All about Processed Words in XTM Cloud

Owned by Damian Rozmiarkowski
Last updated: Dec 17, 2024
5 min read

Introduction

The Processed Words count states the total number of words available for use within the framework of an individual license purchased by a client, for their XTM Cloud instance, and also the number of words that have already been processed in this XTM Cloud instance.

The next license renewal date is also displayed.

The Processed Words count feature is available for all three XTM Cloud products that are available for purchase (for more information about differences in XTM product types, read this article: Public Cloud, Private Cloud, Suite – server differences).

In XTM Cloud, the Processed Words count feature applies for all three account types: Freelancer, Group and Enterprise. (For Enterprise accounts, the feature will be active for the entire account duration – usually one year).

The Processed Words details are displayed in the top right-hand corner of the Projects → Project list page in XTM Cloud.

How are Processed Words calculated?

The mathematical formula for the Processed Words value is as follows:

NUMBER OF WORDS IN THE SOURCE FILES(S) * NUMBER OF TARGET LANGUAGES IN THE PROJECT - NUMBER OF WORDS IN ICE MATCHES IN THE PROJECT

EXAMPLE

As an example, let’s take a source file containing 100 words. The project has 3 target languages. 20 words in one target language are ICE matches. XTM Cloud will calculate the Processed Words as follows:

100 * 3 - 20 = 300 - 20 = 280

Result: 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 ONLY DEDUCTED from your XTM Cloud instance word allowance after one of the following actions has been performed:

  1. Project Managers START an XTM Cloud project or a single XTM Cloud job → Only the Processed Words related to the started file(s) and/or language(s) are deducted.

The Processed Words for started projects are only counted when all the languages or files in them have been started (words are not deducted from an entire project at once if the entire project has not been started).

  • Example 1: If a source file contains 100 words, and the project has 3 target languages, and you only start one target language, XTM Cloud will only deduct 100 words, not 300 (100 × 3 languages).

    • If the next language is started, only another 100 words will be subtracted.

  • Example 2: If a project has 3 source files, containing 100 words each, and only 1 source file is started, XTM Cloud will only deduct 100 words (not 300).

    • If the next source file is started, only another 100 words will be subtracted.

  • Example 3: If you have 3 source files, containing 100 words each, and 3 target languages, and you start source file 1 for target language 1, only 100 words are deducted from the available words in the allowance.

  1. Project Managers or Linguists OPEN a job in XTM Workbench in Edit mode BEFORE starting its project → Only the Processed Words related to the opened file(s) are deducted. If the file is opened in Edit mode after its workflow has been started, the Processed Words for the relevant file are not deducted again.

  2. Project Managers DOWNLOAD target files(s) BEFORE starting their project. → Only the Processed Words related to the downloaded target file(s) are deducted. If the file is only downloaded after its workflow has been started, the Processed Words for the relevant file are not deducted again. Also, if the same version of the target file is downloaded multiple times, the Processed Words are only deducted once.

IMPORTANT!

ALL Files generation for unstarted jobs, in the Project Editor → Files section, also triggers the deduction of Processed Words!

  1. 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 Processed Words related to the new scope are deducted from your word allowance.

IMPORTANT!

There are no exceptions to the rules above; it is not possible to, for instance, exclude any XTM Cloud projects or particular XTM Cloud project templates from the Processed Words scope!

  1. Project Managers or Linguists perform all the actions mentioned above via the 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:

  1. Reanalysis of XTM Cloud projects → If a particular XTM Cloud project is reanalyzed, the Processed Words are not 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 deducted from your word allowance.

  2. Reopening of XTM Cloud projects → If a particular XTM Cloud project is reopened, Processed Words are not deducted again.

  3. ICE matches → ICE matches are the only TM match type whose word count in a particular XTM Cloud project is not deducted from your total word allowance. Any other type of TM match, even a Repetition, is included in the Processed Words scope.

  4. Non-translatables → Non-translatable segments also constitute the scope whose word count in a particular XTM Cloud project is not deducted from your total word allowance.

  5. Generation of any other project-specific files, rather than target files → Target files are the only project-specific files that trigger the deduction of Processed Words when they are generated from an XTM Cloud project (either via the UI or API). Target files are not the same as offline translation files or preview files, as might be thought. Only target file generation will deduct the words (once), and there are no exceptions to that.

  6. 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 a file is opened in Read-only mode before or after its workflow is started, the Processed Words for that file are not deducted at all.

Subscription-blocking after the Processed Words allowance has been used up

If the Processed Words allowance is used up, and a new project is created in the XTM Cloud UI, the Project Editor → Workflow tab screen displays a message for a Project manager to inform them that it is not possible to activate the project in question.

Example 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 allowance is used up:

  • The XTM Cloud workflow and the Files tab are blocked and XTM Workbench can only be opened in read-only mode.

  • The user sees that they currently have zero words available. If another project is added, in XTM Cloud, it will not be possible to start it, open XTM Workbench in Edit mode or use the Files tab screen functions in general.