Vistatec

Accepting/Finishing tasks in XTM

Linguist Instructions

Contents
Introduction 2
Tasks assigned to the User Group 2
Accepting Tasks 4
Accepting a single task 4
Accepting Multiple Tasks 6
Accept all tasks for this step of this language in this group 7
Assigning tasks back to the User Group 9
Finishing Tasks 11
Finish a single task 11
Finish all tasks in the project that have been completed 12
Finish all tasks in the project & step 13

Rev no. Author Date Changes

1.0 David Boyle 20/03/20 Document creation
2.0 Egle Vismantiene 22/04/22 Document update

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Introduction
This document describes how to check if the tasks are assigned to the User Group or directly to the linguist.
Also clarifies a few options how to:

● accept tasks

● return them to the user group

● finish tasks.

Tasks assigned to the User Group

The easiest way to see if a task is assigned directly to the user or to the User Group is to check the icon by the Progress bar.

icon means the task is assigned to the User Group. Each user from that group can open the task in read-only mode and Accept it if he
needs to work on the task.
Once someone accepts the task it disappears from the other team members’ view.

In the below example, two tasks are assigned to the user group (icon ) and one task is assigned directly to the user (icon ).

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 Figure 1. Tasks assigned to the User or User Group

It’s also possible to filter the tasks assigned to the User Group. Select Group tasks.
Or the tasks assigned directly to the user. Select My tasks.

Figure 2. Tasks assigned to the User Group

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NOTE: Linguist doesn’t have to Accept the task assigned to him; but he needs to accept the tasks assigned to the User Group, otherwise all
segments in these files appear as locked and there is no possibility to Edit them.

Accepting Tasks

Accepting a single task

Click the task you want to accept, and it will open in Workbench.
All segments appear as locked.
Accept a task by clicking the Accept button on the top right.

Figure 3. Accept Single Task in Workbench

A single task can also be accepted from the menu.

Click icon to the left of the task name and select Accept tasks -> Accept this task.

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Figure 4. Accept Single Task from Menu

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 Accepting Multiple Tasks

There are five ways to accept multiple tasks in the same project but only one is recommended.

Figure 5. Accept Multiple Tasks

The five options are:
1. Accept this task for all steps of this language
2. Accept all tasks for this step of this language in this group
3. Accept all tasks for this language in this group
4. Accept all tasks for this step in this group
5. Accept all tasks in this project in this group
Linguists are recommended to use only the following option for Accepting multiple tasks.

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 Accept all tasks for this step of this language in this group

Figure 6. Accept all tasks for this step of this language in this group

This option assigns all tasks to the user for the step in the project where the menu has been called from.
In the above example the Accept function has been selected for the task that is in Translate step so this action will assign all tasks in the project
that are in the Translate step to the user.

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 ● icon gets replaced by icon; tasks are assigned directly to the user, as a result he has Edit rights.

Figure 7. Tasks assigned to the user

Once the group tasks are accepted by a user, tasks will disappear from the other group members’ view.

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Assigning tasks back to the User Group

If the linguist accepted the task by mistake or there are other reasons why he can’t work on the task and wants to return it back to the user
group, then he can click icon on the left of the project name and select Assign back to user group.

Figure 8. Assigning back to the User Group

This action will only reassign the selected task.

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 Figure 9. One task assigned back to the User Group

NOTE: If a linguist wants to return multiple tasks to the User Group, it’s better to ask Vistatec PM to reassign them on Vistatec side, it’s quicker
than returning files one by one on linguist side.

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Finishing Tasks
Finish a single task

It’s possible to finish tasks one by one in Workbench by clicking Finish button on the top right.
NOTE: all segments must be marked as Done before finishing the file.
Progress bar on the bottom of the screen should display 100% and To be done: should have 0. This means there are no segments left with
Incomplete status.
If the progress bar count is lower than 100%, use filter to find segments that have status Incomplete and make sure to complete these.

Figure 10. Finishing a single task

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 Finish all tasks in the project that have been completed

Linguists can also finish all completed tasks at once by clicking icon to the left of a task name for any task in a project and selecting
Finish tasks > Finish project tasks > All my tasks in this project that are complete

Figure 11. Finish all tasks that are complete

This action will send all tasks that are complete to the next step in the workflow.

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It the task hasn’t been completed it means not all segments were marked as done. The progress bar indicates the progress for each task.

Figure 12. Progress bar per file

If the progress bar is green, it means all segments are set to done.
If the progress bar is blue, it means at least one segment is left with Incomplete status (not marked as done).
NOTE: Linguist should never finish the tasks that are not fully done (e.g. progress bars are blue)!
If file is not finished, open it in Workbench, filter for Incomplete segments and proceed with translation/revision.

Finish all tasks in the project & step

If files are assigned to the same user account in multiple steps it’s better to use the following option:
Finish tasks -> Finish project tasks -> All my tasks in this project & step
This ensures the tasks are only finished in the step from which this action is called. In the below example all tasks will be finished in Translate
step only.

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 Figure 13. Finish all tasks in this project & step

NOTE: Segments in all project files in that step should be set to Done. Progress bars by each task should be green.
This option will not check whether the file is completed, it will finalize it regardless.
If files were finished by mistake, ask Vistatec PM to send them back to your step.

Here is the guide about Workbench. Best to use the XTM Help Center as they update their guides frequently. Linguists can find it by clicking in ?
icon when they log into XTM.

https://help.xtm.cloud/en/xtm-cloud/13.2/en/xtm-workbench.html

XTM has quite a few webinars each month, and posts quite a lot of help articles, so might be useful.

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