XTM Integration

XTM is a third-party cloud Translation Management System (TMS) that Heretto is integrated with. An XTM package can contain only textual content and cannot include any media files (graphics). It is useful especially to those teams that do not want to manually send ZIP files for localization. Once you create an XTM package, you send it for localization directly from Heretto with a click of a button.

Supported Content Types: XTM packages support only textual content and cannot include any graphics.
Tip: If you want to localize graphics, you can use the Media Package. Reach out to your XTM representative for recommendations on how to manage graphics in XTM. For more information, see Media Package.
Visual Editor: XTM provides a visual editor, which enables you to preview and view localized content in a similar layout to the final publication.
To set up the visual editor, XTM may ask you to provide an XSLT file to use for your preferred rendering of the content in the visual editor.

Important Considerations

To localize content using XTM, you must have an XTM International license. For more information, contact your Customer Success Manager.
Initial XTM configuration is required. For more information, contact your Customer Success Manager.
Your XTM localization packages must be created for a map; they can't be created for individual topics.

Send Content to XTM for Localization

Create an XTM package in Heretto CCMS and send it to XTM for localization directly from Heretto.

To localize content using XTM packages, you must have an XTM International license. Also, initial configuration is required. For more information, contact a Heretto Customer Success Manager.

Remember:

You must use DITA maps and not standalone DITA topics to localize content.

In the Content Library, click the map you want to localize.
On the right side of the screen, the Resource Drawer opens.

Create a localization package by doing one of the following:

Option	Description
Recommended: Create a localization package for a released map	In the Resource Drawer, select Releases. In the Releases tab, go to the release you want to localize and click Localize.
Create a localization package for a branched map	In the Resource Drawer, select Branches. You will see a list of branches related to your map. In the Branches tab, switch to the branch that contains the map you want to localize. The Branches tab closes and you can see the Content Library in the branch you switched to. Click the map you want to localize and, in the Resource Drawer, select the Jobs tab.
Create a localization package for a standard map	In the Resource Drawer, select the Jobs tab.

Click Create Localization Job.

Configure and create an XTM package

In the Job Type drop-down menu, select XTM Package.
In the Manager drop-down menu, choose the person you want this project to be assigned to.
Click the Locales field and select applicable target languages.
Click the Due Date field and set a deadline for this project.
Optional: In the Notes field, add preferred localization details.
Important:
Characters that aren't supported in XML such as forward slash (/), backslash (\), vertical bar (|), colon (:), asterisk (*), question mark (?), double quotes ("), angle brackets (<>), and curly braces ({}) are not valid in the Notes field.
Notes added to an XTM localization job in Heretto CCMS become the project name in the XTM software. Because project names in XTM have a limit of 100 characters (including spaces), ensure that your notes do not exceed that limit. Otherwise, you might experience issues with sending your project to XTM.
In the Include drop-down menu, select an option:
- If you send the files for localization for the first time, select All Resources.
- If the files were already translated and you only need to send the changed files for localization, select Only Changed Resources. As a result, only the files that were modified since the last upload are included in the package.
In the Customer drop-down menu , select the customer you want to assign the localization job to.
Customer refers to the Localization Services Provider (LSP) who will be performing the localization work in XTM, or other Customer association you've set it up in XTM.
In the Template drop-down menu, select the project template you want to use for the localization job.
Template refers to the XTM project template for the localization job to follow, which may include things such as the workflow steps and assigned linguists.
Click Create.
Figure 1. An XTM Localization Job

Send the project to XTM and start it at XTM

Click Send Project to XTM.
A notification confirms that the project was successfully created at XTM. The Open Project in XTM button is shown. It enables you to open the project in XTM, where you can make final changes before starting the project.
Click Start Project at XTM.
A notification confirms that the project was successfully started at XTM.

Starting the project in Heretto CCMS triggers an XTM workflow. Your project is now in progress.

Retrieve Localized Content from XTM

Once the localization process is completed using XTM software, you must retrieve the localized content into Heretto CCMS so you can view, manage, and publish the content.

All workflow steps for your localization job must be completed in XTM. You'll receive an email when the job is completed in XTM and ready to fetch. Then, you can retrieve the localized content from XTM.

Remember:

You must use DITA maps and not standalone DITA topics to localize content.

You need to select a map for which you want to retrieve localized content from XTM. You can do it by doing one of the following:

Option	Description
Recommended: Retrieve localized content from XTM for a released map	In the Content Library, click the map for which you want to retrieve the localized content. The Resource Drawer appears on the right side of the screen. In the Resource Drawer, select Releases. In the Releases tab, go to the related release for which you want to retrieve the localized content and click Localize.
Retrieve localized content from XTM for a branched map	In the Content Library, click the map for which you want to retrieve the localized content. The Resource Drawer appears on the right side of the screen. In the Resource Drawer, select Branches. You will see the list of branches related to your map. In the Branches tab, switch to the branch that contains the map for which you want to retrieve the localized content. The Branches tab closes and you are back in the Content Library. Click the map for which you want to retrieve the localized content. In the Resource Drawer on the right of the screen, select the Jobs tab.
Retrieve localized content from XTM for a standard map	In the Content Library, click the map for which you want to retrieve the localized content. The Resource Drawer appears on the right side of the screen. In the Resource Drawer, select the Jobs tab.
Retrieve localized content from XTM for any map	In the Content Library, go to Localization Jobs in the left pane.

From the Localization Jobs list, select a job you want to retrieve localized content for. The value in the Job Type column will show XTM Package for this localization job.
Click Fetch Translated Documents.

The Download complete dialog will show when the file transfer is complete.
Click OK to show the resources in the localization manager.
Optional: Click Mark Job Complete to mark this localization job complete.

Remember: Once you mark a localization job complete, you cannot undo the action.

Tip: We recommend publishing the localized content and performing a quality verification before marking the job as complete.
When you mark a job complete, it shows up under Completed Jobs in the Localization Jobs, which can help you organize your localization process. You cannot modify completed localization jobs.

Failed to Download Files Due to XTM Download Timeout

When working with large XTM localization projects (over 1,000 files), you may encounter a download timeout error in Heretto CCMS. This issue occurs when XTM fails to generate a ZIP file containing translated content, preventing the CCMS from retrieving it. Users with access to the XTM interface can resolve this by manually generating target files in XTM before fetching documents in Heretto CCMS.

After clicking Fetch Translated Documents for an XTM localization job, Heretto CCMS responds with this warning: Failed to download files due to XTM download timeout. Please generate all files for the project in XTM by navigating to Files, then clicking 'Generate target' under 'All files'.

For large XTM projects (over 1,000 files), XTM may fail to generate a ZIP file with translated content, which prevents the CCMS from fetching it. To troubleshoot this issue, go to the XTM interface and generate project files manually.

Log in to XTM International.

You need to be able to edit a project in XTM.
Go to Projects and open the affected project.
Got to Files.
Find the All files row, click the related Generate gear option in the Target column and select Generate target.

Figure 2. The Generate target option in the XTM interface for a project
Once XTM completes generating target files, log in to Heretto CCMS.
Navigate to the affected localization job and click Fetch Translated Documents.

To quickly find the affected localization job, consider using the Localization Jobs dashboard.
Figure 3. Localization Jobs dashboard in the Content Library

The Download complete dialog opens when the file transfer is complete.
Click OK to show the resources in the localization manager.
Optional: Click Mark Job Complete to mark this localization job complete.

Remember: Once you mark a localization job complete, you cannot undo the action.

Tip: We recommend publishing the localized content and performing a quality verification before marking the job as complete.
When you mark a job complete, it shows up under Completed Jobs in the Localization Jobs, which can help you organize your localization process. You cannot modify completed localization jobs.

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