Introduction
Sometimes you might experience different problems with removing or cancelling XTM Cloud projects straight from the Sitecore CMS. This might stem from the fact that there are many places in the CMS from which you can potentially remove or cancel an XTM Cloud project. However, there is only one official and correct way to do so and this is described in this article.
The most important thing to keep in mind is that any action relating to project cancellation or removal must be performed in the Translation queue window!
Project cancellation principles
Cancellation process
You can Cancel the project via the Actions dropdown, located at the top of the dialog window. Remember to first select a particular XTM Cloud project that you want to cancel, from the list, otherwise the the Actions dropdown will be greyed out and not selectable.
XTM Cloud projects that CAN be cancelled must have one of the following statuses in the Sitecore CMS:
Sent → Project has already been sent to XTM Cloud for translation but the workflow has not been started yet.
In progress → Project has already been sent and its workflow has now been started.
XTM Cloud projects that CANNOT be cancelled have one of the following statuses in the Sitecore CMS:
New → Project has not yet been sent to XTM Cloud for translation.
Finished → Project is no longer in progress.
Result
If the project is cancelled in Sitecore, the project is also cancelled in XTM Cloud:
The project status changes to Cancelled in all of its content items in the Translation queue dialog window.
The corresponding language versions for the content items are removed from the Sitecore CMS:
Project removal principles
Removal process
Unlike project cancellation, projects can be removed in two places,:
You can Remove a project via the Actions dropdown, located at the top of the dialog window. Remember to first select a particular XTM Cloud project that you want to remove, from the list, otherwise the Actions dropdown will be grayed out and not selectable.
XTM Cloud projects that CAN be removed must have one of the following statuses in the Sitecore CMS:
New → Project has not yet been sent to XTM Cloud for translation.
Cancelled → Project has already been cancelled in the Sitecore CMS.
XTM Cloud projects that CANNOT be removed must have one of the following statuses in the Sitecore CMS:
Sent → Project must be cancelled first.
In progress → Project must be cancelled first.
Finished → Project must be cancelled first.
You can also remove a particular project by selecting the Remove project option in the project’s dropdown context menu, which is located on the right-hand side of the project. The mechanism by which this option functions is the same as for removing the project via the Actions dropdown.
Remove item
For projects with statuses In progress and Sent, you can also use the Remove item option in the project’s dropdown context menu.
When you select the option, you can select actual content items that you might want to remove from the project. An important thing to note while using the Remove item option is that you do not necessarily have to cancel those items before you remove them. Once all the items have been removed in this view, the project is removed automatically.
Result
If the project is removed in Sitecore, the project is also removed completely in XTM Cloud.
The project and all of its content items are removed from the Translation queue dialog window.
The corresponding language versions for the content items are removed from the Sitecore CMS:
How NOT to remove projects in the Sitecore CMS
Sometimes you might accidental removed an XTM Cloud project in the Sitecore CMS in an incorrect way. There are two places that you should avoid removing a project, described below.
Removing an active project directly in XTM Cloud
If you remove an active project directly in XTM Cloud, it will not be removed from the Translation queue dialog window. Instead, it will be assigned the status Cancelled. In addition, the date on which the project was removed is appended to the project’s name.
The most important thing, however, is that the content item language versions relating to this project are not removed from the Sitecore CMS. This has a serious consequence: these content items are blocked from being submitted to XTM Cloud later.
This is caused by the fact that these language versions still have the status In translation. One of the XTM Connect – Sitecore mechanisms is that a particular content item cannot be sent to XTM Cloud for translation into the same language a second time unless the first language version of this item has been imported back to Sitecore CMS from XTM Cloud.
Removing an active project directly from the content tree in the Sitecore CMS
If you remove an active project directly from the content tree in the Sitecore CMS (sitecore → Content → XTM Translation → Translation In Progress):
it will also be removed from the Translation queue dialog window. However, it will remain as an active project in XTM Cloud.
The most important thing, however, is that the content item language versions relating to this project are not removed from the Sitecore CMS. This has the same serious consequence: these content items are blocked from being submitted to XTM Cloud later.
As above, this is caused by the fact that these language versions still have the status In translation. One of the XTM Connect – Sitecore mechanisms is that a particular content item cannot be sent to XTM Cloud for translation into the same language a second time unless the first language version of this item has been imported back to Sitecore CMS from XTM Cloud.