Workflow - memoq. Contents

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1 Workflow - memoq Contents Translator Software workflow... 5 Set up project... 5 Individual: Create and configure new project... 5 Translator in a workflow... 8 Prepare document for translation... 9 Enable Auto-propagation (if needed)... 9 Enable tracking of changes (recommended)... 9 Pre-translate... 9 X-translate Populate number only segments Create image localisation pack Translate document(s) Edit source text (if needed) Check segmentations Translation Results Predictive typing AutoPick Spelling and grammar check Use concordance Leave comments Review document(s) View and resolve errors and warnings (if any): Confirm/reject translations: Compare versions Review changes and conflicts View row history and revert to earlier version (if needed) Synchronise project to server (for online projects/ projects with workflow) Manual synchronisation

2 Automatic synchronisation Pass documents to next user Individual: Export document(s) Translator in a team: Deliver document(s) to next user Extract terms Quickly add term to termbase (can be done at any stage of workflow) Use term extraction tool (after whole document is translated) Resolve LQA errors (if reviewer returns back) Wrap up (mark as finished) and archive project Reviewer Main tasks Edit LQA model QA Model QA Mapping Pass/Fail criteria Perform LQA Deliver or return document Create and export LQA report Translator and reviewer - Side tasks Create reports Progress report Analysis report Edit distance statistics Import more files (individual) Turn on spelling and grammar checker Manage resources Translation Memories Create new translation memory Edit TM Termbases Repair termbases Import terms from files Edit a term base

3 LiveDocs corpus Align bilingual files Export LiveDocs corpus to TM Muses (TM + LiveDocs corpus) (local resource) Create and train a Muse AutoCorrect List Migrate AutoCorrect List from Microsoft Word 2010 to MemoQ Stop word list Create stop word lists Import a new stop word list from text file Append a stop word list (from text file) to an existing list Combine two stop word lists in memoq (both.mqres files) Lock/unlock stop word list from editing Dictionaries Install more Hunspell dictionaries Create a Hunspell dictionary from a non-hunspell.dic file memoq web search Edit memoq web search settings Project Manager Main tasks Create new online project Import files Add users to project Assign roles to users and set deadlines Launch project Check out and open local copy Export data Post-translation analysis Project Manager - Side tasks Set up auto-assign Server management Manage users Set up alert service

4 Create templates for each alert Broadcast a message and change message settings Miscellaneous Refresh project data Suspend corpus indexing to speed up PC Transcribe images (if any) Locate segments to translate Set default fonts Set up automatic updates Toggle display of non-printing characters Clear change marks Appendix Dashboard icons Translation status Location/Type Workflow status Match rate band Translation memory built-in field names and their field types Resource locations memoq vs TRADOS-like word counts (from memoq s Word Counts and Match Values guide)

5 Translator Software workflow Set up project Prepare document for translation Translate document(s) Review documents Review LQA errors (if needed) Extract terms Pass translation to next user Synchronise project (for online projects) Wrap up and archive project Set up project Individual: Create and configure new project Translator in a workflow Individual: Create and configure new project 1. From the dashboard, under Frequent Tasks, select Create a new project. 5

6 2. Name: This is the memoq project file name which cannot be changed afterwards. These characters cannot be used: \ / : *? < and >. Other Windows filename restrictions apply. Source and target language: This cannot be changed afterwards. Project: This is the project s name for your own reference. No naming restrictions apply. Optional. Domain: This is the theme/topic of your translation. Optional. Subject: This is the subject of your translation. Optional. Project directory: This is where you would like to save the file (changing location afterwards is not recommended as links will break). Created by: This is populated with the username of the PC user by default which can be changed. Optional. Deadline: Optional. Record version history for translation documents: Recommended to check this option. If unchecked, you cannot use X-translate and compare versions. Uncheck only if the PC is running out of memory. Create Language Terminal entry for this project: Language Terminal is memoq s online platform to manage projects and share resources. Uncheck this option as Language Terminal is not set up yet. Connect to a content source: Check this option if source files are not hosted locally. 3. Import sources files Note: Images can be imported but memoq will not extract the text from the image (i.e. memoq has no OCR function). Refer to here on how to localise images. Note: If you want to use LQA review in your project, do not import your documents yet as 6

7 LQA models will only apply to documents imported after it is selected. Follow the steps below: Complete the wizard without importing. Go to Project home Settings LQA models. Select the LQA model you wish to use in your project and then go to the Translations tab to import your files. Skip to step 5 if your source files are in different folders and you want to keep the folder structure. Normal importing: Select Import for normal importing (in most cases this will suffice). If you wish to adjust settings select Import with options The following window will appear. Filter: This helps memoq to identify the type of the file imported. Create preview: Check this option if you want to preview the files before importing. Record version history: Uncheck this option if the PC is running out of memory. Import embedded objects/images: Check these options if you need the objects and images to be in the translated files. 4. Select the appropriate translation memory/memories and term base(s) on the next two screens and complete the wizard. Follow this step for importing whole folders. If not skip to the next step. Go to Project home Translations Import folder structure Choose the base path (the folder that contains all your folders, sub-folders and files). Press OK. 7

8 5. Go to Project home tab Live Docs, Term bases, Muses and Settings tab and select which resources to use for the project. Translator in a workflow To receive files from server From the dashboard (the first screen you see when you launch memoq), select Check out online project. Type memoqserver in the server URL and press the Select button. Select and check out the project you want. If received handoff package from From the dashboard, select Import handoff package. 8

9 Prepare document for translation Pre-translate (auto-translation based on resources) X-translate (recover previous version) Populate number-only segment Enable autopropagation Enable tracking of changes Enable Auto-propagation (if needed) When enabled, auto-propagation continuously monitors whether the segment you are translating is a repetition, and if it is, automatically propagates your confirmed translation into all other identical segments. Open a project and go to Translation menu Auto-propagation Recommended settings are shown below. Enable tracking of changes (recommended) Go to Translation menu Toggle Track Changes Pre-translate Perform auto translation based on all bilingual resources (TM, LiveDocs corpus, Termbase, Muses) Go to Operations menu Pre-translate. Scope and lookup Scope: Where you would like to pre-translate Lookup: How accurate you want the translation to be (select Settings and check also) Segmentation: 9

10 Select Perform fragment assembling for using fragments of translation memories to pretranslate if you cannot find whole matching segments Select Automatically join and split segments for best match to perform segmentation based on TM (use this if TM is large enough). Select Settings and adjust Minimum segment length after splitting. Confirm/lock Adjust this only if you wish to lock segments Versioning Check both checkboxes and save a backup (snapshot) so that you can revert to your previous translation if you are not satisfied with the pre-translation. Statistics Click here for explanation. X-translate Translate based on a previous version that is available. Note: You need to have versioning enabled in the project creation wizard for your imported documents to use x-translate. A major version is saved whenever you import an updated source document. Go to Operations X-translate. Choose the version you wish to recover. In most cases, using Midproject update will suffice. Ignore the Work on the basis of context IDs, not text flow checkbox. Populate number only segments Go to the Operations menu and select Populate number-only segment. Create image localisation pack Create image transcription: manually transcribe or OCR the image. 10

11 Open the project in memoq and import the image. If you double-click on the image file in the Translations tab, the translation editor will appear with the words Image needs to be transcribed : Go back to Project Home. Go to Operations Images Transcribe Images. Paste or type in the transcription and leave instructions for the graphics designer. Click on Open document for translation. The Image needs to be transcribed message will be replaced with the transcription. 11

12 Translate the image as you would a normal document. Translate document(s) Navigation: Use the Up and Down arrow button or Page Up and Page Down to navigate through segments. Tab to toggle between source and translated text. Save file: Press Ctrl+S. This will also refresh the view pane below the translation editor. The current segment is boxed in red. Lock a segment from editing: Press Ctrl+Shift+L or double-click on the cross/tick symbol at the right side of the segment. Basic formatting: 12

13 Edit source text Check segmentations Translation results Predictive typing AutoPick Spelling and grammar check Concordance Leave comments Edit source text (if needed) Check if source text is rendered properly. To edit the source text, right click and select Edit Source or press F2. Check segmentations To join segments, select the segments to be combined and select Join Segments or press Ctrl-J. To split segments, position caret (the blinking line in a text editor) at the place you want to split in the source text. Right click and select Split Segments or press Ctrl+T. Translation Results Click on translated text box. If there is any match in TM, it will appear in the Translation Results panel at the right side of the screen. To use a result ( hit ), double click on it or press Ctrl+[result number]. To insert the first hit, press Ctrl+Enter. Predictive typing Type something in the target text column. If there are suggestions from Predictive Typing, a small dialog box should appear. Suggestions come from term bases, non-translatables, LSC hits which have a translation (from TMs), Muses and auto-translatables. You can close it by pressing Esc, or simply ignore the list. You can navigate the list by using the Up/Down arrows on your keyboard. Insert the selected item by pressing Enter. 13

14 AutoPick To copy tags, numbers, terms, non-translatables and auto-translatables from source text to translated text, use AutoPick by pressing Ctrl when editing translated text. Note: If numbers are typed using Chinese input method, it will not be detected by AutoPick. Spelling and grammar check Press F7. If using this feature for the first time, you need to turn on spelling and grammar checker first. You do not need to configure it again for subsequent projects. Use concordance Highlight word in source or target column and press Ctrl+K. Segments from the TM and LiveDocs corpus that contain the highlighted word will appear. Leave comments Double-click on the speech comment below the tick/cross OR Right click on segment and select Add Comment OR Press Ctrl+M 14

15 Review document(s) View and resolve errors and warnings (if any) Confirm/reject translations Compare versions Review changes and conflicts View row history and revert to earlier version (if needed) View and resolve errors and warnings (if any): Double-click on orange thunder symbol or red exclamation mark symbol at the side of a segment OR Change view of View Pane to Review OR Go to Operations menu Resolve errors and warnings. If warnings are ignored, the thunder symbol will become white. Documents with warnings can be exported, however errors cannot be ignored and must be rectified before memoq allows you to export the file. Confirm/reject translations: Ctrl+Enter: Confirm translation and save translation to TM. Refer to the translation status legend here. Ctrl+Shift+Enter: Confirm translation without saving to TM. Shift+Enter: Reject translation. Compare versions Go to Project Home Translations. Right click on document History/Reports. Choose version and select View differences using track changes (to view in MemoQ) or Export difference as change-tracked Word file (to view in Word). Review changes and conflicts Go to Translations Toggle Track Changes Custom Choose the version you wish to compare against the current translation and press OK. 15

16 Before reverting Revert to earlier version After reverting View row history and revert to earlier version (if needed) Open the Translation pane and select a row. Go to Translations Row history. 16

17 To use an old version, close the Row History dialog box, go to the Translations menu and select Revert to Earlier Version or press Shift+Ctrl+E. Synchronise project to server (for online projects/ projects with workflow) Manual synchronisation Open project and press the Synchronise Project button Automatic synchronisation Press the Synchronisation Behaviour of Documents button and select Auto Save On Server. Pass documents to next user Individual/ last user in workflow: Export document(s) Translator in a team: Deliver document(s) to next user Export translation Export bilingual files (source and target text) Export image localisation pack 17

18 Individual: Export document(s) Export translation (all documents in project) Note: If translation is incomplete, the following dialog box will appear. Follow settings below (recommended). Single file Open document to translate Go to Project Export active document Batch export Go to Project home Translations Select Export (dialog) to choose where to save Select Export (stored path) to export to defined folder path (by default, memoq will save it to the same location as the source files) Export both source and translated text (bilingual files) Go to Project home Translations. Select the translations to export and click Export bilingual. memoq XLIFF: memoq s native file format (for transferring translations between memoq users) TRADOS-compatible bilingual DOC: for import into TRADOs (ignore) Two-column RTF: to share translation with people without CAT tool/ for a printer-friendly document. Export image localisation pack (if images are translated) Before exporting, you need to create an image localisation pack first. Go to Project Home Translations Choose image files and select Prepare image localisation pack Translator in a team: Deliver document(s) to next user Go to Project home Translations tab and select Deliver/return OR Right-click on the document and select Deliver/return OR Press the button on the toolbar. 18

19 Extract terms Quickly add term to termbase (can be done at any stage of workflow) Highlight the term in source text and corresponding translation in translated text, then right click and select Quick Add Term or press Ctrl+Q. Use term extraction tool (after whole document is translated) Go to Operations Extract Terms Delimiters: the symbols that separates terms from one another (e.g. if - is listed as a delimiter, would be seen as e and mail.) Stop word list: A stop word is a word that should not occur in relevant terms ( 在, 去, 哪 etc. in Chinese and am, because, shall etc. in English). Without stop word lists, you will have a lot of irrelevant terms, or for Chinese, invalid terms (e.g. 在超 instead of 超市 ). Choose the stop word list to be used from the drop-down menu. Before term extraction, ensure that you have stop word lists available first. If not, use the first method (quick add term). 19

20 Go through the terms. Press Ctrl+Enter to accept a term/terms, Ctrl +D to drop (reject a term). When completed, press the Export to Termbase button. Resolve LQA errors (if reviewer returns back) Click on the funnel icon, check the Rejected check box under the Status tab and then click OK. In the View pane, switch to the Review view: click the Review button. All LQA and QA warnings are displayed here. Click on to accept an error correction. Click on to edit an error or to add a comment. Click on to start a discussion (only for online projects). Click on to delete an error. After all the errors are rectified, deliver the document back to Reviewer 1. Wrap up (mark as finished) and archive project Go to Project home Translations and select Wrap up. At the dashboard, the finished project will be marked in green. 20

21 Select Delete Project to move the project to the Recycle Bin and archive it. 21

22 Reviewer Main tasks Edit LQA model Perform LQA Deliver or return document Create and export LQA report Edit LQA model Go to Resource Console LQA settings. Select the model and press Edit. QA Model If penalty points are used, you will see the following type of model: If penalty points are not used, there will be no minor and major column in the model. QA Mapping QA mappings will convert all warnings automatically detected by memoq into LQA errors. If you remove an item from the list, memoq will still detect and mark the QA type as a warning in the document. 22

23 Pass/Fail criteria If penalty points are used: Normalised score: A number between 0 (no changes at all) and 1 (whole document has errors) (i.e. how much errors are there as a percentage of whole document/project). If penalty points are not used: Text unit: can be a word, segment or document Example: 20 minor errors per 3000 words or 3 major errors per 3000 words. Perform LQA Open a translation as Reviewer 1 or 2 and reject a segment with error. The following dialog box will appear. 23

24 Deliver or return document Press the button on the toolbar. The following dialog box will appear 24

25 For reviewer 1: If there are no LQA or QA errors you may check the first radio box to deliver it. If there are errors, memoq will force you to return the document to the previous user (i.e. the translator). If you do not want to return the document, you have to rectify all the errors in order to deliver the document. Create and export LQA report Go to Operations menu LQA reports Word Counts: Refer to here for explanation. 25

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27 Translator and reviewer - Side tasks Create reports Import more files Create image localisation pack Clear change marks Turn on spelling and grammar checker Create reports Explanation of terms Progress report Analysis report Edit distance statistics (for MT post-editing) Progress report Go to Project Home Translations. Under the Progress tab, click Create new report now. 27

28 Analysis report Go to the Operations menu Statistics Analysis section 1) Homogeneity: If there are repeated terms/segments in the passage, they will be counted in the analysis as if they are already in a translation memory and being utilised. 2) Create project TM: If checked, memoq will collect all segments from the TM and LiveDocs corpora that give a result during pre-translation, forming a Project TM with data relevant to the subject of the document, to be reused in future projects about the same subject. 3) Repetitions take precedence over 100%: When checked, If a segment is a repetition AND not the first occurrence of the repetition in your current analysis AND has a 100% best match, this segment is counted as a repetition in your statistics. 4) Disable cross-file repetition: If you do not check this check box, then memoq treats repetitions being found in different documents as repetition in the statistics. Word counts section: 1. memoq: Check this check box to display memoq word counts (recommended). Note: In memoq, similarly to Microsoft Excel, every string or character that is between 28

29 whitespaces is counted as a word. Therefore in memoq mode you always count numbers as a single word and hyphenated words like in-bound are also considered to be a single word. 2. TRADOS-like: Check this check box to display Trados-like word counts. SDL Trados is another CAT tool on the market that handles word counts differently. Refer to memoq vs TRADOS-like word counts for further explanation. Tags in word and character counts section: 1. Tag weight (words and/or characters): Leave the weight at 0 words and 0 characters to exclude tags from the word count. Export Click on the Export button. For general viewing purposes, export the report in HTML format. For further processing in Excel, export the report as CSV (Reflecting displayed results) or CSV (Per-file, all information). Edit distance statistics Use this to measure the quality of Machine Translation, after post-editing. Under the Edit Distance Statistics tab, click Create new report now. 29

30 1. Absolute edit distance: A sum of added and deleted characters over a text (document, project, etc.) which tells you how much editing someone did overall. 2. Normalised edit distance: A number between 0 (no changes at all) and 1 (the two segments are infinitely different) (i.e. how much is edited in comparison). Editing time report Import more files (individual) Go to Project home Translation Import/ Import with options / Import folder structure Turn on spelling and grammar checker Go to Tools menu Options In the Options dialog box, select the Spelling and Grammar category, then select the Spelling tab. Check the Check spelling as you type check box. Under Language-dependant settings, use MS Word for English and Hunspell for other languages. 30

31 Manage resources Note: to view server resources, launch the Resource Console, select memoqserver from the dropdown menu at the top of the screen, and press Select. Translation memories Termbases (a.k.a. glossary) LiveDocs corpus Muses (TM + LiveDocs) AutoCorrect list Stop word lists Dictionaries memoq web search Translation Memories Create new translation memory Go to the Tools menu Resource Console Translation memory and click on Create new. 31

32 No context: memoq will store only the segment itself. (Highest match is 100%) Simple context check box: memoq will store the segment you confirm, along with the text flow context (preceding and following source segment). Double context: memoq will store the ID-based context and the text flow context for a TM entry. 100% match: source segment matches TM entry. 101% match: source segment + text flow context matches TM entry. 102% match: source segment + text flow context + ID-based context matches TM entry. Allow reverse lookup check box: If you tick this, the translation memory will be "reversible". This means that you can use it for lookups in the target language. For example, if you create an English-Spanish translation memory with this setting turned on, you will be able to use it in Spanish-English projects. Read-only check box: This locks/unlocks the TM from editing (saving or deleting entries). More fuzzy hits/faster lookup slider: Faster lookups return more accurate hits but provides lesser suggestions (useful parts of the contents of the TM might be missed). On the other hand, if you choose more fuzzy hits, the lookups, and especially pre-translation or statistics will be slower. Edit TM Go to the Tools menu Resource Console Translation Memory. Select the TM to edit and click on Edit. Click on OK if you do not need to perform any filtering 32

33 Notes: Author's role: If you uncheck all the roles, then you get all TM entries with no role information in your search result. If you do not want to filter by role, check all four checkboxes. When you filter the Project, Domain, Author, Client, and Subject fields in the TM editor, you must enter the entire filter string. Example: if your client's name is "Kilgray Deutschland GmbH", you cannot filter the TM in just typing in "Kilgray" or "Kilgray Deutschland", you have to enter the whole search expression, i.e. "Kilgray Deutschland GmbH". The filter is not case sensitive, you get hits for filter "kilgray deutschland gmbh" as well. Termbases Repair termbases Go to the Tools menu Resource Console Term bases Repair resource 33

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35 Import terms from files Go to the Tools menu Resource Console Term bases. Select the term base which you wish to import the terms to (or create a new termbase, then select it). Click on Import terminology and select the file to import. Supported file types are.csv,.txt,.tmx,.xls,.xlsx,.xml, and.tbx. If you import an Excel file, the following dialog will appear. 35

36 Check the First row contains field names check box if your Excel table has headers If your field is not in any of the default fields, select Import as other field Comments. Edit a term base Go to the Tools menu Resource Console Term bases. Select the term base and click on Edit. 36

37 Matching tab: Matching: Fuzzy: Use this value to get hits independently of prefix or suffix matching. E.g. forest will match forest, rainforest, deforestation etc, 50% minimum: Use this value to set the prefix matching sensitivity of the selected term base entry to permissive. This is the default setting. E.g. project will match both project and projects but not projectapplication. Exact: Use this value to set the prefix matching sensitivity of the selected term base entry to insensitive. E.g. project will match project but not projects and projectapplication. Case sensitivity: Permissive: small caps will match both small and big caps (e.g. it will match it, It and IT, but big caps will only match big caps (e.g. IT will only match IT). Usage tab: Forbidden term: Check this check box to set the selected term entry to forbidden. If a source term is set to forbidden, it will not appear on the Translation results pane. If a target term is set to forbidden, it will appear on the Translation results pane in black. LiveDocs corpus Align bilingual files Go to the Tools menu Resource Console LiveDocs and select Add alignment pairs. 37

38 Use terms as anchors: Select this option if you want memoq to relate segments together by common terms. Look up terms now check box: If you think memoq will find a lot of terms, select this option: then memoq will read through the documents and look up all possible terms up front: this makes the alignment process quicker. Term base with the highest rank only: Check this check box if your project has multiple term bases, but you want the alignment to use the highest ranked term base only. If you have large reference term bases, this can also make alignment run faster. Minimum term length spin box: The higher the minimum term length, the lesser the number of false anchors. Normally, you should not change this number, unless you have specific abbreviations in your term base that you want memoq to match in the documents. Compare bold/italic/underline check box: Select this option if you want memoq to relate segments together by common formattting. Compare inline tags check box: Select this option if you want memoq to relate segments together by common inline tags. 38

39 Note: this works only when the two documents are in the same document format (for example, both are DOCX files), and their formatting is fairly similar. Scope radio buttons: Choose Entire document to re-align the entire document. Choose From current segment to re-align the document only downwards from the current segment. Click OK. The aligned documents will be listed as shown below. Double-click on a pair to open the alignment editor. memoq will auto-align segments but the alignment may not be accurate. Click on Edit document to perform manual alignment. 39

40 Close the alignment editor. Go back to Project Home LiveDocs and click on Export to TM. 40

41 1. Green lines: auto-alignment 2. Blue lines: manual synchro link (Ctrl+L) 3. Pink line: manual cross link (Ctrl+O) When completed, check the Alignment is finished checkbox. Export LiveDocs corpus to TM Go to Project home LiveDocs. Select the corpus to export and click on Export to TM at the bottom of the screen. 41

42 If you did not confirm all the auto-alignments (i.e. you have green links in the editor) and you want to keep those entries, uncheck the Only confirmed (blue) lnks checkbox. Muses (TM + LiveDocs corpus) (local resource) Create and train a Muse. Go to the Tools menu Resource Console Muse and click on Create new. Name the Muse, select the source and target language and click OK. 42

43 Sensitivity and precision: the lower the value, the more entries extracted and created (but may be slower and have more inaccurate hits) Training data: only local resources can be used. If you want to use a remote resource, you will have to create a local copy first. What to use from alignment: If the second radio button is selected, ensure that you have manually confirmed all the segment links in your LiveDocs corpus, as auto-alignments will not be saved as Muse entries (and you may end up with very little hits without realising why). AutoCorrect List Migrate AutoCorrect List from Microsoft Word 2010 to MemoQ Open Microsoft Word 2010 and create a blank document. Press Alt + F11 to open the Visual Basic Editor. In the Project Explorer at the left side of the window, expand Normal and then the Modules folder. Select the New Macros module. 43

44 Note: If you cannot see Project Explorer, go to the View menu and select Project Explorer or press Ctrl+R. Copy and paste the following VBA macro in the VBA editor and close the editor. Sub BuildAutoCorrectList() Dim ACE As AutoCorrectEntry 'Create new document Documents.Add 'Iterate through AutoCorrect entries. For Each ACE In Application.AutoCorrect.Entries 'Insert each entry name and its value on a new line. Selection.TypeText ACE.Name & vbtab & ACE.Value & vbcr Next End Sub Go to the View tab Macros View Macros. Run the macro BuildAutoCorrectList. A list of all AutoCorrect entries will populate the document. Paste the following code at the beginning of the document. Minimise the Word document first. Launch MemoQ. Open the Resource Console and go to AutoCorrect lists. Create an AutoCorrect list and select the language you want this list to apply to (e.g. MS Word s default AutoCorrect list is mainly for English). Do not create any entries. Export the blank AutoCorrectList. You should get a.mqres file. Open the.mqres file in Notepad. You will see something like the screenshot below (with different filenames etc.) Copy all the text in the minimised Word document and append to the code in the.mqres file. Save the file. 44

45 Import the.mqres file into memoq. Stop word list Create stop word lists Go to the Tools menu Resource Console Stop word lists and click on Create New. Type in a name, select a language and click OK. Select Edit. The following box will appear. 1. Head stop words (Blocks as first): If a word sequence starts with a head stop word, it is discarded from the list. 2. General stop words (all three options checked): If a word sequence includes a general stop word (anywhere), it is discarded from the list. 3. Tail stop words (blocks as last): If a word sequence ends in a tail stop word, it is discarded from the list. 45

46 Import a new stop word list from text file Create a stop word list in memoq with the name and language of the stop word list to be imported. Select the newly created list from the Resource Console and click on Export. Save it at somewhere convenient (e.g. Desktop). You should have an.mqres file. Open the text file and ensure that the stop word list is in the following format: [word]+tab character+[check Block as first or not] + [check Block inside or not] + [check Block as last or not] [Note: 1 means checked, 0 means unchecked ] Open the.mqres file in Notepad. You should see an XML file that resembles the picture below: Append the stop word list to the end of the.mqres file. Save the.mqres file. Restore memoq. Go back to Resource Console Stop word list. Delete the existing stop word list and re-import the file. Append a stop word list (from text file) to an existing list Export the existing list. Follow steps 3 to 6 of Import a new stop word list from text file. Combine two stop word lists in memoq (both.mqres files) Export both lists and open them in Notepad. Copy the stop word lists (excluding the XML tags) in one of the files and append to the other. Re-import into memoq. Lock/unlock stop word list from editing Go to the Tools menu Resource Console Stop word list. Right-click on the stop word list to be locked, then select Properties. Check the Read-only option to lock, uncheck to unlock. Dictionaries Install more Hunspell dictionaries 1. Go to and download the dictionary files. 46

47 2. Change the extension of the.oxt file to.zip. Note: If you cannot see file extensions, open any folder in Windows. Go to the Organise dropdown menu and click on Folder and search options. Go to the view tab and uncheck Hide extensions for known file types. Now you can see and modify file extensions. 3. Extract the.zip package and open it. Now create a new blank zip file. Copy from the extracted files the.dic,.aff and README text file for the country and language you need. The screenshot below is an example for the US English dictionary Open memoq and go to Tools Options Spelling and Grammar. Select your language and click on Install new dictionary from file. Select the new zip file you created. Create a Hunspell dictionary from a non-hunspell.dic file. 1. Rename the.dic file in the following format: [language]_country.dic (e.g. en_us.dic). The filename is case-sensitive. 2. Ensure the.dic file is saved in UTF-8 format. If unsure, open it in Notepad and go to FileSave as In the Save as dialog box, choose All Files (*.*) in the Save as type drop-down menu and UTF-8 in the Encoding drop-down menu. 47

48 Save it anywhere but, as a precaution, do not overwrite the original file. 3. Create a new Notepad file. Type SET UTF-8 and save the text file, naming it in the following format: [language]_[country].aff (e.g. en_us.dic). In the Save as dialog box, choose All Files (*.*) in the Save as type drop-down menu 4. Create a new Notepad file. Type in a description for the dictionary. Save the text file as a.txt file, naming it in the following format: README_[language]_[COUNTRY].txt (e.g. README_en_US.dic). 5. Create a ZIP file, naming it in the following format: [language]_[country].zip. Place all three files in the ZIP file. 6. Launch memoq, go to Tools Options Spelling and Grammar. Select the language for the dictionary and click on Install new dictionary from file. Select the ZIP file. memoq web search Edit memoq web search settings Go to the Tools menu Resource Console Web search settings Tick the checkbox to use a search provider. Type a search term in the Quick test column to test the provider s settings. Click Add new to add a new provider. 48

49 Choose a display name and enter the search URL. To find out the search URL for an engine, search anything on its website and look at the address. E.g. search cars on Google and you will get Simply replace whatever is behind?q= with the placeholders {}. 49

50 Project Manager Main tasks Create new online project Import files Add users to project Refresh data Launch project Assign roles to users and set deadlines Check out and open local copy Export data Create new online project On the dashboard select Create online project. Workflow options: Allow package creation: If this is checked, to prevent conflicts, the document will be locked whenever a user check-out a package (offline version of the document). At any single time, only one user can check out and edit each document. Workflow phases can overlap for simultaneous translation and review: More than one user can work on a document at the same time, however they must be connected to the server. Import files Refer to Import more files. Note: If you want to use LQA review in your project, do not import your documents yet as LQA models will only apply to documents imported after it is selected. Follow the steps below: Complete the wizard without importing. Go to Project home Settings LQA models. Select the LQA model you wish to use in your project and then go to the Translations tab to import your files. Add users to project Go to the People tab and check the checkbox besides the users you wish to add into the project. 50

51 Project manager role: besides translating documents, the user also have management rights such as assigning users and resources. Terminologist: besides translating documents, the user can also moderate the term bases in the project. Licence: Always check this check box. If not, the user cannot use memoq. Assign roles to users and set deadlines Click on the drop-down box below Translator, Reviewer 1 and Reviewer 2 to assign roles Launch project To launch the project,. Click on the button located on the left panel. The following dialog box will appear. If you tick the Attach project distribution file checkbox, a.mqdf file will be attached to the the team members receive. The team members can open the.mqdf file to check-out the project conveniently instead of logging into the server to manually check-out the project. Press OK to launch the project. 51

52 When launched successfully, the rocket button will become. Check out and open local copy To check out a project, press the button located at the left panel. To open a project, press the button located at the left panel. Export data Refer to Individual: Export document(s). Post-translation analysis Go to Project Home Translations. Under Post-translation Analysis, click Create new report now. The data for the report is obtained from the final translation. This report will assist in evaluating the effectiveness of the translation resources (TM, glossaries etc.) and how much more training data is needed. 52

53 Post-translation analysis settings Repetitions take precedence over 100%: If this option is selected, when a term is both a repetition and a 100% match, it will be counted as a repetition. Tag weight: if you would like to count tags in your statistics, assign them a weight ( value ). The tag weight will be added to the word/character count for every tag found. Post-translation analysis report 53

54 Project Manager - Side tasks Set up auto-assign Open a project and click on the People tab at the left panel. Go to Languages and Roles and select the language to set roles for. The following dialog box will appear. Select the users accordingly and press OK. Go back to Translations, select a document and click on Auto-assign at the bottom of the screen. 54

55 Use weighted word counts to distribute documents, if available: if more than one document is selected, memoq will attempt to delegate the same amount of words (including tags) to translate/review to each user. If you select Calculate deadlines, the following dialog box will appear. 55

56 Server management Manage users Set up alert service Create templates for each alert Broadcast a message and change message settings Manage users From the Project Manager dashboard, go to Manage a MemoQ server User Management category. Right click on a user and select Properties To send out alert to this user, fill up the text box. Full name: the translator s real name as opposed to the user name. 56

57 Workflow type Icon Status Cloud only Package only Both package and cloud 57

58 Set up alert service From the Project Manager dashboard, go to Manage a MemoQ server Configuration and logging category settings tab. Fill in the Address and Name for the Sender section. Ask IT department to help fill in the SMTP settings. Create templates for each alert From the Project Manager dashboard, go to Manage a MemoQ server Configuration and logging category templates tab. 58

59 Broadcast a message and change message settings From the Project Manager dashboard, go to Manage a memoq server Broadcast message category Broadcast tab. 59

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61 Miscellaneous Refresh project data To refresh the project data, press the button located on the left panel. Suspend corpus indexing to speed up PC Go to Tools menu Corpus indexing and press the switch button to toggle corpus indexing. Transcribe images (if any) 1) Import image into project first. 2) Go to Operations menu Transcribe Transcribe images 3) Type or paste in transcriptions and any notes in the instruction pane. 4) Select Open image document for translation to translate the transcription Locate segments to translate To search or filter segments, use the search bars or press the funnel icon above the translation pane Set default fonts Go to Resource Console Font Substitution and edit the master setting. Select your language in the left panel and select the default font from the Font Family for exported documents drop-down list. The default fonts will override the fonts used in the source document. Set up automatic updates Go to Tools menu Options In the Options dialog, go to Updates and News and check the Look for updates online, Install updates automatically, Download and install the next update after I quite memoq and Check for new versions online. Toggle display of non-printing characters Go to Tools Options Appearance. Check the Show non-printing characters to show spaces as a middle dot, paragraph marks etc.; uncheck to hide. Clear change marks This clears the change marks generated from the Toggle Track Changes option. Go to Operations Clear change marks 61

62 Appendix Dashboard icons Translation status Icon Status In progress Translator confirmed Reviewer 1 confirmed Reviewer 2 confirmed Location/Type Icon Status Local project Local project created from a handoff package Local project created from an online project handoff package Local (checked out) copy of an online project Online project Online project created from an online project template Local project created from a local project template Content connected project created from a project template Content connected project 62

63 Workflow status Icon Status Unknown Translator (not started) Translator (in progress) Reviewer 1 (not started) Reviewer 1 (in progress) Reviewer 2 (not started) Reviewer 2 (in progress) Completed Match rate band Match rate X-translated/ double context Repetitions Explanation 102% match where the previous and next segment and the ID-context matches the TM entry. appear more than twice in the source text. 101% Context match from the TM, where the previous and next segment matches the TM entry 100% an exact match in the TM No match Fragments no match found in the TM Translation formed from fragment assembly during pre-translation 63

64 Translation memory built-in field names and their field types Field name Meaning Field types changeid creationid mq-subject mq-domain mq-project mq-client changedate creationdate mq-iscorrected mq-fromalignment mq-document The name of the user who last changed the translation unit. The name of the user who created the translation unit. A subject matter label. A domain label. A project identifier. A project identifier. The date and time when the translation unit was last changed. The date and time when the translation unit was created. True if the source segment was corrected from memoq s translation editor. True if the current translation unit results from aligning two documents. The name of the document where the translation unit comes from. Picklist (single). Date/Time Field type: Number Value: 0 for False, 1 for True Free text Resource locations Configurations: C:\Program Files (x86)\kilgray\memoq-2014\configurations.zip Hunspell dictionaries: C:\Program Files (x86)\kilgray\memoq-2014\hunspell Download Hunspell dictionaries and other linguistic resources online: XPDF utilities: C:\Program Files (x86)\kilgray\memoq-2014\xpdf memoq preferences: C:\Users\[user]\AppData\Roaming\MemoQ memoq log files: C:\Users\[user]\AppData\Roaming\MemoQ\Log 64

65 memoq vs TRADOS-like word counts (from memoq s Word Counts and Match Values guide) 65