Introduction
Processed Words count is a reflection of the total count of words available for use within the framework of an individual license purchased by the client for their XTM instance, as well as the number of words which have already been processed in this XTM instance.
Aside from this, a date of next license renewal is also displayed.
The feature applies to all three XTM Cloud Products available for purchase (for more information about differences in XTM Product types, read the following article: Public Cloud, Private Cloud, Suite – server differences).
With XTM Cloud, the feature applies to all three types of account: Freelancer, Group, Enterprise (for Enterprise accounts, Processed Words will be active for the entire account duration – usually one year).
Processed Words are displayed in the top right corner of the Projects → Project list page in XTM Cloud.
How are Processed Words calculated?
The mathematical formula for Processed Words looks as follows:
NUMBER OF WORDS IN THE SOURCE FILES(S) * NUMBER OF TARGET LANGUAGES IN THE PROJECT - NUMBER OF ICE MATCHES IN THE PROJECT
EXAMPLE:
Let’s take a source file containing 100 words. The project has 3 target languages and 20 words from one target language are ICE matches. XTM Cloud will calculate Processed Words as follows:
100 * 3 - 20 = 300 - 20 = 280
For this project XTM Cloud will deduct 280 processed words from your allowance.
When are Processed Words deducted from the total word allowance?
Processed Words ARE DEDUCTED from your XTM Cloud instance word allowance only after one of the following actions is performed:
Project Managers START an XTM project or a single XTM job → Only the Processed Words related to the started file(s) and/or language(s) are going to be deducted.
Processed Words counting for started projects takes place only when the whole language/languages, or a single file/files has/have been started (words are not deducted from the whole project at once if the whole project has not been started).
Example 1: If a source file contains 100 words, and the project has 3 target languages in total, and you start only one target language, XTM will deduct only 100 words, and not 300 (100 × 3 languages).
If the next language will be started, you will still only be able to subtract another 100 words.
Example 2: If a project has 3 source files, 100 words each, and only 1 source file is started, XTM will deduct only 100 words (not 300).
If the next source file will be started, you will still only be able to deduct another 100 words.
Example 3: If you have 3 source files, each 100 words, and 3 target languages, once you start 1 source file for that 1 target language, only 100 words are deducted from the available words.
Project Managers or Linguists OPEN a job in XTM Workbench in Edit mode BEFORE starting the project → Only the Processed Words related to the opened file(s) are going to be deducted. If the file is opened in Edit Mode after its workflow has been started, the Processed Words for the relevant file are not going to be deducted again.
Project Managers DOWNLOAD target files(s) BEFORE starting the project → Only the Processed Words related to the downloaded target file(s) are going to be deducted. If the file is downloaded only after its workflow has been started, the Processed Words for the relevant file are not going to be deducted again. Also, if the same version of the target file is downloaded multiple times, Processed Words are going to be deducted only once.
IMPORTANT!
ALL Files generation on not started jobs, in the Project Editor → Files section, also triggers deduction of Processed Words!
Project Managers UPLOAD or REPLACE one or multiple source files to an existing, started project (continuous project) for which the Processed Words have already been deducted. → In this case, only the Processed Words related to the new scope are going to be deducted from your word allowance.
IMPORTANT!
There are no exceptions to the rules above; it is not possible to, for instance, exclude any XTM projects or certain XTM project templates from the Processed Words scope!
Project Managers or Linguists perform all the actions mentioned above via API.
When are Processed Words not deducted from the total word allowance?
Processed Words ARE NOT DEDUCTED from your XTM Cloud instance word allowance after one of the following actions is performed:
Reanalyzing XTM projects → If a particular XTM project is reanalyzed, Processed Words will not be deducted 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 going to be deducted from your word allowance.
Reopening XTM projects → If a particular XTM project is reopened, Processed Words will not be deducted again.
ICE matches → ICE matches are the only TM match type whose word count in a particular XTM project is not deducted from you total word allowance. On the other hand, any other type of TM match, even a Repetition, is included in the Processed Words scope.
Generating any other project-specific files than target files → Target files are the only project-specific files which, upon their generation from an XTM project (either via UI or API), trigger deduction of Processed Words. Target files are not the same as offline translation files or preview files, as you might mistakenly think. Only target file generation will deduct the words once, and there are no exceptions to that.
Project Managers or Linguists OPEN a job in XTM Workbench in READ-ONLY MODE (either via UI or API) BEFORE and AFTER starting the project → If the file is opened in Read-only Mode before or after its workflow is started, the Processed Words for the relevant file are not going to be deducted at all.
Blocking subscriptions after using up all the Processed Words
If the Processed Words are used up because of a newly created project in the XTM Cloud UI, a Project Manager sees, in the Project Editor → Workflow tab, information about the inability to activate the project in question.
See a sample message:
Your XTM account has only 34610 words remaining. This project has 145390 words and so cannot be activated. Please ask your administrator to purchase more words and then try again.
Other than that, if the Processed Words are used up:
XTM Workflow is blocked, as well as the Files tab, and XTM Workbench is open only in the read-only mode.
The user sees that they currently have zero words available. Adding another project will result in the inability to start it, opening XTM Workbench in the Edit mode or use the Files tab in general.