Tools of The Trade For Translators

Tools of the Trade
Angelika Zerfass
Consultant / Trainer for Translation Tools
zerfass@zaac.de
Agenda
What tools are used in translation /
localization
Overview over the main
functionalities of the tools in one
category
Special topics like word counts, TMX
How to evaluate what tool is right for

you
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Tools in Translation /
Localization
Translation Memory Tools
Software Localization Tools
Terminology Management Tools
Project Management Tools
Workflow Management Tools
Additional Utilities
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Same idea different approach

Re-use of already translated segments
Database / list for terminology
Alignment of translated material,
where no TM tool was used
Statistics on number of words, number
of re-usable segments
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Components
Repository for text pairs / sentence pairs

Editor for translation
Repository for terminology
Alignment
Editor
Word, separate editor, editor within TM tool
Repository
Segment pair database per language pair

Segment pair database per project (multilingual)
Segment pairs in separate reference files
Paragraph pairs / parallel documents
Segment pairs by ID number (Software Localization)
Project setup
All settings within one tool
Separate tools for separate tasks (terminology, conversion, translation)
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Project setup
One file format / language pair per project
Several file formats / languages per project
Statistics
Word count in source / target language
Recycling of segments in the source language
Repetitions
Alignment
Re-use of previously translated files (source and target language files)
One-to-one alignment / many-to-one alignment
Terminology management
Term list / term database
Terminology extraction (monolingual / bilingual)
QA features
Check for file structure integrity
Check for missed translations, numbers
Check for correct usage of terminology
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Macros within Word

Metatexis
Wordfast
Trados
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TM + Editor
2 applications open for translation
Connection needs to be established
Setup of translation memory
independent of file for translation
Working on single files in the editor
Working on batches of files in the TM
system (pre-translation)
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Separate tools
Source
language
files
Target
language
files
Alignment Tool
Terminology
Extraction Tool
Terminology
Tool
Translation Memory
Tool
Editor
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Trados with Word
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Trados with TagEditor
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Integrated tools
Setup of a project before translation
can start
Selection of file format, languages, files,
location for log files with every project
Re-usable settings from previous
projects
Files are imported into the tool,
translation are exported from the tool
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Integrated tools
Old
source file
Old
target file
Alignment Component
Terminology Component
Translation
Editor
Translation
Repository
Read in
new files
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Read in reference material
Generation of
target files
Files to
translate
Target files
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Heartsome Editor
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SDLX
switchboard
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SDLX
Project setup
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SDLX
source window
target window
terminology window
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MemoQ
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MemoQ
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Transit
source window
target window
terminology
window
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status window
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Dj Vu
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Word counts in Translation Tools
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What is counted in an
analysis?
Chars/Word: average number of characters per word

Chars Total: Number of characters in counted words no spaces or stand-alone numbers
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Word Count
What is a word?
A word (for Trados) contains at least one letter (or
language character for Asian languages)
Words are often delimited by spaces (exception
Chinese, Japanese, Thai)
Stand-alone numbers (for example in a table column)
or symbols (like 1) are NOT counted as translatable
words in Trados, but are counted in other tools
Different TM tools count words differently (sometimes
even between different versions of the same tool)
Word count tools: Word, Trados, Transit, Dj Vu,
special word count tools like AnyCount, PractiCount...)
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Word Count Examples

text element
200
Word
2 words
Trados
Not counted
company/name 1 word
2 words
Segment with
an index field
Contents of
index field
counted
Field contents
not counted
Segment with
automatic field
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Contents of
index field not
counted
Field contents
is a word
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Calculation of Match Rates

Comparison of segments from the documents
with the source language segments in the TM
The similarity is given as a percentage
Algorithm for calculation is secret, but takes
number of words, number of other elements
(numbers) and length of segment into account.
Different tools calculate matches differently, so
the match rates are not really comparable
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Match Rate Examples

SDLX
Trados
Transit
There is
information on a
new tool.
Info
test segment
There is new
information on a
tool.
85%
92%
99%
1 word moved
There is
information on a
new tool.
97%
99%
98%
Same
segment but
different
formatting
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Repetitions
A segment that appears in the analyzed documents more
than once and does not have a 100% match from the TM, is
counted as:
a no match or match (if the match rate is above the minimum match
value in the TM options) at the first occurrence
the first repetition at the second occurrence
During translation, the first occurrence needs to be

translated from scratch or adapted from the match, from the
second occurrence on, it will be a 100% match from the TM
With large projects, where the documents are split up
between different translators, you can extract and translate
the repetitions (also called frequent segments) first.
But the extracted list shows the segments out of context, so it might
not be easy to translate all of them first, especially if they are quite
short
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What influences the statistics?

Word count
Version of (Trados) software
INI file (setting for making text between tags or within tags translatable
or non-translatable)
Analysis of TTX versus RTF/DOC
Sub segments, like footnotes, index entries
Settings in the Filter Settings dialog for translating different file formats
in TagEditor
Ex. Making hidden layers translatable
Settings for non-translatable text via Word styles
Segment count
Settings for penalties (from alignment)
Filter settings to prefer matches with a certain additional field
Segmentation rules (like abbreviation lists or different segment end
symbols
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TMX
(Translation Memory Exchange)
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Localization Standards
TMX:
SRX:
Olif:
TBX:
XLIFF:
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Translation Memory Exchange

Segmentation Rules Exchange
Open Lexicon Interchange
Term base Exchange
Localization Interchange File
Format (predecessor OpenTag)
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TMX
Translation Memory Exchange
OSCAR
LISA (Localization Industry Standards Association) group
(Open Standards for Container/Content Allowing Re-use)
From the TMX specification:

The purpose of the TMX format is to provide a
standard method to describe translation memory data
that is being exchanged among tools and/or translation
vendors, while introducing little or no loss of critical data
during the process
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What is TMX
It is an XML representation of translation memory data
Header
Body
<header
creationtool=Dj Vu "
creationtoolversion=4"
datatype="PlainText
segtype="sentence"
adminlang="en-us"
srclang="en-us"
o-tmf="DVMDB"
>
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Dj Vu, Transit, Trados, SDLX

Version / build number of the tool
HTML, SGML, RTF, Interleaf, Java
Basic segmentation
Default language for elements like <note>
Source text language
Original translation memory format
(DVMDB Dj Vu database)
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What is TMX
Body
<body>
<tu creationdate="20030915T153704Z" creationid="USER">
<tuv lang="EN-US">
<seg>This is the first sentence.</seg>
</tuv>
<tuv lang="DE-DE">
<seg>Dies ist der erste Satz</seg>
</tuv>
</tu>
</body>
tu = Translation Unit, tuv lang = translation unit variant (language),
seg = segment
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What is TMX
Depending on the
tool that created the
TMX file, it can be
bilingual or
multilingual.
Importing
multilingual TMX file
into a bilingual
project will only
import the relevant
languages
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Levels of TMX
Level 1:
Plain text only (sufficient for data coming from software
localization tools)
Level 2:
Text plus formatting (data coming from translation memory tools
used for translation of documentation)
To move formatting and text from one tool to the

other both tools need to be level 2 compliant!
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Level 1
Formatting that is applied to the source and
target text of a translation unit is not
exported to the TMX file, only pure text.
Original
This sentence has some formatting.
In TMX
This sentence has some formatting.
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Level 2
Formatting that is applied to the
source and target text of a
translation unit is exported to the
TMX file.
Different tools use different ways of
encoding that information.
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TMX from Dj Vu (Atril)

Original
This sentence contains different formatting
information.
In TMX from Dj Vu
<seg>
<ph x="1">{1}</ph>This
<ph x="2">{2}</ph> sentence
<ph x="3">{3}</ph> contains
<ph x="4">{4}</ph>different
<ph x="5">{5}</ph><ph x="6">{6}</ph>formatting
information
<ph x="7">{7}</ph>.
</seg>
DV puts placeholders (ph) where the formatting will go,
not the formatting information itself, formatting
information is stored in a separate file.
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Original
TMX from Trados
This sentence contains different formatting information.
In TMX from Translators Workbench

<seg>
This <ut>{\b /ut>sentence<ut>}</ut> contains
<ut>{\i </ut>different<ut>}</ut>
<ut>{\ul </ut>formatting information<ut>}</ut>.
</seg>
<seg>
This <bpt i="1" type="bold">{\b
</bpt>sentence<ept i="1">}</ept>
contains
<bpt i="2" type="italic">{\i </bpt>different<ept i="2">}</ept>
<bpt i="3">{\ul </bpt>formatting information<ept i="3">}</ept>.
</seg>
Example 1 is from Version 6.5, example 2 from version 7
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TMX from Transit (Star)

Original
This sentence contains different formatting information.
In TMX from Transit

<seg>
This <bpt i="1" x="1" type="bold"></bpt>
sentence <ept i="1"></ept>
contains <bpt i="2" x="2"type="italic"></bpt>
different <ept i="2"></ept><bpt i="3" x="3"
type="ulined"></bpt>
formatting information<epti="3"></ept>.
</seg>
Transit uses the begin paired tag (bpt) the end paired tag
(ept) and the information for bold (b), italics (i) and
underlined (u)
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TMX from SDLX (SDL)

Original
This sentence contains different formatting
information.
In TMX from SDLX

<seg>
This
<bpt i="1"x="1"><1></bpt>sentence
<epti="1"></1></ept>
contains
<bpt i="2"x="2"><2></bpt>different <epti=2">
</2></ept>
<bpt i=3"x=3"><3></bpt>
formatting information<epti=3"></3></ept>.
</seg>
SDLX uses placeholders for formatting information that is
stored in a different file
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Implications of different tags

for formatting
Tools that use placeholder tags do not
include the actual formatting information in
the TMX file
Other tools can only re-use the text
The result of the exchange is the same as with
TMX level 1 (text only)
TMX files which carry the actual formatting

information will yield better matches in
other tools that can read this information.
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When is it useful?
A company moves from tool A to tool B,
where tool B cannot import the proprietary
TM format of tool A
Translators of one project use different
tools or a TM needs to be reused in
software localization tools as well as
regular translation memory tools
Export format after alignment with one
tool, to import into another tool
TM maintenance, when the TM tool does
not offer all functionalities that are needed
Bilingual terminology extraction
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Does it work?
With the current versions of translation
tools on the market it works quite well
Previous versions sometimes created their
own flavor of TMX which could not readily be
imported by other tools, but the export files had
to be changed before import. (en-us, EN_US)
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Yes, it does what it was developed for, it

makes the exchange of data between tools
possible
BUT - This is only half of the story
The question is, how well can the data that
has been exchanged be used
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Reusing TMX data

Although Translation Memory Tools
have the same basic idea (storing
source-target language pairs and
recycling translations), this has been
realized in different ways.
Main issue here, are the
segmentation rules
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SRX Segmentation Rules

Exchange
From the SRX specification
The purpose of the SRX format is to
provide a standard method to describe
segmentation rules that are being
exchanged among tools and/or
translation vendors...
is intended to enhance the TMX
standard
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Why SRX?
Tool A
Semicolon is end of segment
This is a sentence; this is another sentence.
TM system sees two separate segments
Tool B
Semicolon is NOT end of segment
This is a sentence; this is another sentence.
TM system sees one segment

No match from the TMX data!
Match rate around 50%, usual setting around 70%
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Segmentation rules
Rules that the tool applies to the text
to translate to split it up into
segments
paragraph
sentence
phrase
incomplete sentences in bulleted lists
single words (headings, Note,
Attention)
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Segmentation rules
End of segment rules (common to the
default settings of all tools)
Dot at the end of a sentence (not after known
abbreviations)
Question mark, exclamation mark
Paragraph mark
Colon
End of segment rules (different for different

tools)
Semicolon
Tab character
Sub segments (index entries, footnotes,
graphics)
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Comparison of default rules

Workbench Transit
DV
SDLX
Across
Colon
end
end
end
no end
no end
Semicolon
no end
end
end
no end
no end
Tab
end
no end
no end
no end
no end
Soft
return
no end
no end
end in
Word no
end in
PPT
end in
Word no
end in
PPT
no end
Settings for better reuse

Check the segmentation settings of the
source tool, if possible
Re-create this setting in the target tool, as
far as possible
Set down the minimum match value from
the default 75% to about 50%
For TM data that does not yield useful
results, you may have to run an alignment
of the original material on the target
system.
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When is SRX useful?

Moving TM data from one tool to another
when the rules for translation have always
been the same and the receiving tool is
able to recreate the rules from the
exporting tool
Because: SRX only transports the rules that
are defined at the time of the export from the
TM
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Not many tools can write/read SRX at the

moment, so there is only limited
experience as of now.
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SRX
SRX is under developed at the
moment. The SRX file will contain the
following information:
<languagerules> - Definition of the rules
of a specific language
<maprules> - Definition, how those
rules were set at the time of the TMX
export
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Endrules and exceptions

Rule:
A dot followed by a space is the end of a
segment..
This is the first sentence. This is the second
sentence.
Exception:
A dot, preceded by a number is not the end of
a segment.
Dies ist der 1. Satz.
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End rules and exceptions

Rule:

<endrule>
<beforebreak> [\.]</beforebreak>
<afterbreak>\s</afterbreak>
<excludeexception exceptionname=numbers>
</endrule>
Exception for numbers, abbreviations...

<exception exceptionname=numbers>
<beforebreak>[0-9]+\.<beforebreak>
<afterbreak>\s</afterbreak>
</exception>
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What can SRX not do?

It can only show the segmentation
rule settings at the time of export.
It cannot show any changes that
have been applied in the
segmentation rules during the use of
the TM.
Sometimes the rules from system 1
cannot be re-created in system 2,
then the rule will be ignored.
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Issues with data exchange via TMX
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Initial Situation
Translation memory in TMX format
(Translation Memory Exchange), created
by a translation project in Star Transit with
FrameMaker files
Import of the TMX file into SDL Trados
Translators Workbench and a Star Transit
project
Comparison of statistics (word count,
match rates) during an analysis (Trados) /
import (Transit)
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Issues
Word counts differed
Match rates differed
Prices differed quite a lot
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Goal of the test

Comparison of
Word counts
Segment counts
Match rates
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Comparison of Match Rates
Trados creates an Ancillary file that contains elements from master pages, headers/footers and variables, so that
these elements only have to be translated (and counted) once
Different segmentation rules (especially for abbreviations) lead to different numbers of segments in Transit and Trados
Different representation of tags from the FrameMaker files in TMX lead to low match rates when using a TMX file from
Transit in the Analysis in Trados
Different ways of counting words lead to different word counts
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Why are the results so different?

Overview on the word count rules and
segmentation rules in Transit and Trados
Comparison of the segments during
Analysis/Import
Differences in handling of texts from
master pages, headers, footers and
variables
Trados Ancillary file
Comparison of the TMX files

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Word Count / Segment Count

Word count comparison
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Microsoft Office
d 97 - 2003-Dokum
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Segmentation Rules
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Trados
Workbench
Star
Transit
DV
SDLX
Across
Colon
end
end
end
no end
no end
Semicolon
no end
end
end
no end
no end
Tab
end
no end
no end
no end
no end
Soft
return
no end
no end
end in
Word no
end in PPT
end in
Word no
end in PPT
no end
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Segmentation Rules
Defining abbreviations
During import of files in Transit
Separately in Trados TM
Trados
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Transit
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Segment Comparison
When reusing a TMX file from Transit (FrameMaker project) Trados very often
does not show a match.
Only a concordance search shows that the segment is in the TM.
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Comparison of segments
within the TM tools
Only after changing the minimum match value to a lower value is Trados able
to show matches during translation.
Match values are often below 50%.
The low match rates result from different handling of the tags:
As an example: Transit counts 25 Tags, for the same segment, Trados counts
36 tags.
For every tag
difference Trados
subtracts a 2%
penalty.
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Comparison of segments
within the TM tools
Match rate 80%
Different handling of tags changes

the segment structure.
Trados shows additional words (gray)
and therefore also words that where
moved in comparison to the match
from the TMX TM.
Transit adds placeholders to the tags themselves.
Trados shows two tags and the

placeholder as a separate letter
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Trados
Ancillary
Variables, text from
headers and footers and
texts from the master
pages are saved to a
separate file in Trados
so that the contents only
has to be translated
once.
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Comparison of TMX DATA

TMX from Transit
TMX from Trados
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Segment in Transit Editor (small tag view)
Segment in Transit Editor (full tag view)
Segment in Transit TMX
Segment in Trados TMX
Segment in Trados Editor (full tag view)
Software Localization Tools
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Is there a difference between

localization and translation?
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Is there a difference between

localization and translation?
Translation
Transfer of text based information from language A to
language B
where necessary, this includes adaptations in
contents (to comply with legal standards)

form (page layout, page format)
address (general public, subject matter experts)
non-textual elements (pictures)
Localization
Translation and adaptation of
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text (software interface and accompanying documentation)

software contents (tax calculation for different countries)
resizing (so that translated text fits into the button)
non-textual elements (icons, graphics, pictures, symbols)
(software testing)
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The history of SW L10N

In the beginning, each software application
was developed for one specific country.
There was no thought given to the
possibility of one day selling this software
in another country.
When these ideas came up, it was
assumed, that the users would have to
cope with the original user interface
language, which was mostly English.
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If a different language version was needed, the
software was re-created in the target language
Disadvantage: different language versions of the
software had to be maintained
The text that showed on the user interface (UI,

GUI) was written into the code of the program
(hard-coded)
Translating hard-coded text requires a lot of
programming knowledge on the side of the
translator, so that the program does not break
during translation.
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CGI code snippet in PERL

sub print_form {
my ($content);
my ($template,$HTML) = @_;
open (FILE, "<$template") or die "Couldn't open $template: $!\n";
while (<FILE>) {
s/{{(.*?)}}/$HTML->{$1}/g;
$content .= $_;
}
close FILE;
print $content;
}
sub error_out {
my (%HTML);
$HTML{CGI} = $cgi;
$HTML{ERROR} = shift;
print_form("$path_templates/error.html",\%HTML);
}
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CGI code snippet in PERL

sub print_form {
my ($content);
my ($template,$HTML) = @_;
open (FILE, "<$template") or die "Couldn't open $template: $!\n";
while (<FILE>) {
s/{{(.*?)}}/$HTML->{$1}/g;
$content .= $_;
}
close FILE;
print $content;
}
sub error_out {
my (%HTML);
$HTML{CGI} = $cgi;
$HTML{ERROR} = shift;
print_form("$path_templates/error.html",\%HTML);
}
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Hard-coded strings in C Code: Not

Internationalized
#include <stdio.h>
main()
{
int n; char y[5];
printf("This program converts decimal numbers to hexadecimal\n\n");
while(1) {
printf("\nEnter decimal number: ");
scanf("%d",&n);
printf("\nNumber entered is <%d> decimal and <%x> hexa",n,n);
printf("\nDo you want to continue? ");
scanf("%s",y);
if(strcmp(y,"yes")) {
printf("\n exiting ..\n");
exit();
}
}
}
strings are
directly in
the code
source.c
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Extract Strings using Extract Tool

to Message File
#include <stdio.h>
extern unsigned char *intl_m_msg(), *intl_f_msg();
main()
{
int n; char y[5];
printf(intl_m_msg("","mypg",1));
while(1) {
scanf("%d",&n);
printf(intl_m_msg("","mypg",3),n,n);
scanf("%s",y);
if(strcmp(y, (intl_m_msg("","mypg",6))) {
mypg.en
exit();
1 "This program converts decimal numbers to hexadecimal\n\n"
}
}
2 "\nEnter decimal number:"
}
3 "\nNumber entered is <%d> decimal and <%x> hexa"
source.c
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4
5
6
"\nDo you want to continue?"

"\nexiting ..\n"
"yes"
Zerfass@zaac.de
Translate the extracted text and

place it back into the cod
#include <stdio.h>
extern unsigned char *intl_m_msg(), *intl_f_msg();
main()
{
int n; char y[5];
while(1) {
scanf("%d",&n);
printf(intl_m_msg("","mypg",3),n,n);
scanf("%s",y);
if(strcmp(y, (intl_m_msg("","mypg",6))) {
mypg.fr
exit();
}
1 ""Ce programme convertit les nombres dcimaux en
}
2 hexadcimal\n\n
}
3 "\nEntrer le nombre dcimal:"
source.c
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4
5
6
"\nLe nombre entr est <%d> dcimal et <%x> hexadcimal"

"\nVoulez vous continuer?"
"\nSortie ..\n"
"oui"
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Visual Basic: Example
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User Interface Examples:

Copying a File: Four Different Ways
Action: Copy a file called afile.txt to the floppy drive A: from the hard disk C:
Command Line/DOS:
Function Key / DOS:
Menu:
COPY C:afile.txt A:afile.txt

F5
menu or dialog
dialog
WIMP:
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Origin and Evolution of the GUI

(Graphical User Interface)
The software user interfaces we use today are called GUI (Graphical User
Interfaces). Windows, the Macintosh operating system and the Unix operating
system all use GUIs. The specific type of GUI is called a WIMP interface:
Windows
Icons
Mouse
Pointer
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Extracted text for translation

Excel list, without context information
Sorted alphabetically, only

one occurrence for each term
Sequence of occurrence
87
Sorted alphabetically
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Next came globally enabled software
(internationalized software), where developers
took into account that their program would be sold
in many different countries and therefore would
need to be able to show many different languages
on the user interface.
Support for a wide range of fonts
Support for different code pages (characters)
Separation of translatable text from programming code
Resource files containing translatable data
Binary files containing programming code
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Software Localization Tool

Old
source file
Old
target file
Read in reference material
Extraction of
translatable
text
Editor
Software Localization
Tool
Translation
Generation of
target file
Read in
new file
File to
translate
89
Target file
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Software Localization: Passolo
90
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Software Localization: Catalyst
91
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Features
For the developer / project manager
Preparing files for translation

Quality assurance - Pseudo-translation
Customization
Managing translation projects
For the translator
Translation environment
Use of translation memory and terminology
Quality assurance features
Proofreading
Data Exchange
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Preparing Files for

Translation
Hiding text that was extracted but
should not be translated
Locking text that should not be
translated, but which is important for
understanding the context
Adding comments or status flags to
text
Source
&File
93
&Special
Target
&Datei
Comment Status
Changed from
Version 1.5!
tbd
Read-only
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QA Pseudo Translation
Checking the original application for:
ability to display characters of target
language
controls or text fields that are too small to
hold translated text
Check stability of translated software
95
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Text expansion (averages)
96
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Text expansion by language

There are
several
sources on
the
internet,
that show
charts for
average
text
expansion.
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Text expansion by language

http://www.omnilingua.com/resourcecenter/textexpansion.aspx.
98
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Comments
Bookmarks
99
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Customization
Creating parsers to extract text from
customer file formats
Ability to call other applications via
API
Creating macros to facilitate repetitive
tasks
Using the command line to process
files and create projects
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Managing Translation
Projects
Creating translation projects for external
translators
Creating a package of all files needed for
translation, including the original files,
reference material, glossaries, macros
Creating statistics
Amount of text to be translated
Amount of text that was pre-translated with
material from a previous version
Repetitions
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Managing Translation
Projects
Data exchange
Export of translation lists
Source segment target segment pairs
Import of translation memory data from other translation

tools
Export of terminology lists
Import of terminology lists
Recycling of older software versions via alignment
Update management
Updating a project with changed source language files
102
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Translation Environment
Editor
Translation window
Navigation window
WYSIWYG view of dialogs

and menus
Resizing of controls
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Translation Environment
Localization of bitmaps, icons and
cursors
External editor
Internal editor
Automatic pre-translation
Recycling translations from previous
projects or translation memory data
Filling terminology lists

Adding new terms to terminology lists during
translation
104
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Quality Assurance Features

Checking features
Spell-checking
Formatting
tabs between access key and text
Access keys
Same number of access keys in source and target
Do all access keys exist
Are all access keys in a dialog unique
Translation status (for review, signedoff)

105
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Proofreading
Proofreading the translated software
is made easier by the ability of the
software localization tool to show the
menus and dialogs as they will
appear at runtime.
No more proofreading of Excel lists
where the context of the text is not
apparent.
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Data exchange
Most tools have their own export/import
format
Most tools support the export/import
format of standard tools (Trados, Star)
Most tools support TMX (translation
memory exchange format) for importing
and/or exporting data
Some tools differentiate between export of
terminology data and export of translation
memory data
107
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Project Workflow
SW Development
Build FR
Documentation
Help/Manual FR
108
First localize the software

Then localize help and documentation
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Localization Processes
Translation Memory Tool

Pseudo translation
File preparation
Export of segment
pairs for TM
Extract translatable
segments
Export of
Terminology
Translation of
software
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Import into TM
Import into
termbank
Translation of
Online-help,
readme files,
manuals,
webpages,
packaging...
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Software Updates
Database
Build FR Version 2
Reuse of translations
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Differences between
Localization Tools and
Translation Tools
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Localization Tools
Extract translatable text by ID numbers
Segmentation of file is predefined by file
format itself. Segment pairs are identified
by their ID numbers
As text in software tends to consist of
single words or short phrases, there is no
separate management of terms and
sentences
Translation of update files means that
already translated IDs are not touched.
Only new or changed text will be touched.
112
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113
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Terminology management
Term extraction (monolingual and bilingual)
creation of term lists from source documents or
translation memories
Term lists / term bases

connect to an editor (source document creation) or the
TM systems and localization tools during translation
Term check
ensure the consistent use of terms over the whole
project
check for the use of forbidden terms
114
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Extraction
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Monolingual Extraction
Extraction of terms from documents in one
language.
Creation of term lists
important terms
Who defines what is important?
How can a tool know, what is important?
frequent terms
What is frequent? 3 times / 10 times
Are frequent terms also important?
new terms
According to whose level of subject matter
knowledge?
Compared to which term list / term database?
116
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Bilingual Extraction
Term extraction from bilingual
sources like translation memory files
or bilingual translation files
Creation of parallel lists of terms and
their translation(s)
All forms of the term and all its translations
Only basic form
Most frequent translation of source term
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Term extraction issues

Terminology extraction is a highly
individual process
Goal of extraction, subject matter expertise,
available time
Tools use different methods for

terminology extraction
Concordance, statistics, linguistics
Tools support different file formats for

extraction and export
Monolingual, bilingual, export formats
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Tools sometimes dont show the context

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from which the term was taken
Term Extraction Tools

Assistance for manual extraction
Concordance tools
Extraction of all term combinations
Statistical extraction tools

Frequent terms
All languages
Linguistic extraction tools

Extraction of noun phrases
Supported languages only
119
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Manual Extraction
Human reads the text, understands the
meaning and selects terms (or term pairs)
according to previous knowledge of the
subject matter and/or the goal for the
extraction.
120
List of standard terms

List of company terms
List of new terms
Additional information like source, context
example
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Tools assisting manual

extraction
Tools that connect to an editor
and allow the collection of
terms or term pairs
Translation memory
tools that save terms
and term pairs directly
into the term database
component
Term checking tools
that report
missing terms / translations
121
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Manual extraction
Time consuming
Resource intensive
Subject matter and language
expertise required
Most accurate regarding the goal
Individual goals can be set
122
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Concordance Tools
Automatic creation of a list of all
terms and term combinations from a
document
No term is missed
Long list of terms
Manual selection process necessary
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Concordance results
(Simple Concordance Program SCP)
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TM tool
Term can consist of up to X words
Terms that
already exist in
the database
are not extracted
Extraction from
all files of a
project
(various file formats)
125
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Extraction with TM tool

Export of term list
for translation
Export of term list
to term database
126
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Statistical Extraction Tool

Monolingual and bilingual extraction
Terms that occur more than X times are
extracted
List of frequent terms frequent terms are seen
as important
Important terms / new terms that appear in this
document less than X times are not extracted
Can be used for any language
List of term candidates must be checked by a
human with subject matter and language
expertise
127
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Terminology Tool of TM Suite

(Dj Vu, Lexicon)
Settings for
number of words
per term
Settings for
frequency
128
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Bilingual Extraction Results
129
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SDL MultiTerm Extract
130
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This is, how a text looks to a

statistical extraction tool
Vot gnig harengoga fuor tok gnig nor
shewerginhatz. Mirhon bortup tip trewshu
gnig batbo loqtet. Bortup ter, bortup
nofdas, semsel nih furpo ayano bliktreptat.
Mirhon granbevtrov driktopret grig go
wasbrekit mut mirkep taptro gnig suf.
Aktrep zitpek nitnit bortup mil. Setrimb ak
troptan bur metlatkento.
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Linguistic Extraction Tool

Tool knows about the structure of the
language
Extracted terms can be reduced to
their basic from with the help of
dictionaries and rules
User can define the rules used for
extraction
Extraction limited to supported
languages
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Linguistic Settings
Extraction
according to
specific rules of
the language
Frequency
settings
133
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Results of Extraction with

Context Window
(TerminologyWizard)
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Linguistic Extraction Tools

Translations of terms come from the
extraction files and internal dictionaries
Each term is shown with its context and a
grammatical analysis
Results of extraction
List of one-word terms
List of multi-word terms
List of context sentences
Export and view can be filtered

135
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SDL PhraseFinder
136
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File Formats
TM tools extract from every file format they
support
Concordance tools are usually limited to
text or Word files
Bilingual extraction can be produces from
bilingual file formats like translation
memories, project files of a TM tool or
bilingual translation files, but not from two
separate files
Export usually in Excel, tab-delimited TXT
or directly into the terminology component
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Conclusion
No one tool can do what a human can do,
but depending on the goal, the tools can
help to automate repetitive tasks and
comparisons with stop lists and/or term
bases
138
Concordance tools extract all words and

provide filter and search settings for the view of
the term list
Statistical tools offer settings for frequencies,
term length and comparison with stop word
lists or existing term lists / term databases
Linguistic tools can be customized by rules for
the extraction, which could be different for
various languages and use language-specific
dictionaries
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Databases
139
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Term Base Entry

(MultiTerm)
Category
Synonyms
Text information
Category
140
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Term Base Entry (Termstar)
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Setup of term lists / term

bases
Subject matter or company specific terms
ProductName, Company - Name
deactivate checkbox YY, activate checkbox YY
Click inside checkbox YY twice
Collect terms, synonyms, abbreviations

screen, scr., monitor
Base form of the term

Decide on term status field
forbidden, deprecated, pending, confirmed by,
used by us, used by competitor
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Setup of term lists / term

bases
Add as many information fields as needed
Note, definition, context example, source
Information should help authors and translators to
decide if and when to use a term / translation
Not all terminology management tools

allow user defined fields
Keep in mind that the more fields you
have, the more time you need to schedule
for filling and maintaining the information in
those fields
143
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Retrieval
144
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Terminology Retrieval
Term components of translation memory
tools
Standalone tools or integrated term modules
Search sentences to translate for terms from the
term base / term list
Pasting translations of terms into the translation /
sending new term pairs to the term base or term list
Fuzzy matching of terminology
Filtering terms (ex: per product)
145
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Retrieving terms during translation
Sending
terms to the
term base
146
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Term retrieval
147
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Checking
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Source Language
Terminology Check
Check the source language documentation for
consistent use of terms in the term list, use of
forbidden terms, use of synonyms
Checking tools with an interface to your authoring system
for terminology checks and grammar checks. (checks are
customizable to your own rules)
Terminology
AC power cord AC power cable
Connect the AC power cord to the AC power
power cord power cable
adapter, then to the back of the photo printer
cord cable
149
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Source Language
Terminology Check
Authoring Memory Systems to check consistent
use of standard sentences
Place the DVD in the.
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Target Language Terminology

Check
Checking the usage of the terms in
the target language (in Translation
Memories, bilingual files)
Is the target language term from the term
base used?
Are there synonyms for the target language
term?
Is there a target language term in the
translation where the source term from the
term base does not appear in the source
segment of the text?
Has a forbidden term been used?
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Example (Wordfast)
Translation from term list

not found
152
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Example (Wordfast)
Blacklisted term found
153
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Example
(Quintilian, Add-in for Word)
Hit or Miss for terms from Excel list
154
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Example (across)
Missing translation
Wrong translation (building = Gebude)
155
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Example (Transit)
Several
translations
Missing translation in term database
156
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Examples (Dj Vu)

Examples (SDLX)
157
Several translations for one word
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Examples (Trados)
- Forbidden term (Monitor)

- Wrong term (Auswahlschalter)
- No target (menu)
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Setup of term list / term base

In order to check for forbidden terms,
these terms need to be marked with an
attribute.
159
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Term check in QA tools

File formats
Bilingual files
TRADOS DOC/RTF and TTX
STAR language files
TM in TMX or TRADOS TXT format
Checks
Terms from term list / term base not used
Terms without target equivalent in term list /
term base
Target term present but source term not
present (reverse check)
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Example (ErrorSpy)
Excel term list / suffix and prefix lists or
MultiTerm term base
161
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Example (QA Distiller)

Excel term list converted to internal
dictionary
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Summary
Each checking routine only checks
some possibilities, none checks the
whole range
163
Missing translation in term list / term base

Term with several translations
Term with wrong translation
Missing source term (reverse check)
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Exchange
164
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Terminology Exchange
Most tools can export and import tab-delimited
text files
Some tools are offering the TBX (TermBase
Exchange) format or similar XML format for data
exchange
Transit, Heartsome, across
MultiTerm (XML format, similar to TMX)
TBX from term databases could also be useful for:
165
Extracting stop word lists for extraction tools

Re-use as dictionary in machine translation systems
Displaying terminology information online
Optimizing search engines (keywords) and text mining tools
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166
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167
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169
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TBX TermBase Exchange

From the TBX Specification
TBX is an open XML-based standard format for
terminological data
TBX is designed to support the analysis,
representation, dissemination, and exchange
of information from human-oriented
terminological databases (term bases)
TBX is built on the basis of ISO 12620 (data
categories) and ISO 12200 (MARTIF Machine-readable Terminology Interchange
Format, core structure)
170
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Structure of a TBX file
171
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Structure of a TBX file
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TMX
173
TBX
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Global information in the

entry head
Language ID
Administrative data of
a language
English term
Term level information
Languag ID
French term
Conversion from MultiTerm to

TBX (Medtronic)
175
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Medtronic Mapping Table
176
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Terminology Processes
Term check during authoring
Authoring
Term
list
Terminology
extraction
Term
list
Terminology
approval
Import
Term
list
Terminology
Database
Translation and
Terminology Check
Term translations
New terms
Change requests
Online publication
of term database
(intranet/internet)
Import of
translations
New terms
Change requests
Terminology
approval
Terminology
approval
Term
list
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Term
list
Term
list
Term
list
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Terminology Processes
Be aware that terminology work requires a
lot of resources
Always include everybody who has to deal
with terminology (authoring, production,
development, marketing, sales,
translation)
There needs to be one person responsible
for terminology for each language
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Terminology Costs
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Terminology Cost
About 10 to 15 Euro per source term including
definition
About 20 terms a day
About between 1 and 1.5 Euro per translation into
one language
Changing a term during a translation project, will
cost about $1000 per term per language
(JDEdwards)
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Sample calculation
1000 source terms
5 target languages
Rate per hour 50 Euro
Initial corpus of terms 100 terms per hour
Term maintenance (hours per year and language
with 1000 base terms) 12
(study by tekom regional group Saxony, Germany)
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Alignment
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Alignment
Old source and target language
documents are read into the alignment
component of the TM tool
The tool segments the files and tries to
connect the segments that belong
together, thus creating segment pairs
A translator checks the alignment
Results are imported into a TM system for
reuse with new translations
183
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Example: Dj Vu
184
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SDLX
185
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Alignment
Before translation, to add new
segment pairs to a TM
After translation, to get the really final
segment pairs into the TM
As target language documents tend to
get corrected after translation as well
Export of alignment to TMX for

terminology extraction
186
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Translation Tools
187
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Tools in the localization

process
Possible
file preparation
Source
language
files
Target
language
files
Alignment
Terminology
Extraction
Term base /
term list
possible text extraction

file conversion
Translation Memory
Editor of TM tool
Creation of
target language file
DTP
Translation Tools
Utilities
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Utilities
Word count tools
Conversion tools (from PDF to Word)
Extraction tools for text extraction from
certain file formats
QA tools for bilingual material (TMs)
Macros, self-developed tools
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Word count tools

Different tools count differently, because
they have different definitions of what a
"word" is.
Some count stand-alone numbers and
symbols (like Word) others don't (like
Trados)
Always agree on the tool (and better still
on the tool version) that both sides use
for counting words
191
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Word count tools

Freebudget,
http://www.webbudget.com/fb4dload.htm
TextCount,
http://www.textcount.com/html/textcount-en.html
AnyCount,
http://www.anycount.com/
TotalAssistant,
http://www.surefiresoftware.com/totalassistant/
PractiCount,
http://www.practiline.com/
Online Word Count,
http://allworldphone.com/count-words-characters.htm
WordCalc, Syllable and word count,
http://www.wordcalc.com/
Online Word Count Tool,
http://www.wordcounttool.com/
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Conversion /
Text Extraction Tools
Converting PDF to
Batch converting files to a specific
format (FrameMaker to MIF, InDesign to
INX, Word to RTF)
Text extraction for translation (Copyflow
for QuarkXPress, Software strings to
Excel/XML)
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QA and TM Maintenance
Tools
Checking for consistent punctuation
(same as in source or target language
specific)
Checking numbers
Checking for missing translations
Checking for same source / target
Checking for same source / different
target
Search / Replace functions
194
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QA and TM Maintenance Tools

ErrorSpy, DOG,
http://dog-gmbh.com/index.php?id=44&L=1
QA Distiller, Yamagata,
http://www.qa-distiller.com/
Quintilian, TerminologyMatters,
http://www.terminologymatters.com/quintilian.html
BlackJack, ITR,
http://www.itr.co.uk/en/translation-qualityassurance.html
Olifant, Enlaso Tools,
http://www.translate.com/technology/tools/Olifant.html
195
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Translation Tools
Workflow Management /
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Project Management and

Workflow Tools
Project Creation in TM tool
packaging of project files
inserting translated project files

Offers and invoicing
Data on customers and vendors
Workflow Tool
Automation of processes (file conversion, pretranslation, packaging, sending out package to
assigned translator)
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Project / Workflow
Management
Batch processing
Multiple TMs / Term databases
Online tracking of project status
Automating sequences of steps
Word count pre-translation copying
files to translate to different language
folders
Rights and roles

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What is a Workflow?
A workflow defines the order (rules) in which specific
processes (consisting of separate tasks) are performed to
achieve a defined result.
Each process consists of individual tasks.
Each task is associated with a specific resource.
Every player in the workflow has a specific role with certain
rights.
In order to describe a workflow
Define your processes that make up the workflow

Standardize processes
Break down each process into individual tasks
Assign the task to a player in the process
Assign a role to the player (defining the rights)
This means that you need to take a very detailed look into
the processes involved to be able to define a standard
workflow.
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Breaking Down a Project

Localization Project
Define the processes
200
Terminology questions
File preparation
File handling
Translation
Proofreading / editing
Quality assurance
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Process: File Preparation

Define the tasks
Get file list with file formats
Check files for translatability
Simulated translation for software files

Check for text on graphics in documentation
Check if there is enough space for text expansion
Check for consistent use of terminology
Define what file format needs what kind of preparation

Convert files / extract text / mark translatable and
untranslatable text
Create additional files like settings for use in certain translation
tools
Description for the translators on how to handle the files
201
Get statistics from the files (number of words, number of

repeated sentences, number of sentences that will come
from the translation memory system as a match / translation
suggestion)
Pre-translate files with existing translation memories Zerfass@zaac.de
Automation?
Define the tasks
Get file list with file formats
Check files for translatability
Simulated translation for software files

Check for text on graphics in documentation
Check if there is enough space for text expansion
Check for consistent use of terminology
Define what file format needs what kind of preparation

Create additional files like settings for use in certain translation tools
Description for the translators on how to handle the files
Convert files / extract text / mark translatable and untranslatable text
automate
Get statistics from the files (number of words, number of repeated

sentences, number of sentences that will come from the translation
memory system as a match / translation suggestion)
automate
Pre-translate files with existing translation memories

automate
202
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How to Automate?
Simple macros
Create scripts or small tools
Use the API of translation tools to
automate several steps in one go
Set up a workflow management system
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When to use Workflow

(Automation)?
Whenever there is set of processes
that will be used over and over again,
this can be thought of as a workflow.
204
the rules are set

the process sequence is always the
same
each process has its pre-defined set of
tasks
for each task you can decide who is
going to do it
it can be documented and learned Zerfass@zaac.de
Client
Agency PM asks
the PM at the customer
Agency
Translator asks the

project manager of the
translation agency
Translator has
a question
on a term
For terminology question

in the target language
in the source language
Client
authoring / engineering
department
Client
market center

in the target language
Client
PM
Translator sends
questions to agency
Agency
Agency adds term

questions to an online list.
Client
authoring department
Client
market center
Translator has
a question
on a term
Translator adds term
questions to an online list.
Source language
questions
Central
connection
point
Target language
questions
Automation through a central connection point

and roles for each user
Summary
207
Workflow management is work.

Many workflow management systems
provide a platform for describing and
automating parts of a workflow, not a
ready to fly automated system.
Get the process right, then think about
automation.
Break down bigger elements into smaller
units (processes tasks steps) and
describe their conditions and
interdependencies.
When necessary, there should be a way to
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break the workflow rules.
Machine Translation
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Machine Translation
Requires source documentation that is
optimized for machine translation
(controlled source language)
Requires post-editing, not so much posttranslation
Can be used in combination with TM
systems (to pre-translate large amounts),
but is often not appreciated as very helpful
by translators
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TM
Interactive translation
interactive process
almost all language
pairs possible
creation of a
repository
Recycling of
translations
independent of the
format of the source
document
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MT
Machine translation
fully automated
process
only works for the
language pair the
system was created
for
text is usually preedited and or postedited
good systems are
relatively costly
very fast
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Translation Tools
Evaluation
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Evaluation
Collect your requirements
Get a demo with your files from
different tools vendors
Test the tools yourself with the
evaluation matrix
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Tools, Tools, Tools
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TM tools information
Software reviews
http://www.localizationworks.com/DRTOM/index.html
Comparisons
DOG, Translation Memory Systeme im Vergleich (German), 2005, ISBN 978-3-9810595-1-9
Details functionalities, test setup, result matrix
MD, Translation Memory Systeme im Vergleich (German), issue 4/5

2005
Newsletters
http://www.internationalwriters.com/toolkit/
Magazines
www.multilingual.com
Training material and courses on tools
http://ecolotrain.uni-saarland.de/index.php?id=2525&L=1
Survey
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LISA (www.lisa.org) Translation Memory Survey 2002 and 2004

Imperial College London, Translation Memories Survey 2006,
http://www3.imperial.ac.uk/portal/pls/portallive/docs/1/7307707.PDF
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Some
software localization tools
Passolo
RC-WinTrans
Catalyst
Multilizer
SDL Insight
Language Studio
Lingobit Localizer
RapidTranslation
Visual Localize
www.passolo.com (XLIFF)
www.schaudin.com
www.alchemysoftware.ie (XLIFF)
www.multilizer.com
www.sdl.com/products/sdlinsight.htm (XLIFF)
ls.atia.com
www.lingobit.com,
www.rapidtranslation.net
www.visloc.com
AppleGlot
http://developer.apple.com/intl/localization/tools.html
Some TM tools also offer the ability to translate EXE files and the like, but usually
they do not offer a visual representation of the dialogs and menus.
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Some
Terminology Extraction Tools
Concordance tools
Simple Concordance Program (SCP), http://www.textworld.com/scp/
ExtPhr32, http://publish.uwo.ca/~craven/freeware.htm
Term extraction tools / components of translation memory

tools
Statistical Extraction
MultiTerm Extract, Dj Vu Lexicon, Heartsome Dictionary Editor,
across
TermiDOG (www.dog-gmbh.de), Chamblon Terminology Extractor
(http://www.chamblon.com/terminologyextractor.htm)
Linguistic Extraction
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Synthema Terminology Wizard

(http://www.synthema.it/english/servizi/traduzioni.html), SDL
PhraseFinder
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Some
Word based
Wordfast, www.wordfast.net
Metatexis, www.metatexis.com
SDL Trados Workbench with Word, www.sdl.com
TinyTM (open source), tinytm.sourceforge.net
JiveFusion (for Office files),
http://www.jivefusiontech.com/products_FT.html
Integrated TM systems
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Dj Vu, www.atril.com
Transit, www.star-group.net
MemoQ,
http://en.kilgray.com/?q=node/products/memoq/memoq4free
Across, www.across.net
SDLX, www.sdl.com (integarted into SDL Trados installation)
Heartsome, http://www.heartsome.net/EN/home.html Zerfass@zaac.de
Some Online
Online TM tools
Ontram, http://www.andrae-ag.de/EN/products/ontram.htm
TinyTM, tinytm.sourceforge.net
Server-based translation environment from SDL Trados, across
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Some Tools for

Source Language Checking
Acrolinx IQ Suite, acrolinx
http://www.acrolinx.com/iq_suite_overview_de.html (German)
HyperSTE, Tedopres
http://www.tedopres.com/en/products-services/hypervision/
SDL Author Assistant, SDL
Writer's Workbench, SDL Trados
Authoring Coach, Sajan,
http://marketing.sajan.com/marketing/solutions/authoring.aspx
Author-it Xtend,
http://www.author-it.com/index.php?page=xtendauthoringmemory
across Plug-in
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Some Tools for

Target Language Checking
ErrorSpy, DOG,
http://dog-gmbh.com/index.php?id=44&L=1
QA Distiller, Yamagata,
http://www.qa-distiller.com/
Quintilian, TerminologyMatters,
http://www.terminologymatters.com/quintilian.html
BlackJack, ITR,
http://www.itr.co.uk/en/translation-qualityassurance.html
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Some Workflow/Project
Management Tools
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SDL Trados Teamworks

SDL TMS
Idiom Worldserver
Across workflow module
Business Manager, Plunet
Project open
LTC Orgnizer
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TMX specification
TMX is a recommendation by OSCAR
OSCAR: LISA special interest group
Open Standards for Container/Content Allowing Re-use
The latest specification can be downloaded from

http://www.lisa.org/tmx/tmx.htm
For comments: tmx@lisa.org
List of TMX certified tools
The purpose of the TMX format is to provide

a standard method to describe translation
memory data that is being exchanged among
tools and/or translation vendors, while
introducing little or no loss of critical data
during the process.
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SRX Specification
Latest version
www.lisa.org/srx/srx.htm
www.lisa.org/srx/srx10-20040420.htm
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Tools of The Trade For Translators

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Tools of The Trade For Translators

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Tools of the Trade

How to evaluate what tool is right for

Translation Memory Tools

Same idea different approach

Same idea different approach

Repository for text pairs / sentence pairs

Segment pair database per language pair

Same idea different approach

Macros within Word

Trados with Word

Trados with TagEditor

Read in reference material

Word counts in Translation Tools

Chars/Word: average number of characters per word

Word Count Examples

Calculation of Match Rates

Match Rate Examples

During translation, the first occurrence needs to be

What influences the statistics?

Sub segments, like footnotes, index entries

Ex. Making hidden layers translatable

Settings for non-translatable text via Word styles

Translation Memory Exchange

From the TMX specification:

Dj Vu, Transit, Trados, SDLX

To move formatting and text from one tool to the

TMX from Dj Vu (Atril)

TMX from Trados

This sentence contains different formatting information.

In TMX from Translators Workbench

TMX from Transit (Star)

In TMX from Transit

TMX from SDLX (SDL)

In TMX from SDLX

Implications of different tags

TMX files which carry the actual formatting

Yes, it does what it was developed for, it

Reusing TMX data

SRX Segmentation Rules

TM system sees two separate segments

TM system sees one segment

End of segment rules (different for different

Comparison of default rules

Settings for better reuse

When is SRX useful?

Not many tools can write/read SRX at the

Endrules and exceptions

End rules and exceptions

Exception for numbers, abbreviations...

What can SRX not do?

Issues with data exchange via TMX

Goal of the test

Comparison of Match Rates

Why are the results so different?

Comparison of the TMX files

Word Count / Segment Count

Different handling of tags changes

Transit adds placeholders to the tags themselves.

Trados shows two tags and the

Comparison of TMX DATA

Segment in Transit Editor (small tag view)

Segment in Transit Editor (full tag view)

Segment in Transit TMX