MultiTrans - Web Editor Training Guide

MultiTrans 2019 Web Editor Training Guide
Revised: 2018-09-07
Contents
CONTENTS 2
LESSON 1 - INTRODUCTION 5
Introduction 5
Overview 5
Supported File Types 5
Opening a Task in the Web Editor 7
Navigating the MultiTrans Web Editor 7
Previewing Files 8
Downloading source and target files 10
Saving a File 10
Completing a Task 10
LESSON 2 - EDITING A DOCUMENT 11
Introduction 11
Manually translating or reviewing a file 11
Working with Tags 12
When are Formatting Tags Automatically Replaced while Translating? 12
Manipulating Multiple Cells Simultaneously 13
Splitting and Merging Segments 13
Locking and Unlocking Segments in the Web Editor 14
Entering Special Characters in MultiTrans 15
Metadata in the Web Editor 15
Translation State 16
Translation Notes 17
LESSON 3 - TRANSLATING INTERACTIVELY 19
Introduction 19
Starting the Translation Agent 20
THE TRANSLATION AGENT 20
Display Following Translation 22
Retrieving Terminology 22
SENDING TERMS TO THE TERMBASE 23
Translating Interactively 23
THE TRANSLATION AGENT 23
THE TRANSLATION AGENT COLOUR CODING 25
CORRECTING ALIGNMENTS FROM THE TRANSLATION AGENT 27
Viewing Penalties and Bonuses applied to matches in the Translation Agent 27
LESSON 4 - MULTITRANS SETTINGS 29
Objectives 29
Introduction 29
General 29
MATCH FULL PARAGRAPHS 29
TermBase 29
INPUT TERMBASE 29
CONFIDENTIAL 2 MultiTrans 2019 Web Editor Training Guide

OUTPUT TERMBASE 30
TAGS TO BE USED FOR TRANSLATION 30
MATCH TERMS WITH AT LEAST # WORDS 30
CASE-SENSITIVE TERMBASE MATCHING 30
PRESERVE TERMBASE CAPITALIZATION 30
VALIDATE TERMINOLOGY 31
ENABLE STEMMED SEARCHING 31
Segment Matching tab 31
LOWEST FUZZY MATCH % 31
MAXIMUM MATCHES TO SEARCH 31
MATCH SUB-SEGMENTS 32
AUTOMATICALLY CONFIRM TEXT BASE ALIGNMENTS WHEN REPLACING SEGMENTS INTERACTIVELY 32
PRESERVE TM CAPITALIZATION 32
USE EXCLUDE LIST 32
ENABLE STEMMED SEARCHING 32
SEARCH MOST RECENT DOCUMENTS FIRST 32
PRIORITIZE TEAM SERVER MATCHES OVER TEXT BASE MATCHES 33
Penalties and Bonuses 33
UNCONFIRMED ALIGNMENTS 33
FORMATTING DIFFERENCES 34
SEGMENTS CONTAINING PLACEABLES 34
REVERSE TRANSLATIONS 34
INDIRECT TRANSLATIONS 34
MISSING TAGS 34
IN-CONTEXT MATCHES 35
Strict Punctuation Matches 35
CASE-SENSITIVE MATCHES 35
THE MANAGE METADATA FILTERS SECTION 35
FONT SETTINGS 36
LESSON 5 - USING THE EDIT TAB OPTIONS 37
Introduction 37
Using Search and Replace 37
Setting the Spellchecking Language 37
Using the Word Count 38
Removing the Target Text 38
Duplicating the Source Text 38
DUPLICATE SEGMENTS WITH NO TRANSLATION 39
Tracking Changes 39
Viewing Tracked Changes 39
Viewing Only Changed Segments 40
Viewing the Segment History and Reverting to a Previous Version 40
LESSON 6 - USING THE REVIEW TAB OR VALIDATE OPTIONS 41
Introduction 41
Validating a project 41
Creating a Validation Report 41
Using Filters in the Web Editor 42
ADDITIONAL NOTES 48

QUESTIONS? 49
Where to go for help 49
Contact Information 49

Lesson 1 - Introduction
Objectives
• Understanding the purpose of MultiTrans Web Editor
• Understanding the files supported by MultiTrans Web Editor
• Opening, saving and completing tasks
• Navigating the MultiTrans Web Editor
Introduction
Welcome to the MultiTrans Web Editor! This training guide is designed to teach you how
to open, edit and translate documents using the MultiTrans Web Editor. Throughout this
guide we will discuss the nature of an XLIFF file, how to translate interactively in
MultiTrans Web Editor, the types of TextBase and TermBase matches as well as all
options available in the Web Editor to edit a document and perform QA checks on it.
In this first lesson, you will be presented with an overview of the Web Editor that will
show you how to navigate its main screen and which files can be treated with this online
editor. Then we will cover the basic functions you will use when working with the Web
Editor: opening, saving and closing files.
Overview
The MultiTrans Web Editor is an online editor directly linked to MultiTrans Flow tasks.
When a Flow Machine Task is assigned as a MultiTrans Web Editor Task, the provider
will not need to download any files. Instead a simple click will open the file to translate,
review or proofread in the Web Editor. It can then be used to manually or interactively
translate and review documents.
Those who are familiar with MultiTrans XLIFF Editor will be able to transition seamlessly
to the Web Editor. For those who have not yet used it, it is a user-friendly workbench that
allows you to translate interactively, with full access to the context of your previous
translations as well as your approved terminology.
The MultiTrans Web Editor is based on the XML Localization Interchange File Format,
which allows users to extract the translatable content from documents in order to display
and translate it in XLIFF format. Once the translation is complete, the translated text can
be exported back into the original document format.
Supported File Types
The MultiTrans XLIFF Editor and Web Editor support the following file formats: ASPX,
DITA, DOC, DOCX, DOT, DOTX, HTML, IDML, INX, Java.properties, MIF, ODP, ODS,
ODT, POT, POTX, PPT, PPTX, RESX, SRT, SVG, TMX, TTX, VDX, VSDX, XHTML,
XLIFF, XLS, XLSX, XLTM and XML. The same file types are supported by the Analysis,

with the exception of TMX files as well as textual PDF files. The MultiTrans Analysis
Flow Machine Task can analyze zip files as long as the files contained within the zip are
of the supported formats. All of the above file types, except textual PDF, can also be pre-
translated.
• XSLX, DOCX and PPTX are file formats introduced in Excel, Word and
PowerPoint 2007 or higher.
• INX is InDesign Interchange format. InDesign documents normally have INDD file
extensions, but from within InDesign they can be saved as INX. Versions CS2,
CS3 and CS4 are supported.
• IDML is InDesign Markup Language, and is available in more recent versions

(CS4, CS5 and CS6) of InDesign.
• MIF is Maker Interchange Format (FrameMaker documents). Versions 7, 8, 9 and

10 are supported.
• DITA is Darwin Information Typing Architecture. This is an XML-based standard

for authoring, producing, and delivering information.
• RESX files are resource files for localization of .Net applications.
• Java.properties files are resource files for the localization of Java applications.
• XML is a very general format, which can contain any tags created by users as
long as they are well-formed and follow XML standards. By default, XML tags are
treated as external tags, however users can add specific tags through the Mapping
Editor which is available with the MultiTrans XLIFF Editor.
• ODT, ODP and ODS are OpenOffice formats (Writer, Impress and Calc).
• VDX is a Visio interchange format. VSDX is available in more recent versions of

Visio.
Notes:
• Microsoft Office documents embedded inside other MS Office documents will also be
extracted for translation. If, for example, an Excel table is embedded into a Word
document, both the contents of the Excel table and of the Word document will be
extracted and available for analysis and translation, as well as added to TextBases.
• The extraction of SmartArt is supported in both MS Word and MS PowerPoint files.

Opening a Task in the Web Editor
You can only access the Web Editor for tasks that have been set up to be edited online.
If this is not the case, you can still work on the file using the MultiTrans Client and the
XLIFF Editor or MS Office. If as a recipient of a task you are expecting a Web Editor task
but the task you receive has not been set up as such, you need to contact your project
manager to review the task settings.
To open a task in the Web Editor, access your task through the notification email link or
by logging into the Flow Service Provider Portal and going to the Tasks in the Work to
be done area and selecting the project number you want to work with.
The project will open and the workflow assigned to this document will be displayed with
the task assigned to you highlighted in yellow. Note that depending on your profile
access rights you may see the full workflow for a document or just the tasks assigned to
you. To start a task, click the GO button to the left of the task and the Web Editor will
open in a new browser tab.
Navigating the MultiTrans Web Editor

The main work area of the MultiTrans Web Editor displays the text to translate or review
divided into segments according to the document structure and the punctuation. Each
segment is displayed in a cell, and the source and target language pair is a translation
unit. If the text has been pre-translated, the target column will contain the matches found
in the TextBases and TermBases. MultiTrans colour-codes the text based on the
matches found in the TextBases and TermBases. If no pre-translation has happened, the
cells in the target column may be empty or contain the source text and the text in the
source column will be displayed in black.
The header bar at the top of the page displays the name of the document that is
displayed for translation in the main work area. It also provides you with options to
switch the user interface language and to access the About, Help and Logout menus.
At the top of the main work area you can find your Main Menu Bar which you can view
while in the Edit or Translate Views. When the Web Editor document first launches you
are by default in the Edit view. The menus available are: Save, Edit, Translate,
Preview, Validate, Filter, Settings and Complete.
• The Save menu only appears once you start modifying text within your main work
area. Once you have entered text you can use this menu to save your work
regularly.
• The Edit menu activates a toolbar with access to Find, Replace, Track
Changes and Spellchecking Language functionalities.

• The Translate menu launches the Translation Agent allowing you to view
TextBase, Team Server and TermBase matches and context while editing the text.
You can leave this view by clicking the Edit menu.
The Preview menu allows you to preview the document in its native layout for
supported file formats. You can leave this view again by clicking on the Editor
button.
• The Validate menu provides access to the settings that drive the live validation
mark-up. You can leave this view by clicking the Editor button.
• The Filter menu allows you to filter the segments displayed in the work area by a
number of different filter settings. You can leave this view by clicking the Editor
button.
• The Settings menu allows you to modify settings related to TextBase, Team
Server and TermBase matching, search options, penalties, etc. You can leave this
view by clicking the Editor button.
• The Complete menu allows you to complete the Web Editor task thus moving the
workflow to the next step.
To the right of the main work area an arrow allows the user to open up a sidebar menu.
The sidebar provides metadata information on the document and segment currently
being viewed.
At the bottom of the main work area you can access quick navigation functionality that
contains options to find specific segments, navigation options to change the page, and
the number of segments that should be displayed. It also provides indicators on number
of characters or line length which will adjust automatically as you type text into the
segments.
Previewing Files
Both your source and target files can be previewed in the Web Editor, to see how they
will look once exported into their native formats. Note that the preview will show the
same format and layout that will be exported in the final document.
From the Editor view in the Web Editor, select the option Preview from the top toolbar.
This will open a preview of the source and target documents side-by-side. For MS Office
formats, OpenOffice formats and IDML or MIF formats (through PDF previews), the
preview will start wherever your cursor was positioned in the Editor view, although you
can scroll or search through the various pages. You can enlarge either the source or the
target document as you wish, by positioning your cursor between the two documents
and dragging the vertical bar (similar to enlarging columns in Windows Explorer).
Preview of the following formats is supported: HTML, DOC, DOCX, PPT, PPTX, XLS,
XLSX, ODT, ODS, ODP, SVG and XML. For IDML and MIF files you will need to use the
PDF Preview feature.

When a document is previewed, a new button bar appears at the bottom of the screen,
under both the source and the target documents.
• Previous page and Next page: These buttons are represented by a left and a right
arrow and allow you to move through the pages of the document. The number of the
current page and the total number of pages appear between the arrows.
• Go to page: Entering a page number and then clicking the white triangle will take you
to that page number in the preview.
• Zoom in and Zoom out: Use these options to increase or decrease the size of the text
in the preview. The percentage of the size is available between the two icons.
• Fit to window: The icon allows you to enlarge the previewed document to use the
open window at its maximum.
• Fit to width: The icon allows you to enlarge the previewed document to use the
width of the open window at its maximum.
• Fit to length: The icon allows you to enlarge the previewed document to use the
length of the open window at its maximum.
• Search: When you click on a preview tab, it will start on the same page as your cursor
was positioned in the Editor tab. The segment in which your cursor was will
automatically pre-populate in the search field; if you wish to view other occurrences,
simply click the left or right-pointing arrows. Alternatively, you may type new text into the
search field and start a new search.
Previewing XML files:
XML files can be previewed in their output format if an appropriate XSL file is available
and uploaded to the Mapping Editor (available in the Administration Console).
If the respective XSL file is not uploaded, the preview window will display the XML file
exactly as it would appear in Internet Explorer, with all tags. If an XSL file is available, an
extra field will appear between the source and target button bars in the Preview tab (if
you place your cursor over this field, a tooltip XSLT Configuration will appear. Select the
appropriate XSL file from the drop-down list to view a formatted preview. Select the
empty value at the top of the drop-down list to revert to the default Internet Explorer type
of view.

Downloading source and target files
To download files from the Web Editor, click the download icon to the right of the source
or target language in the header of each column ( ).
Notes:
• When you download a file from the Web Editor, it is downloaded in its native
format, not in XLIFF format. For example, if the source files were *.docx, the
downloaded files will also be *.docx.
• If the Web Editor is displaying multiple (merged) files, the current file will be
downloaded (based on the position of your cursor). If your cursor is not positioned
on any file, the first file will be downloaded.
• If you do not see the download icon, ask your Project Manager to provide you
permission to download files.
Saving a File
To save modifications to a file, click the Save button found at the top of your main work
area when you are in the Translate or Edit view.
As with any other application, it is good practice to save your work regularly.
When you are done your task, clicking Complete at the top of the main work area will
also save the file.
Note: the Web Editor will auto-save periodically, with the time period set up by project
managers.
Completing a Task
When you finished working with a file and you want to submit your work back to Flow
and the Project Manager, click on the Complete button in the main menu bar in the Edit
or Translate views. This will automatically mark your task as complete and push it to the
next stage. The task will no longer be available in your Task List.

Lesson 2 - Editing a Document
Objectives
• Modifying a file
• Working with formatting tags
• Splitting and merging segments
• Selecting and modifying multiple cells simultaneously
• Locking segments
• Using the Editor Options
Introduction
Now that we have learned the purpose of the web editing environment and how to open
a task, this lesson will focus on how we can manually translate a document and use the
translation-related editing functionality that the Web Editor offers. For example, apply
format to the translation, merge or split segments (sentences), lock segments for
translation, change the translation state of the segments or add notes to specific
sentences. Segments can be batch-selected and modified, or you can propagate a
translation to all identical segments. The following sections will describe how each of
these actions can be achieved.
Manually translating or reviewing a file

Once a document is open, it displays in the Editor view. The source document will be
broken down into segments or paragraphs and each segment will be numbered, in
sequence, on the left. Each source cell has a corresponding target cell to the right.
You can complete the target cells manually or using the Translation Agent.
To work manually, you can simply type in the target cells while in the Editor view. The
Number of Chars and Line length percentage bars at the bottom right corner of the
screen will automatically increase (or decrease) while you type (or delete) text in a target
cell. All regular editing functions will be available for the target segments: insertion,
deletion, copy (only if appropriate rights were granted), paste, etc. Note that manual
translations will update the Translation State to Translated when hitting Enter.
You can also complete the target cells by duplicating the text from the source cells into
the target cells. To copy a specific segment from its source cell, place your cursor in the
adjacent target cell and press Ctrl+D. Alternatively, you can use the Duplicate icon
available in each segment.

Working with Tags
While external tags are not displayed in the MultiTrans XLIFF Editor, despite the fact that
they are preserved and applied to the target document, internal tags are displayed and
may need to be transferred from the source to the target segments.
An example of this is when a word is bolded in an HTML document. For example:

MultiTrans Academic Licensing Program
should be translated into French by
Programme de license de MultiTrans à des fins d'enseignement.
In the example above, the bold ( ) tags will have to be transferred from the
source to the target segment.
You will see each tag in the source segment is numbered. To enter the tags, place the
cursor at the appropriate place in the target segment and use the corresponding tag
using the shortcut Alt+#, # being the number of the tag in the source. Alternatively, right-
click at the appropriate place in the target segment and select the tag to use.
If you use the Translation Agent or you pre-translate your files using XLIFF, some tags
will be automatically replaced.
Note: Microsoft Office formats may not have both opening and closing tags, as only a
change of style is tracked. InDesign files (IDML and INX) are structured similarly. So if,
for example, a segments starts with bold text, you may have a tag to change the style,
but you will not see opening and closing tags.
When are Formatting Tags Automatically Replaced while Translating?

TextBases store formatting tags such as bold, italics or underlined, as well as any
information about font size or text spacing. The tags are stored in the background and
only bold, italics and underlined tags are visible to the user. If the tags in the TextBase
match those in the document to translate, they will be automatically replaced. If they do
not match, they will need to be replaced manually.
Examples
In the TextBase, you have the following:

I have a black cat. / J’ai un chat noir.
You have to translate the following segment:
I have a black cat.
The tags will be automatically replaced.
In the TextBase, you have the following:

I have a black cat.
You have to translate the following segment:
I have a black cat.
You will need to place the bold and italic tags manually in your translation.
Note that you can use the Missing Tags penalty to prioritize matches with the same tags
as the document to translate.
Manipulating Multiple Cells Simultaneously

It may be more efficient to perform certain actions on more than one translation unit at a
time. You may choose to duplicate the source text of a specific section of your document,
lock all translation units that were retrieved as exact matches or set the Translation State
of all segments following review. The MultiTrans XLIFF Editor and Web Editor offer the
possibility to perform these actions on a number of selected rows simultaneously.
To select more than one translation unit at a time, click on the check box in the Web
Editor or the cell in the XLIFF Editor next to the row numbers to the left of the source text.
Hold down the Shift key to select a contiguous block of rows; hold down the Ctrl key to
select individual non-contiguous rows. To select all rows, simply click on any row
number and use the Ctrl+A keyboard combination.
Once the appropriate rows are selected, you can right-click with your mouse on the
target cells in the Web Editor or on the row numbers in the XLIFF Editor to open the
contextual menu where you will have the option to Lock or Unlock all selected
segments, Duplicate source text of all selected segments into the target, or set the
Translation State of all selected segments. Alternatively, you can use the standard
shortcuts (Ctrl+D to duplicate the segments or Ctrl+L to lock or unlock the segments).
Note that if you click elsewhere in the Editor, you will lose your selection of rows.
Splitting and Merging Segments

Under certain conditions, it is possible to split and merge segments. A segment can
always be split; segments that are found next to each other in the same paragraph in the
source document can be merged. An indication is provided in the ID column as to
whether the segments can or cannot be merged.

The arrows next to the segment numbers indicate whether two segments can be
merged. An up arrow indicates the segment can be merged with the one above, and a
down arrow indicates the segment can be merged with the one below. No arrow
indicates the segment cannot be merged with any other segment.
To merge two segments, right click on the arrow in the Web Editor or the source segment
in the XLIFF Editor, select Merge with next or Merge with previous and the two
segments will be merged.
To split a segment, place your cursor in the source column exactly where you would like
to split the segment, then click on the scissors icon in the ID column in the Web Editor or
right click and select Split Segment from the contextual menu in the XLIFF Editor.
Locking and Unlocking Segments in the Web Editor

To lock or unlock segments in the Web Editor, you must have the appropriate access
rights. The necessary access is given through the Administration Console, in the

Profiles node. At least one of your profiles must have Can lock segments in the Web
Editor selected.
With this permission, you may lock or unlock any segment in the Web Editor. Users
without this permission will not be able to edit or unlock any locked segments.
To lock a segment in the Web Editor:
1. Place your cursor in the segment you wish to lock.
2. Right-click and choose Lock Cell, or press Ctrl+L on your keyboard.
The translation unit will appear on a grey background, with a padlock icon displayed on
the left of the row, and you will no longer be able to edit the target segment.
To unlock a segment in the Web Editor:
1. Place your cursor on any locked segment.
2. Right-click and choose Unlock Cell, or press Ctrl+L on your keyboard.
The grey background and the padlock will disappear.
Entering Special Characters in MultiTrans

As MultiTrans supports all languages with Unicode representations, there is often a
need to enter special characters in different areas (the TextBase Search, the Translation
Agent, the Web Editor or the XLIFF Editor).
MultiTrans supports the entry of special characters through the Alt+code, not the
hexadecimal codes. For example:
• To enter a Ū (capital U with macron), type Alt+362. Alt+016A (the hexadecimal code)
will not work.
• To enter a ū (lowercase U with macron), type Alt+363. Alt+016B will not work.
If you are more familiar with the hexadecimal codes and require guidance in conversion
to the Alt+codes, please consult a conversion chart such as that available on
http://unicodelookup.com/.
Metadata in the Web Editor

Metadata can be found in the sidebar at the far right of the Web Editor screen. If not
visible, when you are in the Translate or Edit view, you can open the sidebar by clicking
on the arrow. As you translate, the window will display metadata taken from the

TextBases, documents and translation units for each segment found. The information
related to any segment selected as a translation will be transferred into the translated
file.
As you make changes to the document, your user name will appear as the user making
the modifications. If you are not a Flow user and the Web Editor task was re-assigned to
you by another provider (such as the project manager at an agency), this will be the user
name added to the metadata of the segments modified.
Additionally, when you encounter Matches from the TM or Terminology from the
TermBases in the top pane in the Translate view, TM or TermBase metadata can also
be displayed if you hover your mouse over the information icon at the right of a match.
Translation State
The Translation State is an indication of the status of the segments within the
XLIFF file. A newly-created XLIFF document will have the state Needs translation for all
segments by default. The Translation State of any segments replaced by the
Translation Agent (ie. in the Translate view) will automatically be set to Translated; if a
segment is translated manually in the Edit view, the Translation State can be changed
manually in the right-hand sidebar menu. Alternatively, you can click Enter to move from
one segment to the next one marking the previous segment's state as Translated.
The following is the official definition of the Translation State, as taken from the XLIFF
1.2 specification. Note that the Translation State can be used in any manner your
organization sees fit; i.e. different states can be used to indicate different actions
required.
Value Description
Custom Indicates a customized state.
Final Indicates the terminating state.
Needs translation Indicates that the segment needs to be translated.
New item Indicates that the item is new, for example, translation units that
were not in a previous version of the document.
Non-Text Needs Indicates that non-textual information needs adaptation.
Adaptation
Non-Text Needs Indicates that non-textual information needs review.
Review
needs-review- Indicates that only the text of the item needs to be reviewed.
translation
Text & Non-Text Indicates that both textual and non-textual information need
Need Adaptation adaptation.

Value Description
Text & Non-Text Indicates that both textual and non-textual information need
Need Review review.
Text Needs Review Indicates that textual information needs review
signed-off Indicates that changes are reviewed and approved.
By default, segments with any Translation State are displayed in the XLIFF Editor
interface. You may apply the Translation State filter from the Filter menu in the Web
Editor or from the Review tab in the XLIFF Editor to see only segments with a particular
state. To see all segments again, choose the blank option in the Translation State Filter
menu.
Translation Notes
When translating or reviewing a document, you may wish to leave notes or comments in
the document for other users. This can be done directly within the Editor.
Notes are added to the translation unit as a whole. These notes will be preserved within
the XLIFF file; when exporting the final target file back to the original format, the notes
will not be part of the final file.
To enter a note:
1. Select the segment you wish to add a note to.

2. In the XLIFF Editor, click Add Note in the right section of the screen, below the
metadata. In the Web Editor, click the Comment icon in the left of the target cell and then
click Add Note in the right of the target cell.
3. In the From field you can type your username. Add your comments into the relevant
space. You can add multiple separate notes if you wish.
4. The Note will be added to your segment and the Note icon now displays in the ID
column to indicate that a note was added. The Note will be saved to your Xliff file when
you click Save in the top menu bar.
To delete a note:
1. Click on the segment containing the note you wish to delete.

2. Click the X icon in the upper right-hand corner of the note.
The note will be immediately deleted.
To view segments containing notes:
You may wish to view any existing notes in an XLIFF document. If you are browsing
through the document and see the Note icon in the segment ID column at the left of the

screen, there is a note attached to that segment. Clicking the segment will allow you to
view the note.
You may also apply the With notes filter from the Filter menu of the XLIFF Editor; this
will limit the display to all segments containing one or more notes.

Lesson 3 - Translating Interactively
Objectives
• Using the Translation Agent
• Understanding the Translation Agent button bar
• Understanding the Translation Agent colour coding
• Correcting alignments from the Translation Agent
• Sending terms to the TermBase from the Translation Agent
Introduction
The Web Editor allows you to translate documents interactively using the Translate
option, which activates the Translation Agent. When translating interactively, MultiTrans
will systematically search for matches in the TextBases and TermBases and will display
the results found for your approval or modification before inserting them in the target text.
In this section we will work with the Translation Agent to learn how to recognize the
different sorts of matches available and how to replace a segment in the target text. We
will also discuss how to interpret the colour-coding and symbols in the display of
translated or pre-translated document and how to correct alignments on the fly or send
terms to the TermBase directly from the Web Editor.
The MultiTrans component that connects your editing environment with the TextBase
used and enables you to translate new documents is the Translation Agent. For each
segment (e.g. sentence, title or list entry) in your active document, the Translation Agent
will search your selected TextBases (previously translated reference documents), Team
Server TMs (live translation memories) and TermBases (terminology repositories), and
present you with relevant matches.
If a document in the TextBase or Team Server contains a paragraph that is identical to

one found in the document you are translating, it will be displayed as one match, so that
it can be replaced with one click. This may include alignments that are not 1-to-1. For
example, suppose two consecutive sentences in the document being translated are
matched by two consecutive sentences in a TextBase or Team Server TM, and those
two sentences are aligned with a single target sentence. In that case, the two matching
sentences will be treated like a single match, and the target sentence will be shown as
the translation.
Types of matches
For each segment, the Translation Agent calculates the degree of similarity between the
segment that needs to be translated and the matches found in the TextBases and Team
Server TMs. One of the criterion used is the number of words that differ between the two
segments. For example, if you need to translate the sentence This product comes with a
one-year warranty on all parts, and the TextBase contains a previously translated
sentence that reads This model comes with a one-year warranty on all parts, the

Translation Agent will show the former sentence as a fuzzy match with a 90% degree of
similarity because 9 out of the 10 total words of the sentence are the same.
Based on the degree of similarity, the Translation Agent will suggest three types of
TextBase and Team Server TM matches: exact, fuzzy or sub-segment.
Exact segment matches, displayed in purple or teal, are those segments whose
source is exactly the same as that available in the TextBase. They are retrieved as
full segments and their translation will be automatically suggested. Purple matches
are exact matches that have been reviewed by a user while teal matches have
been automatically created by MultiTrans without any user revision.
Fuzzy segment matches, displayed in green, somewhat differ from the segments
found in the document you are translating. They are also retrieved as full segments
and their translation will be automatically suggested.
Sub-segment matches, displayed in grey, are segments that greatly differ from the
segments found in the document you are translating. Therefore, they may or may
not be useful for the translation depending on the expression retrieved, i.e. a short
common expression may be of no interest while a specialized term or a large part
of a segment may spare the translator long hours of research. Note that sub-
segment matches are always stemmed; i.e. searching for "teach and train" will also
identify "teaching and training".
The translator establishes the percentage of similarity that will separate fuzzy matches
from sub-segment matches. This percentage is known as the Fuzzy Factor. There is no
optimal Fuzzy Factor for all types of texts. The ideal percentage will depend on the type
of text translated as well as the content of your TextBases. By default the Fuzzy Factor is
set at 75%.
Starting the Translation Agent

To launch the Translation Agent, click the Translate menu option in the main menu
bar.
If no TextBases or TermBases are associated to the job, the Translation Agent will not
return any matches (not contain any information). In this case, you can simply close the
Translation Agent by clicking the Edit menu or the Translate menu in the main menu
bar and continue the translation manually.
The Translation Agent

2. Go to the MultiTrans menu and select Translation Agent. The Translation Agent
Window will open. If you are working in a Web Editor environment, click the option
Translate in the toolbar to open the Translation Agent.
3. Observe the information shown for each segment and proceed to accept it, modify it or
skip it according to your judgment. In the following sections, you will find more
information on the Translation Agent Interface and on how to use it. For more detailed
information on all the functions of the Translation Agent, see The Translation Agent
Button Bar.
Translation Agent Window
The Translation Agent screen consists of 2 distinct panes:

• The Matches and Terminology pane contains the TextBase and TermBase
matches for the segment being translated as well as any selected metadata
information.
• In the MS Add-in only, the Source and Target pane contains the segment being
translated and its current translation.
Using the Translation Agent
The Translation Agent will start processing your document one segment at a time in
sequential order, from the position of your cursor. For each segment to be translated, it
will look for matches in your TextBases and TermBases. You may then do one of the
following:
• Replace the source expression with a suggested equivalent or a translation you

typed;
• Skip the segment, leaving it unchanged and moving on to the next match;
• Select a different TextBase match than the one shown by the Translation Agent
by double-clicking on the desired match.
• View the Context from which the segment matches are retrieved. By clicking
Context in Office, the + sign in the Web Editor or ˅ icon next to Details in the
XLIFF Editor, an additional pane opens where you can see the source and target
context from which the match was retrieved.
• To insert sub-segment matches into your translation, click the sub-segment you
want to insert, then click Context in Office, the + sign in the Web Editor or the ˅
icon next to Details in the XLIFF Editor and the Context will open. Select the part
of the target translation that corresponds to the sub-segment in question, right-click

on the selection and select Insert. The selected text will be inserted into the Target
pane at the current location of your cursor. In the Web Editor, you cannot insert but
you can select Copy (Ctrl+C) and Paste (Ctrl+V) in the target segment. Note that
sub-segment matches are always stemmed.
Display Following Translation
Following a pre-translation or translation with the MultiTrans Translation Agent, the
display of the source segments will have the addition of highlights and other notations.
Any segment translated through the Translation Agent will be surrounded by square
brackets [] and a notation indicating how the match was generated.
• TXB indicates the match was taken from the TextBase, with a percentage value
next to it indicating the percentage match . For example, TXB92% indicates a 92%
TextBase match.
• If a TextBase match is less than 100%, there will be additional markup in the
segment. A green strikethrough indicates words found in the TextBase that do not
appear in the document to translate and red indicates words found in the document
to translate that do not appear in the TextBase.
• TMB indicates the match was taken from the TermBase.
• PM indicates the match was taken from the Propagation Memory (local or Team
Server).
• MT indicates the match was created by a Machine Translation engine.
• P# indicates there are # placeables (non translatable parts such as numbers) in
the segment. For example, P2 means there are 2 placeables in that segment,
numerical or other.
• An orange highlight indicates terminology was recovered from a TermBase, and
that terminology can be retrieved by right-clicking in the target segment and
choosing Terminology.
If a segment is modified manually in either the Translation Agent or in the XLIFF Editor

interface, the markup is removed from the source segment.
Retrieving Terminology
When translating within the MultiTrans XLIFF Editor or Web Editor using the Translation
Agent, terminology that can be retrieved from your TermBases will automatically be
highlighted in the source column of the XLIFF Editor. This terminology can be retrieved
at a later date from directly within the editor, with no connection to the original
TermBases necessary. This is ideal for when you are pre-translating a document for
someone who does not have access to your multilingual resources, or for revisers to
view your organization's approved terminology at any time.

When you view a dark orange highlight over a term in the source segment, you may
right-click anywhere in the corresponding target segment where you will see
Terminology at the bottom of the contextual menu. You may then view or retrieve any
term's target language equivalent by selecting that term. Orange highlights can be
disabled by unchecking Validate Terminology in the Web Editor Settings or in the
XLIFF Editor's MultiTrans Options.
Sending Terms to the TermBase
When working with the Translation Agent you may want to add terms to the TermBase
on the fly.
In the XLIFF Editor, to add terms to a TermBase from the Details pane, highlight a term
in the source context and its translation in the target context. The terms will appear in
their respective New Term fields, below the context areas. Once there, you will be able
to click the Add button to add the term and translation to the TermBase. You can also
type into the text boxes if you wish to modify a term or enter a new term to add to the
TermBase. If no output TermBase is selected in the TermBase tab of the MultiTrans
Options, you will be prompted to choose one.
In the Web Editor, the process is similar: click on the Add Terms icon at the right of the
Terminology pane, enter Source term and Target term manually or select content from
the TextBase context which automatically gets inserted to the source term and target
term fields. Then, click on the + icon at the right to add the terms to the output TermBase.
If Insert source and context fields automatically with Insert in TermBase is selected
in the MultiTrans Client Preferences, the sentence containing the term will be added to
the record as the Context and the document where that sentence appears will be added
as the Source.
Translating Interactively
The Translation Agent
2. Go to the MultiTrans menu and select Translation Agent. The Translation Agent
Window will open. If you are working in a Web Editor environment, click the option
Translate in the toolbar to open the Translation Agent.
3. Observe the information shown for each segment and proceed to accept it, modify it or
skip it according to your judgment. In the following sections, you will find more
information on the Translation Agent Interface and on how to use it. For more detailed

information on all the functions of the Translation Agent, see The Translation Agent
Button Bar.
Translation Agent Window
The Translation Agent screen consists of 2 distinct panes:

• The Matches and Terminology pane contains the TextBase and TermBase
matches for the segment being translated as well as any selected metadata
information.
• In the MS Add-in only, the Source and Target pane contains the segment being
translated and its current translation.
Using the Translation Agent
The Translation Agent will start processing your document one segment at a time in
sequential order, from the position of your cursor. For each segment to be translated, it
will look for matches in your TextBases and TermBases. You may then do one of the
following:
• Replace the source expression with a suggested equivalent or a translation you

typed;
• Skip the segment, leaving it unchanged and moving on to the next match;
• Select a different TextBase match than the one shown by the Translation Agent
by double-clicking on the desired match.
• View the Context from which the segment matches are retrieved. By clicking
Context in Office, the + sign in the Web Editor or ˅ icon next to Details in the
XLIFF Editor, an additional pane opens where you can see the source and target
context from which the match was retrieved.
• To insert sub-segment matches into your translation, click the sub-segment you
want to insert, then click Context in Office, the + sign in the Web Editor or the ˅
icon next to Details in the XLIFF Editor and the Context will open. Select the part
of the target translation that corresponds to the sub-segment in question, right-click
on the selection and select Insert. The selected text will be inserted into the Target
pane at the current location of your cursor. In the Web Editor, you cannot insert but
you can select Copy (Ctrl+C) and Paste (Ctrl+V) in the target segment. Note that
sub-segment matches are always stemmed.

The Translation Agent Colour Coding
Depending on the type of match (sub-segment, fuzzy, exact, confirmed and unconfirmed)
and the origin of the proposed translation (TextBase, TermBase, Team Server, Machine
Translation Engine), the translation proposed in the Translation pane (and transferred
to the target text in MS Office, the XLIFF Editor or the Web Editor) will be displayed in
different text colours. In the case of a fuzzy match, the active segment will contain
colours indicating where changes need to be made to the translation proposed in the
Translation pane. Here’s a brief description of the meaning of the colours you will see
in the Translation Agent and what to do with them.
Matches / Terminology Pane:
Colour Description
Indicates words or segments with no translation available in
Black the TextBase. It is necessary to translate anything in black
from scratch.
Indicates a match found in the TermBase. You can insert the
translation into the target cell by double- clicking the term,
Blue underlined
right- clicking and selecting Insert , or using the shortcut
Ctrl+term number.
In the case of a fuzzy match, indicates that an element that
exists in the document you are translating is not found in the
Red TextBase. It indicates that something needs to be added or
modified in the proposed translation to make it equivalent to
the active source segment.
In the case of a fuzzy match, indicates that an element that
exists in the TextBase is not found in the document you are
Green
translating. It indicates that something needs to be removed
strikethrough
from or modified in the proposed translation to make it
equivalent to the active source segment.
Indicates an exact match, or 100% match found in the Team
Olive
Server.
Indicates that the proposed translation was generated by a
Fuchsia
machine translation engine.
Indicates an exact, or 100% match found in the TextBase,
Purple
whose alignment has been confirmed by a user.
Indicates an exact, or 100% match found in the TextBase,
Teal whose alignment has been established automatically by
MultiTrans, but not confirmed by a user.
In the case where a set of words appears in green within a
Green

you will see a match with no percentage. Clicking this match
in the TextBase pane and clicking Details in the XLIFF Editor
or the + icon in the Web Editor will display the context where
the sub-segment will be bolded in the source text. It is up to
you to find the translation in the target context. When you find
it, highlight it with your mouse, right-click on the highlighted
text and select Insertor copy and paste in the Web Editor. The
translation will be added to the target cell. From here, you can
translate anything that is left to be translated in the target
segment. Alternatively, if you work with server TextBases
trained with WordAlign, you can right- click on the sub-
segment match in the Matches pane and select Translate
using WordAlign . This will generate a list of available
translations for the expression based on the matches found in
the TextBases.
When the Validate Terminology option is selected in the

Options > TermBase tab or in the Settings in Web Editor,
some terms will be highlighted in orange if the target terms of
Orange highlight the TermBase are not found in the target segment. It is an
indication that the translator should verify the terminology in
the proposed translation and potentially modify it to reflect the
terminology that has been standardized in the TermBase.
Translated Text:
Colour Description
Indicates a match proposed from the TermBase that has been
Blue
entered into the translation.
Indicates a lemmatized match proposed from the TermBase that
Maroon
has been entered into the translation.
Green Indicates a fuzzy match proposed from the TextBase.
Indicates an exact, or 100% confirmed match proposed from the
Purple
TextBase.
Indicates an exact, or 100% match found in the TextBase, whose
Teal alignment has been established automatically by MultiTrans but
not confirmed by a user.
Olive Indicates an exact, or 100% match from the Team Server.
Indicates that the proposed translation was generated by a
Fuchsia
machine translation engine.
Indicates a hyperlink that has been transferred to the translation
Blue underlined
within Office.

Indicates a sub-segment translation that was added from the
Black Context pane by the translator or anything that was typed in or
pasted by the translator.
Correcting Alignments from the Translation Agent
The MultiTrans Alignment Agent achieves a very high level of accuracy. However,
certain types of passages or texts may pose more of a challenge. For example,
segments that align 3 or 4 source segments to 1 translated segment or vice-versa or
segments that do not have a translation in the target text may pose an alignment
problem. Therefore, although misalignments are rare, they may exist in your TextBase.
Thanks to MultiTrans’ text-based approach, you will always have access to a segment’s
context and, thus, alignments can be corrected on-the-fly, which means you can improve
the quality of your TextBase while benefiting from the corpus at the same time.
You may face two types of misalignments:
• MultiTrans may have aligned a segment with the wrong target segment. In such a
case, if there is a full or fuzzy match for this segment, the Translation Agent will
show the wrong translation of a segment in the Translation pane. To correct this
alignment, click Context in Office, Details in the XLIFF Editor or the + icon in the
Web Editor and scroll up or down in the target context to locate the correct
translation – usually you will find it in the previous or following paragraphs. Once
you have located it, move the yellow highlighting as needed, with the up or down
arrows in the XLIFF Editor or with the left or right buttons in the Web Editor. Once
the correct translation is selected, click Confirm to confirm the alignment.
• MultiTrans may have aligned segments in the source with the wrong number of
segments in the target or vice versa. For example, MultiTrans may have inserted a
2:1 alignment where there should have been a 1:1 or it may have failed to
recognize a 1:2 alignment and has inserted a 1:1. To extend or reduce the yellow
highlighting selection, in target context pane, select the + symbol to Extend
selection (to add segments to the selection) or the - symbol to Reduce selection
(to reduce the number of selected segments). Once the correct translation is
selected, click Confirm to confirm the alignment.
Viewing Penalties and Bonuses applied to matches in the Translation Agent
The match percentage of results in the Translation Agent can be affected by penalties
and bonuses, both pre-built (such as Indirect Translations) or custom-defined (such as
Documents translated by UserX).
When the Translation Agent proposes a match to a segment or paragraph you are
translating, hover your mouse over the match within the Matches pane of the Translation

Agent. All penalties or bonuses (if any) affecting this match will be listed along with the
percentage.

Lesson 4 - MultiTrans Settings
Objectives
• Accessing your MultiTrans Settings
• Applying MultiTrans Settings
• Understanding the differences between various MultiTrans Settings
Introduction
This section presents an overview of all the different MultiTrans Settings available to you
when working with the Translation Agent. It is very important to understand each function
as they will have a direct impact on how your document is processed. These options
affect the results generated by the Translation Agent and can be altered at any point in
time to suit the needs of the translation project. The main MultiTrans Settings covered
here are: General, TextBase/TM, TermBase, Penalties and Bonuses, Editor, and
Metadata.
General
When you open the MultiTrans Options menu in the XLIFF Editor or the Settings menu in
the Web Editor you will land on default on the General section.
Match full paragraphs
If this option is selected, MultiTrans will search for above-the-segment matches, i.e. the
repetition of multiple consecutive segments, up to the paragraph level. If this option is not
selected, the Translation Agent will search and display the results found segment by
segment.
TermBase
This section allows you to set options concerning TermBases.
Input TermBase
This will display all open TermBases from which terminology will be identified or
replaced, by the TermBase Agent or the Translation Agent. Select those you wish to
use.

Output TermBase
If terminology is added from the Translation Agent, it will be added to the TermBase
selected here.
Tags to be used for translation
Select which TermBase records status should be shown to the translator when using the
Translation Agent. By default, records with Accepted, Temporary and Preferred status
are selected. The tags Refused and Misspelled could help translators know which terms
to avoid and thus discern between correct and incorrect terms quicker.
Match terms with at least # words
Only expressions longer than # words will be identified from the TermBase. For
example, if Match terms with at least 3 words is selected, password would not be
extracted whereas language industry professionals would be.
Case-sensitive TermBase matching
If Case-sensitive TermBase matching is enabled in the TermBase settings only

terminology in the document to be translated with identical capitalization as found in the
TermBase will be identified or replaced. For example, selecting this option will identify
freelance translator but not FREELANCE Translator, if this term is in lowercase letters in
the TermBase.
Applies to: TermBase Agent and Translation Agent
Preserve TermBase Capitalization
Capitalization of terminology will be preserved. When adding a translation from the

TermBase, it will be added exactly as it is in the TermBase. For example, selecting this
setting will identify and replace the French equivalent 47e Conférence annuelle de
l'ATA for ATA 47th Annual Conference, whereas deselecting this option will insert 47e
conference annuelle de l'ata instead.

Validate Terminology
Select this TermBase option if you wish to ensure that the terminology in the target
segment is consistent with the terminology found in the TermBase. If the translation for a
term found in the TermBase is not found in the target segment, the term in the source
segment will be highlighted in orange as an indication that the translator should verify
the terminology used.
Enable Stemmed Searching
If the Enable Stemmed SearchingTermBase setting is selected, the Translation Agent

will stem the terms found in the TermBase and find matches whenever a related form of
a term appears in the text. For example, if there is a record for respiratory disease and in
the text the expression appears in its plural form, the term record would still be found as
a match.
This option is available only when you are connected to a server TermBase.
Segment Matching tab

The Segment Matching tab in the XLIFF Editor or TextBase/TM settings in the Web
Editor allows you to set options concerning segment matching (from the TextBase).
Lowest fuzzy match %
The percentage selected here will determine how similar a segment must be to be
considered a fuzzy match. If, for example, the fuzzy factor is set to 75% and a segment
has 10 words, 8 of those words need to be the identical and in the same order for a
match to be proposed. If only 7 words are identical and in the same order, the match will
not be proposed to you.
Maximum matches to search
The Translation Agent will stop searching the TextBases for exact or fuzzy matches
once it finds this number of matches. We recommend 2-5 matches.

Match sub-segments
Select this option if you wish for MultiTrans to find previously translated sub-segments
(i.e. parts of segments that do not amount to the minimum fuzzy match) in addition to
exact and fuzzy matches. Note that sub-segment matches are always stemmed.
Automatically confirm TextBase alignments when replacing segments interactively
If this option is selected, when the translator accepts a proposed unconfirmed exact
match without making any modification, the alignment for that segment is automatically
confirmed as if the translator had done so manually in the TextBase.
Preserve TM capitalization
Capitalization of text will be preserved. When adding a match from a TextBase or Team
Server TM, it will be added exactly as it is in the target document of the TextBase or
Team Server TM.
If this option is turned off, capitalization of the replacement will match the style of the
source segment being replaced (normally sentence case, with the first letter capitalized
only). In this case, if specific words in the source segment are capitalized, the
capitalization will need to be reset manually in the target segment.
Use exclude list
Select this option if you wish for the TextBase Agent to ignore common words such as
articles and prepositions when searching for TextBase matches.
Enable stemmed searching
Select this option if you would like MultiTrans to search for all inflected forms of an
expression or segment found in the TextBase or Team Server TM. Note that this option
may slow down the Translation Agent.
Search Most Recent Documents First
Select this option if you wish to search through the most recently appended documents
first.

Prioritize Team Server matches over TextBase matches
Select this option if you would like Team Server matches to always be returned before
TextBase matches when pre-translating or using the Translation Agent. This may be
useful if several people are working on the same document, and you wish to re-use
matches from each other before consulting the TextBase for matches.
Penalties and Bonuses

The Penalties and Bonuses section will allow you to set options to filter and prioritize
the types of matches you obtain from TextBase and Team Server TMs based on pre-
defined filters and those you create yourself based on customized metadata.
There are several pre-defined filters that can help you penalize or prioritize matches. For
each of them, you can set a penalty or a bonus. For example, if you set a penalty of 5%,
an exact match that would normally have been displayed as 100% will now show as a
95% match to reflect the penalty you have set. Similarly, if you set a bonus of 5%, an
exact match that would normally have been displayed as 100% will now show as a
105% match to reflect the bonus you have set.
In the Penalties and Bonuses section of the MultiTrans Settings, you will be able to
apply penalties or bonuses to pre-defined filters.
Note that if more than one of the penalizations or bonuses on this tab is enabled, and
you have a match that is affected by more than one penalization or bonus (i.e., an
unconfirmed match where the formatting differs from the source segment), the total
penalty will be multiplied together.
Unconfirmed Alignments
With the Unconfirmed Alignments setting selected, you will be able to prioritize
confirmed alignments by subtracting some points from the matching percentage for
unconfirmed alignments. Here, you can set the exact value that will be subtracted. It is
only possible to apply a penalty on this scale; it is impossible to apply a bonus. For
example, if you assign a penalty of 8% to unconfirmed alignments, the corresponding
deduction will be reflected in the Matches pane under the Match column, so where you
would normally have a 100% match for a perfect match segment, you will now have a
92% match (100% - 8%).

Formatting Differences
With the Formatting Differences setting, you will be able to prioritize matches with the
same formatting by subtracting some points from the matching percentage for matches
with formatting differences (such as bold, italics, underline, etc…). Here, you can set the
exact value that will be subtracted. It is only possible to apply a penalty on this scale; it is
impossible to apply a bonus. For example, applying a penalty of 3% to perfect match
segments with formatting differences will bring up a 97% match.
Segments Containing Placeables
The Segments Containing Placeables setting allows you to penalize segments where
placeables have been duplicated in the target segment. Placeables are non-translatable
parts of the text that need to be localised into the target language, for example, numbers.
You may also define your own placeables, such as names that may not require
translation, and should be automatically duplicated. You may set the percentage that will
be subtracted from placeable matches. It is only possible to apply a penalty on this
scale; it is impossible to apply a bonus.
Reverse Translations
Document source and target languages are indicated in the TextBase and Team Server
metadata, and since you may be working with multilingual TMs, it is possible that a
match is found in a previous target document instead of a source document. As this
match may be less reliable than a match that came from a previous source language
document, you may set a penalization for reverse translations. It is only possible to apply
a penalty on this scale; it is impossible to apply a bonus.
Indirect Translations
In multilingual TextBases, when neither the source nor the target language reference
documents are in the original source language of the document you are translating,
some interpretation may have occurred in either language causing these indirect
translations to be less exact. For this reason, an indirect translation penalty can be
applied. It is only possible to apply a penalty on this scale; it is impossible to apply a
bonus.
Missing Tags
With the Missing Tags setting, you will be able to prioritize matches with the same tags
as the source document by subtracting some points from the matching percentage for
matches with tag differences (hyperlinks, spacing, font size,…). Here you can set the

exact value that will be subtracted. It is only possible to apply a penalty on this scale; it is
impossible to apply a bonus.
In-context Matches
If the preceding segment is an exact match to the reference documents, and the segment
itself is an exact match, this is considered an in-context match and is likely more reliable
than an exact match used in another context. A bonus can be applied to these types of
matches to indicate a higher level of reliability and these segments are counted
separately within the analysis report.
Strict Punctuation Matches

This penalty is used if you wish to apply a penalty to those segment matches that share
the same words but present a different punctuation (a comma placement, exclamation
marks, semicolons, etc.). This option is mostly used in highly specialized texts with a
large number of formulas and legal documents.
Prior to MultiTrans 2017, this was found in the Segment Matching Options and not the
Penalties and Bonuses; any value you may have set prior to upgrading must be reset.
Case-sensitive Matches
• Case-sensitive matches: Used to penalize matches in which the content is identical

but the capitalization is not.
The Manage Metadata Filters Section
In the Manage Metadata Filters section in the XLIFF Editor or Metadata section in the
Web Editor, you can create your own filters in order to prioritize results from your
TextBases based on the metadata that you may define yourself. For example. you can
apply a bonus or a penalty to a document created on a specific date or created by a
specific author.
To create a filter:
1. In the XLIFF Editor, click Manage Metadata Filters... and then click Add. In the Web
Editor, click the green + icon below Metadata and then click the > icon on the right to
expand the filter display.
2. Enter a filter Name.
3. In the XLIFF Editor, click Add to enter filter condition(s). In the Web Editor, click Add
Expression to enter a filter condition and eventually Add Group to enter a combination
of conditions.
4. Move the bottom bar to the right or left to apply a Bonus % or a Penalty %.

5. In the XLIFF Editor, click OK to confirm the filter and OK to close the TextBase Filters
screen and apply your changes. In the Web Editor, click Apply to leave the Settings.
Font settings
The Font settings allow you to change the font that is used to display content in the
Translation Agent; it will not modify the font in your document.

Lesson 5 - Using the Edit Tab Options
Objectives
• Locating a specific segment
• Locating a passage
• Making batch replacements
• Spell-checking the document
• Carrying out a word count
• Duplicating the source text into the target cells
• Batch-deleting the target text
• Track changes
Introduction
This section presents the Web Editor options that will allow you to navigate and correct
the text. The main functions covered in this section are locating segments by number,
searching for text excerpts, performing batch replacements, content deletion and
duplication, enabling the spellchecker and tracking changes.
Using Search and Replace

There are a number of Search and Replace functions available from the Edit view of the
Web Editor.
Find
If you wish to find a specific term or string in either the source or the target text, enter it in
the Find field and either hit the Enter key on the keyboard click Find. To choose from
more Search Options, click the tool icon to the right-hand side of the Replace All
button. This will open a panel with additional options.
Use the radio buttons or checkboxes select from the available options. You may choose
to Find in source, Find in target or Find in both; you can choose to only search in
Down or Up direction within your document; you can make the search case-sensitive by
selecting Match case; and you can choose to look for Whole words only.
Replace
Entering content in the Replace field allows you to replace this content in the target text
only. You can execute the replacement by using the Replace or Replace All buttons
depending on whether you would like to apply your change as a global change or not.
Setting the Spellchecking Language

From the Edit view you can set the language for spellchecking. The spell checker will be
turned off by default. Use the arrow on the right of the Spellchecking Language setting
to display the list of available languages.
Once the spellchecker is enabled and as you type, if it recognizes an error, it will
underline the given word.
You can right-click on the erroneous word for spelling suggestions. Select the
appropriate suggestion to insert it in your target text.
Using the Word Count

At any point in your translation, you may get an accurate word count of both the source
and target text by opening the sidebar and clicking on the Word Count icon.
The Word Count will provide statistics on words and character counts for both source
and target text as well as a run-down of how many segments, words and characters still
are untranslated within the currently open document.
Removing the Target Text

The MultiTrans XLIFF Editor and Web Editor offer the possibility to remove all target text
from your XLIFF documents. This may be useful if, for example, the XLIFF file was
generated by a tool that places unwanted text in the target, and you wish to clear the
target column.
In the XLIFF Editor, click Clear Target in the Editor tab to erase the target segments. In
the Web Editor, use the Erase icon in the header row of the target text column.
You will be prompted with a message Do you really want to clear the content of all the
target translation cells?
All changes done to the document since the last save will be lost.
Click Yes to continue, click No to cancel. This action is not reversible.
The Erase icon can also be found within individual target segments. If you use the button
only within an individual target segment only the text for that segment will be cleared.
Duplicating the Source Text

The MultiTrans XLIFF Editor and Web Editor offer the possibility to duplicate one or all
source segments into the target. Duplicating segments includes the transfer of all tags as
well as all text.

To duplicate a single segment, in the Web Editor click the Duplicate icon in the
appropriate target segment or in the XLIFF Editor right-click in the target segment and
select Duplicate Source. Alternatively, press Ctrl+D on your keyboard. If there is
already text in your target cell, it will be overwritten.
To duplicate all segments, in the Web Editor click the Duplicate icon on the header row
of the Target text, or in the XLIFF Editor click Duplicate All in the Editor tab. You will be
prompted with a message reading All target segments will be overwritten. Are you sure
you want to continue? Click Yes to continue, overwriting any existing target segments
with the source; click No to cancel.
Duplicate segments with no translation
If this option is selected, when no exact or fuzzy matches are found, the Translation
Agent will copy the text of the source segment into the translation pane.
Applies to: Translation Agent
Tracking Changes
The Track Changes feature allows a user to compare a current translation to previous
translations of the same document. The user does not need to create different versions;
Track Changes will automatically register different versions as the user translates. A
new version will be created every time changes are made in a document and the file is
saved and closed. A new version will not be created if no changes are made in a file.
Track Changes are only visible in the XLIFF document or Web Editor document. They
will not be available once the document is exported back to the source format.
Viewing Tracked Changes

The Track Changes feature allows you to compare the current version of your document
to any previous version. A translator may, for example, want to see all changes a reviser
made to the document.
To view tracked changes:

1. Open the document in Web Editor.
2. If not already in the Edit view click on the Edit menu.
3. Click on the drop-down arrow next to the Compare to Version button.
4. A list of previous versions (with author names and dates) displays. Select the version
you wish to compare to.
Deletions are identified in green with a strikethrough and additions are identified in red.

To clear the display of tracked changes:
1. If you are not already in the Edit view click on the Edit menu.
2. Click on the Track Changes button. A drop-down menu next to the Compare to
version button will appear; select Compare to version and then Clear.
Viewing Only Changed Segments

You can filter your document to only view segments with tracked changes. This could
allow you to quickly review only the segments changed by a reviser for example.
To only view segments with tracked changes:

1. Open the document in Web Editor or XLIFF Editor.
2. Click on the Filter menu.
3. In the Track Changes drop-down, select the document versions you would like to
filter for. Click Apply to activate the filter or OK to activate the filter and go back to the
Edit view.
The editor will now display only those segments with changes between the current
document version and the selected one.
To clear the filter, navigate into the Filter menu and choose Clear at the bottom of the
window.
Viewing the Segment History and Reverting to a Previous Version

With the Track Changes feature, you can view the history of any segment and revert to a
previous version if it is preferred.
To view the history of a segment, you can either right-click on the segment and choose
Segment History, or click in the segment and then use the Ctrl+H keyboard shortcut.
Once the Segment History window opens, a list of all versions of the selected segment
will appear. To revert to a previous version, select that version and click the Revert
button on the bottom right-hand side.
To close the Segment History window, click the Close button.

Lesson 6 - Using the Review Tab or Validate
Options
Objectives
• Validating a document
• Creating a validation report
• Filtering
Introduction
The MultiTrans Web Editor comes with its own suite of tools like the filter function and
the quality assurance checks, which can be applied in different modes. In this section we
will see which document criteria can be checked to ensure the quality of a document
(e.g. missing numbers, missing translations, missing tags) and how to apply them in
different ways (e.g. while we translate, after the translation is complete, criterion by
criterion).
Validating a project
The Validate option allows you to check that your translation fulfills minimum quality
assurance criteria on-the-fly.
To Validate a project:
1. Click the Validate menu.
2. A window displaying the Validate Options will open; select the validation criteria that
you want to apply. For details on the specific validation criteria, see the Filters section.
3. Click OK to go back to the Edit view and have each segment of the document
checked. Segments that fulfill all validation criteria will display a green check mark and
segments that fail any validation criteria will display a red X icon in the Web Editor or a
red exclamation mark in the XLIFF Editor. You may hold your cursor over one of these
marks for a tool tip indication of why this segment did not pass validation.
4. Each time you move between segments, the current segment is re-evaluated.
Creating a Validation Report

A Validation Report is a report that contains the full list of segments that do not fulfill the
assurance criteria specified in the Validate Options.
To generate a Validation Report:

1. Navigate to the Validate menu.
2. A window displaying the Validate Options will open; select the validation criteria that
you want to apply. For details on the specific validation criteria, see the Filters section.
3. Click Show Report and the validation report will display listing all the segments that
fail the criteria under their respective sections.
4. The list of segments shown in the report can be grouped by Validation Criteria or
Translation Unit ID by selecting your preferred option in the Group By drop down menu
at the top of the report window.
5. To go to a specific segment, select it with your mouse on the report and the segment
will be selected in the Editor.
6. You can then click on the target cell and apply any corrections needed.
7. To refresh the report, click the Validate button and repeat steps 2-3.
Using Filters in the Web Editor

The MultiTrans Web Editor provides a number of filters to assist you with your work. The
filters are found in the Filter menu.
The following filters are available:
Exact matches
Selecting this filter will display any segments in which an exact match was used from the
TextBase TM.
Fuzzy matches
Selecting this filter will display any segments in which a fuzzy match (as determined by
the Lowest fuzzy match % set in the MultiTrans Options) was used from the TextBase
TM.
Propagation Memory
Selecting this filter will display any segments in which a match was retrieved from the
Propagation Memory (either local or Team Server depending on your setup).
Machine translated

Selecting this filter will display any segments that were replaced by a machine
translation engine through the MultiTrans Translation Agent, either automatically or
interactively.
Manually translated
Selecting this filter will display any segments that have been manually translated, or
edited following the retrieval of any type of match (regardless of the match source or
whether the match was exact or fuzzy). Segments will be considered manually
translated whether the editing occurred within the Translation Agent or directly within the
editing environment.
Non-translated segments
Selecting this filter will display any segments with an empty translation.
Target is identical to source
Selecting this filter will display any segments where the target segment is exactly the
same as the source segment.
Partial translation
A partial translation is identified when at least one full segment in the target is identical
to a segment in the source; but at least one other segment is translated. This might
happen if Do not segment extracted paragraphs is selected in the MultiTrans general
settings or when the document is imported into the XLIFF format.
Translation exceeds max number of characters
When localizing an interface or translating a document where space is an issue, you

may need to work with restrictions on the number of characters allowed. Selecting the
Translation exceeds max number of characters filter will identify all translations that
surpass the maximum number of allowed characters.
The number of characters allowed in the translation is relative to the number of

characters in the source segment. Leaving the number at 100 means you would identify
all translations that are longer than their corresponding source. Changing the number to
120 for example would identify all translations that have more than 20% more characters
than the source segment; a number less than 100, such as 80, would identify all
translations that have more than 80% of the number of characters in the source segment.
Translation exceeds max line length

Unlike the Translation exceeds max number of characters filter, the Translation
exceeds max line length filter is based on the space taken by specific characters. For
example, a “w” takes more space in most fonts than an “i”.
The amount of space allowed in the translation is relative to the source segment.
Leaving the number at 100 means you would identify all translations that take more
space in an interface than the corresponding source segment. Changing the number to
120 for example would identify all translations requiring 20% more space than the
source segment; a number less than 100, such as 80, would identify all translations
requiring more than 80% of the space taken by the source segment.
Missing tags
Selecting this filter will display any segments where any tag found in the source segment
is not found in the target segment. Order of the tags is not considered.
Missing parentheses
Selecting this filter will display any segments in which the source segment contains one
or more parentheses, but the target does not contain the equivalent number or type of
parentheses.
Non-matching quotes
A segment will have be considered to have non-matching quotes if there are not the
same number of quotation characters, of any type, in the target than in the source. Single
quotes and apostrophes (') are not counted, only double quotes (") of any format. If there
are opening quotes in both the source and the target, they will be matched; closing
quotes as well. If there is an opening or closing quote in the source and a straight quote
in the target (or vice versa), they will also be matched.
Examples:
"My segment." / « Mon segment. » will not be considered to be an error.
"My segment." / Mon segment. » will be considered an error.
« My segment. » / « Mon segment. « will be considered an error (2 opening quotes in the
target)
Missing terminology
Selecting this filter will display any segments in which a term from the active MultiTrans
TermBases can be found in the source segment, but no valid translation from the active
TermBases can be found in the target segment.
Spelling Mistakes

Selecting this filter will display all segments containing an error in the spelling. For this
filter to return results, a spellchecker must be selected.
Placeables
Selecting this filter will display any segments where a placeable was automatically
replaced by the MultiTrans Translation Agent, in either automatic or interactive mode. A
placeable in this case can also include a number that was replaced automatically by the
Translation Agent.
With notes
Selecting this filter will display all segments to which a note or comment is attached.
Notes may be relevant to the source segment, the target segment or the translation unit
as a whole.
Locked
Selecting this filter will display all locked segments (segments that cannot be edited).
Duplicates
Selecting this filter will display all segments in which both the source and target are
exactly duplicated somewhere else in the active XLIFF file. Both the source and the
target segment must match exactly for these segments to be displayed; differences such
as punctuation will cause the segments to not be found as duplicates.
Duplicate segments will not be sorted, they will display in the order in which they are
found in the file.
Inconsistencies
You may select to display segments with an inconsistent source or an inconsistent

target. Displaying segments with an inconsistent source shows those segments where
the translations are identical, but the source segments are different. Displaying
segments with an inconsistent target shows those segments where the source segments
are identical, but the translations are different. To see all segments regardless of
inconsistencies, select Off.
Numbers
There are 3 options within the Numbers filter:

• Missing numbers: Selecting this filter will display any segments in which there is
a number in the source segment, but a different or missing number in the target.
This applies to numerical values only, not text. For example, if the source segment
has a "3" but the target has a "2" or a "three", the segment would be flagged as
having a missing number.
• Additional numbers: Selecting this filter will display any segments in which
there is a number in the target segment that does not appear in the source. This
applies to numerical values only, not text. For example, if the target segment has a
"3" but the source does not have a "3".
• Incorrect number format: Selecting this filter will display any segments in which
the format of a number in the target does not match the expected target format. For
example, if the source segment contains "3.14" but the target language expects the
format "3,14", the Incorrect number format filter will identify this segment. In the
XLIFF Editor, the format of the number is defined by selecting Change culture
within the Language Manager found on the Tools tab. For Web Editor users, the
format of numbers is defined by the language's culture code set-up in the
Administration Console.
Translation State
You may select any translation state from the drop-down list, in which case you will see
only those segments with the selected state (for example, Translated, Needs translation,
Signed-off or Final). To see all segments regardless of the translation state, select Any.
Track Changes
When selecting the Track Changes filter, you must select a version of the document to
compare to. This filter will then identify all segments containing tracked changes
between the current version of the document and the selected version.
Search filter
The Search filter will identify all segments containing a particular word or expression. If,
for example, you wish to view all segments containing International Organization, type
International Organization into the field Containing, choose whether this Search should
be applied to Source, Target or Both and whether the search should Match Case or
Whole Words Only by selecting one of the two checkboxes if desired:
• Source will only look in the source language segments for your search string;
• Target will only look in the target language segments for your search string;
• Both will identify any segments where your search string is found in either the
source or the target;
• Match Case will only identify expressions with identical capitalization to your
search string;

• Whole Words Only will only identify whole words matching your search string; in
other words, searching for document will not find documents.
Combining Filters
You can combine your filters with And or Or by selecting the relevant setting in the
Combine Filters Using # setting.

Additional Notes
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Questions?
Where to go for help

Throughout MultiTrans there are many places you can go for help when trying to solve a
problem. From the MultiTrans portal that displays when you first log into Flow, you have
access to options such as Online Help and Self-Training or email Support.
When performing various MultiTrans functions, you will also be presented with tooltips
that will guide you along the way and provide you with descriptions of what you are
currently looking at, and what you need to do next.
Contact Information
If you need the assistance of the technical support team, please contact:
North America
Tel.: +1 819 778-7070
Toll-free: 1 877 725-7070
Fax: +1 819 778-0801
support.multitrans@dfsco.com
Europe
Tel.: +32 (0)2 213 00 20
Fax: +32 (0)2 213 00 21
support.multitrans@dfsco.com

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MultiTrans 2019 Web Editor Training Guide

CONFIDENTIAL 2 MultiTrans 2019 Web Editor Training Guide

CONFIDENTIAL 3 MultiTrans 2019 Web Editor Training Guide

CONFIDENTIAL 4 MultiTrans 2019 Web Editor Training Guide

CONFIDENTIAL 5 MultiTrans 2019 Web Editor Training Guide

• IDML is InDesign Markup Language, and is available in more recent versions

• MIF is Maker Interchange Format (FrameMaker documents). Versions 7, 8, 9 and

• DITA is Darwin Information Typing Architecture. This is an XML-based standard

• RESX files are resource files for localization of .Net applications.

• VDX is a Visio interchange format. VSDX is available in more recent versions of

• The extraction of SmartArt is supported in both MS Word and MS PowerPoint files.

CONFIDENTIAL 6 MultiTrans 2019 Web Editor Training Guide

Navigating the MultiTrans Web Editor

CONFIDENTIAL 7 MultiTrans 2019 Web Editor Training Guide

CONFIDENTIAL 8 MultiTrans 2019 Web Editor Training Guide

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Manually translating or reviewing a file

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An example of this is when a word is bolded in an HTML document. For example:

When are Formatting Tags Automatically Replaced while Translating?

In the TextBase, you have the following:

In the TextBase, you have the following:

CONFIDENTIAL 12 MultiTrans 2019 Web Editor Training Guide

Manipulating Multiple Cells Simultaneously

Splitting and Merging Segments

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Locking and Unlocking Segments in the Web Editor

CONFIDENTIAL 14 MultiTrans 2019 Web Editor Training Guide

To lock a segment in the Web Editor:

1. Place your cursor in the segment you wish to lock.

2. Right-click and choose Lock Cell, or press Ctrl+L on your keyboard.

To unlock a segment in the Web Editor:

1. Place your cursor on any locked segment.

2. Right-click and choose Unlock Cell, or press Ctrl+L on your keyboard.

The grey background and the padlock will disappear.

Entering Special Characters in MultiTrans

Metadata in the Web Editor

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1. Select the segment you wish to add a note to.

1. Click on the segment containing the note you wish to delete.

To view segments containing notes:

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If a document in the TextBase or Team Server contains a paragraph that is identical to

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Starting the Translation Agent

The Translation Agent

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Translation Agent Window

The Translation Agent screen consists of 2 distinct panes:

Using the Translation Agent

• Replace the source expression with a suggested equivalent or a translation you

CONFIDENTIAL 21 MultiTrans 2019 Web Editor Training Guide

If a segment is modified manually in either the Translation Agent or in the XLIFF Editor

CONFIDENTIAL 22 MultiTrans 2019 Web Editor Training Guide

Sending Terms to the TermBase

The Translation Agent

CONFIDENTIAL 23 MultiTrans 2019 Web Editor Training Guide

Translation Agent Window

The Translation Agent screen consists of 2 distinct panes:

Using the Translation Agent

• Replace the source expression with a suggested equivalent or a translation you