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# XTM Academy

##### 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.

### Caution

Joining files is not working for Visual mode!

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 11. 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 12. 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">
<topichead navtitle="a">
<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>
</topichead>
<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.

5. Save your settings.

### 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.

### Note

Project due dates are auto-calculated according to the time zone of the PM assigned to the project.

This Configuration > Settings > Projects > Due dates section allows you to manage the project due dates and the alert emails.

Configuration > Settings > Projects > Due dates > Send due dates emails at Allows you to set when you want the emails to be sent out. This can be done multiple times during the day.

Configuration > Settings > Projects > Due dates > Default due dates to X days ahead – Allows you to set the default number of days from the current day that XTM will use to calculate the due date. You will be able to edit this default value during project creation if necessary.

Configuration > Settings > Projects > Due dates > Default the due time to – Allows you to set the default time when the project is due. This value is added to the number of days that you have entered above. You have two options:

• The time defaults to the current time plus a number of hours.

• A specific time in the day.

Configuration > Settings > Projects > Due dates > Auto-calculate due dates for workflow steps – Allows you to automatically calculate due dates for project workflow steps based on selected days of the week rather than calendar days. If you tick this option, the Based on week days option is be displayed where you can choose particular days of the week. By default, all days are checked, but the option works with at least one day checked.

Configuration > Settings > Projects > Due dates > Send due dates email to – Enables you to select who you want to receive emails that alert them to projects either approaching or past their due date.

Configuration > Settings > Projects > Due dates > Include projects that are due to expire in the next X days – Enables you to set which projects you want to include in the email depending on how soon they will expire.

###### Settings - Project: Statistics processing
Processing statistics of finished tasks

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.