Online Training - Vendors

1. Online Training - Vendors • Translation Management System - Background • Before Getting Started • Login Information • User Interface Basics • Getting Started • Working Online • Working Offline • Working with Original (Non-leveraged) Source Files • Terminology • Support Contacts

2. Background: Translation Framework (1) • The World Bank Executive Directors in August 2001 asked Management to develop a framework for translation of Bank documents in the context of the Disclosure Policy. • In response, “A Document Translation Framework” was submitted to the Board in January 2003 (initially focusing on IBRD and IDA but later expanded to cover the entire World Bank Group). • The Board approved the Framework in July 2003. • A kick-off meeting to launch the three-year implementation took place in September 2003.

3. Background: Framework Stated Goals (2) • To meet demand for translated content in an efficient and cost-effective way • To enhance/ensure the quality of translations To achieve those goals, provide: • guidelines on what to translate and into which languages • a database of approved vendors • workflow tools to support translation • translation tools to improve re-use • online reference and terminology material for translators • a centralized store for translated content • integration of translation processes into authoring and archiving processes • connection to internal financial systems (SAP) • security and confidentiality

4. Background: Framework Core Facility (3) Note. The Translation Services Core Facility and the in-house translators group are shown together to reflect a common management structure and quality of service. CO denotes country office.

5. Core Technology System: GlobalSight Ambassador • Selected in a large scale and year long RFP process that included all leading localization software vendors with a selection committee involved (GSDTR, ISG, Procurement) • Contract signed July 2002 • Implementation process started September 2002: Hardware, Business Rules, Rollout-Plan, Pilot Groups, Integration Development • Go-Live July 2003 • Consolidation and enhancement ongoing • Major additional modules rolled out in fall 2004

6. Technology Infrastructure • The Translation Management System (GlobalSight Ambassador) is to serve as technology core to achieve these organizational goals • Integrated Workflow

7. Technology Infrastructure (2) • Integrated Translation tools

8. System: Expected User Groups/Numbers

9. Before Getting Started: Requirements • Internet Access •  Internet Browser: Microsoft Internet Explorer 5.5, or higher (preferred: IE 6.0) • Java PlugIn 2 v1.3.1._04 (Internet Options setting, see screenshot at right) • Operating System: Windows (preferred 98 or higher), Windows NT     • WinXP is not yet officially supported • For Mac OS clients: Offline mode only – Microsoft Internet Explorer 5.1 • WinZip • Word 95, 97, 2000 • Registered vendor, login information

10. Interface Basics:

11. My Account Account Information: maintain your User information, including password • Password: enter a new password to change • Email Address: make sure to keep it up to date for notification purposes • Address/Phone Number should be kept up to date as well

12. Online Help Online Help: topic-sensitive • Show Table of Contents: click to display entire system Help reference.

13. Getting Started

14. Quick Steps • Receive e-mail • Log into Ambassador system • Click on the Activity to view Details • Click “Accept” • OR • Select the Activity and click “Download” (for one-click offline localization)

15. Users and Roles • Activities are sent to single users or to all qualified users • Qualification = Locale Pair + Activity • Example: a user can be qualified to perform the “translation” activity for content being localized from en_US to ja_JP. • Activities sent to all qualified users are performed by the first user to accept

16. Email Notification for Activity • Job: unique identifier for the job in the system • Locale Pair: the source/target language combination • Activity: the activity the job is currently in • Priority: the urgency of the job on a 1-5 scale (default value = 3) • Accept By: date/time by which the activity must be accepted • Estimated Completion Date: date/time by which the activity should be completed • URL: click on the URL to log into the system

17. My Activities Click on a tab to view its contents: • Available: all activities the user can accept or reject • In Progress: all activities the user has accepted and can perform (online or offline) and Finish • Finished: all activities the user has finished • Rejected: all activities the user has rejected (or un-accepted) Click on the Job Name toview the activity details

18. Viewing Activities • Click on Accept or Reject (note: a user who rejects a job is prompted to enter a comment) • Click on the Comments tab to view all comments about the job, and to add a new comment • Click on the URL under Primary Target Files to view the job contents to be translated (Note the Word Count and Time to Complete before accepting the activity)

19. Demonstration • View email • Go to the URL to access the System • Login to the System • Click the Available Tab • Select an activity • View the job contents/file • Click on Accept

20. Working Online

21. Quick Steps • After accepting an activity, click on the link to the job’s Primary Target File(s) to edit/translate its contents. • Click on hyperlinked segments to edit/translate. • Select a fuzzy match and/or enter translation or revision.(Note: In addition to TM matches, the System provides localization resources by way of Terminology matches and Support Files). • Click on Save and then on the right arrow to move to the next segment. • Once all segments are translated, use the Page Navigation arrows to move to next page/file (if any). • When done, click on Close to return to the Activity Details. • Click on Finish to send the job to its next stage.

22. Translation Memory, Leveraging Content is “leveraged” against previous translations: i.e., previously translated content that matches current content is translated automatically. • Highlighted in green • Exact match • Check for accuracy in context • Highlighted in yellow • Fuzzy match • Click to view matches and localize • Hyperlinked (not highlighted) • No match • Localize these items

23. Online Editor • Source and Target pages side-by-side - Change Layout Mode as necessary: = horizontal split = vertical split = full screen • Source/Target in List view - Change Page view as necessary (i.e., Preview, Text, List) • Page Navigation - Previous/Next Page • Unlock- Allows edit of locked segments

24. Segment Editor Click a segment to open the Segment Editor • Enter changes in Target text box • Refer to Terminology Matches(if some have been generated through the leveraging process), and/or open the Termbase using the active link • Click on a TM Match Result or Segment Version to copy its contents into the Target text box • Use Revert to reinstate the original contents of the segment • Save the segment • Click on Next/Previous Segmentto go from segment to segment Note: Leave a space at the end of each segment/sentence Concordance feature will be fully utilized and fully fledged from Fall 2004 onwards when Corpus Builder is available too.

25. Placeholder Tags

26. Placeholder Tags General Rules Every tag that appears in the Source must also appear in the Target Examples of errors • The following tag is missing: [/l2] • => Compare Source and Target; add missing tags from Source • => Check for brackets ([ and ]) • The following tag cannot be added: [l1] • => Compare Source and Target; remove extra tags from Target

27. Format Tags Add/Remove Formatting • The following tags can be added to or deleted from any HTML segment: • [b][/b][i] [/i][u] [/u] • [nbsp] • The following tags are unbalanced: [b] • => These tags must always be in pairs, e.g. [b]This is bold[/b] Example of errors

28. Demonstration – Online • Access an activity in Ambassador • Go to URL • Type username and password • Edit online and demonstrate: • Help • Accepting an activity • Reject • Online Editor • Support Files • Editing a segment • Terminology lookup • Fuzzy matches • Saving and Next Segment • Placeholder tags and format tags • Refreshing the page • Editing an Image • List and Preview layout • Leveraged Text and Select All • Complete the Activity • Logout

29. Segmentation and Translation Practice

30. “Merging” Segments Example: • Source text contains two segments that are customarily translated as one sentence in the Target language.=> End first segment without punctuation (or substituting, e.g., a comma for the period) and with a blank space; => Begin second segment in lowercase.(On export, the two target segments are reformatted as one single sentence. This can be checked in the Main Editor in Preview mode – set inset below.)

31. “Splitting” Segments Example: • Source text contains one segment that is customarily translated as two sentences in the Target language.=> Enter the two sentences in the Target window as they would appear in the final text.(Note in the TM Match Results at left: the two sentences had previously been stored as one segment in memory, generating a 94% match. One may conclude from this that the translator’s syntactical choices remain the controlling factor for TM, not the other way around.)

32. Working Offline

33. Quick Steps • From Activity Details, select “Download” tab and follow Ambassador prompts • Logout of Ambassador; disconnect from the Web (optional) • Extract all files to your desktop (requires WinZip) • Edit content and save as a unicode-encoded .txt file • Connect to the Web, access Ambassador • Upload file (one at a time) • Review work in the Main Editor (online mode)

34. Downloading Files • Specify Download Options • Format (RTF, bilingual RTF or Text) • Editor (Word for Windows, Mac) • Character Encoding (default or other) • Placeholder Format (compact or verbose, as in Online Editor) • Resources (annotations, links or none) • Edit of Locked Segments (yes or no) • 2. Select Support Files (if any) • 3. Click Download • Specify a directory in which to save the .zip file From Activity Details, click on Download tab

35. One-Click Downloading Files Optionally, from the Available tab, select the Activity (radio button), and click Download • Allows you to both accept the Activity and download the entire contents of the Job in one step. • Uses the options you specified at the time of your most recent Download. To change your Download options, click on the Job and reset them in the Job Download screen (see previous slide).

36. Unzipping Files 1. Extract the .zip file (double-click on file name, click on Extract in WinZip window) 2. Use folder names (checked by default) 3. Contents of folder should appear as shown below: Note: Files to localize are in the inbox folder.

37. MS Word • Open the .rtf files from the “inbox” in MS Word: • Items to translate are in black • Placeholders are the same as in the Online Editor • Do not modify any items in gray! • Annotation Resources: mouse-over annotations for more information • Source shows source text • TM shows fuzzy matches • Terms show Terminology matches

38. Saving Files • Save As… • Word 2000: >select Encoded Text (*.txt)>then select Unicode • Other Word versions:>select Unicode Encoded Text • Other editors: >select the same encoding as that used in initial download

39. Uploading Files Upload the file(s) from the Upload tab • Browse to the directory where Unicode encoded .txt files were saved • Click Upload Note: Files need to be uploaded one at a time.

40. Demonstration – Offline • Access a Job in Ambassador • Download the files for the activity • Unzip (select “Use folder names” option) • Copy files to outbox • Open in Word • Edit • Show features of index.htm • Source Segments • Terminology • Fuzzy Matches • Save as Unicode-encoded Text • Upload • Resolve Errors

41. Hands-on • Login and view Available activities • Accept the activity • Select file to edit • Translate some segments • Edit a segment with tags and attempt to delete or insert tags • Select a Fuzzy Match for a segment • Exit the Online Editor and download the job • Unzip, copy files and edit offline in Word • Try removing some tags • Use the index.html file for reference • Save the file as Unicode Text and Upload • Resolve any errors and re-upload • Review uploaded file in the Online Editor • Finish the activity • Logout

42. Working with Original (Non-leveraged) Source File

43. Quick Steps • From Activity Details, click on “Comments” tab • Right-click on link to source file and use the “save as” function to download it to the desktop • Translate the file offline like any regular document, and save it in its original format • Once the translation is done, log back into the system • Attach the translated file(s) to the Activity comment • Finish the Activity

44. Downloading the Source File • The Job Comments contain a link to the source file (under Original File Name). • Right-click on source; this opens a list of options; click on Save Target As… • The Save As dialog box appears; you can then specify where to save the source file (to your Desktop or in a folder of your choice). From Activity Details, click on Comments tab 4. When the download is complete, close the dialog box. You may then log out of Ambassador and do your translation as you’re used to, using the downloaded file the way you would normally do.

45. Attaching a Translated File (1) • Open your Activity In Progress, and click on the Comments tab and then on Add Comment. • In the Add Comment text box, enter your comment (e.g., “Translation completed; translated file attached”), then click on Attach Files. • /… When the translation is done, log back into Ambassador.

46. Attaching a Translated File (2) 3. To attach your translated file, first click on Browse… 4. The Choose file dialog box will appear; browse to the location of your saved translation and double-click on the filename; this will make it appear in the Choose file box. 5. Click on Upload. 6. It is possible to attach multiple files to a Job Comment. To do so, just click on Browse… again and repeat the process. /…

47. Attaching a Translated File (3) 7. The name(s) of the file(s) will be listed under Filename. (If you have attached a file in error, just check the box next to the name and click on Remove.) 8. Once finished, just click on Done. (You may also use Cancel at this stage if you made a mistake in the comment or in the attachment.) Note: When you are totally done translating and you have completed the comment and file attachment process, don’t forget to click on Finish (under the Activity Details tab).

48. Terminology in Translation Module

49. Terminology Overview • Terminology Matches – Online • Browsing Terminology Database (through Main Editor and/or anonymous access)

50. Terminology Matches – Online • Terminology Matches appear in the Segment Editor when available for reference (see at left). • Right-click on the term to view the entire entry (see below)