Working with terminology lists

You use terminology lists to tell OpenTM2 to look for or ignore specific terms when checking a document.

OpenTM2 creates terminology lists during document analysis. The lists are compiled by comparing terms in a document with selected dictionaries.

In OpenTM2, you can generate and work with the following types of terminology lists:

Contents

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New terms lists

New terms are terms in a document that are not contained in specified dictionaries. You can use new terms lists to create a project-specific dictionary, to create your personal dictionary with terms that are often used for specific terminology, or to extend an existing dictionary.

Found terms lists

Found terms are terms in a document that are also contained in specified dictionaries. You can use found terms lists to copy existing entries from one dictionary to another or to check the used terminology in a dictionary before you use the dictionary for translation.

Exclusion lists

Exclusion lists contain terms that OpenTM2 can ignore when searching for new and found terms. Exclusion lists can be generated by copying selected new terms and found terms, or by editing inOpenTM2 or outside the system. By using such an exclusion list, you can reduce the number of terms to be included the next time you create a new terms list or a found terms list. Exclusion lists usually contain so-called noise words. For each installed language support, OpenTM2 already provides such a list.

A terminology list usually contains terms of only one language. When you copy a term from a terminology list to a dictionary, the source language of the dictionary must be the same.

Overview and terminology

All types of terminology lists can be exported, this means they are converted to an external format that is SGML based. A file with this format can be used to exchange the data of a list with other users or applications.

External terminology lists can be edited or created by other systems; to use them in OpenTM2, you import them.

A description of the external format is given in Creating an external terminology list.

What you can do with terminology lists

You can start most of the functions related to terminology lists from the related list window, as shown in the following example.

Prerequisites

None.

Calling sequence

Select:

  1. Utilities from the action bar
  2. Display terminology lists from the menu
  3. One of the list types offered in the cascaded window: Exclusion Lists, Found Terms Lists or New Terms Lists.

One of the list windows is displayed, for example the “New Terms Lists” window. The list window contains the list of existing terminology lists, in this example all new terms lists. Actions on a terminology list can be started by selecting a list name and an action from the File menu.

Creating a terminology list

Depending on the type of terminology list to be created, there are different ways to do this:

  • New terms lists or found terms lists are usually created during the analysis of a document. An overview of how to do this is given in “Analyzing documents using dictionaries“.
  • Exclusion lists can be created in a OpenTM2 window as described in “Creating an exclusion list“.

You can also create an exclusion list from an existing new terms list or found terms list. This is explained in Opening and changing a terminology list.

Another general way is to create an external terminology list outside of OpenTM2, which can be imported. This is explained in Creating an external terminology list.

Creating a list of new terms or found terms

New terms lists and found terms lists are created during analysis of a document.

Prerequisites
  • At least one document must exist.
  • At least one dictionary must exist.
Calling sequence

Select:

  1. The document in the “Document List” window
  2. Analyze… from the File menu
  3. Create lists in the “Analyze Documents” window
  4. Create list of new terms or Create list of found terms in the “List Settings” window
  5. Any dictionaries to be used
  6. Set to return to the previous window
  7. Analyze to begin the analysis and the creation of the selected terminology lists
Options and parameters

For a detailed description of the options see Analyzing a document.

Results

The terminology lists are created according to your specifications.

Creating an exclusion list

You can create an exclusion list from an existing new terms list or found terms list. This procedure is explained in Opening and changing a terminology list.

You can also create an exclusion list from the “New Exclusion List”window or the “Edit Exclusion List” window.

Prerequisites

The “Exclusion Lists” window is active.

Calling sequence

Select New… from the File menu. The “New Exclusion List” window is displayed.

Options and parameters

The upper list box is empty. Here you can define the terms for the new exclusion list:

  • To add a term, press Enter and type a term in the empty line.
  • To delete a term already entered, mark it with the mouse and press Enter.
  • To change a term already entered, overtype it. Pasting from the clipboard is also supported.
Name

Type the name of the new exclusion list.

To save the terms in the new exclusion list, select the Create button. If you do not want to create the exclusion list anymore, select the Cancel button.

Results

If you selected the Create button, the exclusion list is created with the terms entered and you can use it in the analysis of a document. If you selected the Cancel button, no new exclusion list is created.

Creating an external terminology list

Although OpenTM2 offers functions for the creation of terminology lists where you only specify some parameters in a window, you can also create them outside of OpenTM2.

This can be useful when you already have terminology lists available in a format of your own, which you must only convert to the format you can import in OpenTM2.

External new terms lists and external found terms lists must be created in an SGML format to import them.

External exclusion lists are created without SGML tags. If you want to create an exclusion list outside of OpenTM2, you can write a list of terms in an editor of your choice, where each line contains one term, and then import it in external format. The list can have any number of terms. For details on importing terminology lists see Importing a terminology list.

A new terms list requires as first tag in the first line <NTLIST> and as the very last tag in the last line of the list the tag </NTLIST>. The same applies to a found terms list, except that you must use the tags <FTLIST> and </FTLIST>.

The description of an entry always starts with the start tag <TERM> and ends with the corresponding end tag </TERM>.

The term itself is between the start tag <LEMMA> and the end tag </LEMMA>.

To add context information to a term, the context information must have the start tag <CONTEXT>, and the end tag </CONTEXT>. Adding context information is optional; you can include more than one context.

To insert the term address to a terminology list without context information, your entry would look as follows:

<TERM>
 <LEMMA>address</LEMMA>
</TERM>

When you want to insert the term hardware to a terminology list with information about two contexts, your entry would look as follows:

<TERM>
 <LEMMA>hardware</LEMMA>
 <CONTEXT>However, before selecting your hardware devices,
 you should understand your data processing requirements. </CONTEXT>
 <CONTEXT>This publication assists you in selecting
 a hardware configuration. </CONTEXT>
</TERM>

You can insert as much context information as you want, but each piece of context information needs the start and the end tag.

A new terms list with the entries hardware, software, term, context, and with some context information for the first and last entry would have the following layout:

<NTLIST>
 <TERM>
 <LEMMA>hardware</LEMMA>
 <CONTEXT>Your hardware requirements are as follows:</CONTEXT>
 </TERM>
 <TERM>
 <LEMMA>software</LEMMA>
 </TERM>
 <TERM>
 <LEMMA>term</LEMMA>
 </TERM>
 <TERM>
 <LEMMA>context</LEMMA>
 <CONTEXT>The context information must be stored between a start
 and end tag.</CONTEXT>
 </TERM>
</NTLIST>

You do not have to sort your entries in alphabetical order. This is done during importing.

How to import the new list is described in Importing a terminology list.

Deleting a terminology list

Prerequisites

The list window that contains the terminology list to be deleted is active.

Calling sequence

Select:

  1. The terminology list to be deleted
  2. Delete from the File menu
Options and parameters

Before the system deletes the selected list, it asks you to confirm whether you really want it:

  • If you select No, you can leave the delete function.
  • If you select Yes, the list is deleted.
Results

If you selected Yes, the list is deleted; otherwise it remains unchanged.

Exporting a terminology list

You can export a terminology list to give it to another user, for example, another translator who needs it for the translation of another document. You can choose to export the list in OpenTM2 or external format.

In order to exchange the data with other OpenTM2 users, select the OpenTM2format. If you want to pass the list to another program, you should select the external format.

When you export in external format, the found terms lists and the new terms lists are exported in SGML format. You can find a description of this format in Creating an external terminology list.

When you export an exclusion list in external format, it is written as an ASCII-coded file.

Prerequisites

The list window that contains the terminology list to be exported is active.

Calling sequence

Select:

  1. The terminology list to be exported
  2. Export… from the File menu

For an exclusion list, the “Export Exclusion List” window is displayed .
Eqfb7s11a.GIF

Figure 116. Export Exclusion List window

Options and parameters

Depending on the format selected, this window offers a different number of options and parameters. For exporting in OpenTM2 format, specify the following:

  • Format
Select OpenTM2 .
  • To
Select the drive to which you want to export the terminology list.

For exporting in external format, specify the following:

  • Format
Select External.

  • To
Specify the needed parameters where to store the terminology list and select the drive to which you want to export the list.

  • Name
Define the file name for the exported list.
  • Current directory
Displays the directory selected from the Directories list box.
  • Directories
Contains all available directories on the drive selected. Select the directory where to store the exported list.

To start the exporting function, select Export.

Results

The selected terminology list is now exported in the selected format. The file in the internal format can only be used by OpenTM2 users. The file in the external format can be used or changed by other applications. In Creating an external terminology list you find a description of how to work with external lists.

Importing a terminology list

If a terminology list has been created by another OpenTM2 user, you must import it to make it available in OpenTM2.

Prerequisites

To import a new terms list, the “New Terms Lists” window must be active.

  • To import a found terms list, the “Found Terms Lists” window must be active.
  • To import an exclusion list, the “Exclusion Lists” window must be active.
Calling sequence

Select Import… from the File menu.

For an exclusion list, the “Import Exclusion List” window is displayed.
Eqfb7s11b.GIF

Figure 117. Import Exclusion List window

Options and parameters

Depending on the format selected, this window offers a different number of options and parameters:

For importing in OpenTM2 format, specify the following:

  • Format
Select OpenTM2.
  • From
Select the drive from which you want to import the terminology list.When you have selected a drive the terminology lists are automatically displayed in the list box. Select the list you want to import.
  • To list
Type the name under which you want the data stored in OpenTM2.

For importing in external format, specify the following:

  • Format
Select External.

  • From
OpenTM2 needs information where the terminology list to be imported currently resides:
Select the drive where the external list is stored.
  • Name
Type the name of the external list.
  • Current directory
Displays the directory selected from the Directories list box.
  • Directories
Select the directory containing the external terminology list from the list of directories on the selected drive.
  • Files
Select the file name of the external terminology list from the list of names in the currently selected path.
  • To list
Type the name under which you want the data stored in OpenTM2.

To start the importing function, select the Importbutton.

Results

The terminology list is stored in OpenTM2 and can be used for further processing.

Opening and changing a terminology list

You open a list to work with it, for example, to copy entries from the terminology list to a dictionary or to another list.

Prerequisites

The list window that contains the terminology list to be opened is active.

Calling sequence

Select:

  1. The terminology list to be opened
  2. Open from the File menu

One of the following windows is displayed, depending on the type of list selected:

  • “Work with Found Terms List”
  • “Work with New Terms List”
  • “Edit Exclusion List”

See the “Work with New Terms List” window, as an example.

The “Edit Exclusion List” window is explained in Editing an exclusion list.
Eqfb7s11c.GIF

Figure 118. Work with New Terms List window

Options and parameters

In the list box you see the terms contained in the opened new or found terms list.

View

The meaning of the processing symbols in this row is as follows:

  • Eqfb7s11e.GIF Shows all terms in the list.
  • Eqfb7s11f.GIF Shows all terms not marked for any processing.
  • Eqfb7s11g.GIF Shows all terms to be deleted.
  • Eqfb7s11h.GIF Shows all terms to be added to a dictionary.
  • Eqfb7s11i.GIF Shows all terms to be added to an exclusion list.

The contents of the list box depends on the processing selected for the terms and the processing symbol selected in this row.

You can select and mark one or more terms in order to specify the processing:

  • Mark for delete
Select this button to remove this term from the lists.
  • Mark for dictionary…
Select this button to add this term to a dictionary. This takes you to the “Mark Term for Dictionary” window where you specify further parameters and then return to this window (see Marking a term for a dictionary).
  • Mark for exclusion list
Select this button to add this term to an exclusion list. You can select the exclusion list to be filled from the list box, which contains all available exclusion lists. You can also type a new name for an exclusion list in order to create a new one.
  • Unmark
Click this option to unmark a previously marked term.

The view symbol preceding a term represents the processing you have selected for it.

To begin the processing of the selected terms, you click Process. If you marked any term to add to a dictionary, you can specify more options in the “Mark Term for Dictionary” window (see Editing a dictionary entry). When the processing is completed, the list contains the remaining terms for which no processing was specified.

The marked terms need not be processed immediately. To save the list in its current status of marking, click Save.

To leave the terms list in its original status, click Cancel.

Results

If you selected Process, the terminology list is changed depending on your selections. If you made changes to any dictionary or exclusion list, they are active during the next analysis or translation of a document. If you selected Save, the terminology list is saved including the new processing marks. If you selected the Cancel button, the terminology list remains unchanged.

Marking a term for a dictionary

You can mark new terms and found terms to add them to a dictionary. You do this by clicking Mark for dictionary… in one of the following windows:

  • “Work with New Terms List”
  • “Work with Found Terms List”

The “Mark Term for Dictionary” window is displayed.
Eqfb7s11d.GIF

Figure 119. Mark Term for Dictionary window

Options and parameters
  • Term

The current term from the terminology list is displayed.

  • Translation

Optionally, type the translation for the term to be copied to the dictionary.

  • Add context information to dictionary entry

If you have created the terminology list with context information, this information is copied to this field. You can also type your own context information. To save the context information to the dictionary, mark the check box.

  • Dictionary
The list box contains all available dictionaries that are not protected. Select the dictionary where you want the term to be added.

To save the processing information for this term, click Mark.

To skip the current term, select the Skip button.

If several terms are marked for the dictionary, the next term is displayed in the Term field. If all marked terms were displayed, you are returned to the previous window.

Results

The selected term is prepared for addition to a dictionary. When all terms marked for the dictionary are processed, you can add more information, depending on the structure of the selected dictionary in the “Edit Entry in Dictionary” window. You can find more information about editing entries in dictionaries in Editing a dictionary entry.

Editing an exclusion list

When you have opened an exclusion list, the “Edit Exclusion List”window is displayed.

Options and parameters

The list box contains terms from the selected exclusion list.

  • To change a term, overtype it.
  • To add a term, press Enter and type a term in the empty line.
  • To delete a term, mark it and press Enter.

Clipboard operations (cut, copy, paste) are supported.

  • Save to
Displays all the exclusion lists to which terms can be saved. Select an existing exclusion list or overtype it with another name (to create a new list).

To save the terms in the selected exclusion list, select the Save button.

To leave the exclusion list in its original status, select Cancel.

Results

If you selected Save, the exclusion list is changed depending on your selections. If you made changes to the exclusion list, they are active during the next analysis of a document.

If you selected Cancel, the exclusion list remains unchanged.

Printing a terminology list

To do paperwork on terminology lists, you can print them on the printer attached to your workstation.

Prerequisites

The respective list window that contains the terminology list to be printed is active.

Calling sequence

Select:

  1. The terminology list to be printed
  2. Print from the File menu

The printing function is started immediately. The respective list window remains displayed.

Options and parameters

None.

Results

The selected terminology list is directly routed to your attached printer. The first line of the printout contains the type of terminology list and the list name. Then the contents of the list follow. Each entry is printed in a separate line. If your list contains context information, it is also printed.

Viewing the details of a terminology list

For all types of terminology lists, the system keeps some view details that can be displayed in the corresponding list window.

These details are:

  • Name
The name of the list.
  • Drive
The drive the list resides on.
  • Last Update (Date)
The date when the list was last changed.
  • Last Update (Date + Time)
The date and time when the list was last changed.
  • Size
The number of bytes that the list occupies on your disk.

You can toggle between two display modes:

  • Display the names only
  • Display selected details

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