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Project Management Instructions for You
may receive a project (in a pack and go file) or you may have to create one
of your own. ____________________________________________________ PROCESSING office FILEs BEFORE IMPORTING The
files for most projects come in one of three Office formats (Word,
PowerPoint, Excel) and sometimes in PDF format.
These files require different procedures to avoid problems and errors during
processing with DV during translation and in the exported files. All files: If
there are non-editable figures (figures that cannot be edited clicking once
on them), the text must be transcribed. This task is usually assigned to a
text editor. There is a database of registered DTP Artists/Text Editors at
our intranet for you to assign the task. You will have to contact one of them
to assign this task. If
there are editable figures with text boxes, you must make sure that phrases
are not split into two or more text boxes or frames. If this is the case you
must warn the translators regarding this and ask them to put a note in the
COMMENTS column of the External View (EV) file or satellite file. These rows
must not be sent to the translation
memory (TM) and should be marked as do not send. Here are some links you should visit and read to
understand what is expected from the Text Editors and DTP Artists: Word files: 1
Open
each file and select TOOLS | OPTIONS | SAVE
and uncheck EMBED SMART TAGS 2
Make
the REVIEWING toolbar visible and look for tracked changes in the document.
Make sure you accept all. 3
Click
EDIT | FIND | MORE | SPECIAL and select MANUAL LINE BREAK. Look for any
instances of manual line breaks. If
you find one in the middle of a
sentence, replace with a space (if there is already a space simply delete
the manual line break). There is no need to replace manual line breaks that
are not in the middle of a sentence. DV
will not import text from text boxes that are in a Drawing Canvas. Therefore,
you must click on each text box to make sure there is no drawing canvas. The
text inside these drawing canvases must be transcribed for later insertion or
the drawing canvas must be removed (keeping the same layout). Paragraph
marks (¶) cannot be in the middle of a sentence; sentences cannot be broken.
If this is the case, correct the break and ensure that paragraph marks are at
the end of sentences, not in the middle or the text will end up in two
different rows in DV. PowerPoint files: PPT
files usually have drawings and text boxes. Ensure the text is not split
between two or more text boxes. PDF files: PDF
files must be saved as text in order to be imported into DV. Do not assume
that a PDF file saved as text will have all the text saved in the text file.
Part of it may not be saved. Therefore, you must compare the original PDF against
the text version. And of course, if there are images or figures in these PDFs
those will not be saved as text and must be transcribed. This task is usually
assigned to a text editor. ____________________________________________________ IMPORTING office FILES INTO DV All files: In
case of files with many graphics/figures the import time will be long and the
text in these graphic/figures will not be recognized by DV anyway. Therefore,
you can delete the figures/graphics, etc. before importing. Just make sure
the edited files are reinserted once the files are exported. Word files: In
some cases you might need to select "ignore hidden text" PowerPoint files: Make
sure you select "Process Master Slide." If the Master Slide has
text that needs to be translated you must select also "Process Master
Slide" ____________________________________________________ PROCESSING A PACK AND GO FILE To open and Import a Pack & Go package 1
Select
FILE | OPEN. 2
In
the OPEN dialog, navigate to the location of your Pack & Go Package,
select ALL DEJA VU X FILES or PACK & GO PROJECTS, and select the .dvpng
file. 3
Click
OPEN. 4
The
Pack & Go
Import Wizard starts. 5
Click
NEXT and create a project to host your Pack & Go package. 6
Select
NEXT. 7
The
wizard displays the current settings. 8
Click
FINISH. The wizard shows you the import progress and notifies you when the
import process is finished. 9
Déjà
Vu X Workgroup displays the open project. To translate a project created from a Pack &
Go package Once
the file is open, you can start to work in it right away. It may be a good
idea, however, to first re-adjust the settings of the current project. 1
Select
PROJECT | PROPERTIES. 2
On
the General tab, make sure that the client and subject
setting is set to match the configuration of your
subjects and clients. 3
On
the Databases tab, make sure that the project is mapped
to databases on your computer or network. When
you are done with your work on the project file, you can create a new Pack
& Go package and return it to the project owner. 1
Open
the project that you would like to export into a Pack & Go package. 2
Select
FILE | EXPORT | PACK & GO. 3
The
Select Location of "New Pack & Go
Package" dialog appears. 4
Name
the file, select the destination folder, and click on SAVE. The
Pack & Go Export Progress dialog appears. 5
When
the export is finished, a new file with the extension .dvpng will be placed
in the specified folder. Note that the size of the .dvpng file is
significantly smaller than the originating project file. 6
Send
the file to us. ____________________________________________________ Preparing & EXPORTING the Project There
are several steps to follow to prepare a project for export. The
steps will depend on the complexity of the project. Complexities to consider include:
Caution
– Please note the following and double check as required:
Preparing the File or Project for Export You
can export a satellite file (if you have DV Workgroup Edition) or export the
project (or part of it) as an External View file. If
the text in two consecutive cells in the SOURCE column seems to belong to a
single sentence split in two consecutive cells, place the cursor in the
SOURCE column and put a note in each row pressing CTRL + M. This does NOT apply to sentences divided by
a semicolon (;) or colon (:). For example, if there is a single sentence
split in three rows put a note in each row column: in the first row put JOIN
1, in the second row put JOIN 2, etc. Also, mark these rows as DO NOT SEND
and LOCKED so they are not sent to the translation memory or accidentally
modified. If
you have an available TM, pretranslate the project and mark fuzzy matches as
pending so the translator can verify code position, capitalization, etc. Exporting an External View (Rich Text Format) File There
are two major steps for exporting an External View File. The first step is highlighting the codes
within the files. The second step is
setting the export selections. The
third step is the actual export step. 1 Highlight Codes in Export Files It
is a good practice to highlight in red the codes in the export view files to
help the translators distinguish them from the rest of the text. 1
Go
to menu EDIT | REPLACE. 2
Select
MORE. 3
In
the FIND WHAT box type "{". 4
Select
SPECIAL | ANY DIGIT. 5
Type
"}". 6
Place
the cursor in the REPLACE WITH box. 7
Select
SPECIAL | FIND WHAT TEXT. 8 Select
FORMAT | FONT | FONT COLOR | RED 9 Click
OK. 10 Click
RELACE ALL. 11 Repeat
steps 4-10, adding an extra digit (step 4), until no occurrences are found. 2 Set the Export Selections for the File(s) Export
an External View (Rich Text Format) file for each language. Be sure you select: ·
Rich text format ·
All files ·
Only rows with empty targets ·
Suppress Duplicate Rows ·
Natural ·
Include row ID 3 Export
the File Using Naming Conventions ·
Exporting
Individual Files - the name of each exported External View should be the same
as the original, but with the extension for each language (_DE for German,
_IT for Italian, etc.). For a list of Language Codes click here. ·
Exporting
the Whole Project - If you are exporting the whole project into a single EV
file, then name the file as "Project Number_to translator_Language
Code.rft", where Project Number is the number of the project, and Language
Code is the code for each language. ·
Uploading
the Exported File(s) - Upload the exported versions to the intranet's folder
PROVIDERS | FROM ALTER | PROJECT NUMBER, where PROJECT NUMBER is the number
for the project. ____________________________________________________ RECEIVING AND PROCESSING TRANSLATED FILES When
you receive the satellite or EV file, rename it, changing "to
translator" to "from translator". Ideally you should have a
subfolder named, "Providers," within the project folder to avoid
confusion when handling multiple files. Place all files sent and received to
providers in this subfolder. Once you receive and import the External View
files, there are several things to do for
each language. It is important that you follow the next steps in the same
order described here: Check
for General Quality Control Issues ·
Make sure the spaces between words are the same
in the source and target columns. ·
There
must not be blank spaces after
or before codes in the TARGET column if they are not present in the
SOURCE column. That is, spaces should be the same before and after codes in
both source and target versions. ·
Make sure the capitalization of the first word in the
source and target columns match, unless the target language requires a
different capitalization. You may need to consult with the translator if
there are any doubts. Check
for Code Consistency To
check whether there are any discrepancy between
embedded codes in source and target: 1
Select
Ctrl+Home (or Ctrl+PgUp) in the selection mode to go to the beginning of your
open file or project. 2
On
the TRANSLATION menu, click CHECK EMBEDDED CODES. Déjà Vu X Workgroup will jump to the
next occurrence of a discrepancy between embedded codes in source and target. 3
Quickly
fix the codes by pressing Ctrl+F8. This will copy all missing codes to the
end of the current target segment. However, if you are not sure about
their position consult with the translator regarding font formatting. 4
Ensure
that the codes are now located in the correct position. 5
Continue
to check for code errors and fix them until you reach the end of the open
file or project. To
find the next numeral discrepancy: 1
Select
Ctrl+Home (or Ctrl+PgUp) in the selection mode to go to the beginning of your
open file or project. 2
On
the TRANSLATION menu, click CHECK NUMERALS.
Déjà Vu X Workgroup will find the next numeral discrepancy and display
a red exclamation mark in that row (or a light violet exclamation mark if
there is already a target comment on that row). Send
the Project to the TM and Pretranslate Send
the project to the TM pressing ALT + F12. Pretranslate
the rest of the project pressing CTRL + P. Make
sure there are no empty targets selecting ALL EMPTY ROWS in the Rows Selector. If there are empty
rows complete them using the TM or consult with the translator. Find
and Process Fuzzy Matches In
the Rows Selector choose FUZZY MATCH ROWS. Check for discrepancies row by row
between source and target versions for: ·
Bullets ·
Relative code position ·
Capitalization ·
Numerals ·
Punctuation symbols ·
Spaces before and after codes Each
time you correct a row press CTRL + ENTER to send the pair to the TM and mark
the row as finished. Mark
as pending any rows that you may have doubt about how to fix and write and
send a note to the translator. Checking
for Translation Consistency Check
consistency by finding duplicate sentences with different translations: 1 Select PROJECT | FIND
DUPLICATE SENTENCES. 2 Select "Find sets
of duplicate source sentences with different translations" and mark
(select): ·
ignore case ·
ignore numerals ·
ignore embedded codes 3 Switch between alphabetical
and natural views,
selecting VIEW | TOGGLE SORTING and select DUPLICATE ROWS in the Rows Selector. The duplicated rows with different
translations are now displayed on top of each other. 4 Enter your corrections
as necessary. 5 Display all rows by
selecting ALL ROWS from the Rows
Selector. 6 Verify that all
instances match and correct discrepancies if you can. If you cannot correct
discrepancies make a note in each row to be sent in an EV file to the
translator. Check
consistency for specific short phrases or words: 1 Highlight the source in
question, right-click, and select FILTER
ON SELECTION. Only the source
phrase or word you selected and its corresponding translation will be
visible. 2
Verify
that all instances match and correct discrepancies if you can. If you cannot
correct discrepancies make a note in each row to be sent in an EV file to the
translator. 3
Right-click
in the source column and select UNFILTER. ____________________________________________________ PROCESSING EXTERNAL VIEW FILES FOR QUALITY CONTROL Export
an External View file as needed, and send it to the translator. You can add
an additional suffix like "_rev". The files are named as explained
above. Be sure you select: ·
Rich text format ·
All files ·
All rows or Only pending rows (depending on
your needs you might want to send all rows so the translator has context) ·
Suppress Duplicate Rows ·
Natural ·
Include row ID ·
Include row status ·
As color Once
you receive the EV file rename as explained above ("from
translator") and import. ·
Mark
all pending rows as finished. ·
Check
for consistency, if needed. ·
Check
codes and numerals again. ____________________________________________________ PROCESSING EXTERNAL VIEW FILES WITH TEXT FOR DTP Each time a translator sends you or uploads text for
DTP (TFDTP) you must do the following for each language: 1 Import
the EV file to DV. 2 Check consistency,
codes, numerals, etc. 3 Contact
the translator if any change is required. 4 Export
the file (TFDTP) as you would export any file. The result should be a file
with three columns: SOURCE, TARGET, COMMENTS. Make sure you activate SEE
ALL in TOOLS | OPTIONS | VIEW or you will not see everything. 5 Send to
the DTP artist. ____________________________________________________ returning THE PROJECT You
can return the project to us as a satellite (preferably as a pack and go
file) or the whole project. For instructions to return as a pack and go see
PROCESSING A PACK AND GO FILE above. To
return the whole project: 1
Select
FILE | EXPORT | PROJECT. 2
Choose
the same folder where the DV file and Office files are located. The files will be exported to subfolders with
corresponding code names. 3
Upload
to the intranet folder PROVIDERS | TO ALTER | PROJECT NUMBER (here the
project number will be the one for each language; for example
"SP-22_EN_DE" means project SP-22 from English to German). Keep the
same folder structure as in the original folder; if necessary create new
subfolders. 4
Notify
the Page Editor in charge to insert figures/graphics, check page layout,
verify pagination, etc. The Page Editor will upload formatted versions to
PROVIDERS | TO ALTER | PROJECT NUMBER | PAGE EDITOR 5
Notify
us. Project completed! ____________________________________________________ ADDITIONAL INFORMATION You
can use the DISCUSSIONS link at the left of the intranet to post questions
and answers relative to your project in the respective forum. If there is no
forum for your project you can ask us to create one. Using the forum you can
collaborate and interchange information with other translators in this
project and with us. |