memoq quickstartguide pm 6 2 en 0

integrated translation environment

quick start guide for

project managers

© 2004-2013 Kilgray Translation Technologies.

All rights reserved.

Quick start guide for project managers

memoQ integrated translation environment of 50

Contents

Contents ...................................................................................................................................... 2

1 Introduction .............................................................................................................................. 3

Projects ............................................................................................................................................ 3

2 Creating a project ...................................................................................................................... 4

2.1 Creating an online project ......................................................................................................... 4

2.2 Assigning users to an online project........................................................................................ 11

2.2.1 Assigning a subvendor to an online project ......................................................................... 14

2.3 Using the Group Assignment features: FirstAccept, GroupSourcing, Slicing .......................... 15

2.3.1 FirstAccept ............................................................................................................................ 15

2.3.2 GroupSourcing ...................................................................................................................... 16

2.3.3 Slicing .................................................................................................................................... 17

2.4 Using ELM licenses .................................................................................................................. 18

2.5 Creating a local project ............................................................................................................ 19

2.6 Assigning users in local projects .............................................................................................. 23

2.7 Creating a handoff ................................................................................................................... 24

2.8 Creating a content-connected project on a memoQ server ................................................... 27

3. Running statistics ................................................................................................................... 30

3.1 Impacts on statistics results .................................................................................................... 33

3.1.1 Post-Translation-Analysis ..................................................................................................... 33

3.1.2 Homogeneity and repetitions .............................................................................................. 34

4. Update Workflow ................................................................................................................... 36

4.1 Bilingual document update workflow ..................................................................................... 36

4.1.1 MQXLIFF ............................................................................................................................... 38

4.2 Project Update Workflow ........................................................................................................ 38

5. Finishing the project ............................................................................................................... 40

5.1 Finishing an online project ...................................................................................................... 40

5.2 Finishing a local project ........................................................................................................... 42

6. Miscellaneous topics .............................................................................................................. 43

6.1 Using resources in projects ..................................................................................................... 43

6.2 Using the QA feature ............................................................................................................... 43

6.3 Using the bilingual document formats .................................................................................... 44

6.4 Using views .............................................................................................................................. 45

6.5 Using the communication feature ........................................................................................... 47

6.6 Using the confidentiality mode ............................................................................................... 49

Appendix ................................................................................................................................... 50

This guide covers memoQ 6.2, project manager edition. It contains text items from the English user in-

terface of the program. These items are under constant verification and are subject to change with-

out prior notification.



1 Introduction

memoQ is an advanced translation environment. To learn how to translate, see the memoQ 6.2 quick

start guide, available on our Website (http://kilgray.com/resource-center/user-guides).

This document explains how to set up online and local projects, assign translators and proofreaders,

subvendors as well as how to assign ELM licenses to external resources.

Further information can also be found in the Subvendor Workflow guide

(http://kilgray.com/resource-center/user-guides) and in the Knowledge Base: kb.kilgray.com.

This guide focuses on the project manager view using the memoQ server for the project creation.

However, sections are marked which can also be used by a project manager having a project man-

ager license but no memoQ server.

Projects

In memoQ, translation jobs are organized into projects. A translation project consists of the following

items:

1. Translation documents (unlimited number – practically up to a few hundred)

2. LiveDocs corpora, consisting of bilingual documents, source-target document pairs, monolingual

documents, and binary files (unlimited number, remote or local – practically one or two)

3. Translation memories (unlimited number, remote or local – practically up to five or six)

4. Term bases (unlimited number, remote or local – practically up to five or six)

5. Settings and light resources: segmentation rules, auto-translation rules, translation memory set-

tings, quality assurance settings etc.

Resources such as translation memories, term bases, segmentation rules, auto-translation rules etc.

can be stored locally on your computer or they can be available over the network from a memoQ

server. You can assign these resources to multiple projects. memoQ registers translation memories,

term bases, and other resources stored on the computer, which can be used in any project – even in

multiple projects at the same time.



2 Creating a project

Sections 2.1 to 2.4 and 2.8 cannot be used if you only have a project manager license and no memoQ

server. The creation of online projects, the workflow features (FirstAccept, GroupSourcing, Slicing),

and assigning ELM licenses can only be used together with a memoQ server. However, if a customer

provides access to his memoQ server for a project to you, you can then use these features. With a

single project manager license, you can access and use a memoQ server, e.g. when you are request-

ed to use the Subvendor workflow. As a Subvendor on the memoQ server, you need to have a pro-

ject manager license. Further information on the Subvendor workflow can be found in the Resource

Center / user guides, available on the Kilgray website.

2.1 Creating an online project

memoQ has two types of online projects: one works with desktop documents and the other works

with server documents:

• Server documents mean that you do not actually work on a local copy of the documents: when

you work on the translation, and confirm a segment, it is immediately saved to the server. To

work on an online project with server documents, you need to be connected to the memoQ

server all the time. This means you need a continuous Internet connection.

• Desktop documents mean that you work on a local copy of the documents, and you need to up-

load the changes from time to time. You also download the changes that others made. There is a

single command for that, called Synchronize. When you work on an online project with desktop

documents, you do not always need to be connected to the memoQ server. You can continue

working even when you have no Internet connection.

When you start memoQ, it displays the Dashboard. In the Dashboard, you see a list of your projects,

information on your current memoQ license, and frequently used commands to manage projects.

Here is where you start creating a new project.

Note: To search for projects by name, client, domain, dates, languages etc., check the Project

manager view check box.

To create an online project, follow the steps below:

1. Start memoQ. In the Dashboard, select in the box for the Server URL the memoQ server you want

to create the project on, and then click on Create online project. The first page of the Create new

online project wizard appears.



2. Enter the name of the project. It is also recommended to fill in the Project, Domain, Client and

Subject text boxes. You can also create the project with version control (tracked changes) by

checking the Record version history for translation documents check box. With this option ena-

bled, all documents are imported with a version history. This allows you later on to compare dif-

ferent stages of the same document. After entering these details, click Next.

Note: If you have purchased the additional content connectors module, you can check the

check box Connect to a content source. This allows you to connect to FTP and SVN to import

your source files from these locations and to update them.



Further information can be found in the memoQ Content Connector Help and in Setting up a

Content Connector for projects in memoQ 6.2 guide for server users, available on the Kilgray

website (http://kilgray.com/resource-center/user-guides).

3. In the second step of the wizard, you specify the source and target language(s). Choose from the

drop-down list Source language your source language. Select your target languages from the se-

lection box and click Add selected to move your selection to the list on the Target languages side

(you can also remove them from the target languages list in selecting a language, and click Re-

move selected).

Note: memoQ lists your preferred languages on top of the language list for source and target

languages. You can set your preferred languages in Tools > Options > Miscellaneous > Lan-

guages.

After you finished selecting the target languages for your project, click Next.

4. In the third step, you decide whether to create the online project with server or desktop docu-

ments and if you want to use memoQ WebTrans (if you have purchased this additional module

which allows you a browser-based translation).

Choose the document type for the project (server or desktop documents).



You can also create, add and allow a forum for the project you are creating. The forum will allow

project participants to communicate in a messenger style.

Note: Later on, you can also assign a forum to the project in Project home > Settings >

Communication.

When you create an online project with desktop documents, the project manager can specify the

checkout options for the memoQ user roles (translator, reviewer 1, and reviewer 2) when they

check out the project assigned to them. When the user checks out a project, he/she accepts the

tasks and the assigned project becomes visible in his/her dashboard and can be accessed for

translation and/or review. A link between memoQ and the memoQ server, where the project is

stored, is established in the checkout process.

Decide which confidentiality measures you want to use for your online project. You can disable

plugins. Check the check boxes for the plugins you want to disable:

• Disable machine translation plugins

• Disable terminology plugins

• Disable translation memory plugins

When the assigned users check out the online project, a message will be displayed with the

plugins you have disabled for the project. The users cannot use them.

For desktop documents, the following options are available:

Create offline copies of TMs and TBs at checkout: If this check box is checked, the remote transla-

tion memories and term bases in the project are downloaded as a local copy when the project is

being checked out.

Users can join and split segments: If this check box is checked, you allow the splitting and joining

of segments during translation.

Include skeleton for final export in local copy of documents: If you check this check box, you allow

the export of the documents in the source format. This might be helpful to test the export of the

imported documents before kicking off the project to ensure a correct export of all documents.



This might also be useful for translators and reviewers to proofread their work in the source for-

mat.

Include preview files in local copy of documents: If this check box is checked, the files in the

checked out project include a preview, i.e. the translator and reviewer have an instant preview of

the document while they are working on it.

Note: Preview is available for the following file formats: MS Office (*.doc, *.docx, *.xls, *.xlsx,

*.ppt, *.pptx), TTX, XML (*.xml), TTX and HTML formats (*.htm, *.html).

Click Finish to finish the project creation.

5. Now you can add documents to translate. Open the newly created project from the dashboard

(by double clicking on the project name, or right click and select Manage). Click Import or Import

with options below the empty document list. An Open dialog box appears. Browse for the files

you want to add to the project and select them. You can select multiple files even with different

file types at the same time. After selecting the files, click Open. You can also click the Import or

Import with options command links again to add more files to the project.

Note: The Import with options command link to import documents brings up the Document

import options dialog. Here you can also specify document import settings (click the Change

filter and configuration command link). You can also choose a previously created filter to im-

port the files (further information on how to configure and create file filters can be found in

the memoQ Help).

The screenshot on the next page shows an MS Excel import filter setting as an example. Depend-

ing on the file format you want to import, this filter dialog differs. memoQ detects and suggests

the filter according to the file extension of the file(s) you want to import.



Important: When you have more than one target language, you can specify whether the documents

are to be imported for all languages, or only for the selected one. In order to only import in one spe-

cific language, choose the language from the Target language drop-down list in the upper right corner

of the Translations window.

6. After importing the document(s), you can select translation memories for your project. Click the

Translation memories icon and choose a target language to display a list of all available translation

memories in the language pair of the project. If you have an English-German project, memoQ will

not list English-Polish translation memories. Specify one translation memory as your primary one.

Note: The translation memory set as primary is always listed in bold. When you are writing

your translation, and you confirm the translation of a segment row, the translation unit

(source-translation segment pair) is saved into the primary translation memory. memoQ uses

the other translation memories for reference only. You can select another primary transla-

tion memory any time after creating the project.



To add one or more translation memories to the project, check the check box before the name of

each translation memory. Translation memories you select this way move to the top of the list.

Note: Translation memories are by default created with reversible lookup, i.e. in a German-

French translation memory list, you will also find French-German translation memories listed

(in italics to indicate the reversible lookup). This feature allows you to benefit from already

existing TMs in the reversible language combination to assign to a project and to leverage

from it. TMs with reverse language combinations may not be primary memories in the pro-

ject.

You can also create a new translation memory by clicking Create/use new. If you want to import

TMX content into the translation memory, create a new TM, and click Import from TMX/CSV.

7. In the navigation pane, go to Term bases. memoQ lists all available term bases that support the

languages of your project. To add one or more term bases to the project, check the check box be-

fore the name of each one. You can also create a new term base by clicking Create/use new.

8. You can assign further resources to a project by clicking LiveDocs. Here you can assign corpora to

a project the same way as you assign translation memories and term bases. Further information

on LiveDocs can be found in the memoQ Help.

9. Muses are local resources only and cannot be assigned in an online project. Therefore, they are

not available in online projects.

10. In the navigation pane, go to Settings, here you can select further resources such as QA settings,

Non-translatable lists, etc. to assign to the project:



For further information on these settings, see memoQ Help.

2.2 Assigning users to an online project

After you created an online project, you need to allocate translators and reviewers to each docu-

ment.

Follow the steps below:

1. Open the online project (if not already open), go to Overview, and navigate to the Users tab. Use

Add new user to add users to the project. A window opens displaying all available users on the

memoQ server:

2. Select a user, and click OK, or click Create new user to create a new user on the memoQ server.

The user is now assigned to the project, but not yet in a memoQ user role.

3. You can also make a user a project manager of the project. Check the Project manager check box:



4. On the Reports tab, you can generate different types of reports. Here you also find the Post-

translation-analysis. The post-translation analysis is a powerful feature that offers an accurate

analysis of the specific savings achieved on different TM match rates after the translation is com-

plete. For more information, see memoQ Help.



5. After assigning users to the project, you can assign them to the translator and reviewer roles.

Navigate in the navigation pane to Translations, choose a target language from the Target lan-

guage drop-down list, and assign the users for the different roles. Assign a deadline as well. This

has to be done for each target language.

Note: You can also assign several documents in a batch process to a user. For this, select all

documents or several (to select all documents at once, press Ctrl+A), and click on Auto-assign

on the right under the Translations window. You can also select Assign to assign one or more

files to a user.

Important: You cannot assign the same user to the same document in multiple roles, e.g. the

user Mads cannot be assigned as translator and as reviewer 1 or 2 to the same document in

the same project. If the same translator needs to correct the review made by reviewer, con-

sider passing back the document in the workflow – the reviewer can decide upon delivery to

send the document back to the previous user in the workflow rather than forward it to the

next.

6. Now you can launch the project by clicking on the icon left to the text Click to launch project. All

participants of the projects are now notified by email if email sending is enabled and an SMTP

server is configured. Once the project is launched, participants will receive further notifications

depending on the settings you made in Settings > Communication (see also 6.5 Using the

communication feature).

Note: You can also download a local copy of the project by clicking on the icon left to the text

Check out local copy.



2.2.1 Assigning a subvendor to an online project

A special case of assigning a group of people to one or more documents is to outsource the work to

another organization (a subvendor). There are two scenarios for doing this:

• Subvendor group: The subvendor uses the same memoQ server as the main contractor (most

likely the customer). There is a special group for the subvendor (the subvendor group). The

documents are assigned to the subvendor group, and members of the subvendor group

(subvendor group managers) can access portions of the project as project managers and then

further assign documents to subvendor group users managed by the subvendor group man-

ager.

• Subvendor server: The subvendor uses a separate memoQ server as the main contractor. On

the memoQ server of the main contractor (most likely the customer), there is a special user

account that represents the other memoQ server. Parts of a project are assigned to the sub-

vendor user. The subvendor memoQ server uses this user account to check out the project

from the main memoQ server.

The subvendor server acts like the memoQ desktop application: checking out the project,

connecting to the resources and synchronizing the project contents with the master server

on a regular basis.

If you are a project manager of the master memoQ server, you need to launch the project.

The launching initializes an e-mail notification to the subvendor server user, i.e. allows the

subvendor to check out the project (the subvendor checkout).

If you are a project manager of such a subvendor server, you can now check out the project,

assign users to documents, and manage the projects the usual way.

Note: You can go ahead and have your own workflow for the checked out project. Your users

are invisible for the master server. Only your subvendor account is visible on the master

server.

Important: As a subvendor checking out the project from the master server, you have some

restrictions: you cannot add, reimport, or remove documents from the project. The version

control settings are the same ones as in the master project on the master server. This also

applies for the splitting and joining settings for segments.

Note: Subvendor users and subvendor managers cannot receive ELM licenses from the

memoQ server, even if the general rule for the project is to grant a license to assigned users.

This restriction might be eliminated at some point.

For further information on the subenvendor assignment, see the memoQ Help. To learn about the

subvendor workflow, see the memoQ subvendor workflow guide, available on our Website

(http://kilgray.com/resource-center/user-guides).



2.3 Using the Group Assignment features: FirstAccept, GroupSourcing, Slicing

You can now assign multiple users (including groups) to documents in online projects with desktop

and server documents. You as project manager can select multiple users when assigning the docu-

ment(s). Groups also appear on the list, and you can select a mix of users and groups. There are three

scenarios, some of them interconnected, of assigning multiple users to projects: Single User, FirstAc-

cept, GroupSourcing and Slicing.

2.3.1 FirstAccept

Multiple users can be assigned to a single document. Users can bid for the document, and one user

wins the bid. All other users are automatically notified that they lost the bidding. The user, who won

the FirstAccept, is now assigned to the documents in the translator role.

To use FirstAccept in an online project, follow the steps below:

1. Create an online project with either desktop or server documents.

2. Assign users to the project. Go to Overview > Users. Click the Add new user link. Select the

users or a group, and then click OK. The users are now listed in the Users tab.

3. Assign multiple users to a document. Go to the Translations pane; select a document, then

right-click the document, select Assign. The Assign selected documents to users dialog ap-

pears.

4. Choose Assign to users of this organization.

5. The Change assigned translator check box must be checked. Then choose a Deadline. Click the

calendar icon, and click a date to choose a deadline. The given deadline will appear in the

drop-down list as selected.

6. In the Users and groups section, you can select a Single user, FirstAccept or GroupSourcing.

Choose FirstAccept.

7. Select the users for this document. Specify a deadline for accepting or declining the docu-

ment from the Respond until drop-down list.

8. Click OK to assign the users to the document. Click Cancel to cancel the user assignment.

The users now receive a notification e-mail that there are documents up for FirstAccept. The

user now can check out the online project and view the documents. He has read-only rights

for the documents. When the user decides to accept the documents, he accepts the docu-

ment and is automatically assigned as the only person to the documents.

Note: FirstAccept cannot be used for a subvendor group.

You as a project manager can always track the FirstAccept status, either by receiving e-mail notifica-

tions and/or right-clicking the document, and then select the bidding option. Click the Status... link.

The FirstAccept status dialog appears, and you can check the status for each bidder.

To use FirstAccept in a content-connected online project with WebTrans, follow the steps below:

1. Create a content-connected online project with desktop documents with web translation.

2. In Project home, click the Settings icon. In the Settings pane, click the Content source icon

which is the third one.



3. In the Workflow section, you can put up your document for FirstAccept. Choose the Put doc-

ument up for FirstAccept option. Choose a FirstAccept deadline from the drop-down list. By

default, it is set to 8 hours.

4. You can also define your Pre-translation and X-translation settings, E-mail notifications and

the Reporting. Check the Attach analysis to notification e-mails check box to attach an analysis

(HTML format) to the notification e-mail after automatic user assignment or FirstAccept as-

signment. This option is only enabled when the Calculate analysis when content changes

check box is checked. Check the Calculate post-translation analysis before documents are re-

turned or removed check box to create a new post-translation analysis report when a docu-

ment is finished and sent to the content source, or when a document is removed from the

project because it was deleted from the content source. Similarly to the options in the Over-

view pane, you can specify how many words and characters a formatting or an inline tag is

worth: use the Tag weight boxes to set these values.

5. The users now receive a notification e-mail that there are documents up for FirstAccept. He

can now log in to memoQWebTrans. He will see the project and the document in the docu-

ment list. He can open the document in read-only mode and decide whether to accept or to

decline it. The same FirstAccept dialogs are displayed as in memoQ itself.

2.3.2 GroupSourcing

In this scenario, you can assign multiple users to a single document. All users can access the docu-

ment simultaneously, and the document is translated with the joint effort of all assigned users. There

are rules defined to determine what happens when a segment is translated by multiple users.

To use GroupSourcing in an online project, follow the steps below:




3. Assign multiple users to a document. Go to the Translations pane; select a document, then

right-click the document, select Assign. The Assign selected documents to users dialog ap-

pears.

4. Choose Assign to users of this organization.

5. The Change assigned translator check box must be checked. Then choose a Deadline. Click the

calendar icon, and click a date to choose a deadline. The given deadline will appear in the

drop-down list as selected.

6. In the Users and groups section, you can select a Single user, FirstAccept or GroupSourcing.

Choose GroupSourcing.

7. Select the users for this document.

8. Assign the Reviewer 1 and Reviewer 2 roles for the project. Choose the users from the drop-

down lists and assign them to the roles. After you assigned the reviewer, specify a Deadline.

Click the calendar icon, and click a date to choose a deadline. The given deadline will appear

under the assigned user in the drop-down list.

9. Click OK to assign the users to the document. Click Cancel to cancel the user assignment.



The document is now assigned to a set of users, and the document immediately enters the proper

workflow state with all users assigned to the document.

All assigned users can check out the document, modify any part of it, and confirm any segment. The

document is not formally divided between the users. The principle is that a segment can only be con-

firmed by one user in a workflow role. In GroupSourcing, individual users can deliver an incomplete

document. This means that the user no longer intends to work on these documents. If all users in-

volved deliver the document, but not all segments are confirmed, the document remains in the pro-

gress state and does not advance to the next workflow status. The document also becomes unas-

signed, and you receive a warning to assign the document again in order to complete the work on it.

2.3.3 Slicing

A large document can be divided into several portions called document ranges. All portions can be

assigned separately (as if they were separate documents), although the ‘portions’ are no more than

references to a specific segment range of the master document. Document ranges can be assigned to

specific users only (no group assignment).

To use Slicing in an online project, follow the steps below:




3. Go to the Translations pane, select a document, then right-click the selected document you

want to divide, and select Slice. The Slice document dialog appears where you can choose

how to measure the content in the document's parts. Choose from the options: Words, Char-

acters or Segments.

You can also enter a number in how many parts memoQ should divide the document. Click

the Calculate ranges button. memoQ now divides the document into equal parts, the docu-

ment split is displayed in the Document ranges section. For further information on the divide

a document options, see the memoQ Help.

4. Click OK to split up the document. Click Cancel to cancel the document splitting.

5. Assign users to the divided document parts. Right-click the document splits, select Assign,

and assign the users to the document parts.

Note: You cannot use FirstAccept and GroupSourcing to assign the document parts.

Note: When a document is divided, its parts as a unit of assignment are only references to the

main document, marking the first and last segment in the part to work on. Users checking out

the project will receive the entire document. The segments that do not belong to the particular

document range are read-only.

Important: When a document is divided, the document parts become the units of assignment. If the

entire document was previously assigned to users, those assignments are disabled, and the docu-

ment as a whole can no longer be checked out. Master reviewers and project managers are an ex-

ception: they can check out and view the document, but even they cannot commit changes to the



master copy on the server. Two non-contiguous parts of the same master document cannot be as-

signed to the same user.

To use Slicing in an online project with WebTrans, follow the steps below:

1. Create an online project with desktop with web translation.



3. Go to the Translations pane, select a document, then right-click the selected document you

want to divide, and select Slice. The Slice document dialog appears where you can choose

how to measure the content in the document's parts. Choose from the options: Words, Char-

acters or Segments.

You can also enter a number in how many parts memoQ should divide the document. Click

the Calculate ranges button. memoQ now divides the document into equal parts, the docu-

ment split is displayed in the Document ranges section. For further information on the divide

a document options, see the memoQ Help.

4. Click OK to split up the document. Click Cancel to cancel the document splitting.

5. Assign users to the divided document parts. Right-click the document splits, select Assign,

and assign the users to the document parts.

Note: You cannot use FirstAccept and GroupSourcing to assign the document parts.

6. The assigned users can log in to memoQWebTrans. In the document list, he will see the sliced

documents and in parenthesis the segments he is assigned to in the sliced document.

7. The user can only work in the assigned part of the document; the other parts are read-only

as in memoQ itself.

2.4 Using ELM licenses

An ELM license is a mobile license and valid for a limited period of time only. After you created users,

you can set up ELM licenses in Server administrator > ELM licenses. ELM licenses are useful if a trans-

lator or reviewer does not have a memoQ license purchased and you can lend them a license from

your own pool of licenses.

There are three ways to assign ELM licenses to the users you assigned to the memoQ user roles

(Server administrator > ELM licenses):

• On the Licenses tab, you can assign a license to a user. This user has to claim the ELM license by

opening the memoQ client and clicking Help > Activation Wizard and taking an ELM license.

Note: If you want to see all assigned ELM licenses being in use, you need to uncheck the Only

manual assignments check box.



Otherwise, you will see the manually assigned ELM licenses only – automatically assigned ones

do not appear.

• On the Permissions tab, you can assign ELM licenses outside the scope of a project. The user (or

also a user group) can borrow ELM licenses, and return them at any time until the set expiry date

is reached. This is useful if you have a limited number of licenses but want to enable more users

to have access to these, and trust that they will return the license when they do not use it.

• On the Project permissions tab, you can give users a license for projects. The user has only a valid

license for the projects he is assigned to.

There are two more tabs in the ELM licenses category:

• On the Overview tab, you see the available license pools as well as the licenses in use.

• On the Settings tab, you can specify the notification settings, for instance who should receive an

email in case there is only one more free license left.

For more information on claiming, updating and returning ELM licenses, see the memoQ Enterprise

License Management guide, available from the Kilgray website.

2.5 Creating a local project

Local projects are created on your local computer. You can publish them later on the memoQ server.

In online projects, you cannot open the documents for translation without checking out the project.

In local projects, you import the files and can directly open them, check them. When you have for in-

stance XML files and you created a specific filter, you might want to check if they imported correctly.



You create a local project, import these files, and check them and when all is correct; you can publish

the local project to your memoQ server.

To create a local project, follow the steps below:

1. Open memoQ and from the Project menu, choose New Project. Alternatively, click in the Dash-

board on Create a new project. The first page of the New memoQ project wizard appears.

2. Enter the name of the project, and choose a source and a target language. You can also fill in the

Project, Domain, Client and Subject text boxes. After entering these details, click Next.

Note: You can also enable the recording of version history for translation documents in local pro-

jects. You can add target languages once the project is created.

3. In the second step, you can add documents to translate. Click the Import or Import with options

command link below the empty document list. An Open dialog box appears. Browse for the files

you want to add to the project and select them. You can select multiple files even with different

file types at the same time. In using Import with options to import the documents, the document

import options become available. After selecting the files, click Open.



You can click the Import or Import with options command link again to add more files to the pro-

ject. After adding the documents, click Next.

4. In the third step, choose translation memories for your project. This wizard page lists all available

translation memories in the language pair of the project. If you have an English-German project,

memoQ will not list English-Polish translation memories.

To add one or more translation memories to the project, check the check box before the name of

each translation memory. Translation memories you select this way move to the top of the list.



Note: The translation memories you use in the current project are displayed at the top of the list.

One translation memory is always listed in bold, and marked as primary. This is the primary

translation memory. When you are writing your translation, and you confirm the translation of a

segment, the resulting translation unit (source-translation segment pair) will be saved into the

primary translation memory. memoQ uses the other translation memories for reference only.

You can select another primary translation memory any time after creating the project.

You can also create a new translation memory by clicking Create/use new. After creating a new

translation memory, you can import content from TMX and CSV files in selecting Import from

TMX/CSV.

Note: TMX (Translation Memory Exchange) is the exchange format for translation memory data.

After adding translation memories to the project, click Next.

5. In the next step, you can select term bases for the project. memoQ lists all available term bases

that support the languages of your project. If you have an English-German project, memoQ will

not list term bases that have another language.

To add one or more term bases to the project, check the check box before the name of each one.

You can also create a new term base by clicking Create/use new. After creating a new term base,

you can import content from TMX and CSV files in selecting Import from TMX/CSV.

After adding the term bases, click Finish. memoQ now creates the project and displays the con-

tents of the project in Project home.

Note: In the New memoQ project wizard, you can click Finish as early as in the first page, after

filling in the project name and the source and target language. Then you can use the Project



home to add translation documents, translation memories and term bases, just like in the wiz-

ard’s dialogs.

Note: After the project is created, open the project. In Project home, you can now assign further

resources to the project such as LiveDocs or QA settings.

6. You can also publish your created local project on your memoQ server. Select your local project

in the Dashboard, and then click the Publish on server command link. Follow the wizard. Your

project is now published as an online project on your memoQ server.

Note: In the wizard, you can also keep the local project as a copy if needed.

2.6 Assigning users in local projects

In local projects, you can assign users to documents in various roles. This is important when you want

to create handoffs. In order to do so, open the local project you want to create handoffs from. In Pro-

ject home, go to Translations and enter the user names in the roles you want to assign them to. Al-

ternatively, you can click Assign and assign the users there.

The memoQ user roles are the following:

Translator The person who will translate the document.

Reviewer 1 The person who will review the document and give feedback to the translator. The

translator has the final word.

Reviewer 2 The person who will review and make changes to the document. The translator cannot

make changes anymore.

To assign users, follow the steps below:

1. Assign all documents and all tasks to users. In a multilingual project, repeat this process for every

target language.

Note: You cannot assign documents in the All languages mode.

2. Go to Overview, and, on the General tab, click Check project now. memoQ now checks if all

documents are assigned and if there are any conflicts.



2.7 Creating a handoff

After you created a local project, assigned all users to their memoQ user roles, you can create

handoffs. A handoff is a package containing the translatable documents, translation memories, term

bases and LiveDocs.

1. Go to the Handoff/delivery tab, click Create new handoff package. Alternatively, you can click Cre-

ate new handoff in the General tab.



The memoQ handoff wizard opens with the following options:

• Role: Select the role for the project (Translator, Reviewer 1, and Reviewer 2), for which you

want to create the handoff.

• Deadline: Set a deadline for the task being handed off.

• Languages to include in handoff: Check the check box for each target language where you

want the task carried out. By default, all target languages are selected.

• Users to include in handoff: Check the check box for each user for whom you want to create a

handoff package. memoQ creates one handoff package per user and per target language. (If

a user translates into two languages, she will receive two handoff packages.) By default, all

users are selected.

Click Next to proceed.

2. In the second step, you can specify further options for the handoff:

• Package path: This is the location and name of the folder where the handoff packages will be

created. You cannot change this folder.



• Base package name: All handoff packages have a project name. By default, the base package

name contains the abbreviation of the task and the original project name. When creating an

actual package, memoQ appends the language code, the name of the user, and the date.

• Allow joining and splitting segments...: If this check box is checked, you allow the users to join

and split segments in their work. However, if you want to keep the segments in sync for

various target languages, do not check this check box.

• Include local TMs and TBs check box: If this check box is checked, the package will contain a

TMX export of all local translation memories, and a CSV export of all local term bases, so that

the same local resources will be available to the user who receives the handoff. If the project

uses online resources, the handoff package will contain references to the online resources.

Important: When you add a local translation memory or term base to a handoff package,

the whole resource is sent to the translator in the package. No extraction is performed. If

you add an online TM or TB, the package will contain a reference only, and the translator

will use that online TM or TB directly. The delivery (*.mqback) does not contain any TM

or TB content, just the documents.

• Include local corpora: If this check box is checked, the package will include the local LiveDocs

corpora used in the project. The corpora are included in a binary internal format, and also as

XLIFF files so that they can be loaded into other tools. memoQ will use the binary files.

• Include preview files: If this check box is checked, the package will contain preview files so

that the translator will see a real-time preview of the document she is translating. Uncheck

this if you want a smaller package.

• Include skeletons for final export: If this check box is checked, the translator receiving the

package will be able to export the formatted translation from the project. Uncheck this if you

want a smaller package.

3. In the last step, you get a summary of the handoffs, which lists all files, the handoff package path

where the packages will be created and the selected options for the handoffs. You can check

here if all settings are correct. If not, click Back, and change the settings. If the settings are

correct, click Next. memoQ will create the handoff packages.



memoQ’s handoff packages are .zip compressed files with the *.mqout extension. If you need to

process them in a different translation tool, change the file extension to *.zip by renaming the file,

then unzip the file. Now you can access the XLIFF, TMX, and CSV files in the package.

For further information, see the memoQ handoff / delivery guide on the Kilgray website

(http://kilgray.com/resource-center/user-guides).

2.8 Creating a content-connected project on a memoQ server

On a memoQ server, you can set up server documents that take the source-language materials from

a content source. In such projects, you do not import source-language documents manually. Instead,

the memoQ server connects to the content source, and automatically adds new or updated

documents to the project. In addition, the memoQ server regularly checks the content source for

changes, and imports new and updated documents.

1. As a first step, you need to set up the content connector service on a computer within the network

reach of your memoQ server. You can install the content connector service on the memoQ server

itself. The following steps assume that you are installing the content connector service on your

memoQ server.

2. Download and install the memoQ content connector service on your memoQ server. For

instructions to install the content connector service, see the memoQ Help.

3. Log on to the memoQ server using Remote desktop or any other screen sharing service, start the

memoQ Content Provider Client program, and set up a connection for the folder you want to

watch.



4. Start memoQ on your computer, and select your memoQ server from the Server URL drop-down

list. Click Select to display the list of online projects on the server.

5. Under the list of projects, click the Create online project link. The Create new online project wizard

starts.

6. In the first page of the wizard, type a name for the project. Optionally, specify meta-information,

and type a description for your project.

7. Still in the first page, check the Connect to a content source check box. Note that the Record version

history for translation documents check box is also checked.

8. Click Next. The Content source wizard page appears: In the Connector address text box, between

http:// and :8080, type the address of the computer where the content connector service is

running. If you installed the content connector service on the same computer where memoQ

server is running, the address will be 'localhost'.

9. In the Authentication ID text box, type or paste the authorization ID you noted down when you

created the content connection in the memoQ content provider client. Click Connect.

10. The Create new online project wizard lists the connections available at the specified address, and

under the specified authorization code. Click the connection that corresponds to the folder you

want memoQ server to watch.

11. Check the Import initial content when the wizard completes check box, and choose a polling

frequency. In the Polling frequency (hours) text box, you can enter the number of hours that tells

memoQ server how often it must check for changes in the content source. For example, if you

specify 4, memoQ will check for changes every 4 hours. After specifying this number, click Next.

12. On the third and fourth wizard page, you can set up how memoQ server stores the project

documents, and what the settings will be for desktop documents. For more information on these,

see the How-to page on creating online projects.

13. Click Finish to create the project. If you checked the Import initial content when the wizard com-

pletes check box, memoQ server connects to the content source immediately, and imports any

documents it finds there. Once this is finished, memoQ displays the memoQ online project window

with the Translations pane open.

Note: After creating the online project, you still need to assign users to the project as a whole

and to each document. You also need to choose translation memories, term bases, and LiveDocs

corpora to use with the project. Do not click the Launch project icon before all this is set up.

14. After the project is created, memoQ regularly checks the content source for changes. When there

are new or updated documents, memoQ server imports, analyzes, and pre-translates (X-translates)

them, and then sends an e-mail to the project manager. To see what e-mail notifications are sent,

open the project for management in the memoQ online project window, and navigate to the

Content source tab of the Settings pane. In this tab, you can also customize the pre-translation and

X-translation settings, if a document should be put up for FirstAccept and if you wish to send an

analysis file together with the e-mail notification.

Note: You can also check the content source for changes manually. Open the project for

management in the memoQ online project window, navigate to the Translations pane, and click the

Get changes from content source link below the list of documents.

Note: To open an online project for management, choose Manage projects... from the Project

menu, select your memoQ server, click the name of the project, and then click the Manage link

below the list.



By default, memoQ server automatically sends back those documents that have gone through the

entire workflow (that is, all assigned users delivered them). However, if this setting is turned off, or

you want to make sure that documents are returned, you send documents back to the content

source manually, by following the steps below:

1. Open the project from the Dashboard.

2. Navigate to the Translations pane if it is not displayed automatically.

3. In the Translations pane, select the documents you want to deliver, and click the Send translation

to source link below the list.

4. memoQ asks you to confirm if you want to send the selected documents only. Click Yes to

continue.

Note: If you click No, memoQ server will send all completed documents to the content source. A

completed document is delivered by the project manager.

Note: You can also export the documents normally: click Export (dialog) below the document list

to export the documents.

For further information, see the memoQ Help for content-connected local and online projects as well

as the Content Connector guide for server users and the Content Connector guide for local projects,

available on the Kilgray website.



3. Running statistics

Using the Statistics dialog, you can calculate counts and analysis on the active project at any time.

Although the dialog is always the same, the preset values depend on the location from which you

open the dialog.

1. Open an online project, go to Translations, select a target language and navigate to the Statistics

option.

2. In selecting Statistics, the Statistics window opens, where you can specify further statistics op-

tions:

a) Choose a scope in the Scope section:

• Project: Select this option to analyse the whole project.

• Selected documents: Select this option to analyse only the documents you selected in the

Translations pane of Project home.

• Open documents: Select this option to analyse only those documents that are currently

open

• Active document: Select this option to analyse only the active document.

• From cursor: Select this option to analyse only the active document downwards from the

cursor. This option is only available if you start the dialog with a translation document

open and active in memoQ.

• Selection: Select this option to analyse only the selected segments of the active

document. This option is only available if you start the dialog with a translation

document open and active in memoQ.

• Work on views: Check this checkbox to process the views too.

• Show results for each file: Check this check box to get detailed information on every

single file, not only aggregate information.



b) Settings in the Counts section:

• Show counts: Check this check box to display the number of source segments, source

words and source characters and the source-word count based percentage for all

translatable segments, repetition and, if the check box Include locked rows is checked, all

locked segments within the given scope.

Note: If the Show counts check box is checked and the Status report check box is unchecked,

you will also see the number of source segments, source words and source characters and

the source-word count based percentage for segments not started, segments pre-translated,

segments where fragment search yielded a result, segments edited, and segments confirmed

within the given scope.

• Include target counts: Check this check box to show the number of source segments,

source words and source characters and the source-word count based percentage for the

target side too.

• Status report: Check this check box to also display the number of source segments,

source words and source characters and the source-word count based percentage for

segments not started, segments pre-translated, segments where fragment search yielded

a result, segments edited, and segments confirmed within the given scope.

Note: If the check box Show counts is checked and the Status report check box is unchecked,

you will only see the number of source segments, source words and source characters and

the source-word count based percentage for all translatable segments, repetition and, if the

check box Include locked rows is checked, all locked segments within the given scope.

c) Choose whether you want to run the analysis according to memoQ or Trados Word counts:

• memoQ: Select this option to display memoQ word counts.

Note: In memoQ, similarly to Microsoft® Excel®, every character sequence that is between

whitespaces is counted as a word. In memoQ mode, you always count numbers as a single

word, and hyphenated words like in-bound are also considered to be a single word.

• TRADOS-like: Select this option to display Trados-like word counts. SDL Trados® is

another CAT tool on the market that handles word counts differently.

Note: In Trados, numbers are only counted as words when they are within a segment, and a

number of other rules apply. In Trados®, segmentation is a factor in word count, i.e. you can

get a different word count if the same text appears in one or two lines. Trados®

segmentation rules are not public, therefore there is usually a small discrepancy between the

word counts of Trados® and Trados-mode memoQ. In most of the cases, this discrepancy

does not exceed 1.5%. We suggest that you only use Trados-like word counts if your client

explicitly requires you to do so.

d) Choose settings in the Analysis section:

• Project TMs and corpora: Check this check box to compare the text against the translation

memories and LiveDocs corpora of the project.

• Details by source: Check this check box to see the contribution of each translation

memory or LiveDocs corpus of the project to the translation.



Note: Checking this check box can result in very long lists of statistical data.

• Homogeneity: The analysis against the segments within the selected scope is called

homogeneity analysis. Check this check box to emulate building a translation memory

during translation, and see the savings that will result from the internal similarities within

the project. Using homogeneity, you are able to see the benefits of your future

contribution – i.e. the contribution while you will be translating – to the translation

memory. You are also able to give a much better estimation of your resources to be

spent on translation than without homogeneity. If you use the analysis to give a

quotation, always look for the aggregate results as they reflect the real productivity gain

through using memoQ.

• Create project TM: Check this check box if you want memoQ to collect all segments from

the translation memories and LiveDocs corpora that give a result during translation,

regardless of the quality. Project TMs are subsets of large TMs that are relevant to

translation projects.

Note: This feature is only available after checking out an online project and running statistics

first.

• Include locked rows: Check this check box to display the number of source segments,

source words and source characters and the source-word count based percentage for the

locked segments within the given scope, if any.

• Include spaces in the character count: memoQ can count characters either with or

without whitespace. Check this check box if you want to see the character count with

spaces; disable it if you want to see it without the spaces.

e) Choose to count tags as words in the Tags in word and character counts section:

Inserting and checking formatting tags takes time, and you may want to take this into

account in pricing.

• Tag weight in words and character counts: Enter a weight that should be added to the

word/character count based on the Tag statistics. Tags are counted anyway, but if you

enter a number here, the word or character count will be increased by that number for

each and every tag.

Important: Enter 0 for excluding tags from the word count.

3. Run the analysis and export the report:

• Calculate: Click this button to analyse the contents of the project using the specified settings.

When the analysis is done, the statistics appears in the lower pane. Depending on the

number and size of resources, calculation of the statistics can take several minutes.

• Export: Click this button to invoke the Export statistics results dialog, where you can save the

result into two common file formats, HTML or Comma-Separated Values to open it in other

application like Microsoft® Excel® or send it to your client.



Note: You can invoke the Statistics dialog as described here or also in the Operations menu, or by

clicking the statistics icon in the toolbar.

3.1 Impacts on statistics results

memoQ calculates the word count different from SDL Trados or MS Word. This has to do with a

different tagging of text, including/excluding of whitespaces, numbers. The way you specify a tag

weight might also influence your analysis result.

Another scenario can be that you use cascading filters, e.g. you have an Excel file containing HTML

code. memoQ offers you to use a cascading filter to exclude this HTML code on import. You choose

first the Excel filter and then the HTML for the document import. memoQ now filters out the HTML

code. This code is now also excluded from your analysis. Other tools might not be able to exclude

such tags and may count it in as characters in the analysis.

Sometimes the word count can also differ when you import the same document once as DOCX and

once as RTF. memoQ uses a different import filter for both file formats. This can result in a different

word count.

memoQ’s filter functionality allows you to specify what and what not to import from files for

translation. Being able to exclude XML attributes from translation, excluding code thanks to the

Regex text filter or cascading filters or excluding text that is not for translation helps you to cut down

translation costs.

3.1.1 Post-Translation-Analysis

memoQ allows you to perform a so-called post-translation analysis. With 'traditional' analysis meth-

ods, a translator or a translation organization can 'predict' or estimate how much will be saved on

translation memory matches. Post-translation analysis lets you know the actual savings.



memoQ calculates the same match rates (101%, 100%, 95-99%, 85-94%, 75-84%, 50-74%, No match)

as the default statistics and uses the same format. The only difference is that memoQ does not look

up the segments in the translation memories. Instead, it takes the match rate numbers from the

segments in the documents.

Note: Post-translation analysis is available in the project manager edition of memoQ, and works

only if you received the current project in a handoff package, or you are the project manager of a

project – and you receive delivery packages, or work on an online project.

To perform a post-translation analysis, follow the steps below:

1. Start memoQ, and open a project.

2. Navigate to the Overview pane, and then click on the Reports tab.

3. If the post-translation analysis is not shown, go to the General tab. Click on the Create new

report command link.

Important: In local projects, post-translation analysis works only if there is at least one doc-

ument that was delivered by a translator in a delivery package.

Note: The post-translation analysis is calculated by user, i.e. you have information on the TM

savings for each translator in your project. This might affect your pricing, e.g. when you pay

your translators according to the amount they translated or to evaluate the hours they

worked on a project. Such a scenario could be when several in-house translators work

together on a project, they are given the project manager permission for the project, so they

can assign the documents to themselves. You as the project manager can see in retrospect

how translated what and how much in using post-translation analysis.

3.1.2 Homogeneity and repetitions

Homogeneity is about internal similarities of documents within a project. If there are two similar

segments after each other, memoQ will simulate what will happen if the two segments are translat-

ed after each other in real life. For statistics, it means that the second segment is 80% similar to the

first; the second segment will be put in the 75-84% match category in statistics. Within a project with

several translatable documents and several users, you cannot know which of the translators will

translate which of the two segments first. It could be either way.

The same applies for repetitions: The repetition numbers will be wrong if you run statistics on two or

more documents first and then assign the documents to the translators. A repetition may appear in

the first document first or in the second document, i.e. the second occurrence of the repetition will

be counted as repetition instead of a new translation.

In both scenarios, there can be injustice. In order to prevent this, you can do the following:

• Use post-translation analysis. This feature allows you to pay the translators based on exactly

what they translated and the matches they got from the translation memories and corpora.

Note: If you use this report, instruct the translators not to add and use their own TMs to the

project.



• Extract the repetitions as a preparatory step when you set up your project. Then translate

the repetitions into the project TM. Use this pre-step to eliminate injustice in payment for

repetitions.

• Run statistics per user. After you created the project, imported the translatable documents,

and assigned the user to the memoQ user roles, select all the documents you assigned to us-

er 1, and run statistics. Pay user 1 accordingly. Then select all the documents assigned to user

2, and run statistics. Pay user 2 accordingly. Proceed this way for all users and for all target

languages in the project. This way, homogeneity and repetition matches are counted per us-

er.

Note: See also the Knowledge Base for further information.



4. Update Workflow

4.1 Bilingual document update workflow

The following scenario describes how to work with bilingual formats (6.3 Using the bilingual docu-

ment formats) to update the files in your memoQ project.

Suppose you set up a project (offline or online), and assign users to user roles. One user, e.g. Review-

er 2 is not using memoQ. This user needs to receive a file format he/she can work on outside of

memoQ. You can use the two-column RTF format:

For online projects:

1. Start memoQ, connect to your memoQ server.

2. Open the project, click the Manage command link or use right-click and Manage (for local pro-

jects, click Open instead).

3. Select a target language if you have several target languages in the project.

4. In the Translations pane, select the documents you want to export as bilingual (using Ctrl+A se-

lects all documents at once).

5. Click the Export bilingual command link.

6. Choose Two-column RTF, and click Next.

7. Specify the export options:



Note: When you have selected more than one document, the option to export all documents

as one single RTF file becomes available.

8. Click Export. A Save as window appears. Specify the export location. Click Save.

9. You can now send the two-column RTF file(s) to the assigned user who can open this file in a

Word processor, review, make changes, and send you the file back.

10. When you received the file(s) back, start memoQ, open this project, go to the Translations pane,

and use the Import with options command link. Navigate to the location where you saved the

two-column RTF you received. Select the file and click Open. The Document import options dialog

appears. memoQ now automatically detects the bilingual format and selects Update in the Ac-

tion drop-down list. Click the OK button to import.

11. The existing files of your project are now updated with the two-column RTF file. The files in your

project for this target language now contain all the information from the two-column RTF file.

Note: You need to update your TM to reflect the changes there as well. In your project, go to

Operations > Confirm and update rows. Check the check boxes of the operations you want to

perform to update your TM, and then click OK. Your TM is now being updated.



Important: Perform the same steps for memoQ XLIFF and TRADOS-compatible bilingual DOC.

The export options may differ. For further information, see the memoQ help.

4.1.1 MQXLIFF

Since memoQ 6, you can export bilingual memoQ XLIFF files. You have 2 export options available

which allow you to process XLIFF files outside of memoQ:

• mqxliff: This file format is generated when you choose not to have a version history, skeleton

and preview. memoQ exports now the documents with the *.mqxliff extension. These files

can be renamed to *.xlf and then be imported into other CAT tools such as SDL Trados Stu-

dio. When the documents are translated outside of memoQ and come back to you as a pro-

ject manager, change the file extension back to *.mqxliff. Then import the document back in-

to the memoQ project where you exported the file from. Use the Import with options…

command from the Translations pane. memoQ will detect this, and you will see in the Docu-

ment import dialog the Update document as action. Click OK to start the import. memoQ will

update the documents in your project, although it was renamed and translated outside of

memoQ.

• mqxlz: This is a compressed file format. Choosing this memoQ XLIFF export format allows you

to include the versioning, the skeleton and the preview of the document. Check the Save a

compressed filed (mqxlz) check box in the Export bilingual dialog of the Translations pane. Ex-

porting MQXLZ files allow another person to export the source file format since it includes

the skeleton. The project manager can also use the versioning feature in memoQ to track the

document stages during the translation process and can compare different versions with

each other.

Both memoQ XLIFF formats enable you to import and export from and into memoQ projects as well

as to use the documents outside of memoQ.

4.2 Project Update Workflow

In projects you created, source documents may change during the translation process. The customer

sends updated or changed documents. One possibility is to use content connectors where memoQ

watches the import folder and automatically updates your project (see the memoQ help on Content

source), but if you are not using this additional program Kilgray offers, you need to update your pro-

ject manually.

In an online project with new documents to be added, follow the steps below:

1. Start memoQ, and open the project you want to update.

2. The translation and review process may already have started. The TM may also have changed

compared to your original analysis. In 5.1.1 Resource Management, you find further information

on how you can use TMs and other resources in projects. Go to Overview > Reports and create a

Progress report to see the progress of the project already started. You can also export the report

as CSV format, for that, click export.



3. In the Translations pane, import the new documents. Use the Import command link Import with

options command.

4. The new documents are imported and can be pre-translated and analyzed. Select the new docu-

ments, select a target language (if your project has more than one target language), and click the

Statistics command link. Here, the Selected documents option is pre-selected. Click the Calculate

button. The analysis is now performed only for the new documents. To export the analysis, click

Export, specify the export format, and then click the Export button.

5. Assign the documents to users to their assigned user role for this project.

6. If you have the communication and notification feature enabled, the participants are automati-

cally informed of the new documents and assignments (see 6.5 Using the communication fea-

ture).

In an online project with changed documents to be added, follow the steps below:

1. Follow the steps 1 and 2 as described in how to add new documents in an online project. In the

Translations pane, import the changed documents. Use the Import command link Import with op-

tions command.

2. The changed documents are imported. As in 2.1 Creating an online project advised to create pro-

jects with version history, now you can see the newly imported documents imported as version

2.0.

3. X-translate (source text based pre-translation) the changed documents. You can see the changes

of the two document versions in comparing them. In the Translations pane, select the changed

documents, then click the History/reports command link or alternatively right-click and choose

History/Reports. Select the two document versions in Major versions of document and compare

them in a two-column HTML export if you want to see the changes.

4. Click the Statistics command link and run the analysis. In the category Type, you see a match

range X-translated. This match range shows the source document based pre-translation. Depend-

ing on the price model you have to charge x-translated segments, inform your project partici-

pants on the new analysis.

5. Follow steps 5 and 6 of online projects with new documents.

Important: The analysis and the user assignment have to be done for every target language.

In a local project with new documents to be added, follow the steps below:

1. Follow the steps 1 to 5 from the description of adding documents to an online project.

2. Instead of the communication feature, you have to update the handoffs. Go to Project home >

Overview > General. Click Check project now.

3. Create a handoff with the new files (see 2.7 Creating a handoff).

4. Send the new handoff in an e-mail or notify the participants to download the handoff package

from e.g. a FTP you are using.

Important: You can create new handoffs for more than one target language.



5. Finishing the project

5.1 Finishing an online project

When all the documents are translated and reviewed, the project is finished.

5.1.1 Resource Management

Since the translation memories and term bases (as well as possible other resources) assigned to the

project are remote resources and remain on the memoQ server after the project is finished, they

need no manual update. However, if your workflow includes a working and a Master TM, and the

working TM is assigned to the project as primary one, it is advisable to make the Master TM the pri-

mary TM and send the contents of the translated files to this TM. In order to do this, set your Master

TM as primary. Navigate to the Project home tab to Translation Memories, select the Master TM and

click Set as primary under the translation memory pane. Now go to Operations > Confirm and update

rows. Here you can specify the scope and the segment status of what you want to send to the Master

TM. Click OK to start the Master TM update. Now you have all the latest translations in your Master

TM for the next projects available.

5.1.2 Workflow Status

Users you assigned to documents in different roles (translator, reviewer 1, and reviewer 2) log on to

your memoQ server with the credentials you provide and check out their assigned tasks.

Note: Information on how to set up users on the memoQ server can be found in the memoQ

server quick start guide. Further information for checking out online projects can be found in the

memoQ 6.0 quick start guide.

After the assigned users check out the project in their assigned user roles, e.g. Mads in the translator

role, and start working on the files, you can see how the workflow status of the documents change.

When you move the mouse over the icons, the document status is displayed.

Note: You can manually set the workflow status in clicking on the Change workflow status option

below the Translations pane. A window opens where you can manually change the status of se-

lected documents:



When the project is finished, the workflow status should be set to Completed. However, you can

manually force this status as well.

5.1.3 Exporting the translated documents

After the Master TM is updated (or if you have only worked with one TM), you need to export the

documents to generate the source file format containing the translations.

Follow the steps below:

1. Open the online project (if not already open).

2. Go to Project home > Translations, and select a target language from the Target language drop-

down list (at the top right corner).

3. Select the documents you wish to export, then click on Export (dialog) or Export (stored path).

You can use the stored path if you are exporting the documents on the same computer where

you imported them. It will overwrite the originally source files being imported into memoQ.

Important: You cannot export documents when the Target language drop-down list is set to

All languages – you can export documents in a specific target language only.

Note: You can export bilingual files (memoQ-XLIFF, Two-column RTF, Trados Bilingual Docu-

ment) from the project at any stage for e.g. an external reviewer not using memoQ, also to

guarantee a full interoperability in case you need to assign a task outside of memoQ and re-

importing the translation back (with the Import with options command). Further information

on the bilingual file export can be found in the memoQ Help.

Note: memoQ exports the documents according to the export path rules. An export path rule

set is always assigned to the project as a resource (further information on export path rules

can be found in the memoQ Help). In an online project, make sure you use a relative export

path rules, or make sure that all target folders exist on your computer.

When exporting the documents, memoQ first downloads the bilingual documents from the server,

then exports the translated documents in the source file formats locally.



5.2 Finishing a local project

In local projects, you were most likely working with handoff packages. In this case, you will receive

delivery files. The name of these ends in *.mqback. Open the local project, navigate to Project

home > Overview > Handoff / delivery, and click Receive delivery. You will be prompted to browse for

the *.mqback files you received from the project participants. Select this file, and click Open. Your

documents are now updated.

Important: The delivery file does not contain translation memories or term bases; it contains the

translated/reviewed documents only. You will need to update your resources manually.

For more information on exporting your documents, see the Exporting the translated documents sec-

tion in this document.



6. Miscellaneous topics

6.1 Using resources in projects

memoQ uses the concept of resources, and distinguishes between heavy resources (translation

memories, term bases) and so-called light resources (QA settings, etc.). Resources can be stored re-

motely on a memoQ server, or locally on your own computer.

You can use multiple heavy resources in the same project, i.e. several translation memories and term

bases, but you need to set one of those as the primary one. To add a translation memory or term

base to your project, check the check box in the first column of the resource list, or select the row

and click Use in project / Remove from project (among the links below the list). The row of the select-

ed resource will jump to the top of the list. In general, the resources currently being used in the pro-

ject are at the top of the list. You can also remove a resource by clearing the check box.

You can also assign light resources to the same project. For more information on light resources, see

memoQ Help.

6.2 Using the QA feature

The aim of automatic quality assurance in memoQ is to spot and mark possible mistakes in

translation documents and translation memories. Quality assurance is a collection of automated

checks for different types of potential problems (numbers, terminology, consistency, punctuation).

You can either use the default settings for a language pair, or you can define your own QA settings.

For this, go to Project home, navigate to Settings, and click QA Settings (this is the third symbol):

A list of QA profiles appear. You can clone an profile or you modify an existing one. You cannot make

changes to the Default profile: you need to clone it first, and edit the copy. Click Edit: the Edit QA set-

tings dialog appears. Now you can configure all checks.



When finished, assign the QA profile to the online or local project the same way you assign

translation memories and term bases.

Note: If you assign QA settings to an online project, make sure that the selected QA profile is a

remote resource, so that the project participants can access and use the QA settings.

The quality assurance module processes each segment pair in the documents, and indicates

warnings. The QA process can be invoked from Operations > Run QA. The Run QA dialog appears,

where you can specify if you only want to check selected documents, all documents or a TM. Select

your check range and click OK. memoQ processes the documents, and displays the Resolve errors and

warnings tab as a central location for viewing and correcting the collection of all warnings and errors.

Here you can go through the errors and warnings listed and validate them. You can group the

warnings by category so that you can deal with one kind of warning in one pass. You can also

generate a report and export it as HTML to be viewed in a browser.

6.3 Using the bilingual document formats

Bilingual documents are specific to the field of translation and localization. They contain translatable

source text and its (complete or partial) translation in pairs of segments. A typical way to create a

bilingual document in memoQ and other translation tools is this: the user first imports the original

source language document into a translation tool, optionally translates all or part of it, and uses the

saving or exporting features of the translation tool to produce a bilingual document. In the bilingual



form, the translation document can be passed on to other users, enabling common workflows

including those in which a document is first translated by one user, then edited or proofread by some

other user, and verified and finalized by a project manager.

To enable users to take on almost any translation job, and to prove flexible in an environment where

several translation tools are used, memoQ provides extensive support for all the important bilingual

document formats. It can be used to translate bilingual DOC/RTF files, XLIFF files, and two-column

RTF files (a table format not only with the source and target columns but also containing comment,

segment status and percentage for the TM match) for users of other translation tools or tools such as

MS Word.

Important: The memoQ Bilingual Document (MBD) format is no longer supported. It was replaced by

memoQ XLIFF in memoQ version 6. However, you are still able to import MBD files into your project

that were created in memoQ 5.

For more information on the bilingual file formats, see memoQ Help.

6.4 Using views

From the imported translation documents, you can create views, i.e. segment collections assembled

from the selected translation documents using filtering and sorting options. These views are like

normal translation documents that appear in the translation grid. The difference is that the views

contain only certain types of segments in your choice of ordering, from one or more translation

documents.

Note: Views have no preview and do not allow joining/splitting segments.

In Project home, go to Translations, above the list view, you can choose between two tabs:

• Documents tab, in which you can manage the translation documents added to the project. This is

the default setting

• Views tab, in which you can manage the views created from one or more translation documents

in the project.

On the Documents tab, below the document list,click Create view. The Create view dialog appears,

where you can specifiy the criteria for creating the new view (included segments, etc.). You can also

specify if you want to glue documents together into one view or if you want to split documents, e.g.

a very large document into several smaller parts. When ready, click OK. The view is created.



6.4.1 Importing/updating a view

If you use the Import with options command to import a memoQ XLIFF document from an original

document or view present in your current project, memoQ automatically detects the document

import filter and the action to perform. It will update the respective segments of all the original

documents and views involved with the changes made. You can import views and original documents

on either the Documents tab or the Views tab of the Translations pane of the Project home with the

same results.

6.4.2 Exporting a view

Once created, views can be exported as memoQ XLIFF documents or as bilingual DOC files. These

bilingual files can be imported on another computer as translation documents. When the translation

is finished, these translation documents can be exported into the original format only on the

computer on which the views were created, while on the other computers these translation

documents can only be exported into bilingual files.

Exporting views as memoQ XLIFF documents or as bilingual DOC files can be helpful when a large file

should be split up into smaller pieces to be assigned to more than one translator.

You can also use Views in online projects:

1. Create a local memoQ project.

2. Import your source-language documents.

3. In the Translations pane, under the Documents list, click the Create view command link.

4. In the Translations pane, under the Documents list, click Export bilingual, choose memoQ XLIFF.

Check the check box Include major version history (if present) to import these XLIFF files into

another memoQ project with the versioning from this project.



5. Import these XLIFF files in an online project. Assign the files to users (see 2.1 Creating an online

project).

6. When the translation is finished, export the XLIFF files from the online project. Use the Export bi-

lingual command again.

7. Open the local project where you created the XLIFF files from.

8. In the Translation pane, go to the Views tab, then click the Import command link. The original

views are now updated. The translatable documents are also updated with the update of the

views.

9. To export the translated documents in their original format, click the Export (dialog) or Export

(stored path) command link.

6.4.3 Views and translation documents

Segments in the original translation documents that are included in one or more views become

locked, and they are not available for unlocking while the view exists. Therefore these segments

cannot be joined or split. Translation documents and their views cannot be opened at the same time.

Even views that have a segment referring to the same segment of a translation document cannot be

opened at the same time. This way memoQ can guarantee that the modification of the segments is

implemented in every corresponding translation document and view.

6.5 Using the communication feature

With an online project, all aspects of the project are stored on a server. This central location lets

project managers closely monitor project progress: as translators and reviewers edit the documents,

they are immediately updated on the server too.

1. Start memoQ (if it is not already open).

2. Open an online project from the Dashboard.

3. Click the Manage command link, and then navigate to the Settings pane.

4. Click the Communication icon. The Communication category of the Settings pane appears:



5. In the Communication section, you can select or create a forum for the online project.

6. In the E-mail notifications section, you can specify general settings:

a. Notify project managers in e-mail if a document's status changes

b. Notify project managers in e-mail if the project's status changes

7. Check the check boxes according to the changes that you want to learn about (either document

or project status changes or both).In the Notification chain section, you can check the check box-

es of the e-mails you want to send out by memoQ server:

a. To notify a new active user when a document is delivered or returned;

b. To notify a user when the deadline of a document changes;

c. To notify participants when a document is assigned or re-assigned;

d. To send an e-mail to the project manager in CC.

Important: This can result in a lot of e-mails for the project manager if you have many docu-

ments in many languages.

Note: To enable e-mail notifications, you need to set up an e-mail server (SMTP). Go to the

Server administrator > Configuration and logging > E-mail settings. Enter the SMTP details and

send a test e-mail to check the settings.

8. After you specify what notification to receive, click the Click to launch project icon. This starts the

communication and notification chain you set up (and sends the initial e-mails informing transla-

tors that they can start working).



6.6 Using the confidentiality mode

When you publish a local project or when you create an online project, you can define a confidential-

ity mode.

In the Confidentiality measures section, disable the plugins for this project:

If you check all 3 check boxes, the user is not allowed to use any plugin for this project. A message

will be displayed when he checks out the project, that he is not allowed to use the specified plugins.



Appendix

This table gives you an overview of the main project management features available for a standalone

project manager license.

Feature PM license without

memoQ server

PM license and

memoQ server

Assigning ELM licenses no yes

FirstAccept no yes

GroupSourcing no yes

Slicing no yes

Creating online projects no yes

Creating multilingual local projects yes yes

Creating Handoff packages yes yes

Post-translation analysis yes yes

Statistics for all languages yes yes

Accessing a memoQ server (when per-

mission granted) and performing pro-

ject management tasks

yes yes

Track changes and version control yes yes

Automatic email notifications and

communication features

no yes (emails are sent

by the memoQ serv-

er)

memoq quickstartguide pm 6 2 en 0

Documents

quick start guide

fragment search yielded

content connector service

content connector guide

polish translation memories

server administrator

statistics command link

options command link