translation workspace

Translation Workspace is a Computer Aided Translation (CAT) tool. It is an advanced productivity solution for providers of translation and localization services. It is a Software-as-a-Service (SaaS)-based application for creating and delivering translation projects.

Translation Workspace is Internet-based, allowing remote access from anywhere and at any time using any means of data communication.

For translators and editors using the Translation Workspace translation client (the Microsoft Office Word plug-in or Translation Workspace XLIFF Editor) that enables you to translate your documents interactively on the Translation Workspace server

What is the Translation Workspace?

Microsoft Word Plug-in• For translating Microsoft Word & Rich Text Format files• For more information, refer to the "Microsoft Word Plug-in" training

XLIFF Editor• For translating tagged file formats• For more information, refer to the "XLIFF Editor" training

Introduction | Translation Workspace Client – MS Word Plug-in

The Microsoft Word Plug-in is compatible with several versions of Microsoft Word, including 2000, 2002, 2003, 2007 and 2010

The Word Plug-in provides a working environment that is familiar for most professional translators

Microsoft Word plug-in and Translation Workspace Tools client (3.17 MB) Version: 3.11.7

https://translate.translationworkspace.com/sid/621bd83971ac4412/TranslationWorkspace.exe

After downloading the Microsoft Word Plug-in, simply accept the defaults offered by the installation wizard to get started.

System Requirements: Microsoft Windows 2000 / XP / Vista (32 and 64 bits) / Windows 7, Microsoft Word 2000 / 2002 / 2003 / 2007 / 2010 (32 bits)




Open the .doc, .docx, or Translation Workspace RTF file you are going to translate. The Translation Workspace functions will be in the ribbon accessed by clicking Translation Workspace in the Word 2007 & 2010 toolbar:

If you are using Word 2003, you have a toolbar and menu of commands:


The following table maps these ribbon features to the menu topic in which they also are found.


Contd…

Translation Submenu | Translation Workspace Client – MS Word Plug-in

The Translation menu of the Translation Workspace ribbon contains the menu commands that are needed to open a translation segment, to store new translations, and more.

Translation Submenu | Translation Workspace Client – MS Word Plug-in

Contd..

Start-up | Translation Workspace Client – MS Word Plug-in

Step 1: Login to Translation Workspace by connecting to the server using the “Connect icon

Step 2: Enter your Username, Password, Tenancy, and Server Address.

Username, password and Tenancy would have been shared by Edisense in a separate email.

Server address will always be (translate.translationworkspace.com)

Step 3: After login, you are presented with a list of Translation Memories. You will require to select the TM name provided by Edisense from the list

Step 4: Next, you must select the Target Language.

Source language will automatically be selected.

To start using MS Word plug-in of Translation workspace, please follow the steps mentioned below.

Start-up | Translation Workspace Client – MS Word Plug-in

To start translating the document, in your opened document, place your cursor in the first "segment" or in the segment that you want to translate. Select Open segment from the Translation Workspace > Translation menu or press Alt+Home. This will make your segment "active" or enabled for translation. While opening the segment, Translation Workspace will search your TM for re-usable translations and will present those in the active segment.

When you open a segment, the Translation Workspace client displays helpful information along with the match source. It gives a percentage indicating how close a match it found, the TM, user, and date the match was stored in the TM.

The segment display is separated in three fields: The first field displays status information and the source text of the found match. The second field displays the source text (the text to translate). The third field displays the found translation for the source text, or nothing if no translation was found.

You type your translation or modification of a found match in the third field.

Using | Translation Workspace Client – MS Word Plug-in

In the example shared, the found match was a 101% match, and the target field is bounded by green, which is used for 100% or higher matches.

The status information in the first field is composed of:

Field Description

101% The match percentage of the best match found61% The match percentage of the next best match foundWorking_Memory The name of the translation memory where the match was foundjdoe The name of the translator that created the translation

12/8/2009 The date when the translation was created (at your local time)

In case of a fuzzy match, the segment may be displayed as follows:

The match percentage of the top match is 97% (with a 2% penalty) and the differences between the current source sentence and the source of the found match are highlighted in yellow. In this case, the only differences are that the match found has an uppercase "T" in "Terminology" and "glossaries" is plural.The target field is bounded by red, which is used for fuzzy matches (and no match).In some cases, your project manager or administrator might have added descriptive information for a translation memory. This information is displayed in the status line (at the bottom) of the Word window.In case of a linked background memory, for example you may find text like "Take care, not yet proofread" or similar.


Reopened Segments

When you reopen a segment, the target text color will depend on whether or not you store the segment to the TM.

Reopen, Close, Don't Save

If you reopen an existing segment and close it without storing it to the TM (that is, you use the Close segment, don't save button): The Exact match color is reapplied when the segment was initially a 100% match. The Fuzzy match color is reapplied when the segment was initially a fuzzy match or a no

match.

Translation Workspace considers that, since this segment is not stored in the TM, it is not deemed final by the translator, hence still subject to possible later review.

Reopen, Store and Close

If you reopen an existing segment and store it to the TM, then the color of the segment changes. Several buttons and shortcuts exist for this: The Store and Close button (both on the toolbar and in the Translation menu) The Store, Close and Open Next Segment button (both on the toolbar and in the

Translation menu) The Store, Close and Open Next Non-100% Match button (both on the toolbar and in the

Translation menu)

In all cases, the target segment color is changed to the color of 100% matches: the segment is considered as reviewed. The match percentage does not change.


Concordance Search

When no match is suggested upon opening a new segment, you can still perform a manual search on (part of) your sentence in the TM.

To do so, click the Concordance icon on the Translation Workspace ribbon. It Displays the concordance search window for the currently active TM and language direction.

If you place your cursor on a word, then click the Concordance icon, the Concordance Search window appears with all the segments in the TM that contain the word.

You can also select multiple words, and the result set will include the matches of all the words in sequence at the top, and also segments containing all the words but not in sequence, and finally segments that contain only a subset of the words.

Concordance displays the concordance search window for the currently active TM and language direction, and the TMs that are linked to the active TM as background TMs.

The word that is placed below the cursor is initially searched, or a selection of words, if document text is selected. The Concordance search will search also any background TMs and TM aliases that have the Search Only option set for the link.

Conducting a TranslationCommonly used Translation Functions

The commands commonly used during translation appear in the Translation, Terminology, and Tags sections in the Word 2007 ribbon

TranslationOpen Next Untranslated Segment (Ctrl+Alt+Home) is used to open the next available segment for translation

Translate to Next non-100% match (Ctrl+Shift+* (on the Number Pad)) increases productivity by translating 100% matches in the document

Store, Close and Open Next Segment (Alt+ + (on the Number Pad)) saves the open segment to the TM and opens the next available segment

TerminologyGet Current Term (Alt+Down Arrow) adds the currently selected term in the AutoTerminology window to the document being translated

TagsGet Current Tag (Alt+Ctrl+Down Arrow) adds the currently selected tag of the source text into the same location in the target text

Conducting a TranslationOpen Segment

When a segment is open, there are three boxes visible.1. The top box contains the match information and the source segment found in the TM.

2. The second box contains the source segment from the document being translated.

3. The third box contains the target segment found in the TM.

To navigate through the available segments, use Get Next Match (Alt+Ctrl+Shift+Right Arrow), and

Get Previous Match (Alt+Ctrl+Shift+Left Arrow).

Differences between the segment in the document and the TM are highlighted.

Conducting a TranslationUsing Glossaries

Automatic matchingThe AutoTerminology window displays term matches for the currently open segment from glossaries linked to the translation TM

To add the term to the target segment, use the Get Current Term (Alt+Down Arrow) command

• Manual search• Click Search a Term to search linked

glossaries manually• Fuzzy matching can be used in manual

search

The currently selected term in the AutoTerminology window is inserted at the cursor

Conducting a TranslationConcordance Search

There are times when the TM settings will present no matches

By using the Concordance Search, you can check the TM for components of the segment

Use concordance search, when...The TM does not provide a match

The glossary does not provide a glossary match

To check whether a part of the segment has been translated already

1. Open "Quality Assurance Tools" under Current Document.

2. Select the TM and languages3. Select the Tests to run4. Indicate where to save the report5. Click "Start"

The resulting report provides details on issues, like • Missing tags• Formatting inconsistencies• Untranslated segments• Improper cleaning

For more information, see the "XLIFF Editor", or "Translation Workspace Tools" training courses.

Conducting a TranslationUsing the QA tools

To use QA Tools to identify errors in a translated file:

1. View both source and target by toggling "Show/Hide"

2. Select "Clean to target language"

3. In the "Document Cleanup" dialog, specify a log file, identify the files to be cleaned

4. Enable "Create .bak copies of input files" (to avoid overwriting the bilingual file), enable "Store Translations to TM" and click "Cleanup"

Translation Workspace is designed to work best when translation are stored to the TM interactively (during translation). Alternatively, the "Clean to Target Language" function can add the translations from one or more files to the TM, while also creating a target language copy of the file(s).

Conducting a TranslationStoring to the TM

1. Be sure the files have been cleaned and you have saved a copy.

2. Run Back Convert from Current Document or Documents.

3. If converting multiple documents, select the appropriate files and character entities.

To back convert a RTF file into its original file format using the Microsoft Word Plug-in, follow these three steps:

Conducting a TranslationBack-Conversion

Saving the Translation

When you have finished translating the document, you finalize it by “cleaning” out the source segments—leaving just the translated segments and storing it to the TM. Use the Clean to Target Language command:

In addition to making your bilingual file monolingual—that is, having only target segments—your translations are stored to the TM.

March 2013

What is XLIFF? Why use it? XML Localization Interchange File Format (XLIFF) is a tool neutral, XML-based format used to store extracted translatable text. It is a standard developed specifically for the localization process:

• Separates translatable text from formatting to allow translators to focus on the text to be translated

• Enables control over what gets translated, and over information flow (developer notes, string properties, etc.)

• Enables translation work using multiple localization tools and reduces dependency on specific tools

Highlights• Ideal for translation of tag-based formats (HTML, XML, DOCX, etc.) because tags are

protected• Integrated with Translation Workspaces Translation Memories (TMs) and Glossaries• Configurable user interface

How to DownloadXLIFF Editor

Translation Workspace Xliff Editor (13.52 MB) Version: 2.5.13https://translate.translationworkspace.com/sid/621bd83971ac4412/TranslationWorkspaceXliffEditor.exe

System Requirements: Microsoft Windows XP / Vista (32 and 64 bits) / Windows 7

https://translate.translationworkspace.com/sid/621bd83971ac4412/TranslationWorkspaceXliffEditor.exe



Start Up XLIFF Editor

XLIFF Editor

ToolbarMenu

Segment View

Document View

TM (Language Set)

Access Translation Memories

To access Translation Memories (TMs) and Glossaries stored in Translation Workspace:

1. Login to Translation Workspace by selecting "Translation Workspace > Connect to Translation Workspace".

2. Log in using Translation Workspace credentials:• Type in your username, password, and tenancy.• Type in Translation Workspace server address:

translationworkspace.com• Type in proxy information, if needed.

(Please contact your IT department for assistance.)

3. Select the appropriate TM and language pair.

ToolbarAfter downloading the XLIFF Editor, you can simply accept the defaults offered by the installation wizard to get started. When you open the XLIFF Editor, you will see a toolbar with the following features:

You use this toolbar to open files, open and store segments, connect to the TM, and more.

How to Configure Font

Arial Unicode MS (for J2E projects)

Segment/Document View Font

Open Document

You may be asked to set Target Language (en-us) when you open.

Segment

Document View

You can tweak the context tag information display.

Context Teak

Open Segment

In Translation

To connect to TM, Click

Close Segment

Translation Complete

Access Translation MemoriesThe XLIFF Editor user interface:

Classic UI: Segment view opens at the top of the document

To switch views, select "View > Use Classic UI", then re-open the file.

Default UI: Segment view opens in line with the document

• Toolbars• Terminology view: Glossary matches are displayed• Document view: Each document opens in a separate tab• Segment view: Segments are opened individually for editing

Document & Segment Edit Toolbars

Use the Document Toolbar to open and save documents:

Use the Segment Edit Toolbar to edit segments, set tag protection & visibility options, and see Translation Workspace server connection status:

• Protect tags to prevent accidental editing/deletion of tags.• Tag view selectors determine whether to display the full contents of a tag,

just the ID, or both the contents and the ID. Tag IDs can be helpful when manipulating tags, as you can use them to insert or move tags.

• Use "Show/hide whitespace" to toggle display of whitespace characters such as space, tab, and carriage returns.

• The Translation Workspace server connector indicates connection status, and if connected, displays the name of the TM and the source -> target language pair.

Ctrl+O +SOpen File Save

Save As

Ctrl+C

Copy

+XCut

+VPaste

+Z

Undo

+Y

Redo Protect tags

Show/hide whitespaces

Open/Close connection & connection information display

Tag view selectors

Document View Toolbar

Use the Document View Toolbar to set display options for segments, tags, and context:

Use "View > Zoom" to zoom the document view in or out, or use the Zoom bar at the bottom right corner.

• Segment view selections determine whether to display the Source segment, the Target segment if there is one, or Both.

• Tag view selections are the same as found in the Segment Edit Toolbar.• Context view selections determine whether to display contextual non-translatable text,

to hide it, or to represent it using empty <> lines.

For more information, refer to the "Menu Commands > View Menu" topic in the XLIFF Editor Help system.

Segment view Tag view Context view

Segment State Toolbar

Use the Segment State Toolbar to associate attributes to each segment pair.• State: The status of the target segment.• Qualifier: A description of the target segment state.

For more information on Segment State and Qualifier values, refer to the "Toolbars" topic in the XLIFF Editor Help system.

The Segment State Toolbar also indicates if a segment needs translation or if it has been approved:• Translate: Indicates whether or not the selected text should be translated. When

selected, the segment can be modified. When deselected, the segment is locked from editing.

• Approved: Indicates if a translation has passed final review. When selected, the segment is locked from editing. When deselected, the segment can be modified.

Translating in the XLIFF EditorOpening files

Select "Files > Open" to open a file to be translated, or drag and drop files into the XLIFF Editor document display area.• Files can be opened before or after establishing a connection to the Translation

Workspace server.• If the file does not include any opened and saved segments, you will be prompted

to select the target language:

Type in the first few letters of the target language code to jump to it in the dropdown menu.

• You may need to process a source file into a translatable XLIFF or RTF format before beginning translation work. For more information on pre-processing, refer to the "Introduction to File Pre- and Post-Processing" training.


When you have finished translating the document, you finalize it by “cleaning” out the source segments—leaving just the translated segments and storing it to the TM. Use the File > Save Target:

Translating in the XLIFF EditorSaving Files

To save changes:• File > Save: Saves the bilingual XLIFF file.• File > Save As: Saves the bilingual XLIFF file under a different name or in

another folder.• File > Save Target: Generates a target language only document in the original

source file format. This process creates the final deliverable, and is also known as Back Converting.

For more information on back converting, refer to the "Introduction to File Pre- and Post-Processing" training.

Translating in the XLIFF Editor Understanding Match Rates

During translation, the match rate from the TM is displayed in the Segment View when a segment is opened for editing.

If background TMs are in use, the match rate will show the premium or penalty applied, along with the relative match rate and the name of the TM in which the segment appears.

When multiple matches are available, the relative match rate of the previous and next available match(es) are shown.

93% UI_Project_TM1 jdoe 2009-12-28 04:40:22

Match rate User (or tenant)

Date and TimeReferenced TM

93+3% 88%> UI_Legacy_TM1 jdoe 2009-12-28 04:40:22

93-5% <96% 85%> UI_Legacy_TM2 jdoe 2009-12-28 04:40:22

Previous available match

Next available match

Translating in the XLIFF EditorCommon Translation Functions

Conduct common translation functions using the Translation Toolbar:

• Open segment: Opens the selected segment for editing.• Translate to next non 100% match: Translates all segments for which the

TM offers a 100% match, starting from the current cursor position. Then, the first segment with a non 100% match is opened.

• Store, close and open next untranslated segment: Stores the translated segment to the TM, closes the segment, then opens the next untranslated segment.

• Store and close segment: Stores the translated segment to the TM, then closes the segment.

• Close segment and delete translation: Closes the currently open segment and deletes the translation entered.

• Close segment, but don’t store in TM: Stores the translated segment locally in the document, then closes the segment without storing it to the TM.

• Cancel changes and close segment: Closes thesegment and returns it to the status prior to opening.

You can also double-click on any target segment to open it for editing.

Translating in the XLIFF EditorTerminology Search

• A glossary search is run automatically when a segment is opened. If a match is found, the terms are displayed in the Terminology view.

• Use the "Translation Workspace > Terminology > Search terminology" function to manually look for terms

• Enable the "Substring Match" checkbox to find results that are not an exact match.

• Use the "Insert the previous/current/next term at cursor position/selection in target" icons to copy found terminology matches into thetarget segment.

Terminology Search finds previously translated terms stored in the Glossary:

Use "Tools > Web Lookup > Lookup > Configure" to configure additional online dictionaries, or run a search in one of the available local dictionaries.

Translating in the XLIFF EditorConcordance Search

Concordance search finds all instances of a term or segment in the current document:

• Use the "Translation Workspace > Concordance search" function to look for terms or segments stored in a TM.

• If document text is selected, the selected text is searched. Otherwise, type in the term to be searched, then click "Search" or "Search Other":• "Search" looks for the term in the

connected TM.• "Search Other" looks for the term in

all TMs in the same Translation Workspace workgroup to which you have permissions.

Translating in the XLIFF EditorWorking with Tags

Tag protection and handling is a key feature of the XLIFF Editor.• Use the Tags menu to insert or move tags• Tags can be interactively modified

• To delete a tag, first disable tag protection by deselecting "Tag Protection" in the Tags menu

• QA checks can warn you if there are tag issues in the target segment

Translating in the XLIFF EditorInserting Special Characters

Insert special characters by selecting "Edit > Insert Character":• Highlight the desired character, then click on

"Insert", or click "Copy" to store the character in the clipboard to be pasted later.

• Click on "Edit Character List" to add any Unicode character to a user defined list of special characters.

You can also enter special characters using the standard Microsoft Windows method of typing

Alt+Keycode using a number pad.

Translating in the XLIFF EditorSegment Filters

The Segment Filter can be used to locate relevant segments:• Select a filter criteria, then click on "Filter > Apply Document Filter" to

show only the segments that comply with the filter criteria. All other segments are hidden.

• Select "Filter > Highlight Filter Matches" to highlight matching segments for quick identification.

• When a segment filter is applied, the "Next/Previous Segment" functions jump to segments that match the filter criteria.

• Segment filters are usually based on the segment state (as specified in the Segment State Toolbar), but can also be based on other criteria such as the qualifier (matching level) or other metadata.

• The XLIFF Editor comes with a number of built-in segment filters. Custom filters can be created by selecting "Edit > Edit Filters".

Translating in the XLIFF EditorFind and Replace

Use the "Edit > Find and Replace" function to replace terms or segments within the current document:

Use the "Tools > Batch Find and Replace" function to replace terms or segments across multiple XLIFF files.

Translating in the XLIFF Editor Spell Check

Run Spell Check by selecting "Tools > Spell Check".

• Use Built in Spell Checker (Enchant)• Uses open source spell checker Enchant• "Install or Update Dictionaries" to add spell checkers

from the Translation Workspace server• Use MS Word Spell Checker

• Microsoft Word 2003 or 2007 and selected language dictionary must be installed locally

Select the Spell Checker to be used from "Tools > Spell Check Configuration".Two spell checkers are available:

• Report Duplicate Words• Report Multiple White Spaces• Ignore Words That Contain Numbers

Both spell checkers have configurable options:

Translating in the XLIFF Editor Notes

Select "Translation > Add Note" to view, add, or remove comment notes associated with a translation unit.

• Use the "Has note" segment filter to easily identify the translation units which have an associated note.

• Notes are removed from the final localized file when a file is back converted to its original source file format.

Translating in the XLIFF EditorTarget File Preview

Select "View > Preview Settings" to set up preview options:

• Default Codepage: The character encoding used to generated the target file.

• Output Folder: Location where the preview file will be created. Point this folder to a location containing support files (graphics, style sheets, etc.) to generate a more accurate preview.

• Preview Application: The application used to preview the target file.

Use "View > Preview Current File" to see a preview of the translated document in the selected preview application.

Translating in the XLIFF EditorQA Check

2. Go to "Tools > Run QA Check".

Use Quality Assurance Tools to identify errors in a translated file:

Tag checks:• Changed tags: Reports if any of the target segment

tags are different than the source segment tags.• Added tags: Reports if there are more tags in the target

segment than in the source segment.• Paired tag sequence: Reports if open and close tag

pairs in a target segment are in incorrect order, or if one tag of the pair is missing.

• Missing tags: Reports if any tags found in the source segment are missing from the target segment.

Length check:• Segment length: Reports target segments that are too

long, based on attributes maxbytes and/or maxwidth defined in the XLZ file.

Format specific checks:• Runs QA checks created for specific file types.

1. Go to "Tools > QA Check Configuration" to specify the checks to be conducted.

Translating in the XLIFF EditorStoring Translations to the TM

Use "Add to TM" to store translations to a specified TM.

1. Go to "Translation Workspace > Batch Operations" and select the "Add to TM" tab.

2. Click "Add" to add files to be stored to a TM.

3. Verify the TM and Languages.

4. Click "Add to TM".

Select "Include Locked Segments" to also store segments that have been marked as not needing translation using the "translate" checkbox in the Segment Status toolbar.

For more information and a demo, refer to the "Introduction to File Pre- and Post-Processing" training.


To be sure the translations are stored to the TM, use the Add to TM feature in Translation Workspace > Batch Operations off the toolbar:

translation workspace

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