Working with documents

You can translate many document types with OpenTM2, such as letters, brochures, booklets, and manuals.

You can translate documents that were originally created with a variety of text editors, word processors, and publishing systems. documentformats you can use with OpenTM2 The file types you can use with OpenTM2 include:

  • ASCII text files
  • Documents from word processors and publishing systems:
    • Ami Pro
    • BookMaster (R)
    • and IPF
    • HTML
    • Microsoft (R)
    • Word for
    • Windows (R)
    • RTF
    • WordPerfect
    • SGML
    • FrameMaker
    • Interleaf
    • Lotus (R)
    • Notes (TM)
    • Ventura
    • PageMaker
    • QuarkXpress
    • Machine-readable information (MRI)
    • Microsoft (R)
    • PowerPoint (R)
  • Machine-readable information that is contained within:
    • Assembler source code
    • Help files of Windows ® programs
    • Help and message files of OS/2 (R) programs
    • Windows (R) resource files
    • OS/2 (R) resource files
  • Unicode documents

A translation project can consist of one file or a set of files. In OpenTM2, each file is treated as a document.

In their original formats, documents consist of text and layout information, called markup. Markup defines things such as the positioning of page breaks and paragraph endings, highlighting, and font sizes.

When translating a document, OpenTM2 must be able to distinguish between this markup and the text that is to be translated. By ignoring the markup information during translation, OpenTM2preserves the original format of the document—although minor changes in the translated document can be necessary, such as adding space to a table that is full or a translated term that does not fit within a column. OpenTM2 uses a different markup table for each document format type.

Each document has a number of properties, such as the source and target languages, the markup table to use with the document, and the name of the Translation Memory to use for translations.

You must specify the properties of a document when you import it into OpenTM2.

By default, all documents in a folder have the same properties, although you can change them for individual documents.

For further information on how to deal with document formats, see Dealing with specific document formats.

Contents

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Overview and terminology

You must first import documents you want to translate into OpenTM2 (see Importing a document).

This can be done by importing documents into an existing folder. At this point, OpenTM2 asks you to specify the properties of the document. You can either let the system assign the default properties of the folder to which the document belongs, or you can assign different properties to the document.

Another method for importing documents is to import a complete folder that contains at least one document (see Importing a folder).

When you go to the Translation Environment to begin translating a new document, OpenTM2 analyzes the document to distinguish between the text that requires translation and markup data. It then splits up the document into translatable segments—which usually correspond to individual sentences—and markup data that is not to be translated.

OpenTM2 can distinguish between abbreviations ended by a period and the end of a sentence. It uses an abbreviation list to correctly identify sentence boundaries. See Maintaining abbreviation lists to learn how to maintain an abbreviation list.

The OpenTM2 editor displays the segments to be translated and the markup in different colors so that you can easily distinguish between the two. As you move from segment to segment, the markup data is skipped.

With the OpenTM2 editor, you can check the spelling in the translated document and see suggestions for correct spellings.

OpenTM2 also includes a word count function, which shows you the number of words and markup tags in the original and translated documents.

Prior to translating a document, you can check a document against the dictionaries that are installed with OpenTM2 to compile a list of terms in the document that are not currently in the dictionaries. You can choose to add terms from this new terms list to a dictionary.

When translating a new version of an existing document that has already been translated, you should check whether a Translation Memory for the document already exists, or whether one can be generated.

To continue translating a document that has been partly translated by somebody else, you should first acquire all related translation material. In particular, ask for the Translation Memory and all the dictionaries that were used. These can be passed to you in the form of an exported folder.

You can then display details of the document in the “Document List” window, such as the properties and processing status of a document, the date of import, date of analysis, and what percentage of the document has already been translated.

After completing a translation, you can choose to export a document back into its original format to load it into the original word processing system for a final layout review.

What you can do with documents

OpenTM2 offers several processing functions for documents, which you start by selecting:

  1. At least one document from the “Document List” window
  2. An action from the associated associated File,View , orUtilities menu
Prerequisites

A folder containing at least one document (except if you import a document).

Calling sequence

Select:

  1. The folder with your documents from the “Folder List” window
  2. Open from the File menu

Alternatively, select the “Folder List” window and double-click the folder name in the list. The “Document List” window for this folder is displayed.

Results

The selected folder is “opened”. To perform a task on a document, select at least one document and an action from one of the toolbar menus.

Analyzing a document

Analyzing a document means splitting it up into translatable pieces called segments. Segments are in most cases equivalent to sentences. This segmentation is performed with the help of markup tables that contain specific information for the type of markup used in the document. You choose the markup table to use as one of the properties of the document.

After the analysis of a document, OpenTM2 produces a copy of the original document to be used for the translation, this means, the original version of the document is kept unchanged by OpenTM2.

The system allows you to analyze documents with different results:

  • The documents are segmented (default).
  • The documents are segmented, segments can be substituted with segment translations, or a Translation Memory can be filled with these translations.
  • The documents are segmented, and terminology lists are created.

To analyze all documents in a folder, see Analyzing all the documents in a folder.

Analyzing documents using defaults

Segmentation is the basic part of the analysis. You activate it implicitly when you select Open for a document that has not yet been analyzed.

Prerequisites

The folder containing the document must be opened.

Calling sequence

Select:

  1. The document to analyze from the “Document List” window of the folder
  2. Open from the File menu

Alternatively, double-click the document in the “Document List” window.

This takes you to the Translation Environment where the analyzed document is displayed in the “Translation” window.

Results

The document is segmented. You can start to translate it (see Translating a document).

Analyzing documents using Translation Memory databases

If you have Translation Memory databases available from previous translations, you have several options:

  • OpenTM2 can search existing Translation Memory databases for segments that match segments in the document to be analyzed. Segments that match exactly or almost exactly can be copied into a new document- or project-specific Translation Memory.
  • The system can perform automatic substitutions, that is, it copies the translations of segments that were previously made for an identical source segment (exact match ) into the translation version of the document. Matches are considered to be exact even if the tagging of the segment to be replaced differs from that of the translation proposal.
  • The remaining untranslated segments can optionally be send to the machine translation server (only if the target language is supported by the machine translation server).
Prerequisites
  • The Translation Memory databases to be searched must exist.
  • The folder containing the document must be opened.
Calling sequence

Select:

  1. One or more documents from the “Document List” window
  2. Analyze from the File menu

The “Analyze Documents” window is displayed.
Eqfb7s7a.gif

Figure 44. Analyze Documents window

Options and parameters

On the “General” page:

  • Documents to be analyzed
This box contains the documents you selected previously.
  • Substitute exact matches in the documents automatically
Select this option to automatically replace original segments with the translations found in the Translation Memory associated with the document. The document is then already partially translated when you start working with it, enabling you to concentrate on the translation of new segments.
This option is particularly useful in conjunction with the Add segments to Translation Memory of folder/document option on the “Miscellaneous” tabbed page. Many Translation Memory databases can be searched in one run for matching segments that are copied into the document-specific Translation Memory, and are substituted in the translation document.
When you select this option, the Aut. Substitution tab is created, which is described in the following.
  • Create lists
When you select this option, the List Settings tab is created, which is described in Analyzing documents using dictionaries.
  • Create file containing untranslated segments
Select this option if you want OpenTM2 to create a separate file containing all untranslated segments. If you also selected Substitute exact matches in the documents automatically, this file contains only the remaining untranslated segments.
A file with a format similar to an external Translation Memory is created (see Untranslated segments file) containing empty target segments. This file can be exported for use by other systems . If an external system is able to add valid translations for these untranslated segments, the updated file can be imported into OpenTM2 as a Translation Memory for translation use.
  • Count Translation Memory match information
Select this option to enable OpenTM2 to count the number and type of matches that are found in the Translation Memory for the document. The document is then segmented and the matches are counted but no segments are replaced with matches that are found in the Translation Memory.
If you also select the Substitute exact matches in the documents automatically option, OpenTM2 automatically replaces segments with matches found in the Translation Memory and counts the number and type of matches replaced.
For information on how to view the counting result, refer to Counting the number and type of matches in a document.
  • Prepare Redundancy Report
Select this option if you later want to create a Redundancy Report to calculate the costs for a translation project. For more information on Redundancy Reports, refer to Creating a Redundancy Report.
  • Send untranslated segments to MT server
Select this option if you want send untranslated segments to the MT (Machine Translation) server. This option is inactive in the current version of OpenTM2.
  • Create segment list for Translation Memory Optimizer
Select this option if you want to create a segment list for the Translation Memory Optimizer too
  • Protect text in XMP and SCREEN sections
Select this option to protect text inside of <xmp > and <screen> sections in IDDOC or DITA documents. Without this option the text will be translatable.
  • Use analysis profile
Select this option to use an analysis profile for the analysis of documents. An analysis profile contains markup table specific analysis settings which will override the analysis settings specified in the analysis window. Select an analysis profile from the analysis profile list or enter the name of a new analysis profile. Press the Edit button to specify or modify the analysis settings in the profile. Press the Delete button to delete the currently selected analysis profile.

On the “Miscellaneous” page:

  • Add segments to Translation Memory of folder/document
Select this option if you want the Translation Memory databases that you can select from the Available list to be searched for matches. All exact matches or fuzzy matches found in the selected Translation Memory databases are then added to the Translation Memory databases associated with the folder or documents that are being analyzed.
From the Available list, select with a double-click those Translation Memory databases from where the segments are to be copied. The selected Translation Memory databases are displayed in the Selected box. You must select at least one Translation Memory, and you can select a maximum of 10 Translation Memory databases.
  • Stop search at first memory with exact match
Select this option if the search for memory segments should stop at the first memory containing an exact match. This avoids duplicate exact matches from subsequent Translation Memory databases in the list. Without this option OpenTM2 will extract matches from all selected Translation Memory databases.

On the “Aut. Substitution” page, which is only shown when the Substitute exact matches in the documents automatically option is selected:

  • Use exact context match when more than one found
Select this option if you expect segments with more than one exact match in the associated Translation Memory and you want the system to choose the one from the same document. In this case, the document must contain only one exact match. If this option is not selected, OpenTM2 skips the automatic substitution for a segment when more than one exact translation is found for a source segment.
  • Use latest exact match when more than one is found
Select this option if you expect segments with more than one exact match in the associated Translation Memory and you want the system to choose the most recent translation of the segment. If this option is not selected, OpenTM2 skips the automatic substitution for a segment when more than one exact translation is found for a source segment.
  • Adjust leading white space to white space in source segment
Select this option if the text is to have the same leading white space (blank, tab stop, and line feed) before and after the automatic substitution.
  • Adjust trailing white space to white space in source segment
Select this option if the text is to have the same trailing white space (blank, tab stop, and line feed) before and after the automatic substitution.
  • Respect CRLF in segment
The Translation Memory may contain two matching target segments for a source segment, one with carriage return line feed (CRLF), and one without. If you select this option, the target segment containing CRLF is taken during automatic substitution.
  • No blank at segment end even if source segment has one
A source segment may differ from its matching target segment in that the source segment contains one or more blanks at its end. If you select this option, such segments are considered an exact match during automatic substitution and the additional blanks at the end of the source segment are removed.
  • Use joined segments when found
Select this option to join segments. This can be useful if you want to analyze a document that you have worked with before and where you joined neighboring text segments before you translated them. During a new analysis run these segments are treated as separate units again. However, in the associated Translation Memory there is a match (translation) for the joined segments only. To find this match more easily during automatic substitution, this option joins neighboring segments in the document to be analyzed. Note that two neighboring segments are only joined if for the first segment in the sequence a fuzzy match has been found.
  • Ignore path in document names
Select this option if any path information in the document name is to be ignored when a document is checked for exact-exact matches.
  • No substitution if source and target segment is identical
Select this option to suppress the automatic substitution of segments when the source segment is identical with the target segment found in the Translation Memory.
  • Ignore memory proposals with comments
Select this option to suppress the automatic substitution of segments when the memory proposal has a comment.
  • Use TMO replacement list for IDDOC to DITA converted projects
Select this option to specify a TMO replacement list to be applied on IDDOC proposals for DITA documents. Once this option is selected, the name of the replacement list can be typed in the list name field or be selected using the Select…. button
  • List
The fully qualified file name of a TMO replacement list.

When you select both Use exact context match… and Use latest exact match…, the system combines both requirements and chooses the latest of the exact context matches. You then get fewer automatic substitutions than with Use latest exact match… but more than with Use exact context match….

Click Analyze to begin with the analysis of the document. As it can take some time to analyze the document, a window is displayed showing the progress of the operation.

Results

The document is segmented.

Depending on the options you selected, the document may already be partially translated, the Translation Memory updated, or a file created containing untranslated segments.

You can begin translating the document.

Editing analysis Profiles

An analysis profile allows the specification of analysis settings for a specific group of markup tables. When an analysis profile is specified in the analysis window the settings from the profile overide the settings specified in the analysis window. When the markup table of the analyzed document does not match the markup tables defined in the profile the analysis profile settings are ignored and the settings from the analysis window are used instead.

Calling sequence

Select:

  1. Activate the analysis window
  2. Select the option
  3. Select an analysis profile from the analysis profile list or enter the name of a new analysis profile
  4. press the button
Results

The analysis profile window is displayed The “Analyze profile” window is displayed.

AnalysisprofilewindowArtwork.gif

Figure 45. Analysis Profile window

Options and parameters
  • Markup table group
Select one of the markup table groups. The markup tables and the analysis settings for the selected group are displayed.
  • Available
This list shows the available markup tables. Markup tables already selected (in the same or another markup table group) are not listed here. To move a markup table to the selected list either double-click the markup table name or select the markup table name and press the “>” button.
  • Substitute exact matches in the documents automatically
Select this option to automatically replace original segments with the translations found in the Translation Memory associated with the document.
  • Create file containing untranslated segments
Select this option if you want OpenTM2 to create a separate file containing all untranslated segments. If you also selected Substitute exact matches in the documents automatically, this file contains only the remaining untranslated segments.
  • Count Translation Memory match information
Select this option to enable OpenTM2 to count the number and type of matches that are found in the Translation Memory for the document. The document is then segmented and the matches are counted but no segments are replaced with matches that are found in the Translation Memory.
  • Adjust leading white space to white space in source segment
Select this option if the text is to have the same leading white space (blank, tab stop, and line feed) before and after the automatic substitution.
  • Adjust trailing white space to white space in source segment
Select this option if the text is to have the same trailing white space (blank, tab stop, and line feed) before and after the automatic substitution.
  • Respect CRLF in segment
The Translation Memory may contain two matching target segments for a source segment, one with carriage return line feed (CRLF), and one without. If you select this option, the target segment containing CRLF is taken during automatic substitution.
  • Use joined segments when found
Select this option to join segments. This can be useful if you want to analyze a document that you have worked with before and where you joined neighboring text segments before you translated them. During a new analysis run these segments are treated as separate units again. However, in the associated Translation Memory there is a match (translation) for the joined segments only. To find this match more easily during automatic substitution, this option joins neighboring segments in the document to be analyzed. Note that two neighboring segments are only joined if for the first segment in the sequence a fuzzy match has been found.
  • Click Save to save the analysis profile.
  • Click Cancel to leave this window without saving the analysis profile.
Results

If you clicked on Save, the analysis profile is saved or created (if it is a new one) and can be used for the analysis process.

  • Usage of analysis profile
An analysis profile can be used when the analysis settings for documents must be different depending on the markup table of the document.
Normally you would select all documents of one markup table and perform the analysis for these documents and when select the documents which require different analysis settings and repeat the analysis for these documents.
With the help of an analysis profile this can be simplified. Just select one of the markup tables in markup table group 1 and select the settings required for this markup table, go to markup table group 2, select the second markup table and select the settings required for this markup table and save the profile. Select the profile in the analysis window and run the analysis process. For all documents with the markup table selected in the first markup table group the settings from the first markup table group are used and for all documents with a the markup table selected in the second group the settings from the second markup table group are used. For all other documents the settings from the analysis window are used.

Analyzing documents using dictionaries

If you have dictionaries available containing vocabulary associated with the document, you can ask OpenTM2 to generate two types of terminology list:

  • New terms list. This list contains all terms in your document that are not defined in the referenced dictionaries. You can use this list of terms to add entries to these dictionaries.
  • Found terms list. This list contains all terms in your document that are already defined in the referenced dictionaries. You can use this list of terms to fill a separate dictionary related to the document.

The generated terminology lists may contain terms that are unsuitable as terminology for your translation. In this case, you can create the lists again using exclusion lists or exclusion dictionaries to get fewer terms in the lists.

If you are only interested in terms that occur more than once in a document, you can specify a minimum number of occurrences greater than 1.

To perform the creation of terminology lists, you specify your options and parameters in two subsequent windows.

Prerequisites
  • Dictionaries and, optionally, exclusion lists must be available
  • The folder containing the document must be opened
Calling sequence

Select:

  1. One or more documents from the “Document List” window.
  2. Analyze… from the File menu. The “Analyze Documents” window is displayed.
  3. Create Lists’ The List Settings tab is created.
  4. List Settings tab

The “List Settings” page is displayed.
Eqfb7s7b.GIF

Figure 46. Analyze Documents window — List Settings page

 

Options and parameters

To create a new terms list, select:

  • Create list of new terms
Select this option to create a list of new terms. The system provides the folder name as the default name for the list to be generated. You can specify any other name. For this type of list, you can also select:
  • Include new multiword terms
Select this option to include multiword terms that are not hyphenated, such as data management, in the list of new terms. Choose whether the first word of these terms can be a noun, an adjective, or either of them.
  • Include context information
If a new term is found, the system can save the original segment (containing the term) as context information. This option is useful if you intend to copy the new terms to a dictionary that can contain context information.
  • Minimum number of occurrences
Specify how often a term must occur in the document so that it is included in the new terms list.

To create the list of all terms of a document that are also in selected dictionaries, select:

  • Create list of found terms
Select this option to create a list of found terms. The system provides the folder name as the default name for the list to be generated. You can specify any other name. For this type of list, you can also select:
  • Include context information
If a term is found in one of the selected dictionaries, the system can save the original segment (containing the term) as context information. This option is useful if you intend to copy the found terms to a dictionary that can contain context information.
  • Minimum number of occurrences
Specify how often a term must occur in the document so that it is included in the found terms list.
  • Add found terms to dictionary
To copy the found terms to a dictionary, select a dictionary from this list box.

For both new terms and found terms lists, you must specify:

  • Dictionaries to be used for analysis
Select the dictionaries to be used for generating terminology lists from the Available list box. The dictionaries are listed in the Selected list box in the order in which you select them, and the dictionaries are searched in this order. You must select at least one dictionary, and you can select up to 10.

If needed, you can limit the generation of terminology lists by the following options:

  • Use exclusion lists
If you have terms you want to exclude from the lists to be generated, use an exclusion list. For each language for which you installed the language support, OpenTM2 already provides an exclusion list. It contains so-called noise terms. Select the exclusion lists to be used from the list box.
  • Use exclusion dictionaries
If you have a dictionary that contains well-defined terms that you want to exclude from the terminology lists to be generated, select it from the list box.

Click Set to return to the “Analyze Documents” window.

To begin analysis, click Analyze.

Results

The document is segmented.

Depending on the options you selected, new terms lists and found terms lists are created, and can be modified and used for dictionary updates. For information on how to process new terms lists and found terms lists, see Working with terminology lists.

Analyzing documents using machine translation (MT)

You can begin translating the document.

Maintaining abbreviation lists

OpenTM2 uses language-specific abbreviation lists to identify correct endings of a sentence. This prevents that the period after an abbreviation is interpreted as the end of a sentence during analysis, for example in a sentence like For details see books, films, magazines, etc. and keep the subject in mind.. The period after etc. is not considered to be the end of the sentence. OpenTM2 provides default abbreviation lists for each source language supported. You can add new abbreviations, or delete or modify existing ones.

Prerequisites

The “Language List” window must be active (Display Language List from the Utilities menu).

  • The language you want to work with must be in active state.
Calling sequence

Select:

  1. An active language
  2. Open from the File menu or double-click the name of the language

The list of abbreviations for the selected language is displayed. For example, Edit Abbreviations for: German(national) if you selected this language. You can now make your changes.

Options and parameters
  • Abbreviations list
To update an abbreviation, overtype it. To add a new one, switch to Insert mode and press Enter at the line before which you want to insert it. To delete an abbreviation, use the Backspace key. Note that you end the abbreviation with a full stop.
  • Save
To save any changes and close this window.
  • Cancel
To close this window without saving any changes.
  • Help
To get information on how to interact with this window.
Results

The language-specific list of abbreviations is updated and will be used for subsequent analysis runs. Depending on the language you selected, abbreviations have been changed, added, or removed from the abbreviation list for this language.

Closing a document

To translate a document, you must open it so that the Translation Environment for this document is displayed.

Closing a document means to stop translating a document and to leave the Translation Environment.

Calling sequence

Select Close from the Translation Environment system menu.

This takes you back to the OpenTM2 main window.

Results

The translation document, the Translation Memory, and the dictionaries used are saved in their current status. You can start any other OpenTM2 task. The translation of this document can be continued at any time.

Counting the number of words in a document

OpenTM2 provides a facility for counting the number of words and markup tags in a document at any time. The result is shown in a window and can be saved in a file.

To count the number of words in all the documents of a folder, see Counting the words in all documents of a folder.

Prerequisites

At least one document must exist in the selected folder.

Calling sequence

Select:

  1. At least one document from the “Document List” window
  2. Count Words… from the Utilities menu

The “Count Words” window is displayed.
Eqfb7s7c.gif

Figure 47. Count Words window

Options and parameters
  • Documents
This box contains the list of the documents you selected in the “Document List” window.
  • Options
One of the following options can be selected at a time. Select:
  • Original
To count the number of words in the document before translation.
  • Translation
To count the number of words in the translated document.
  • Translation memory match information
See Counting the number and type of matches in a document for an explanation.
  • Duplicate words
See Counting duplicate words in a document for an explanation.
  • Fuzzy matches by class
See Counting the number and type of matches in a document for an explanation.
  • Output to
In this block you define where you want the system to save the results:
  • Screen
The result of the word count is displayed on your screen. This option is selected automatically.
  • File
Select this option to also store the count results in a file. You can:
  • Accept the proposed file name.
  • Type a file name of your choice.
  • Click Select… to display the “Select File” window from where you can choose the file name without having to type it (for a detailed description, see Specifying an output file).
  • Select the format of the count result file. The supported formats are
    • ASCII (plain text)
    • HTML
    • XML

Click Count to begin counting words.

Results

If you selected Original and output to Screen, the result is displayed in the “Word Count Results – Original” window (see Figure 48) with the following columns for each original document:

  • Documents
The name of the document
  • Untranslated
The number of words
  • Markup
The number of markup tags
  • Total
The number of words and markup tags

If you selected Translation and output to Screen, the result is displayed in the “Word Count Results – Translation” window (see Figure 48) with the following columns for each translated document:

  • Documents
The name of the document.
  • Translated
The number of original words already translated. Note that copying a marked part of a Translation Memory proposal (see Moving around marked text) is counted as one character.
  • Untranslated
The number of original words not yet translated.
  • Target words
The number of translated words in the translated document.
  • Markup
The number of markup tags.
  • Total
The number of translated words and markup tags.

Eqfb7s7d.gif

Figure 48. Word Count Results – Translation window
If you selected the File output option, the results are stored in the same format in the specified file.

To return to the previous window, close the respective “Word Count Result” window.

Counting duplicate words in a document

OpenTM2 provides a facility for counting duplicate words for one or more documents. The result is shown in a window and can be saved in a file. Duplicate words are words in segments which are contained more than once in the documents and will become exact matches once the first occurence of such a segment has been translated.

To count the number of words in all the documents of a folder, see Counting the words in all documents of a folder.

Using the “Include memory match information” option, information on memory matches can be included in the created reslts.

Prerequisites

At least one document must exist in the selected folder.

Calling sequence

Select:

  1. At least one document from the “Document List” window
  2. Count Words… from the Utilities menu

The “Count Words” window (see Figure 47) is displayed.
Eqfb7s7c3.gif

Figure 49. Count Words window

Options and parameters
  • Documents
This box contains the list of the documents you selected in the “Document List” window.
  • Options

Select:

  • Duplicate words
To count the number of duplicate words in the selected documents.
  • Include memory match information
To show information on memory matches in the results.
Output to

In this block you define where you want the system to save the results:

  • Screen
The result of the word count is displayed on your screen. This option is selected automatically.
  • File
Select this option to also store the count results in a file. You can:
  • Accept the proposed file name.
  • Type a file name of your choice.
  • Click Select… to display the “Select File” window from where you can choose the file name without having to type it (for a detailed description, see …).
  • Select the format of the count result file. The supported formats are
    • ASCII (plain text)
    • HTML
    • XML

Click Count to begin counting words.

Results

Result without “Include memory match information” option selected. The results of the word count are shown, for example, in the “Word Count Results – Duplicate Words” window.
DuplicateCounts.gif

Figure 50. Word Count Results – Duplications Words window

The window contains the following columns:

  • Documents
The name of the document.
  • Translated
The number of translated words in the documents.
  • Untranslated
The number of untranslated words in the documents.
  • Duplicate words
The number of words in duplicate segments. The first occurence of these segments is counted in the “To be translated” column.
  • To be translated
The number of words which have to be translated manually.
  • Markup
The number of tags in the documents.

If you selected the File output option, the results are stored in the same format in the specified file.

To return to the previous window, close the respective “Word Count Result — Duplicate Words” window.

Results

Result with “Include memory match information” option selected. The results of the word count are shown, for example, in the “Word Count Results – Duplicate Words” window.
DuplicateCounts2.gif

Figure 51. Word Count Results with memory match information- Duplications Words window

The window contains the following columns:

  • Documents
The name of the document.
  • Duplicate words (Repetitions)
All words in segments, which had already one occurrence in one of the document(s). The first occurrence of the segment is listed in one of the fuzzy columns and any additional occurrence of the segment is listed in the duplicate words column.
  • 95-99% Fuzzy
The number of words in segments for which there is a fuzzy match in the memory with a fuzziness of 95% up to 99% or segments for which another segment would become a 95-99% fuzzy match proposal during the translation of the document(s).
  • 75-94% Fuzzy
The number of words in segments for which there is a fuzzy match in the memory with a fuzziness of 75% up to 94% or segments for which another segment would become a 75-94% fuzzy match proposal during the translation of the document(s).
  • 0-74% Fuzzy
The number of words in segments for which there is a fuzzy match in the memory with a fuzziness of 0% up to 74% or segments for which another segment would become a 0-74% fuzzy match proposal during the translation of the document(s).
  • Total untranslated
The total number of words in segments which have no exact match in the Translation Memory. This column contains the total of the duplictae words column and th efuzzy columns.
  • Exact matches (100% Matches)
The number of words in segments for which there is one or more exact match in the Translation Memory.

If you selected the File output option, the results are stored in the same format in the specified file. To return to the previous window, close the respective “Word Count Result — Duplicate Words” window.

Counting the number and type of matches in a document

OpenTM2 provides a facility for counting the number and type of Translation Memory matches for one or more documents. The result is shown in a window and can be saved in a file.

Prerequisites

At least one document must exist in the selected folder.

Calling sequence

Select:

  1. At least one document from the “Document List” window
  2. Count words… from the Utilities menu

The “Count Words” window is displayed
Eqfb7s7c2.gif

Figure 52. Count Words window

Options and parameters
  • Documents

This box contains the list of the documents you selected in the “Document List” window.

  • Options
Select:
  • Translation Memory match information
To count the number and type of matches found in the Translation Memory for the selected documents.
  • Count replace matches separately
To show the matches replaced automatically, in separate columns.
  • Output to
In this block you define where you want the system to save the results:
  • Screen
The result of the word count is displayed on your screen. This option is selected automatically.
  • File
Select this option to also store the count results in a file. You can:
  • Accept the proposed file name.
  • Type a file name of your choice.
  • Click … to display the “Select File” window from where you can choose the file name without having to type it (for a detailed description, see … ).
  • Select the format of the count result file. The supported formats are
  • ASCII (plain text)
  • HTML
  • XML

Click Count to begin counting the matches.

Results

The results of the word count are shown, for example, in the “Word Count Results - Translation Memory Matches” window.
Eqfb7s7i.gif

Figure 53. Word Count Results – Translation Memory window

The window contains the following columns:

  • Documents
The name of the documents.
  • Total
The number of words in the documents.
  • Exact-Exact
The number of words in segments with identical matches.
  • Exact (1)
The number of words in segments having exactly one proposal.
  • Exact (2+)
The number of words in segments having more than one exact proposal.
  • Fuzzy
The number of words in segments with fuzzy proposals. If you did not select Count replace matches separately, the number displayed also includes the number of words in segments automatically replaced and automatically replaced in a fuzzy match.
  • MachMatch
The number of segments translated by machine.
  • No match
The number of words in segments with no proposal.

If you selected Count replace matches separately, you get the following fields in addition:

  • Replace
The number of words in segments automatically replaced.
  • FuzzyRepl
The number of words in segments automatically replaced in a fuzzy match.

If you selected the File output option, the results are stored in the same format in the specified file.

Note that the criteria for fuzzy matches can be customized, as described in Viewing and changing the system preferences. This also influences the “No match” counter.

If there is no Translation Memory match data available for a document, for example because the document has not been analyzed yet or neither the Substitute exact matches in the documents automatically options nor the Count Translation Memory match information option was selected during analysis, the “Word Count Results - Translation Memory Matches” window contains the text No match ….

To return to the previous window, close the “Word Count Result — Translation Memory Matches” window.

Counting words in segments with fuzzy matches

OpenTM2 provides a facility for counting words in segments with fuzzy matches. The result is shown in a window and can be saved in a file. The words in segments with fuzzy matches are grouped in classes. The column Class-0 lists the number of words in segments with fuzzy matches which are only different in white space or inline tagging. The column Class-1 lists the number of words in segments with one different word , class-2 with two different words and so on. To count the number of words in all the documents of a folder, see Counting the number of words in a document.

Prerequisites

At least one document must exist in the selected folder and the document has to be analyzed.

Calling sequence

Select:

  1. At least one document from the “Document List” window
  2. from the menu

The “Count Words” window (see Figure 52) is displayed.
Count Words.gif

Figure 54. Count Words window

Options and parameters
  • Documents
This box contains the list of the documents you selected in the “Document List” window.
  • Options
Select:
  • Fuzzy matches by class
To count the number of words in segments with fuzzy matches in the selected documents.
  • Output to
In this block you define where you want the system to save the results:
  • Screen
The result of the word count is displayed on your screen. This option is selected automatically.
  • File
Select this option to also store the count results in a file.You can:
  • Output to
In this block you define where you want the system to save the results:
  • Screen
The result of the word count is displayed on your screen. This option is selected automatically.
  • File
Select this option to also store the count results in a file. You can:

  • Accept the proposed file name.
  • Type a file name of your choice.
  • Click …to display the “Select File” window from where you can choose the file name without having to type it (for a detailed description, see Specifying an output file).
  • Select the format of the count result file. The supported formats are
  • ASCII (plain text)
  • HTML
  • XML

Click Count to begin counting words

Results

The results of the word count are shown, for example, in the “Word Count Results – Fuzzy Matches per Class” window (see Figure 53).
FuzzyCountResult.gif

Figure 55. Word Count Results – Fuzzy Matches per Class window

The window contains the following columns:

  • Documents
The name of the documents.
  • Total
The number of words in the documents.
  • Class-zero
The number of words in segments with fuzzy matches where no source words are different.
  • Class-1
The number of words in segments with fuzzy matches where one source word is different.
  • Class-2
The number of words in segments with fuzzy matches where two source words are different.
  • Class-3
The number of words in segments with fuzzy matches where three source words are different.
  • Class-4
The number of words in segments with fuzzy matches where four source words are different.
  • Class-5
The number of words in segments with fuzzy matches where five source words are different.
  • Class-6up
The number of words in segments with fuzzy matches where six or more source words are different.

If you selected the output option, the results are stored in the same format in the specified file.

To return to the previous window, close the respective “Word Count Result – Fuzzy Matches per Class” window.

Dealing with specific document formats

OpenTM2 can work with documents that originate from a variety of word processors and formats.

Most word processors include facilities for converting document files from one document format to another. If the file format of your word processor is not explicitly supported by OpenTM2, you may be able to use these conversion facilities to convert your file to a format that is supported directly by OpenTM2.

Sometimes, it can be helpful to have a printed version of the original document available to get a better picture of the whole document.

It is recommended that you check your document after translation for any changes concerning the layout. You can edit and print it with the word processor that was used for creating the original document. Minor format corrections might be necessary because translated text has not always the same length as the corresponding original text.

Ami Pro documents

OpenTM2 directly supports the document format of Ami Pro Version 2 or 3, which usually has the file extension SAM. Import such documents using the EQFAMI markup table. If they were designed for processing by Lotus (R) Notes (TM), import them using the LOTUSAMI markup table.

Do not change, delete, or insert markup data outside translatable segments. Inline tags should be handled carefully.

The start of highlighting like bold, italics, underline, or similar is indicated with <+, any character, and >. The end of this markup data is indicated with <-, the same character as at the start of this markup tag, and >.

Tables, headers, and footers appear at the beginning of the document for translation.

ANSI documents

OpenTM2 provides the following markup tables to import different ANSI (Windows ISO 8859-x) documents:

  • EQFALINE for files in which everything is translatable.
  • EQFAQUOT for files in which translatable text is enclosed in single quotes.
  • EQFAMRI for files in which translatable text is enclosed in double quotes.
  • EQFANSI for ANSI documents. This markup table is combined with a user exit.

The EQFALINE markup table is used for ANSI documents that are completely translatable. In such documents, each line is translated separately. This means that text segmentation is based on a line basis. Such documents do not contain comments.

The EQFAQUOT markup table is used for files in which translatable text is enclosed in single quotes (‘) and the EQFAMRI markup table for files in which translatable text is enclosed in double quotes (“). Comments, which are not translatable, begin with two backslashes (\\) and end with the end of the current line or begin with \* and end with *\. In the latter case, comments can span several lines. Replacement variables that start with a percent sign (%) and have a well-defined format like %8.8s or %ld, are not translatable.

ASCII documents

OpenTM2 provides the following markup tables to import different ASCII documents, which are text files without any formatting tags:

  • EQFLINE for files in which everything is translatable
  • EQFQUOTE for files in which translatable text is enclosed in single quotes
  • EQFMRI for files in which translatable text is enclosed in double quotes
  • EQFASCII for ASCII documents

The EQFLINE markup table is used for ASCII documents that are completely translatable. In such documents, each line is translated separately. This means that text segmentation is based on a line basis. Such documents do not contain comments.

The EQFQUOTE markup table is used for files in which translatable text is enclosed in single quotes (‘) and the EQFMRI markup table for files in which translatable text is enclosed in double quotes (“). Comments that are not translatable begin with two backslashes (\\) and end with the end of the current line or begin with \* and end with *\. In the latter case, comments can span several lines. Replacement variables that start with a percent sign (%) and have a well-defined format like %8.8s or %ld, are not translatable.

Assembler documents

OpenTM2 allows you to translate text contained in Assembler files, that is, information that is enclosed by single quotes. For example:

*2.......10....16...............................................72.......
           DC      C'THIS IS A ONE LINE TEXT'         DC     C'This is
a two line text string that will be presented x             under
OpenTM2 on one line'

Import these documents into a OpenTM2 folder, using the EQFASM markup table.

Text spread over more than one line is shown on one line in the “Translation” window. Translated text that does not fit into one source record is spread into several lines. A continuation character is placed in column 72, and the continuation begins in column 16.

BookMaster (R) and Information Presentation Facility documents

Import these documents using the EQFBOOK markup table.

FrameBuilder files

OpenTM2 supports FrameBuilder Version 5.5 files, which usually have the file extension MIF. Import these files using the EQFFRBLD markup table.

HTML documents

Import HTML level 2.0 and 3.0 documents using the EQFHTML2 markup table and level 4.0 documents using EQFHTML4. The latter markup table is combined with a user exit.

Interleaf files

OpenTM2 supports Interleaf (ASCII) files, which usually have a file extension of DOC. Import these files using the EQFINT2 markup table.

Lotus (R) Notes (TM) documents

Import Lotus (R) Notes (TM) documents using the LOTUSNGD markup table.

Microsoft (R) PowerPoint (R) documents

Import Microsoft (R) PowerPoint (R) documents using the EQFPPT markup table.

Microsoft (R) Word for Windows (R) documents

OpenTM2 supports the following document formats of Microsoft (R) Word for Windows (R):

  • Word Version 2.0
  • Word Version 6.0
  • Word Version 7.0 (Word 97)
  • Word Version 8.0 (Word 98)
  • Word Version 9.0 (Word 2000)

Import these documents using the EQFMSWRD markup table.

Note: The markup tables EQFWORD and EQFWORD6 are no longer supported. Therefore, analyze existing Word documents again using the new markup table EQFMSWRD.

RTF documents

Rich Text Format (RTF) is a document format supported by many word processors. Import these documents using the EQFRTF markup table.

Select Check for changes of inline tags during translation to ensure that braces ({ }) are not misplaced or deleted unintentionally. Otherwise the translated document may no longer be accepted by the original word processor.

SGML documents

Import SGML documents that were designed for processing by Lotus (R) Notes (TM) using the EQFSGML markup table.

Unicode documents

Unicode enables you to display, and work with, documents in OpenTM2 that have different character sets, such as German and Japanese, or different code pages.

OpenTM2 provides the following markup tables to import Unicode documents:

  • EQFUTF8 for files which are encoded in UTF-8 format
  • UNICODE for files which are encoded in UTF-16 format
To use Unicode you must import the documents using the UNICODE or the EQFUTF8 markup table.

Windows (R) help files

These files are used to define help texts for programs running under Windows (R). They can be saved as RTF documents.

Import these documents using the EQFRTF markup table.

WordPerfect documents

OpenTM2 supports WordPerfect document formats that were created with WordPerfect Version 5.x, Version 6.0, and Version 6.1. You can import these documents into OpenTM2 using the EQFWP (for WordPerfect Version 5.x documents) or EQFWP6 (for WordPerfect Version 6.0 and 6.1 documents) markup table.

When you have translated the document, you can export it in external format and load it back into WordPerfect to generate a new index and new table of contents, for example, to print and review the translation.

Note: During translation, segments spanning more than two lines in the “Translation” window are joined including a blank space. As an exception to this rule, a blank is not inserted if an inline tag (such as [bold] or [italic]) is found at the end of a line. However, if you need a blank between the tag and the first word of the following line, it is recommended to join the lines such that no line ends with a tag or to start the following line with a blank before the first word.

Deleting a document

When you delete a document, you also delete the translated version of the document. However, segments you have translated are preserved in the Translation Memory.

Prerequisites

The folder containing the document must be open.

Calling sequence

Select:

  1. One or more documents from the “Document List” window of the appropriate folder. To delete all documents in a folder, choose Select all from the File menu.
  2. Delete from the File menu.

You must confirm that you want to delete each selected document.

Results

The documents are deleted.

Exporting a document

Exporting documents allows you to share documents with other users. Documents can be exported at any time: before, during, and after translation. Partially translated documents can then be translated further by the recipient.

To transfer a document to another OpenTM2 user, it is recommended that you export it in OpenTM2 format, so that the recipient receives the document in its original format. If the recipient needs to have the document in a specific word-processor format, export it in external format.

For proofreading or validation the translated document can be exported as validation document

In addition, you can export translated glossary terms contained in a document to a Lotus (R) Notes (TM) database.

You can start the export procedure from within OpenTM2, or you can export documents in external format by entering the EQFCMD command and its parameters in the command area of your operating system. You may want to do this, for example, if you have many large documents to export. This command and its parameters are explained in Exporting documents.

Prerequisites

The “Document List” window of the respective folder is active.

Calling sequence

Select:

  1. One or more documents from the “Document List” window
  2. Export from the File menu

The “Export Documents” window is displayed.
Eqfb7s7m.gif

Figure 56. Export Documents window

Exporting a document in OpenTM2 format

Calling sequence

To export a document that is in OpenTM2 format, select OpenTM2 Format from Export as. The “OpenTM2 Format” page is displayed.
Eqfb7s7l.gif

Figure 57. Export Documents window (OpenTM2 format)

Options and parameters
  • Export
This box contains a list of the documents you selected in the “Document List” window.
  • To

Specify the drive to which you want to export the documents. You can also click Browse to display the “Browse for Folder” window on which you can select the appropriate drive.

Click Export to start document export.

Results

The document is exported and stored in OpenTM2 on the selected drive on your workstation in a separate subdirectory of the \eqf\export path under the file name you specified. For example, if the document device.html is exported from the folder samplehtml3, it is stored as \eqf\export\samplehtml3.f00\device.html. The document can be passed to other OpenTM2 users for further processing.

Exporting a document in external format

You use the external format to distribute a translated document for checking, for example.

Calling sequence

To export a document in external format, select External Format from Export as. The “External Format” page is displayed.
Eqfb7s7m.gif

Figure 58. Export Documents window (External format)

Options and parameters
  • Export
This box contains a list of the documents you selected in the “Document List” window.
  • Translation

Select this option to export the documents in their translated version.

  • Path
Type the path name where you want the translated documents to be stored on the selected drive. Use a trailing backslash (\). You can also click Browse to display the “Browse for Folder” window on which you can select the appropriate path.
  • With revision marks
Select this option to have the parts of the exported document that have been newly translated marked. Revision marks can be individually defined by you. To specify a set of revision marks to be used, do one of the following:
  • Type the name of an existing set of revision marks or a new name.
  • Select an existing name from the list box.
To change an existing set of revision marks or to define new revision marks, click Edit…. This takes you to the “Edit Revision Marks” window where you define your revision marks (see Editing document revision marks for export).
  • Original
Select this option to export the documents in their original version.
  • Path
Type the path name on the selected drive where you want the original document to be stored. Use a trailing backslash (\). You can also click Browse to display the “Browse for Folder” window on which you can select the appropriate path.
  • Untranslated segments
You can select this option only if you selected Create file containing untranslated segments during analysis, which generates a file containing untranslated segments. Select this option if you want to export this file.
This exported file is in the format of an external Translation Memory with empty target segments. You can transfer this file to a machine translation system to translate these segments automatically.
Note: The machine translation system must first be programmed to recognize the source and target language segments in the external format of the Translation Memory.
After the empty target segments have been completed by the machine translation system, you can import the file into OpenTM2 as a Translation Memory and use it to translate the rest of the document. The proposals offered in the Translation Memory window are then preceded by an [m] (generated by machine).
  • Path
You must type the path name on the selected drive where you want the untranslated segments file to be stored. Use a trailing backslash (\). You can also click Browse to display the “Browse for Folder” window in which you can select the appropriate path.

Click Export to start document export.

Results

The document is exported in external format and stored as an HTML file in the directory under the file name you specified. The document can then be further processed with the corresponding word-processing system.

Exporting a document in external format with a path

You can export a document in external format with its entire path information. You use this format to distribute a translated document for checking, for example, using the relative path information of the document to build the fully qualified name for the document to be exported.

Calling sequence

To export a document in external format, select External Format with relative path from Export as. The “External Format with relative path” page is displayed.

Eqfb7s7n.gif

Figure 59. Export Documents window (External format with path information)

Options and parameters

The page displayed differs from the “External” page in only one field, Start path instead of Path. The following sections describe only this field. For an explanation of all other fields, refer to Exporting a document in external format.

  • Start path
Type the path name on the selected drive where you want the translated or original document to be stored. Use a trailing backslash (\). The path that you specify in this field will also be stored as part of its name. For example, if the document name is vers\docs\device.html and the start path is \target\, the document is exported under \target\vers\docs\device.html.
Results

The document is exported in external format under its name and path information and stored as an HTML file in the directory under the file name you specified. The document can then be further processed with the corresponding word-processing system.

If the path that you specified does not exist yet, you are asked whether you want to create the new path. If you are exporting one document, click Yes. If you are exporting several documents and the path is to apply to all documents, click Yes to All.

Exporting a document in validation format

You can export a document in validation format for proofreading or translation validation.

Calling sequence

To export a document in validation format, select Validation Format from Export as.

Export Documents Validation format.gif

Figure 60. Export Documents window (Validation format)

Options and parameters
  • Path
Type the path name on the selected drive where you want the validation document to be stored. Use a trailing backslash (\). You can also click Browse to display the “Browse for Folder” window on which you can select the appropriate path.
  • Name
Type the name of the validation document. When no name is specified, the name of the document is used as name for the validation document. In combined mode the name of the folder is used. The name can only be specified when only one document has been selected or when all documents are combined into one validation document. You can also click Browse to display the “Select validation document name” window on which you can select the appropriate document name.
  • Format
  • HTML:
Use the HTML file format if you want to display the validation or proofreading document in the browser. No further modifications can be applied to this file format.
  • XML:
Use the XML file format if you either want to display the validation or proofreading document in the browser by applying a style sheet or if you want to process the XML file using custom tools.
  • DOC:
Use the DOC file format if you want to display and edit the validation or proofreading document in MS WORD or even in Open Office. Further processing is possible e.g. by using TRACK CHANGES or by using ADD COMMENTS. These functions are dedicated to MS WORD or Open Office.
  • ODT:
Use the ODT file format if you want to display and edit the validation or proofreading document in Lotus Symphony or in Open Office.
  • Combine into one document
Select this option to combine all exported documents into one file. The name of the folder is used for the combined document. Note: this option is only active when more than one document is selected for the export.
  • Type of Validation Document
  • Export for Validation:
This format is dedicated for validation purposes only. Validators request a dedicated format of the output which supports dedicated tasks and information. Please refer to the header of the generated document which contains detailed information for validators. Compared to the proofreading format users can’t adjust the output by exporting single match types, the output is more static.
  • Export for Proofreading:
This format is dedicated for proofreading purposes only. Proofreaders request a dedicated format of the output which supports dedicated tasks and information. Compared to the validation format users can adjust the output by exporting single match types.
  • Remove inline tagging from text
When the “Remove inline tagging from text” option is selected, all inline (neutral) tags contained in the segments are removed from the validation/proofreading document.
  • Preserve links and images
When the “Preserve links and images “links in the document are left as active links within the validation document and images are converted to image links. This option works independently from the “”Remove inline tagging from the text “option.
  • Include word count info
Check this option to add a column containing the number of source words of this segments to the proofreading document.
  • Include existing match info
Check this option to show information on the memory proposals which were available at the time the segment was translated.
  • Show mismatches only
Check this option to show only segments where the available memory proposals were not used by the translator; e.g. the segment was translated manually although an exact match existed.
  • Colors used in Validation Documents =====
  • gray : protected segments
  • green : segments with an extract match
  • yellow : segments with fuzzy matches
  • orange : segments with machine matches or replacement matches
  • red : segments without matches

Valformat.gif

Figure 61. Proofreading example

Match type options:

  • Auto Substituted
Select this option to include segments which have been substituted automatically into the validation document.
  • Exact
Select this option to include segments which have been translated using an exact match into the validation document.
  • Modified Exact
Select this option to include segments which have been translated using an exact match which has been modified manually into the validation document.
  • Machine
Select this option to include segments which have been translated using a machine translation into the validation document.
  • Replace
Select this option to include segments which have been translated using a replace match into the validation document.
  • Fuzzy
Select this option to include segments which have been translated using a fuzzy match into in the validation document.
  • New
Select this option to include segments which have been translated manually into the validation document.
  • Not Translated
Select this option to include segments which have not been translated into the validation document.
  • Protected
Select this option to include protected (= not translatable) segments into the validation document.
  • Select All / Deselect All
Click Select All to select all match types, click Deselect All to deselect all match types.
Results

The document is exported as a validation document.

If the path that you specified does not exist yet, you are asked whether you want to create the new path. If you are exporting one document, click Yes. If you are exporting several documents and the path is to apply to all documents, click Yes to All.

Exporting a document in plain XML format

You can export a document in XML format for processing the segments of the document with other tools.

Calling sequence

To export a document in validation format, select Plain XML Format from Export as.
XMLDocExport.gif

Figure 62. Export Documents window (Plain XML format)

Options and parameters
  • Path
Type the path name on the selected drive where you want the XML document to be stored. Use a trailing backslash (\). You can also click Browse to display the “Browse for Folder” window on which you can select the appropriate path.
  • Name
Type the name of the XML document. When no name is specified, the name of the document is used as name for the XML document. In combined mode the name of the folder is used. The name can only be specified when only one document has been selected or when all documents are combined into one XML document. You can also click Browse to display the “Select XML document name” window on which you can select the appropriate document name.
  • Combine into one document
Select this option to combine all exported documents into one file. The name of the folder is used for the combined document. Note: this option is only active when more than one document is selected for the export. Have been substituted automatically into the validation document.
Results

The document is exported as a XML document. If the path that you specified does not exist yet, you are asked whether you want to create the new path. If you are exporting one document, click Yes. If you are exporting several documents and the path is to apply to all documents, click Yes to All.

Exporting translated glossary terms to a Lotus (R) Notes (TM) database

You can export translated glossary terms that are contained in a document to a Lotus (R) Notes (TM) database.

Calling sequence

To export the terms to Lotus (R) Notes (TM), select Lotus (R) DGW from Export as.

The “Lotus (R) DGW” page is displayed.

LotusDocExport.gif

Figure 63. Export Documents window (Lotus Notes)’

Options and parameters
  • Mark term as approved
Select this option if all the terms to be exported are to be marked as approved.

Click Export to start the export.

Results

The translated glossary terms are exported and stored in a Lotus (R) Notes (TM) database.

Editing document revision marks for export

During export, OpenTM2 can insert revision marks in translated documents.

Revision marks can help reviewing a translated document. When translating an updated version of a previously translated document, many segments will remain unchanged. In most cases you can simply copy the Translation Memory proposals for these segments into the new document. These segments usually need no further checking because they originate from a previous translation.

The only segments that need to be reviewed are those that are translated from scratch, and those that are based on a proposal copied from the “Translation Memory” window and subsequently changed.

You can choose which segment categories you want to mark.

Prerequisites
  • The “Export Documents” window must be active, and you must export the documents in external format.
  • The export options Translation and With revision marks must have been selected.
Calling sequence

Click Edit… in the “Export Documents” window

The “Edit Revision Marks” window is displayed.
Eqfb7s7k.gif

Figure 64. Edit Revision Marks window

Options and parameters
  • Name
If this field is still empty, type a name for the revision marks.
  • Description
Type a text to describe the set of revision marks; this is optional.

You can mark the following types of segments with revision marks:

  • Segments that have been translated from scratch without using a proposal from the Translation Memory (… translated from scratch)
  • Segments that have been copied from a Translation Memory proposal and then changed (… modified proposal)
  • Segments that have been copied from a Translation Memory proposal but not changed (… unmodified proposal)

OpenTM2 lets you choose different symbols for marking the beginning and the end of each type of segment in the Begin text and End text fields. You can type, for example:

  • Tags that produce symbols when the exported document is formatted and printed.
  • Control characters that change the font type when the exported document is formatted and printed. Control characters are only recognized by certain word processors or printers.
  • Eye-catching characters, such as a string of asterisks (****** ).

Click Save to return to the “Export Documents” window.

Results

The set of revision marks is saved under the name you specified in the Name field. Documents exported in external format are marked accordingly. To see the result of the revision marks, browse the exported document file with a text editor or, if applicable, print the document.

Note: When you have marked the translations with the revision mark, you are recommended not to import these documents in OpenTM2 again, because the revision marks might be misinterpreted.

It is recommended to export the revised and finalized translation again without revision marks.

Importing a document

You must import a document into OpenTM2 before you can work with it.

A OpenTM2 document can be in one of the following formats:

  • OpenTM2 format
This format can be received from another OpenTM2 user who previously exported the document in OpenTM2 format. When you import a document into OpenTM2, you receive the current status of both the original and translated version of the documents.
  • External format (with and without relative path)
This format is produced by word-processing systems, such as WordPerfect or Microsoft (R) Word for Windows (R).When you import a document in external format you can decide whether you want to import it either under its name only or under its name and path information. Name and path uniquely identify a document in a folder. If you import a document under its name and path, you can have several documents in a folder with the same name, provided that the path differs.

In addition, you can extract glossary terms from a Lotus (R) Notes (TM) database and import them as a document into OpenTM2.

Prerequisites

The active window is the “Document List” window of the folder into which the document is to be imported.

Calling sequence

Select Import… from the File menu. The “Import Documents” window is displayed.
Eqfb7s7t.GIF

Figure 65. Import Documents window

Importing a document in OpenTM2 format

Calling sequence

To import a document that is in OpenTM2 format, select OpenTM2 Format from Import from.

The “OpenTM2 Format” page is displayed.
Eqfb7s7f.gif

Figure 66. Import Documents window (OpenTM2 format)

Options and parameters
  • From
To specify the current location of the documents:
  • Specify the drive where the documents to be imported currently reside. You can also click Browse to display the “Browse for Folder” window on which you can select the appropriate drive.
  • Double-click the folder containing the documents to be imported, in the Folders list.
  • Click one or more document names in the Documents list.

To import all documents listed in the Documents list, click Select all.

To start a new selection of documents, click Deselect all.

  • To folder

Shows the name of the folder to which you want to import the documents.

All files contained in the selected folder are listed in Documents. Select the documents you want to import, then click Import to start the import procedure.

Results

The selected documents are imported and you can start analyzing and translating.

Importing a document in external format

Calling sequence

To import a document produced by word-processing systems, select External Format from Import from.

The “External Format” page is displayed.
Eqfb7s7o.gif

Figure 67. Import Documents window (External format)

Options and parameters
  • From

To specify the current location of the documents:

  • Specify the path in which the documents to be imported currently reside. You can also click Browse to display the “Browse for Folder” window on which you can select the appropriate path.
  • Type the Name of the document to be imported. You can use global file name characters in this field as follows:Type only the common part of the file name in the Name field to display a subset of the available files in the Files list. Then add an asterisk (*) to represent the part of the file names that is different. For example, to import the files part01.doc, part02.doc, part03.doc, and part04.doc, type part*.doc in the Name field and press Enter.
  • The Documents list displays the files that match the specification you have entered in the Name field. Select the files you want to import as documents.

To import all documents listed in the Documents list box, click Select all.

To start a new selection of documents, click Deselect all.

  • To folder
Shows the name of the folder to which you want to import the documents.

All selected files are listed in Documents. Select the documents you want to import, then click Import to start the import procedure.

The “Document Properties” window is displayed for the first document.
Eqfb7s7g.GIF

Figure 68. Document Properties window

Options and parameters

If you import documents with the same properties as the folder, you do not specify anything in this window. Click Change to import the document.

If several documents are selected for importing, you must specify the properties for each document to be imported.
On the “Settings” page, specify:

  • Alias
An alias name for the document. Such a name is useful if you want to get the same exact matches from the Translation Memory as for another document that you already translated. You then assign the name of the other document as alias name for this document. Assume, for example, that document docupdate is an update of docnew and you want to get the same exact matches from the Translation Memory that docnew received. In this case, you would assign docnew as the alias name to docupdate.
If an alias name exists, OpenTM2 uses this name instead of the actual document name to access the correct Translation Memory.

The same alias name can be assigned to several documents. An alias name can have up to 256 characters.

  • Folder settings
In this box, the properties are displayed that are already defined for the folder in general:
  • Translation Memory
The name of an existing Translation Memory
  • Markup
The name of an existing markup table
  • Source language
The name of a supported source language
  • Target language
The name of a supported target language
  • Editor
The editor used for the documents in the folder
  • Conversion
The code page used for the documents in the folder
  • Document settings
Each document can have its own properties and can be different from those of the folder.If you import a document for the first time, the boxes in this group are empty.

If you import a document that already exists in the folder, the properties that you specified for the first import and that differ from the folder properties are displayed as default values, which you can change.

If the document has the same properties as the folder, you do not have to enter anything, and the document inherits the folder properties. Document properties that are different from the folder properties can be selected from the respective list boxes:

  • Translation Memory
The name of an existing Translation Memory
  • Markup
The name of an existing markup table
  • Source language
The name of a supported source language
  • Target language
The name of a supported target language
  • Editor
The editor to be used for the imported document
  • Conversion
The code page to be used for the imported document
  • Use settings for remaining documents
This option is only displayed if you want to import more than one document. If you want to assign the same properties to all documents, select this option.

For information on the “Admin” page, refer to Admin page described in Changing the properties of a document.

To save the specified properties, click Change.

Results

The selected documents are imported and you can start analyzing and translating.

Importing a document in external format with a path

You can import a document in external format with its entire path information. You can then have several documents in a folder that have the same name provided that the path differs.

Calling sequence

To import a document produced by word-processing systems, select External Format with relative path from Import from.

The “External Format with relative path” page is displayed.
Eqfb7s7p.gif

Figure 69. Import Documents window (External format with path information)

Options and parameters
  • Start path
Specify the drive on which the documents to be imported reside or specify the entire path in which they are stored. What you specify depends on which path information you want to become part of the documents’ name. If you do not want the full path information become part of the documents’ name, type the directory to be omitted in this field. For example, if you do not want directory tm to be part of the documents’ name, type TM in the Start path field. Document part01.doc is then imported under the name project\part01.doc.

You can also select the path from the “Browse for Folder” window after clicking Browse.

  • Name
Type the name of the document to be imported. You can use global file name characters in this field as follows:
Type only the common part of the file name to display a subset of the available files in the files list. Then add an asterisk (*) to represent the part of the file names that is different. For example, to import the files part01.doc, part02.doc, part03.doc, and part04.doc, type part*.doc in the Name field and then press Enter. The files list then lists all documents whose name matches your specifications. The name of the documents listed also contains the path information that you did not specify in the Start path field and therefore becomes part of the documents’ name.
  • Files
Displays the files that match the specifications you entered in the Start path and Name fields.
  • To folder
Shows the name of the folder to which you want to import the documents.

Select the documents you want to import from the files list. To import all documents listed in the files list, click Select all. To start a new selection of documents, click Deselect all. Click Import to start the import procedure.

The “Document Properties” window is displayed for the first document (see Figure 68). For more information about the contents of this window, refer to Importing a document in external format.

Results

The selected documents are imported. If you left the Start path field empty, the documents are imported under their name and full path information. If you specified a path in the Start path field, the path information of the imported documents excludes the specified path.

You can now start analyzing and translating the imported documents.

Importing glossary terms from a Lotus (R) Notes (TM) database

You can import the glossary terms of a Lotus (R) Notes (TM) database into OpenTM2. The name of the document’s markup table is always LOTUSNGD.

Calling sequence

To import the glossary terms from Lotus (R) Notes (TM), select Lotus (R) DGW from Import from.

The “Lotus (R) DGW” page is displayed.
Eqfb7s7u.GIF

Figure 70. Import Documents window (Lotus Notes)

Options and parameters
  • Server
Select or specify the server on which the database containing the glossary terms is located.
  • Databases
Displays all databases available on the selected server. Click a database to select it.
  • File name
Displays the database that you selected in Databases.
  • Source language
Select the source language of the glossary terms.
  • Target language
Select the target language of the glossary terms.
  • Extract untranslated terms only
Select this option if you want to import only the terms that have not been translated yet.

Click Import to start the import.

Results

The glossary terms are extracted from the specified Lotus (R) Notes (TM) database and are stored in a document in the SOURCE directory of the target folder. The name of the document is equal to that of the Lotus (R) Notes (TM) database.

Copying and moving documents between folders

You can copy or move one or more documents in a folder to another folder. This is an alternative to exporting and then importing documents, and it is recommended if you deal with a large number of documents. The advantage of this method is that you use the Windows-like multiple-select and drag-and-drop techniques to copy or move documents. Nevertheless, internally OpenTM2 exports the selected documents to a temporary directory and imports them into the target folder. OpenTM2 maintains the history log files of the source and target folders, as described in Results.

Prerequisites

The source folder containing at least one document must be open, and the corresponding “Document List” window must be shown. The “Document List” window with the target folder must be open. You can also have your folder list displayed in the Explorer-like tree view. Make sure that the target folder is visible.

Calling sequence
  1. Select one or more documents in the “Document List”window that you want to copy or move. Do this by holding down the Ctrl key and clicking the documents. To select a series of documents, use the Alt key respectively.
  2. If you want to drag and drop the selected documents to the target folder:
    1. To move the documents, drag them to the target folder. Note the small drag icon.
    2. To copy the documents, press SHIFT and drag them to the target folder. Note the small plus symbol beside the drag icon, indicating a copy operation.
  3. If you want to use the move/copy menu:
    1. With the documents still selected, click right on the document.
    2. Open the target folder
    3. Click PASTE
    4. Select document list window
    5. Right mouse click on document list window
    6. Click Copy respectively Move (The button corresponds to your previous selection.)
Results

The selected documents are copied or moved to the selected target folder.

The history log files of the source and target folder are updated as follows:

  • The history log entries of the selected documents from the source folder are merged into the target folder’s history log. They are not deleted from the source folder’s history log.
  • The target folder’s history log gets an entry that indicates that the documents were copied, respectively moved, with the “copy/move”function.
  • The source folder’s history log only gets an entry when documents were moved, indicating this fact.

Opening a document

You must open a document before you can start translating.

If the selected document has not been analyzed, OpenTM2 automatically analyzes the document based on the properties of the document and the folder. For more information on the analysis, seeAnalyzing a document.

Prerequisites

The “Document List” window of the respective folder is active.

Calling sequence

Select:

  1. The document from the “Document List” window
  2. Open from the File menu

Alternatively, double-click the document in the “Document List” window.

You are taken to the Translation Environment, where the selected document is contained in the “Translation” window.

Results

The document is segmented and you can start translating it.

To leave the Translation Environment, you must close the document.

Searching and replacing text in documents

OpenTM2 provides a Global Find and Replace function, which works across all or some documents of a folder.

This function might be helpful if you are looking for a particular piece of text of which source document you are not sure . Also, you may need to change a particular wording, but do not want to type the new text manually at each occurrence. OpenTM2 can search through a series of documents to locate the required text and change it automatically. Any change is automatically reflected in the associated Translation Memory to be available for future translations.

Note that OpenTM2 searches and replaces only pieces of text that can be translated. Markup tags cannot be changed. You can control whether OpenTM2 searches in protected text areas, like inline tags, for translatable text. This is helpful if you want to include markup tag attribute values in the search process.

Prerequisites

The folder must exist, and its documents must have been analyzed.

Calling sequence

You can start this function from a “Folder List” window or from a “Document List” window. Here the start from the “Document List” window is described.

Select:

  1. One or more documents you want to have searched through from the “Document List” window
  2. Global Find and Replace… from the File menu

The “Global Find and Replace” window is displayed.
GlobalFind.gif

Figure 71. Global Find and Replace window

Options and parameters
  • Find
the text for which you are looking. You can also select one of the last five terms that you searched for.
If you are searching for 2 or more terms combined with AND, all terms must be contained in the same segment to form a match.
If you are searching for several terms combined with OR, either one of the terms must be contained in the same segment to form a match.
If a search term is negated with the NOT operator, a segment will only match if the negated term is not contained in the segment.
Note: You can use wildcards. * is the placeholder for multiple characters, ? is the placeholder for a single character.
Note: If a search string contains AND / OR / NOT enclose the search string between double quotes. If you want to search terms containing double quotes the search term has to be enclosed in double quotes and the double quote being searched has to be duplicated. e.g. if you want to search for the term Null” (“Null” followed by a double quote) the term has to be entered as “Null””” in the find field.
  • Replace with
To change the term you are searching for to another term, type the term with which you want to replace the term that you specified in the Find box. You can also select one of your last five replacements.
Note: You can only replace terms in translated segments.
  • Case
Specify whether the search should respect or ignore case sensitivity.
  • Documents
Displays the list of documents that are to be searched.
  • Update Translation Memory
Select this box if you want your changes to be reflected in the Translation Memory. Any changed text segment is then updated in the Translation Memory associated to the folder.
  • Confirm on replace
Select this check box if you want OpenTM2 to stop before a text is changed. You are then prompted to confirm the change.
  • Find in translatable text only
Select this check box if you want OpenTM2 to search the text you are looking for in translatable text only.
If this check box is not selected, OpenTM2 searches also in protected text areas, like inline tags, for translatable text. This process might locate markup tag attribute values.
  • Whole words only
Select this check box if you want to find whole words only, not occurrencies where the Find string is part of a word.
If this check box is not selected, the Find term is also found if it is part of a word
  • Wildcard for single characters
Select here the character to be used as wildcard for single characters or de-activate the single character wildcard by selecting “None”. When used in the search string the wildcard character matches any character of the document.
Example: assuming that “?” has been selected as wildcard for single characters, the search string “f?r” will match the following words: “fur”, “for” but not the words “father”, “feather”, “fr”
  • Wildcard for multiple characters
Select here the character to be used as wildcard for multiple characters or de-activate the multiple character wildcard by selecting “None”. When used in the search string the wildcard character matches none, one or more characters in the document.
Example: assuming that “*” has been selected as wildcard for multiple characters, the search string “f*r” will match the following words: “four”, “father”, “feather”, “fr”, “for”
  • Display box
This area shows a part of the document containing the found piece of text. The found part is highlighted. You are also informed about the name of the document and the number of the segment containing the piece of text.
For easier perception of found text the lines are wrapped if they exceed the available width. You can enlarge the text area by enlarging the “Global Find and Replace” window. This retains the dialog control elements, but dynamically resizes the available window space for the text area.
  • Find
Starts the search for the term that you specified in the Find box in the first document listed and displays a small portion of the document in which the first occurrence of the term is found, in the text area. The term found is highlighted. You can then select either of the following:
  • Open document to view the entire document in which the term was found.
  • Find to move to the next occurrence of the term, which can be in the same or in another document to be searched. Select this button until you have reached the end of the last document to be searched or you want to stop searching.
  • Replace
If you selected the Confirm on change check box, a small portion of the document in which the first occurrence of the term is found is displayed in the display box and the found term is highlighted. You can then select one of the following:
  • Open document to view the entire document in which the term was found.
  • Find to move to the next occurrence of the term without changing the term. The next occurrence can be in the same or in another document to be searched.
If you did not select the Confirm on change check box, all occurrences of the term are replaced without you being asked to confirm the changes.
If you selected the Update Translation Memory check box, changes to translated segments are reflected in the Translation Memory associated with the folder.
  • Cancel
Stops the search and the interaction with this window and returns you to the starting point. Any changes you have made are not saved.
  • Help
Gives information to help you interact with this window.
Results

The specified piece of text is located at every occurrence within a document and changed where necessary. The associated Translation Memory is updated if requested.

Examples
  • “and”
Finds all occurrences of the string and. The double quotes around the term are required as and is a logical operator
  • IBM and not SAP
Finds all occurrences of the string IBM in segments which do not contain the term SAP
  • f*r
Finds all occurrences of strings starting with f and ending with r, e.g. for, fur, futur, fair, far
  • f?r
Finds all occurrences of strings starting with f followed by one other character followed and ending with r, e.g. for, far, fur
  • “one”””
Finds all occurrences of the term one followed by a double quote
  • “”””
Finds all occurrences of a single double quote

Search segments with fuzzy matches

OpenTM2 provides a Search Segments with Fuzzy Matches function, which works across all or some documents of a folder or across a group of folders.

This function might be helpful in the pre-translation process to identify segments which can be easily translated by using a fuzzy memory proposal and change some tagging or a few words.

Note that OpenTM2 searches and replaces only pieces of text that can be translated. Markup tags cannot be changed. You can control whether OpenTM2 searches in protected text areas, like inline tags, for translatable text. This is helpful if you want to include markup tag attribute values in the search process.

Prerequisites

The folder must exist, and its documents must have been analyzed.

Calling sequence

You can start this function from a “Folder List” window or from a “Document List” window. Here the start from the “Document List”window is described.

Select:

  1. One or more documents you want to have searched through from the “Document List” window
  2. from the menu

The “Search Segments With Fuzzy matches” window is displayed.
FuzzySearch.gif

Figure 72. Search Segments With Fuzzy matches window

Options and parameters
  • Search fuzzy matches up to
Select here the class of the segments with fuzzy matches being searched.
The class is the number of different words between the segment and the memory proposal.
Differences in white spaces and inline tagging are ignored.
  • Search results
In this area the results of the search are displayed.
For each entry the folder name, the document name, the segment number, the segment data and the source of the memory proposal is shown.
The differences between the segment text and the memory proposal are highlighted.
  • Start search
Starts the search for segments with fuzzy matches.The segments which match the selected class are displayed in the result area.
  • Stop search
Stops the current search.
  • Open document
Opens the document which contains the selected segment and makes the segment the active one. Opens the document which contains the selected segment and makes the segment the active one.You can also open the document and position to the segment by double-clicking the entry in the result list.
  • Cancel
Stops the search and the interaction with this window and returns you to the starting point.Help Gives information to help you interact with this window.
Results

The segments matching the selected class are displayed in the result area. Results displayed in the Search Segments With Fuzzy matches window (see Search segments with fuzzy matches).
FuzzySearchResult.gif

Figure 73. Search Segments With Fuzzy matches window

Spellchecking a document

A translated document can contain typing errors or misspelled words. OpenTM2 offers a spellchecking function you can use at any time during translation.

Spellchecking is supported for all languages for which language support is installed. For each misspelled word, OpenTM2 shows a correction proposal, which you can accept, overwrite, or skip.

Note that only the spelling of translated segments is checked.

Prerequisites

The language support file for the target language of the document must be installed. No spellchecking is supported for the following languages: Romanian, Slovene, Croation, Slovakian, Lithuania, Latvia, Estonia.

Calling sequence

If you are not already in the Translation Environment, start it by selecting:

  1. A document from the “Document List” window
  2. Open from the File menu
  3. The “Translation” window
  4. File… from the Spellcheck menu

The Spellcheck function starts immediately at the beginning of the translated document, and the “Spellcheck” window is displayed.
Eqfb7s7h.gif

Figure 74. Spellcheck window

Options and parameters
  • Misspelled word
The first word in the document that is misspelled or not in the language support file.
  • Similar Words
A list of correctly spelled alternatives for the misspelled word. Double-click the correctly spelled word to select it. Or, click Skip to continue with the next misspelled word without selecting any of the alternatives. For some words, this list may be empty.
  • Change to
The word selected as the correctly spelled one. You can overtype it if you need a new spelling.

You can accept a spelling in several ways. Select:

  • Change
To accept the spelling in the Change to field.
  • Addendum
To add a new spelling to the target language support file. Then this spelling will not be shown as misspelled anymore.
  • Temp Add
To add the new spelling temporarily to the target language support file. When you leave OpenTM2, this new spelling is not saved.

When all misspelled words have been either changed or skipped, a message appears telling you that spellchecking is complete.

Results

The corrections you accepted are substituted for the misspelled words in both the document and the Translation Memory.

Editing the spellcheck addendum

You can add terms which have been indicated as misspelled by the spellcheck facility (although spelled correctly) to an addendum for the language-support file of the current target language. During the next spellcheck, terms of this addendum are considered to be correct. You can modify this addendum at any time, for example, to remove terms that have been added by mistake.

Prerequisites

The document must be translated, and you must be in the Translation Environment.

Calling sequence

Select Edit addendum terms… from the Spellcheck menu.

The “Edit Addendum Terms” window is displayed.

Options and parameters

The terms in the addendum can be modified as follows:

  • To change a term, overtype it.
  • To add a term, press Enter, and type the new term.
  • To remove a term, mark it and press Enter.

Clipboard operations (cut, copy, paste) are supported. To save your changes, select Save. To leave the window without saving your changes, select Cancel.

Results

The corrections you made are saved and taken into account during subsequent spellchecks.

Translating a document

To prepare the translation of documents you can generate terminology lists, for example, to add new terms to a dictionary or generate a Translation Memory from previous translations.

To translate the documents, the Translation Environment offers common editor functions and specific functions for translation, such as dictionary lookup and copying translation proposals. Using these functions helps you translate documents more efficiently.

When you translate several documents on the same subject, the Translation Memory used will grow, and the number of translation proposals will increase.

Prerequisites
  • The document must have been imported.
  • To begin translating a document, it must be opened.
Calling sequence

Select:

  • The document to be translated from the “Document List” window
  • Open from the File menu

The Translation Environment is displayed. It consists of a number of windows. The selected document is shown in the “Translation” window. If the document you selected has already been partially translated, the cursor is positioned on the first untranslated segment and you can continue there.

Options and parameters

For information on how to use the editor functions, see Working with the OpenTM2 Editor.

Results

You can choose the sequence in which you translate documents. You can also translate parts of a document at a time and continue later until the documents are completely translated. If needed, you can export partially translated documents and give them to other OpenTM2 users who can continue the translation.

When you have completed the translation of the segments of a document, OpenTM2 automatically switches to the postediting mode where you can review the translation and check the spelling. TheTranslation Memory you used contains all segments and their translations and can be used for documents containing similar texts. You can postedit it whenever a translation needs to be modified.

Opening and translating several documents

You can open several documents and translate them in parallel in the Translation Environment.

If the selected documents have not been analyzed, OpenTM2 automatically analyzes them based on the properties of the documents and the folder. For more information on the analysis, see Analyzing a document.

Prerequisites

The “Document List” window of the respective folder is active.

Calling sequence

You have two choices:

  • You select several documents from the “Document List” window and then Open from the File menu.
  • You open one or more documents while translating using Open… from the File menu (see Viewing other documents while translating.
Results

In either case, the opened documents are displayed in the “Translation” window together with the respective dictionary and Translation Memory. If you used the first choice, the document selected first is the active one. If you used the second choice, the document opened last is the active one.

You can switch to another opened document by either clicking it or by selecting it from the Translation Environment option from the File menu.

You can close the opened documents one by one.

Viewing the properties of a document

The main properties of a document are:

  • Translation MemoryThe Translation Memory to be used for the translation of the document.
  • Source language The language of the original document.
  • Target language The language of the translated document.
  • Editor The editor associated with the document.
  • Markup table The markup table associated to the document. The markup table is used during analysis and translation of the document.
Prerequisites

The document must be in a folder.

Calling sequence

Select:

  1. A document from the “Document List”window
  2. Properties Summary… from the File menu
Results

A document in HTML format is displayed containing a summary of the document properties.
Docpropertywindow.gif

Figure 75. Document Properties document

If you want to view more properties or change the properties of a document, refer to Changing the properties of a document.

Changing the properties of a document

The properties must be defined individually for each document when you import documents in external format. They can be changed later.

Prerequisites

The document must be in a folder.

Calling sequence

Select:

  1. A document from the “Document List” window
  2. Properties… from the File menu

The “Document Properties” window is displayed.
Eqfb7s7j.gif

Figure 76. Document Properties window

Options and parameters

On the “Settings” page:

  • Short name
This field shows the document short name. This name is the internally used file name of the document.
  • Alias
Either this field contains the alias name that you specified during the import of the document or you can specify an alias name here.
An alias name is useful if you want to get the same exact matches from the Translation Memory as for another document that you already translated. You then assign the name of the other document as alias name for this document. Assume, for example, that document docupdate is an update of docnew and you want to get the same exact matches from the Translation Memorythat docnew received. In this case, you would assign docnew as the alias name to docupdate.
If an alias name exists, OpenTM2 uses this name instead of the actual document name to access the correct Translation Memory.
The same alias name can be assigned to several documents. An alias name can have up to 256 characters.
  • Folder settings
This box contains the properties that are specified for the folder in general. They cannot be changed in this window.
  • Document settings
This box contains the individual settings per document. Initially these boxes are empty.
If the document has the same properties as the folder, you do not have to enter anything, and the document “inherits” the folder properties. Document properties that are different from the folder properties can be selected from the respective list boxes. In the Translation Memory field, you can type the name of a new Translation Memory.

On the “Admin” page:

  • Folder administration
Contains part of the information specified on the “Admin” page of the “Folder Properties” window. You cannot change any of the fields.
  • Document administration
Contains administration information about the document:
  • Translator’s name
If the document is still to be translated, specify or select the name of the person to receive this document next. This can be the actual translator or the vendor, for example. If the document is already translated and on its way back to the project coordinator, leave this field blank.
  • Translator’s e-mail
If the document is still to be translated, specify or select the e-mail address of the person to receive this document next. This can be the actual translator or the vendor, for example. If the document is already translated and on its way back to the project coordinator, leave this field blank.
  • Shipment number
Contains the shipment number assigned to the folder containing this document. You cannot change this field.

The “Statistics” page contains information about the translation status of the document. The data cannot be changed in this window.

  • Date of source file
The date and time at which the source file was last modified outside OpenTM2.
  • Size
The number of bytes the document occupies on your disk.
  • Translated
The date and time at which translation was completed.
  • Analyzed
The date and time at which the document was analyzed.
  • Date of export
The date and time at which the document was last exported.
  • Date of import
The date and time at which the document was last imported.
  • Last update
The date and time at which the document was last updated in the Translation Environment.
  • Completion rate
The percentage to which the document is already translated.
  • Changed segments
The number of segments that were copied during the translation from the Translation Memory and then changed.
  • New segments
The number of segments that were entered entirely new without copying a match from the Translation Memory.
  • Copied segments
The number of segments that were copied from the Translation Memory and saved unchanged.

To save the specified properties for this document, click Change.

Results

The properties are saved for this document.

Viewing the details of a document

You can display parts of the properties and the current processing status of a document in the “Document List” window. This includes such details as the date of import, date of analysis, the percentage of the document that has been translated. Using this data you can easily show the progress of translation work. You can display these details in the “Document List” window.

The details of a document are:

  • Name
The name of the document
  • Date of source file
The date and time at which the source file was last modified outside OpenTM2.
  • Translated
The date when translation of the document was completed
  • Analyzed
The date when the document was analyzed
  • Exported
The date when the document was last exported
  • Imported
The date when the document was last imported
  • Updated
The date (and optionally the time) that the document was last updated
  • Size
The number of bytes of the original document
  • Complete %
The percentage of the document that has already been translated
  • Changed
The number of segments that were copied from the Translation Memory window during translation and subsequently changed
  • Shipment
The shipment number of the document
  • Markup
The markup table used for this document
  • Translation Memory
The Translation Memory used for this document
  • Source language
The language of the original document
  • Target language
The language into which the document is translated
  • Editor
The editor used for this document
  • Alias
The alias name for the document
  • Source
The last update date and time of the source document
  • Name without path
The document name without any path information
  • Extension
The file extension of the document

If nothing is specified for any of the last four items, OpenTM2 assumes these properties to be the same as for the folder.

For an imported folder, the details in the “Document List” window are defined by the sender. You can change them if you like. You can toggle between two display modes:

  • Displaying the names only
  • Displaying selected details

You can change the arrangement of the document details in the “Change Details” window described in Viewing and changing the details of a list item.

Including notes for the translator

OpenTM2 enables you to include notes in the source document to be translated. Thus, you can give the translator hints, tips, or instructions. The author of the document might want to inform the translator about the specific meaning of an expression. Or the project coordinator might want to give the translator the correct translation for a word.

Translator’s notes can be inserted at any place in a document. You can specify two levels of notes to emphasize different importance, which is then displayed with different colors, fonts, and indentation in the Translation Environment.

Translator’s notes in a source document

OpenTM2 supports translator’s notes for document types that allow for annotations or hidden text that do not appear in a printed document. For example, SGML documents, BookMaster (R) documents, and word processors like Microsoft (R) Word for Windows (R) Version 6, and WordPerfect, allow for annotations.

OpenTM2 uses this capability to nest translator’s notes inside annotations.

The following example shows the source of a BookMaster (R) document any how the author has added an annotation and several translator’s notes. Note that :annot. and :eannot. are BookMaster (R)markup tags, which enclose an ordinary annotation. trnote1: and trnote2: are OpenTM2 extensions that start a level 1 and level 2 translator’s note. The latter need to be nested inside BookMaster (R)annotations.

...text... 
:annot. This is an ordinary BookMaster annotation from the author,
not a translator's note. OpenTM2 ignores it. :eannot.
...text... :annot.trnote1: Important: Always translate "Insert" with
"Einfuegen" in order to be consistent throughout the documentation
and the menu items. :eannot. ...text... :annot.trnote2: If time:
check for proper translation of "Manual change". :eannot.

If you just want to add translator’s notes, you can specify them by adding trnote1: or trnote2: markups inside annotation markups of a document. Both markups are identical for all supported document types. Upper case notation is supported.

If you work with markup tables in more detail, note that the trnote1: and trnote2: markups are defined in the markup tables that support an annotation or hiding method.

Translator’s notes in the Translation Environment

A note in a document is referred to by <TRNOTE> in the Translation Environment. You can view all translator’s notes contained in the currently displayed document in one of the following ways:

  • Double-click <TRNOTE>
  • Select Commands from the Options menu, select the TRNote window entry, and then press Run.
  • Use the keys that you assigned to this command using the Keys dialog.
  • Select the Translatior’s note entry from the File menu.

You then get the “Translator’s Note” window containing all notes available in your current document. When you double-click a note in this window, the input focus is set on the segment next to the note.

<TRNOTE> is treated like any markup tag in OpenTM2:

  • You can hide it or display it in shrink mode.
  • You can change its name in the field on the “Display” page of the “Customize Translation Functions” window (see Setting up the profile). This changes the term in the Translation Environment, but has no effect on how translator’s notes are marked up in a source document.
  • You can change its foreground and background colors. The defaults are black and cyan, respectively. You might want to change them if you work with documents that contain many translator’s notes, or notes that are difficult to perceive in context (see Customizing colors and fonts).
  • You can change its font, style, and size (if you work with the RTFEdit editor) to differentiate it from surrounding text (see Customizing colors and fonts).

Preview XML documents

The markup table IBMXML is enabled to perform a XML-document preview. In order to preview the XML document, the steps described below should be followed. XML documents require a style sheet (*.XSL) document in order to be properly displayed. Import the XSL document into the folder and analyze it in order to be used by the preview function or select the XSL document from the hard disk drive.

Step by step description to preview a XML document

  1. Import and analyze the XML document.
  2. Open the XML document in the translation editor.
  3. Either click on “Translate”- “Show Translation” or click on the preview-icon in the icon list.
  4. Window Select XSL document from TM Folder opens.

Xslselection neu.GIF

Figure 77. Select XSL document from TM Folder window

 

  1. If the XSL document is part of the folder:
    1. From select the XSL document which is required to preview the XML document.
    2. Optionally select a directory where additional files are stored on. This can be graphics, include files etc. Click on button “Browse…” and select the appropriate directory in order to fill in the path-information to entry field “Misc. Files” or manually type the path to the additional files.
    3. Click on “OK” and the preview window opens.
  2. If the XSL document is not part of the folder:
    1. Optionally select a directory where additional files are stored on. This can be graphics, include files etc. Click on button “Browse…” and select the appropriate directory in order to fill in the path-information to entry field “Misc. Files” or manually type the path to the additional files.
    2. Click on button “Select Non-TM XSL” in order to select the appropriate XSL-document from the hard disk drive. The preview starts automatically.

Xslpreview.gif

Figure 78. Translation Preview window