Getting Started In 10 Easy Steps For Group and Enterprise accounts

Getting Started In 10 Easy Steps For Group and Enterprise accounts

Documentation for Getting Started in 10 easy steps for Group and Enterprise accounts Published by XTM International Ltd. Copyright XTM International Ltd. All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, including photocopying, without the written permission of XTM International Ltd. Updated July 2014 Page 2

Introduction This brief introduction to XTM Cloud is intended for you if you are new to XTM and have signed up to test or have purchased a Group or Enterprise account. With a single logon to the system you can access all areas of the program. For a fuller explanation of the features in XTM, please refer to the complete manual available at http://xtm-intl.com/manuals/xtmmanual.pdf. Step 1 Log on for the first time After registering for a trial or purchasing a subscription you will have received an email from XTM Cloud with your log on details. Click on the link in the email or cut and paste the address into your browser. XTM Cloud is compatible with the latest versions of the following browsers: Windows: Internet Explorer 8+ Firefox 4+ Chrome 24+ Mac OS: Safari 6+ Firefox 4+ Chrome 24+ Linux: Firefox 4+ Chrome 24+ Mobile: Safari 6+for ipad Firefox for Android 23+ Enter your user name and password. For security reasons you will be asked to activate your computer. Click the link and when the activation email arrives click on the link in the email. XTM will confirm that your PC is registered. The first time you log on you will see an introduction page and will be directed to a screen to enter a new password. The system administrator may impose certain password restrictions or requirements. XTM will also ask you to select the time zone that you work in. Page 3

Step 2 Configure XTM Firstly take a moment to configure XTM to your needs. Under the Configuration tab you can turn on Machine Translation, define privacy and security settings, customize segmentations rules, manage TM tags and penalty profiles, set default language pairs, customize QA and much more. The Configuration tab Page 4

Step 3 Enter your customer s details Firstly enter your Customer s details by clicking on the Customer tab and entering data in Add Customer. The add customer screen Page 5

Step 4 Import your existing Translation Memory Don t worry if you don t have an existing translation memory as you will create your own as you translate in XTM. But if you do have a TM and want to use it, firstly ensure that it is in a TMX, XLIFF or MS Excel format. To import it into XTM click on the TM manager tab and then the TM import tab. Select the customer name from the pull down list, Give the import project a name, Set the source and target languages, Decide on the additional options (e.g. approving the TM) Click on the browse button to locate the TMX, XLIFF or MS Excel file you wish to import, Click the import button. A new record in the import history section is created that displays the status of the import. The status changes from in progress to done when the import is complete. The TM Import Window Page 6

Step 5 Import your existing Terminology If you already have Terminology files and wish to use them for your translation projects, import them into XTM. The linguists that will have the terminology rights assigned will be able to add new terms to the term base directly from the translator s Workbench. Click on the Terminology tab and then select the Customer for whom you wish to run the Terminology Manager. In this section you can add, view, edit and delete terms. You can also add translations to existing terms or import and export terminology in XLS, XLSX, TBX, or MTF file format. To import terms click on the Import Terminology tab. Importing terms in the Terminology Manager The option to Add terms is switched off by default. Only check this box if you want XTM to link terms when they appear twice. If a term can have more than one meaning do not check this box. Alternatively, you can extract candidate terms from your source files during the project analysis. The option Run Terminology extraction has to be enabled for that in your configuration tab and also on the project. XTM will then calculate the occurrences of words and phrases and present a list of terms based on their frequency. These can be edited, translated and imported in the Terminology->Import tab for the system to recognize the terms in your source file. Downloading candidate terms from a project Page 7

Step 6 Create User accounts XTM Cloud Getting Started If you wish to collaborate with other users when working on your translation projects, start by creating accounts for them. To add users to your system click on the users tab and then add user. Section 1 General Info contains the obligatory information marked with a red star. The role field allows you to determine the type of user. Select the roles that you want this user to perform. Depending on the roles that you select further fields will appear in separate tabs for completion. Adding a new user Page 8 XTM allows you to create groups of users and then assign the group to tasks in the workflow. Each member of the group will receive an email advising them that a new task is available. A user can then accept the task and XTM will automatically record that they have accepted it, while informing the other group members that the task is no longer available. You can also use the subcontracting feature of XTM. It is possible to link your XTM system to other XTM systems, so that you can allocate tasks in your workflow to another LSP or receive tasks from other LSPs. If you have created a project in your copy of XTM, the subcontracting feature allows you to allocate tasks in the workflow to subcontractor LSPs, rather than individuals. This process allows the subcontractor LSP to keep the contact details of their translators and reviewers confidential. All translation data remains within your XTM and the

subcontractor s translators simply connect through to it via their browser. In turn it is also possible for a subcontractor LSP to allocate the work to another subcontractor LSP if required. Metrics and Statistics are updated in real time on both systems which ensures that the status of the project, in your copy of XTM, is always up to date. The LSP listing For more information on user groups and the subcontracting feature of XTM, please refer to the complete manual available at http://xtm-intl.com/manuals/xtmmanual.pdf. Page 9

Step 7 Create your first project XTM Cloud Getting Started Page 10 Creating a project 1. Choose the customer for the project. Start by entering general information about the project - name, description, reference ID, subject matter and due date. You can use one of the project templates saved earlier or settings from a previous project for this customer. 2. In the translation section enter the source language of the document and select one or more target languages from the lists. Target languages can be managed (added or deleted) on the existing project too. Upload the files for translation by clicking on the browse button alongside the field For translation. Locate the file, click

open and the path to the document will appear in the field. You may upload a.zip file that contains multiple files for translation. XTM supports the following file formats for translation: Microsoft Office (doc, docx, xls, xlsx, ppt pptx) xhtml, xht Microsoft Visio (vdx) Xlf, xliff, sdlxliff Open Office (sxw,odt,ods,odp) Trados (ttx) Adobe FrameMaker (.mif) Java property files Adobe InDesign (inx, incx, idml) html, htm Adobe Illustrator (fxg) rtf Wordfast (txml) po / pot pdf (returns plain text) dita sdf asp, aspx svg txt yml, yaml tpl iphone apps (strings) resx php ini xml JSON The join files check box allows you to join small files of the same type into one file for translation. The field Reference material is to allow you to upload additional information that may assist in the translation process, for example a.pdf of the document or a glossary. 3. In the Settings section start by defining the Workflow for the project. XTM currently includes a number of predefined workflows. To start with we recommend using a simple translate -> correct workflow. When creating a new project by default each job contains all the segments from the file (e.g. if a document has 150 segments XTM creates the tasks for segments 1-150). The project manager can then split the default tasks into smaller parts. Each bundle in the project follows the same steps in the workflow. Selecting the TM and terminology for a project: XTM automatically tags TMs and terminology with the customer name. When you create a project XTM automatically uses the customer s TM and terminology for the matching. However you can also use other TMs and terms for this project by choosing customers from the box entitled Select customers. By default XTM only uses approved TMs for matching. However you can use non-approved TM by checking the box Use not approved memory. It is important to note that XTM automatically approves TM when a project has been completed, so by selecting this option you may be using TM that has not been through a correct or review process yet. Choose additional settings if necessary, e.g. locking ICE matches or monitoring target segment length. 4. Click the Create button. Page 11

Step 8 Review and manage your project You should now see a window with your project listed. When you generate more projects they will all be listed here. Projects displayed in italics have been archived and are currently inactive. Your project listing Click on your project to view the project details, metrics, statistics, workflow, files, and cost estimates. The project editor showing general details Page 12

Metrics This tab shows the metrics for each language in the project. The metrics are updated in real time and show the exact progress of the job through translation, correction and review. The values can be downloaded to the local PC in either CSV or.xls format. A typical metrics window Statistics This tab gives information about the volume of words translated or reviewed by each linguist who has worked on the project. The information is supplied for each linguist, each step in the workflow and each file. The information is available for both the source and the target file. Statistics window. Page 13

Workflow In the Workflow tab project managers can carry out many functions relating to the workflow. You can: 1. Split the file into bundles 2. View the details of linguists/subcontractors 3. Allocate linguists/subcontractors to the various tasks 4. Move the jobs forwards and backwards in the workflow 5. Change workflow/due dates 6. Open the editor in either a read- write or view only mode to view the task 7. View a report showing the changes made by correctors, work carried out by linguists and file metrics 8. Manage groups of files 9. Publish a project to XTM Xchange When you want to start the workflow, click the start button. Note depending on which workflow you have selected a number of tasks will have a green surround. This indicates that the tasks are active and the linguists can work on them they will receive automatic e-mail notifications. Managing the workflow In the above image the tasks in Translate 1 Correct 1 are active. If you wish to finish either of them and move them onto the next step click the green arrow. Similarly, if you wish to send a task back to the previous step click on the red arrow. Remember to click the save button when you moved the file. Workflow menu When you click on the icon by each file a menu appears allowing you to perform a number of actions. Menu for each file in the Workflow For more information about the Project Editor, please refer to the complete manual available at http://xtmintl.com/manuals/xtmmanual.pdf. Page 14

Step 9 Open the editor / Translate your job To open the translation environment go to the Workflow tab, select the menu item and click on the Open Editor button. Opening XTM Editor from with Workflow. The linguist assigned to the task will access it directly from My Inbox tab. As the PM you will also receive automatic e-mails from the system with project updates, such as finishing a step by the linguist. What is more, the statistics tab will display the actual amount of segments modified by each person. XTM displays the text to be translated in segments. The translation environment consists of 4 columns: Segment number, Source language, Target language and Status. XTM Editor - The translation environment When you click on each segment XTM will display matches from the TM. Select a match by clicking the tick mark next to it or click in the target segment and type your own translation. Segments with an orange or red status need to be translated. When you have translated them the status will automatically turn green. Alternatively you can manually set the status to green by clicking on the status box and selecting Translated. When translating you can use many useful features of XTM Workbench, such as Quality Assurance, preview, concordance, find & replace or segment filters. To read more on the translator s/reviewer s role, please refer to the complete manual available at http://xtm-intl.com/manuals/xtmmanual.pdf. Page 15

Step 10 Download the target file XTM Cloud Getting Started In the Files tab of the Project Editor click on the icon next to target to generate your translated file. When it is ready the status will say successful and you can download it by clicking on the green arrow at the end of the line. The File Management Window You can also generate and download the following files for the project. PDF preview HTML preview TMX Offline translation files (XLIFF, TIPP, MS Excel) Unclean Word (Contains source and target language) only if the source file was a MS Word document To download the source file or reference materials, click on the green arrow by the source file name. It is also possible to manage the source files (by adding, updating or deleting them) using the manage files button and to download reference materials by clicking the reference materials button. The Manage source files Window Page 16

XTM International Ltd, PO Box 2167, Gerrards Cross, SL9 8XF, UK Tel.: +44 (0)1753 480467 Fax: +44 (0)1753 480465 email: sales@xtm-intl.com http://www.xtm-intl.com