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Project managers guide for sending translations as a new user



This guide assumes the user has basic localization knowledge.

  • The purpose of this guide is to help a project manager configure XTM when using it for the first time in order to send content for translation quickly, using only the most basic features of XTM.

  • The focus will solely be on translatable content originating from files.


Each task/step is included in the recommended sequential order to execute.

The procedures to complete the task as well as any optional steps, tips, and tricks are included in dropdowns just below each task.

The items labeled as optional are not required for project delivery but are placed in the order in which they need to be executed nonetheless.

STEP 1: OPTIONAL - Prerequisite: wait for confirmation from the Administrator/system owner indicating that they have added you as a Project Manager.


Additional users including additional PMs can be added by a Project Manager without the assistance of an Administrator.

STEP 2: Mandatory - define the linguists involved in the localization project
Adding a new user


For more info see the user definition and quick reference guide.


All steps are mandatory unless otherwise indicated.

  1. From the top menu in XTM-Cloud click on Users.

  2. From the ensuing menu, click on the User list tab located on the top left-hand side.

  3. Click on the green Add User button located on the top right-hand side.

  4. From the ensuing window enter the first and last name of the user.

  5. In the Roles list box select the role and then click the Green_Arrow_Add.png to add it to the list located to the right of this green arrow button.

    Selecting Multiple List Box Items

    Double-clicking on an item moves that item to the next box.

    For Windows, hold the ctrl key down to select multiple items one at a time, or hold the shift key down to select multiple sequential items.

    On a Mac, hold the shift key down to select multiple sequential items.

  6. If the Role selected in the previous step is a linguist then add a workflow step as indicated here .

  7. Scroll down and enter a Username.


    The username is what will appear on all records and analytics such as comments and TM entries.

  8. Enter a Nickname.


    The nickname is what appears in all XTM chats (how PMs and linguists communicate with each other) making sure that the users remain anonymous.

  9. Enter an initial password.


    By default, XTM will force the user to change this password the first time they log in. This can be changed by an administrator using this procedure.

  10. Confirm the password by re-entering it in the field that follows.

  11. Enter the user's email address.


    The e-mail address is what is used to log in to XTM.

  12. Select a default currency.


    This is used for cost estimates and invoices.

  13. Check the Send account creation e-mail box. - Optional


    This will automatically send the user an email with their login credentials including the password.

  14. Click the Save_General.png button to add this user.

  15. In the confirmation popup that appears enter your login credentials to confirm the addition or modification of this user.


    After the user is saved, multiple options will appear on the left-hand side as menus. Keep this screen open to access these menus in order to complete the remaining steps which are role dependent.

STEP 3: MANDATORY - Define customers
Adding a new customer


For more info see the customer definition and reference guide.

  1. From the top most menu in XTM Cloud click on the Customers tab.

  2. From the ensuing menu, click on the Customer List tab located near the top left-hand side.

  3. Click on the green Add Customer button located on the top right-hand side.

  4. In the Details Section, Enter data for the mandatory and optional fields (Consult this reference describing each option in this section).

  5. As an option, add the contact information of the customer in the Address section if relevant.

  6. Click on one of the Save_Customer.png buttons to save the customer.

  7. The Customer that was just added can now be viewed in the customer list tab.

  8. Add language combinations to this customer using the instructions indicated here.

Customer field reference - details section
  1. Customer (Mandatory):

  2. Customer Nick Name (Optional):

    • The nickname is used to hide the full customer name from the linguists. Linguists will then instead see the nickname in the Customer column in all the functions that they perform such as viewing their tasks.

  3. TM and Term Only (Optional):

    • The TM and Term Only means that the customer is only a repository for terminology and Translation Memory. Projects can't be created under such a customer.

  4. VAT Number (Optional):

    1. Merely for internal reference.

  5. Project Manager (Optional):

    1. By default, the user-configured here gets notified when a workflow step is completed in a Project that uses this Customer.

    2. If no PM is assigned to a customer, ALL PMs in the system receive a notification.

  6. Project Watchers (Optional):

    1. Additional Project Managers can be defined here who get notified when a workflow step is completed in a Project that uses this Customer.



A single Project Manager and any backup Project Managers (called watchers in XTM) are always assigned to a customer and not a project.

How a customer is defined
  • Each customer within the software is defined as an entity that contains unique translation memory, terminology, and rules.

  • Each customer is then assigned to a project (where job-specific-parameters are applied) so that it can be sent for translation.


    The Project Managers are assigned at the customer level.

Examples of customers in XTM
  • An example of a customer can be:

    1. Content-type. E.g. Help-desk

    2. A business unit or function within a corporation. E.g. Marketing.

    3. A product. E.g. XXX-WebApp, XXX-MobileApp.

    4. A vendor E.g. XXX-Content management system.

    5. Different project managers managing different content would require different customers. Project managers are defined by customers.

    6. A workflow. E.g. Machine Translated Articles.


      A single customer in XTM can contain multiple pieces of content. For example, a single customer can combine a web application and mobile applications.

      Just keep in mind that each piece of content that a customer represents contains very similar terms and translations (I.e translation memory) unique to other customers.

XTM attributes that can be assigned to a customer
XTM attributes that customers are assigned to
  • Customers are assigned in:

    • Projects - assigned only when creating a new project.


      The customer assigned during project creation can't be changed once a project is created.

Sharing translation memory and terminology across customers
  • A translation memory and terminology can still be shared across different customers for items that are similar.

    Splitting content into different customers ensures that any updates to terms or translation memory in one customer have no effect on the terms and TM stored in the other.

    Sharing TM and terms is especially useful when using machine translation in a workflow.


    The sharing of Translation Memory and Terminology is done within each individual Project.

Determining how many projects to create for a given customer


The major difference between the two is that a customer is static, while a project is dynamic that changes as the requirements of the translation job change over time.

  • Each project can only have one customer, but each customer can be a part of many projects.

  • Each customer within the software is defined as an entity that contains a unique Translation Memory, terminology, and rule set.

  • Each customer is then assigned to a project (where job-specific parameters are applied) so that it can be sent for translation.

Example 1: Translating a web application and a mobile application for Product-X
  • For example, let's say that you are translating a web application and a mobile application for Product-X.

    • In the case of a customer, the web application and mobile application have almost identical translation memory and terminologies.


      Hence one can create a single customer called Product-X.

    • In the case of a project, a Project Manager can send the content for Product-X for translation.


      Hence one can create a single project called Product-X, which contains the customer Product-X.

      The project will contain multiple source files, one for the web app, one for the IOS app, and one for the Android app.

Example 2: Translating a web application and a mobile application for Product-X with different translation teams for the web and mobile applications
  • In this example, as Product-X grows, your organization has decided on separate translation teams for the web and mobile applications.


    In this case, we still need only one project and only one customer since a project can contain multiple source files, each with its own set of linguists assigned.

  • Therefore the web app is one file, and the mobile application consists of two files (IOS and Android).

  • Each file has its own team of linguists.

Example 3: A single product with web and mobile apps, whose branding is different between each app.
  • Your company has decided on some slightly different branding between the web app and each mobile app (IOS and Android). This means that the terminology between the three application platforms and the translation memory contents are slightly different between the three of these.


    One could create one unique customer for the android, IOS, and web apps.

    However, the customer should be static, and the project dynamic.

  • Therefore a unique project will be created for all three applications using the same customer called Product-X.

  • Each project will have unique TM penalty profiles and terminology penalty profiles, to accommodate for the minor differences in terminologies and translation memory.

TM penalty profile
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.Tags

    • Customers.

    • TM Status (Approved or Not Approved).

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

    • Target Language for all projects or per project.


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


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

    • Segment ID.

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

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

Terminology penalty profile
Terminology penalty profiles
  • Penalty Profiles in Terminologies remove the term(s) from the linguist view (XTM Workbench), without having to remove them from the terminologies file. This is useful when a term can only be applied to a specific product

  • Penalty Profiles are based on assigning a tag (either to an individual term or an entire terminology file) or term customer (assigned to a group of terms).Tags

  • An administrator creates penalty profiles using this procedure.


    Prerequisite: Create tags first.Tags

Example 4: Different release cycles between web and mobile apps.
  • Your company has changed the release cycle for Product-X. Mobile apps are now released one week before the web app. Therefore the due dates for translations have changed.


    There is only one customer, but multiple projects, each referencing the same customer Product-X. but with different due dates.

    Assigning due dates is a project function.

Example 5: Machine-translated content
  • Your company has decided to translate help desk articles. Older help desk articles are to be machine-translated with no edits, while newer articles are machine-translated with manual corrections.


    When defining a customer make sure that the translation memory can't be overwritten.

  • In this use case, both older and new articles use the same terms and TM.


    However, you wouldn't want the unedited machine-translated content to accidentally enter the TM for new articles due to someone accidentally approving that content for the TM.

  • Therefore you would create two customers (one for older help desk articles and one for newer articles). The Project Manager would then share the translation memory between the two.

    The translations in the TM for older help desk articles have not gone through a correction step, whereas the newer help desk articles have.

Sharing translation memory and terminology across customers
  • A translation memory and terminology can still be shared across different customers for items that are similar.

    Splitting content into different customers ensures that any updates to terms or translation memory in one customer have no effect on the terms and TM stored in the other.

    Sharing TM and terms is especially useful when using machine translation in a workflow.


    The sharing of Translation Memory and Terminology is done within each individual Project.

STEP 4: OPTIONAL - Once this step has been completed contact the Terminologist and the TM Manager and inform them that the customers and their user accounts have been defined so that they can start their work.


This is only required if uploading existing.terminology (glossary) terms or do you have existing translations from another TMS.

STEP 5: MANDATORY - Create projects and project templates
Creating a new project or a new project template


Please consult the project definition guide for more details.

This procedure outlines the basic steps for creating a project in order to start translation jobs using the basic options of XTM.

To Create a project perform the following steps:

  1. Click on the Projects tab located on the topmost menu.

  2. Click on the Add Project button located on the far right-hand side

  3. Fill in the General Information section using this field descriptor as a guide.


    In this section, it is preferable to assign a Project Template (the last option in this section) for consistency and speed of reuse.

  4. If the Project Template was entered when completing the General Information section in the previous step then all of the remaining fields will be pre-populated with the settings in the project template .

  5. Fill in or verify the entries in the Translation section using this field descriptor as a guide.

  6. Fill in or verify the entries in the Workflows section using this field descriptor as a guide.

  7. If this is the first time that this project is being created and it was not generated using a project template (step 4), then:


    Only the specific role of Project Manager can perform this step. None of the other project manager-type roles can create project templates.

    1. Scroll down to the bottom and click on the Save as a Template button. This will allow these settings to be reused.

    2. Repeat steps 1 to 4. Complete step 3 by selecting the project template created in this step.

  8. Scroll down to the bottom and select one of the following Save options:

    1. Create.png - This button saves and creates the project.

    2. Create___New.png - This button saves and creates the project and keeps the same window open with all options empty so that a new project can be created.

  9. Assign linguists, LSPs and user groups to the workflow steps.

Project field descriptions - general information section.

Mandatory Content Tip

When starting off, simply complete the Mandatory items.

  1. Customer Name (Mandatory):


    The customer names available in the drop-down list are the ones that the administrator or project manager gave access to.

    1. Select the customer to assign to this project.

    2. The Customer Alias (if configured) will not appear in this list, only the Customer name will..

  2. Project Name (Mandatory):

    1. Enter a unique project name.

    2. The project name will appear to the linguists.

    3. Project names cannot contain any of the following characters: /, |, \, :, *, ?, ", <, >, {, }, nor any characters unsupported by XML

  3. Description (Optional):

    1. Only visible on the project setup screen.

  4. Reference ID (Optional):

    1. Can be optionally used as a filter or shown to project managers in the project list or in a linguists task list.

  5. Delivery Due Date (Optional):

    1. Deadlines are shown to users.

    2. Deadlines can be viewed and tracked in the Project Manager's monitoring reports.

    3. The Delivery Due Date is the due date for all workflow steps in a workflow.

  6. Auto-Calculate due dates for workflow steps (Optional):

    1. To use this option you must first configure relevant Workflow definitions.

    2. Calculates the due dates for each workflow step based on the workflow start and due dates.

    3. When these dates are not specified, the project creation date and delivery due date are used instead.

    4. If enabled in the Configuration > Settings > Projects tab, two optional due date fields are available:

      1. Workflow start date.

      2. Workflow due date.

    5. You can fill them in to increase the accuracy of automatically calculated due dates, or leave empty to use the project creation and delivery due dates instead.

  7. Use previous settings (Optional):

    1. All settings from the last project that was created will be auto populated (except for customer specific settings, such as MT configuration, automation for segments etc.)

  8. Templates (Optional):

    1. Choose a project template in order to prepopulate all of the remaining fields during project creation, with the values configured in the template.

Project field descriptions - translation section.

Mandatory Content Tip

When starting off, simply complete the Mandatory items.


These fields are only available when creating a project and can't be modified after a project has been created.

  1. Source Language (Mandatory):

    1. The language of the content to be translated

    2. The languages appearing in this drop-down list are configured here.

  2. Target Languages (Mandatory):

    1. The language(s) the source content is being translated into.

    2. The languages appearing in the left-hand side list box are configured here.

    3. After selecting the languages from the left-hand side list box, click the Green_Arrow_Add.png button to move these languages to the list box to the right containing all of the selected target languages.

  3. Subject Matter (Optional):


    The only purpose of adding a subject matter to a project is to better estimate the costs associated with a project when dealing with specialized subject matter that is usually more expensive.Estimates

    1. Linguists can be assigned a subject matter expertise.

    2. Linguists available for this project will be limited to the subject matter selected here.

    3. Estimates can only be generated if a rate card is created for this user

  4. For Translation ( Mandatory only for file-based projects):


    This step is not required if using the API or a GIT Connector.

    1. Select all source files that require translating here, regardless of file type.

    2. Click the Choose_Files.png button to select a file to upload. Hold the shift or ctrl key down to select multiple files.

    3. To add/remove more files click on the appropriate button Plus_minus_buttons.png. When adding files, after clicking the plus symbol then click on Choose_Files.png .

  5. QA Profile (Optional):

    1. Select the QA profile to use. When starting off, use the default QA profile.

  6. Joining Files (Optional):

    1. Checking this box merges files with the same file format into a single file for linguists to view in XTM Workbench.


      Visual Mode in XTM Workbench will usually not work when joining files. The exception is when files with the DITA file format are joined. In this case, the visual mode will work.


      An administrator can customize the details of joining files using this procedure.

  7. Additional Files (Optional):

    1. Checking this box allows the addition of the following:

      • Reference material:

        • Upload additional information that may assist in the translation process, such as a style guide.

      • Preview files (Visual Context):


        This option is mostly unnecessary if using HTML files or design tool files, as visual context is automatic for most of these file types (InDesign being the exception). However, it is useful for most other developer-centric file types such as JSON, and PO where visual context is not automatically applied.

        • Add images that can be used as context for a given segment. These images will appear within Workbench (CAT) in the segment that they are associated with. The image name must match the segment ID name.


          When using this feature contact your XTM point of reference in order to enable segment IDs.

  8. Segment Filter Profile (Optional):

    1. A set of predefined filters. Can be configured in Configuration->Segment Filter Tab.

Project field descriptions - workflow section

Default Options

This section describes the default options. Depending on the configuration settings configured by the user more options may appear than are listed here.

Mandatory Content Tip

When starting off, simply complete the Mandatory items.

  1. Main workflow (Mandatory):

    1. Select one of the default workflows.

  2. Different workflows per target language (Optional):

    1. Customize the workflow based on the target language.

    2. An example of such a use case might be when using Machine Translation. Certain languages might not be well served by Machine Translation.

  3. Workflow for Non-Analysable files (Optional):

    1. By default, Non-Analysable files such as images, empty files, or files in unsupported file formats are not included in the workflow.

    2. This option will then add non-text-containing files (e,g, audio/video files, images, etc.) that would normally be edited offline to the workflow.

Assigning linguists, LSPs and user groups to workflow steps
  1. Open the project editor.

  2. From the left hand side menu, click the workflow tab.

  3. From the target language drop down, select the target language that the linguist belongs to.

  4. From the workflow management section located just below, assign a linguist, user group or LSP to each workflow step, and for each file in this project.


    When assigning a user group, the linguist within the user group which is assigned to the step is automatically determined using the logic described here.

    When assigning an LSP, the LSP project manager determines which linguist to assign from their instance of XTM.

  5. Repeat steps 3 and 4 for each language.



If generating estimates or purchase orders, which are based on costs that are subject matter specific, then use this procedure instead, to assign a translation job.


The project will assign a translation job to linguists.

The project template will allow for standardization and reuse. Projects can be ever-changing as they are meant to adapt to the changing needs of the organization, thus requiring a template.

STEP 6: MANDATORY - Verify and start the project
Checklist to verify the project configurations via XTM Workbench prior to starting the project
  • Verify that the number of segments and the source text match what is expected in the file. This is done by scrolling to the bottom of the page in Workbench and looking at the value in the No column (far left).


    Troubleshooting: Verify that the correct file was uploaded to the project by opening the project editor with the Files option in XTM Cloud

  • If migrating from another system, verify that the translations appear in the target column. If they do not appear there, use this checklist as a troubleshooting guide.

  • If terminologies exist for the customer in this project, click on a segment containing text that should have a matching term (all segments with a matching term have a blue font color).

    Check to see that the term is there on the bottom right, If it is not then reanalyze the project. If that doesn't work contact the terminologist to add the terms.


    Reanalyzing a project should be done with caution after a project has started as it changes metrics and statistics.

  • If machine translation is used, and the translations have not been applied, or inline tags have not been copied over to the translations then, use this checklist as a troubleshooting guide.

Troubleshooting translation memory issues using Workbench as a project manager
  • From the top right-hand side, select Filter->Choose Filter->Match. From there check the 100% or ICE MATCH box. Click on Apply. If many results are found using this filter then:

  • From the top right-hand side, select Filter->Choose Filter->Match. From there un-check the previous selection and check Fuzzy Matches and Fuzzy Repeats. click on Apply. If many results are found using this filter then:

    • There are three options:

      • Contact the Administrator to have all of the segments translated via autofill with these matches as a starting point for the translators (Please tell the Administrator the fuzzy match range to AutoFill).

      • Have the translators manually copy these matches one by one and change them.

      • If the match percentage is very high for all, but not quite 100% it might be a white space setting. Contact the TM Expert, to import the TM again with different settings.

Where TM matches are shown in Workbench
  1. Once in Workbench (CAT), select a segment.

  2. Scroll to the bottom and see if any TM matches exist.



    Use the following reference in order to better understand the matching widget.Matches in XTM Workbench

  3. If no TM matches exist and this is a new system that has been migrated from another TMS or CAT solution then contact your TM manager to import the translations (TM) from the other software package.

Machine translation troubleshooting guide for project managers


Use this guide if segments have not been automatically machine translated in Workbench.


For all items in this checklist, configurations need to be verified at the project and customer level by a project manager or at a global level by an administrator.

To determine which level configurations for MT need to be applied, consult this guide.


Machine translation settings at the project level override machine translation settings at the customer level which override machine translation settings at the global level.

  • Verify if MT matches exist: Click on each segment and on the bottom left and see if a match with metadata of MT:<enginename> will appear in the matches tab.

    • If a match appears, then autofilling has not been enabled for the MT vendor.

    • If a match does not appear, contact the administrator to check the subscription information or to verify that the proper MT engine has been selected.


      Typically if this is subscription-related, an error will appear once Workbench is opened and will then disappear. Contact the vendor of the MT engine for help as well.


      If your department has a unique MT subscription then a project manager can check the subscription information at the customer level.

  • If inline tags have not been copied over to the translations properly then check the configuration using these instructions.


This exercise provides troubleshooting tips when verifying that the projects have been set up correctly.