Processed words in XTM Cloud
Processed words are calculated for each new project and deducted from your XTM Cloud instance word allowance, whenever certain actions are performed.
Project Managers and Limited Project Managers (for details, see User roles in XTM Cloud) can check the number of Processed words used and still available in your XTM Cloud instance in the top right-hand corner of the Projects > Project list page in XTM Cloud. The next license Renewal date is also displayed there.
The Processed words feature is available for all XTM Cloud product versions (Public Cloud, Private Cloud, and Suite) and for all subscription options: Freelancer, Group, Team, Business, and Enterprise. For more information about differences in XTM Cloud product types and licenses, see Licensing.
Processed words calculation
Processed words are calculated as follows:
number of words in the source file(s) * number of target languages in the project - number of words in ICE matches in the project - number of words in the non-translatable segments
The source file contains 100 words, 10 of which are non-translatable. The project has 3 target languages. 20 words in one target language are ICE matches. XTM Cloud calculates the Processed words as follows:
(100 * 3) - (10 * 3) - 20 = 300 - 30 - 20 = 250
For this project, XTM Cloud will deduct 250 Processed words from your allowance.
When are Processed words deducted?
Processed words ARE ONLY DEDUCTED from your XTM Cloud instance word allowance whenever one of these actions has been performed (whichever happens first):
Project Managers start a project or a single Job.
Only the words related to the started file(s) and/or language(s) are deducted from your allowance.
Processed words for the entire project are only deducted when all the languages and files in it have been started.
Example 65. Processed word deduction during job startCase 1
A project has 3 target languages and a source file that contains 100 words. If you only start one target language, XTM Cloud only deducts 100 words, not 300 (100 × 3 languages).
If the next language is started, only another 100 words will be deducted.
Case 2
A project has 3 source files, each containing 100 words. If you only start 1 source file, XTM Cloud only deducts 100 words (not 300).
If the next source file is started, only another 100 words will be deducted.
Case 3
A project has 3 target languages and 3 source files, each containing 100 words. If you start 1 source file for 1 target language, XTM Cloud only deducts 100 words from your word allowance.
If the next source file for the same or a different target language is started, only another 100 words will be deducted.
Project Managers or Linguists open a Job in XTM Workbench in Edit mode BEFORE starting their project.
Only the Processed words related to the opened file(s) are deducted from your allowance. Also, they are only deducted the first time the file is opened in XTM Workbench, not when the same file is opened again.
If the file is opened in Edit mode after its workflow has been started, the words for the relevant file are NOT deducted from your allowance again.
Project Managers generate/download project-specific files BEFORE starting their project.
Only the Processed words related to the generated project-specific file(s) are deducted from your allowance. If the file is only downloaded (and not generated at that time) after its workflow has been started, the words for the relevant file are not deducted again. Also, if the same version of the project-specific file is generated/downloaded multiple times, the Processed words are only deducted once.
Important
If you generate a target for All Files for unstarted jobs, in the Project Editor > Files tab screen, Processed words for every Job in the project are deducted!
Project Managers upload one or multiple source files to an existing, started project (continuous project), for which the Processed words have already been deducted, or replace these files.
In this case, only the words related to the new scope are deducted from your word allowance.
Important
If, during a project update, an ICE match segment is changed, even by one word, this segment is no longer considered an ICE match. Concequently, all words in that changed segment will be deducted from your word allowance.
Project Managers or Linguists perform all the actions mentioned above via the API.
Important
There are no exceptions to the rules above. It is not possible to, for instance, exclude any XTM Cloud projects or project templates from the Processed words feature scope!
When are Processed words not deducted?
Processed words ARE NOT DEDUCTED from your XTM Cloud instance word allowance when one of the following actions is performed:
Reanalysis of XTM Cloud projects.
If a particular XTM Cloud project is reanalyzed, the Processed words are not deducted from your allowance again. If new or updated source files are uploaded within the framework of a continuous project, only the words related to the new scope are deducted from your word allowance.
Reopening of XTM Cloud projects.
If a particular XTM Cloud project is reopened, Processed words are not deducted from your allowance again.
ICE matches.
ICE matches are the only translation memory (TM) match type whose word count in a particular XTM Cloud project is not deducted from your word allowance. Any other type of TM match, even a Repetition, is included in the Processed words scope.
Important
If, during a project update, an ICE match segment is changed, even by one word, this segment is no longer considered an ICE match. Concequently, all words in that changed segment will be deducted from your word allowance.
Non-translatable.
Non-translatable segments are also part of the scope whose word count in a particular XTM Cloud project is not deducted from your total word allowance.
Project Managers or Linguists open a Job in XTM Workbench in Read-only mode (either via the UI or API) BEFORE and AFTER starting the project.
If you open a file in Read-only mode before or after its workflow is started, the Processed words for that file are not deducted from your allowance.
Project-specific files are generated/downloaded multiple times.
If the same version of the project-specific file is generated/downloaded multiple times, the Processed words are only deducted once.
Subscription-blocking after the Processed words allowance has been used up
If a new project is created, but the Processed words allowance in your XTM Cloud instance is insufficient to start it:
In the Project Editor > Workflow tab screen, the Start button is inactive. Also, Project Managers see a message informing them that it is not possible to start the relevant project.
Example 66. System message when the remaining word allowance is too smallYour XTM Cloud account has only 34610 words remaining. This project contains 145390 words and so cannot be activated. Please ask your XTM Cloud Administrator to purchase more words and then try again.
The Project Editor > Files tab is inactive, so Project Managers cannot generate and download project files.
The Project – Files popup is inactive, so Linguists cannot generate and download project files.
Project Managers and Linguists can only open XTM Workbench for the relevant project in read-only mode.
Extending your XTM Cloud instance Processed words allowance
The way that you can extend your Processed words allowance depends on your subscription type:
In the case of a Freelance or Group subscription, buy additional words (for details, see My Account — Additional words) or upgrade your subscription (for details, see My Account — Renew subscription) .
In the case of an Enterprise, Business, or Team subscription, contact your Customer Success Manager directly or send an email to customersuccess@xtm.cloud.