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XTM Academy

Project close and reactivation
  • A project will "close" automatically within XTM as soon as the workflow for all steps and languages within the project is completed.

  • In XTM, by default, a project is automatically archived after either 5 days from project completion or 15 days of project inactivity (for active projects) by any user (including linguists). Therefore after 15 days of inactivity, an active project will automatically close as well.

  • Ease of project management.


    Reopening the same projects provides fewer projects to maintain, but creating new projects makes work easier to track. Remember that projects are automatically archived after 15 days of inactivity.

  • Generation of metrics and statistics for paying linguists and generating reports.


    Create new projects from project templates in this case.

    Reopening projects will add some manual steps for the Project Manager and makes it slightly more difficult to distinguish the work done by each translator.

  • Reusing the content as it was reused the last time this file was touched, ignoring updated changes in the TM.


    Reopen the project in this case.

    To handle metrics, statistics, and reports in this case, please follow this guide.

  • The latest translations are always used for product updates.


    Create new projects from project templates in this case.

    To populate segments with the existing translations have an Administrator enable TM auto-fill

  • A translation job has been completed but the end user requires a few edits after an internal review.


    Download the statistics and metrics first to keep a record of them. Use this guide as a reference.

  • Products are updated quarterly, and the existing translations are kept and not updated by new entries in the translation memory.

Major use cases for creating a new project
  • In the vast majority of instances, it is recommended to create a new project from a project template each time a new translation job is required, unless as previously stated maintenance becomes an issue.


    This will always maintain an accurate history of costs, metrics, and statistics for every job, every edit, and every update that occurred while the project was active.

  • The project template will contain all of the necessary files, workflows, linguists, etc. for quick project creation. Any modifications to this template for this specific project can then be applied at the project level.

  • A project that has been archived can be reactivated at any point in time by going to the project hamburger menu estimates_icon.png, selecting actions, and then choosing to reactivate the project. This will allow full use of the project. You can also reopen the project via the same hamburger > actions menu,

  • In XTM, by default, a project is automatically archived after either 5 days from project completion or 15 days of project inactivity by any user (including linguists). These times can be modified by XTM Support.


    This will impact all open and new projects within your XTM instance. Please be aware that the longer projects remain active, the more server resources are being used and thus could eventually impact system performance.

  • Example Use Case: I often receive feedback from our Sales teams in other countries for our translations that need to be incorporated into the final document. As reviewing translations is not their primary responsibility, we have agreed that we will allow them 30 days to review the translations before the project is automatically closed. To accomplish this, I have modified my system settings so that projects automatically close after 30 days of inactivity rather than the default 15. However, it is still possible that I may receive feedback months later that an urgent error was found in the translations. When I receive this feedback, I reactivate the project and reopen the workflow which allows the Sales team to update the translations as needed. This automatically creates the updated version of the document while also updating the Translation Memory with the fix.


Archived files are accessible via the project list for one year after being archived.

  • As a general note, when projects are archived the project files are zipped to save storage.

    The project files remain zipped until the project is reactivated or moved to deep storage.

    Project files are typically moved to deep storage when they have remained archived for more than one year. These projects can still be reactivated but will need to be done by XTM support.