.

### Note

XTM is a secure environment. XTM Cloud uses an SSL certificate to ensure secure communication via HTTPS and we recommend the same for all XTM Suite installations as this not only improves security but ensures compatibility when connecting different instances of XTM for subcontracting.

1. From the topmost menu in XTM Cloud click on Configuration.

2. Just below and to the left click on Settings.

3. From the menu that appears on the left-hand side, click on Security.

4. From the remaining options, Implement your company's security policy. Consult the guide for each section indicated below:

5. Click on the Save button when done.

###### Authentication settings
Allowing API authentication for new users

The function is enabled by default. If this function is switched on, Administrator can decide how users can log to XTM: via User Interface and API, via UI only, or API only.

1. Go to Configuration > Settings > Security.

2. Select the Allow API authentication for new users checkbox.

3. Select Save.

The Authentication section in Edit user > Access rights will be displayed only for users with PM roles.

Enabling the 2-step verification on your XTM instance
1. Go to Configuration > Settings > Security.

2. Select the Use 2-step verification checkbox.

3. Select Save.

4. Log out from XTM.

All users are required to go through the 2-step verification process to log in to XTM.

1. If the user makes the number of invalid login attempts specified, then their account will be blocked, and they will not be able to access the system.

2. unblock the account, the Administrator needs to go to the Users tab and select Unblock account from the menu icon in the left-hand column of the users listing.

1. Go to Configuration > Settings > Security.

2. In the Allowed log on attempts enter the number of times the user can try to log in.

3. Select Save.

If the user makes the number of invalid login attempts specified, then their account will be blocked, and they will not be able to access the system. The account will then need to be unblocked by the Administrator.

Disabling account after non-use

If the user does not log into their account during the period of days specified, then the account will be blocked. The account will then need to be unblocked by the Administrator as described above.

1. Go to Configuration > Settings > Security.

2. In the Disable account after non-use (days) enter the number of days after which the user cannot access the system.

3. Select Save.

If the user does not log into their account during the period of days specified, then the account will be blocked. The account will then need to be unblocked by the Administrator.

###### Computer activation level
Configuring computer activation level

This setting specifies who will need to go through the PC activation process on the first login. The process involves generating an automatic email.

1. Go to Configuration > Settings > Security.

2. In the Computer activation level select who needs to go through the activation process on the first login:

• All users

• All users except customer Project Managers

• Only Project Managers

• None

3. Select Save.

Feature

Description

Allow users to change their password

Allows users to change the password which the Administrator or PM assigned to them when creating user accounts.

Specifies the number of days that user passwords will be valid. After this period the user will have to change their password.

Specifies the number of previous passwords that cannot be used as the current password.

Specifies the number of characters required in the password.

Use brute force dictionary

Defines the words that cannot be used as or in a password. By default, the following words and components are excluded:

• User’s first or last name

• Reviewer

• User

• Test

• Super

• qwe

• 1111

• 111

• Translator

• XTM

• Guest

• Sys

• Pass

Check to enforce this measure.

Password characters are split into 4 groups:
• upper-case letters

• lower-case letters

• numbers

• non-alphanumeric symbols

There are 3 levels of password strength

• Simple Must use characters from at least 1 group

• Medium Must use characters from at least 2 of the groups

• Strong Must use characters from at least 3 of the groups

###### Privacy settings

Use this section to define who can update segment comments and hide the names or details of other users of the system.

The list describes the places where user information is displayed in XTM Workbench. These are:

• Who is locking a segment

• Segment filters

For each area there are three options:

1. Everyone can see the user information

2. Only Project Managers can see the information

3. No one can see the information.

Configuring displaying user locking segment
1. Go to Configuration > Settings > Security > Privacy.

2. In the Allow segment comments to be updated by

• All users

• Creator only

• Only in current step

3. Select Save.

Configuring displaying user locking segment
1. Go to Configuration > Settings > Security > Privacy.

2. In the Display user details in comments for select who needs to go through the activation process on the first login:

• All users

• PMs only

• No one

3. Select Save.

Configuring displaying user details in comments
1. Go to Configuration > Settings > Security > Privacy.

2. In the Display user details in comments for select who needs to go through the activation process on the first login:

• All users

• PMs only

• No one

3. Select Save.

Configuring displaying user details in segment filters
1. Go to Configuration > Settings > Security > Privacy.

2. In the Display user details in segment filters for select who needs to go through the activation process on the first login:

• All users

• PMs only

• No one

3. Select Save.

Configuring information displayed about users in terms
1. Go to Configuration > Settings > Security > Privacy.

2. In the Display user details in terms for select who needs to go through the activation process on the first login:

• All users

• PMs only

• No one

3. Select Save.

Configuring information displayed about users in TM matches
1. Go to Configuration > Settings > Security > Privacy.

2. In the Display user details in TM matches for select who needs to go through the activation process on the first login:

• All users

• PMs only

• No one

3. Select Save.

This option allows Administrators to decide what information should be visible to other users

1. Go to Configuration > Settings > Security > Privacy.

2. In the Information to display about users select who needs to go through the activation process on the first login:

• User ID

• First and last name

• Initials

3. Select Save.

### Note

1. Open the Messages Configuration.

2. Click on the New Message button located at the bottom of the frame.

3. Enter the Title of the message, and then the Content.

4. Set the Starts and Expires date, before and after which the message disappears.

### Note

It will be shown until the expiry date set by the admin but each user can decide to dismiss it and not show it again.

5. For on prem-solutions checking the On Server shutdown box, displays the message each time the XTM server is shutdown.

6. Add the user roles that this message will appear to.