Document Language Translation

Transcription

1 Document Language Translation Covers how to translate document templates and individual documents created from those templates into other languages. Note that some of the features are free and others are only available to a school district that is a licensed user of the document translation module. The differences will be highlighted in this chapter. Chapter 6 Translating Document Templates Before any documents can be translated into a language, the document template that the documents are created from must be translated into that language. Each document template can support one or more translations. The procedure below explains how to translate a document template into another language. Limitations of Free Version: Note that you can use the procedure below with the free version of document translation, but there will be limitations when translating individual documents. With the free version, you will not be able to translate individual f text fields in individual documents, therefore it is recommended that its use be limited to letters and documents that do not have any individual fields that require translation. Step 1: From the Administration menu, depending on your access privileges, select either of Document Template Translation, Templates or even Configuration followed by the Document Templates tab. If these options are not available, you do not have the necessary access privileges. Step 2: Click the magnifier icon next to the template you want to translate. 98

2 Step 3: Select Translations from the More dropdown menu. Step 4: Click Add New Language. 99

3 Step 5: Select the language and specify the translated version of the document template name. Then click Accept to add the language. FYI: An attempt will be made to connect to Google and provide a machine translation. To use this translation, click the arrow icon here. Step 6: The language has been added, but is not activated for use yet. To complete the configuration of a language, click its corresponding magnifier icon. 100

4 Step 7: Click Edit Translated Phrases. FYI: Note the message that states that there are untranslated phrases, which are highlighted in red in the form itself. Once the phrases in the form are translated, you would see the form in the selected language. FYI: The phrases are generally sorted into three categories: Translations Not Complete or Not Prooread, Translations Already Proofread, and Unused. However, categories with no phrases in them will not be displayed at all. Step 8: The original phrases are in the left-hand column. Enter the translations of these phrases in the center column, or you can use the machine translations provided by Google which are available in the right-hand column. In some phrases, you may see special tags which are explained below. Note that there is checkbox for each phrase to track whether it has been proof read. Click Save when done. 101

5 FYI About HTML Tags: You will notice that the translated phrases contain special HTML tags. This is necessary to ensure that phrases include enough text to have a sufficient context for translation. Common tags to see in a translated phrase are given below. <b> text</b> Text is in bold face. <br> Line break <strong>text</strong> Text is in bold face. <span>text</span> Text span for applying style <i>italicized</i> Italicized text <u>text</u> Underlined text ^text Superscript text _text Subscript text Step 9: When all the phrases have been translated, the form appears in the language you are working on. It is also a good idea to provide a translation for the name of the document template section. To do this, click Edit Translation Properties. 102

6 Step 10: Provide a translation of the section name here (either type it or use the Google translation). Then click the Accept button. Step 11: Repeat the process for all the sections in the document template. 103

7 Step 12: To active the language translation for use, you must return to the language set up screen and click Activate for Users. FYI: You may also have an alternative machine translation service available to you. This is described in the notes below. FYI About translation pad : Wherever you see a Powered by Google logo next to a machine translation, you can click the logo to bring up a free-form translation pad which allows you to type in the source text box, and immediately see the machine translation in the translated text box. FYI Inserting Accented Characters: If you are using Windows, click the Windows Start menu, and enter Character Map into the search box. When the Character Map application appears, you can use it to create special characters with various accents and then copy and paste them into TIENET. If you are using a Mac, press the key for the letter with an accent and hold it down. After a pause, a popup menu with accent choices will appear. 104

8 Translating a Document into Other Languages This section assumes that the translation of the required document template(s), as described in the previous section, has been completed. For best results, a document to be translated should be finalized and therefore stable, although this is not a strict requirement. The procedure for translating a completed individual document is given below. The procedure assumes that your school district has licensed the document translation component. If you are using the free version, you can still add translations of a document but you will be unable to translate individual fields (which will remain in the source language). Step 1: Open the document that you want to translate. For best results, translate the document after it has been finalized. Step 2: Select Language Translations from the Navigate To dropdown menu. 105

9 Step 3: Click Add Translation. Then select from an available language and click Accept. If an expected language is missing, consult your system administrator. Step 4: The language has been added. Now click the magnifier icon next to the language to work with that translation of the document. 106

10 Step 5a: Section by section, you now need to complete the translation of any individual narrative text fields. When done with a section, click Save as Proofed to indicate that any translations in a section have been proofed. Since all sections must be proofed before the translated version of the document can be finalized, proofed is similar to completing sections in the untranslated document. Step 5b: Any fields needing a translation appear as a required field. The original untranslated text is displayed below for reference purposes. You can optionally use the machine translation provided by Google. 107

11 Step 6: Once all sections are proofed, you can finalize the translated version of the document. Select Status from Draft to Final from the Set Document dropdown menu. Step 7: You have the option of entering a comment for the student event log (in which an entry will appear that the translated document has been finalized), and you can optionally notify other users. Click the Accept button to proceed and finalize the translated document. 108

12 FYI: Once you have added a translation for a document, you will find that there is a link directly to it from a student s document list. FYI Inserting Accented Characters: If you are using Windows, click the Windows Start menu, and enter Character Map into the search box. When the Character Map application appears, you can use it to create special characters with various accents and then copy and paste them into TIENET. If you are using a Mac, press the key for the letter with an accent and hold it down. After a pause, a popup menu with accent choices will appear. 109