In XTM Cloud, users can be designated either deactivated or unavailable. These two statuses differ, so it is important to understand when to use them.

To select one or both of these statuses from the dropdown, select Users → User list → (select an user and open the context menu) → Actions.

Open

Note that you can apply both statuses to a single user at once. Open

Deactivate

If you select the Deactivate option for a user (Linguist), they cannot log into XTM Cloud until they have been reactivated. They cannot be assigned to projects in XTM Cloud. It is important to note that if you select the Deactivate option for a user, this DOES impact existing assignments. The Linguist will be deassigned from existing projects and will need to reassigned to those projects after until the Linguist has been reactivated.

When a Linguist is assigned for a particular workflow step, you will see that the Linguist name has the suffix -- inactive. Keep in mind that this is not a real user, who has been assigned. This is just another user instance with the same name that has the suffix mentioned above.

Following user unassignment from all workflows, it will also not be possible to generate costs for this user for as long as its dummy counterpart stays assigned in the workflow. To be able to generate costs again, the assignment in the workflow would have to be changed to that of the actual user again.

Additionally, you can no longer use the Linguists employed search criterion in the Advanced search section of the XTM Cloud UI (Projects → Project list → Advanced search) to filter projects in which the user took part, or still taking part, since the linguist will simply not appear as a candidate in the dropdown.

Last but not least, when a Linguist is reactivated, they will be placed last in the group allocation order.

Set as unavailable

If you select the Set as unavailable option for a user (Linguist) to set them as unavailable, this only means that the user cannot be assigned to new projects in XTM Cloud. Existing assignments and ongoing work in projects remain UNAFFECTED. This setting also does not impact the XTM Cloud UI: the user can still perform actions there. For these reasons, we recommend that you select this option if you want to avoid a Linguist to be assigned to projects because, for example, they are on vacation.

Consequently, since the user stays assigned to existing workflows, costs can safely be generated for him.

However, keep in mind that you still cannot use the Linguists employed search criterion in the Advanced search section of the XTM Cloud UI (Projects → Project list → Advanced search).

It is essential to note that if a user is deactivated or set as unavailable after being assigned to an XTM Cloud project, no notifications will be sent to anyone to inform them.