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Creating a project that is subject matter specific


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.

  • Create a new project, preferably from a project template using the instructions indicated here. When completing the Translation Section of the project creation screens (step 5 in the procedure previously indicated), assign the subject matter from the drop-down list.


    Subject matters can't be applied to projects that are already created.


    A project or project template can contain only one subject matter.

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.