Using Author-it Localization Manager

Using Author-it Localization Manager Prepared 2 September, 2011

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Contents The Author-it Localization Manager 3 Localization, Globalization, Internationalization... what does it mean?... 4 The Cost of localization - an example... 5 Should I manage the Localization Project in-house or outsource it?... 6 Roles and Responsibilities in the Localization Process... 6 How Do Translation Memory Tools Work?... 7 The Localization process in Author-it Localization Manager... 9 Author-it Localization Manager Interface... 10 Setting up Author-it Localization Manager... 14 Defining Release States and User Groups for Author-it Localization Manager... 14 Adding a Localization... 15 Copying a Localization... 19 Creating a Target Library... 20 Exporting a Jet Target Library to SQL... 23 Working with Target Libraries Away from the Source Library... 24 Viewing or Modifying Localization Properties... 25 Deleting a Localization... 25 Translating Content... 27 Adding a Translation Job... 28 Copying a Translation Job... 30 Exporting a Translation Job... 31 Translating the XML... 32 Sending the XML to Your Translator... 33 Author-it XML Format (for Translation)... 36 How to Localize Variables... 51 Localizing Templates and Objects directly in Author-it... 52 Importing a Translation Job... 56 Viewing or Modifying Translation Job Properties... 60 Canceling a Translation Job... 61 Deleting a Translation Job... 62 Managing Updates to Content... 63 Creating Library Updates... 63 Unpacking Updates away from the Source Library... 65 Creating a Bulk Update for all Localizations... 67 Using the Compare Update Utility... 69 Deleting an Update... 72 Publishing from a Target Library... 72 Working with the Translation Export Wizard... 73 Administrator Settings for Author-it Localization Manager... 73 Translation Override... 75 1

Localization Variables... 76 Using the Translation Export Wizard... 77 Translation Workflow Options... 88 Creating the Translation Job XML... 90 Files Included in a Translation Job... 90 Glossary of Terms 93 Index 95 2

Chapter 1 The Author-it Localization Manager Many companies produce documentation in multiple languages, a task that requires considerable investment in translation and localization efforts. The Author-it Localization Manager reduces the time and cost by streamlining the work flow and making the procedure more efficient. Author-it Localization Manager provides you with the functionality to manage the creation, comparison, and synchronization of your content in multiple languages. It has the ability to export and import any content as XML (see "Author-it XML Format (for Translation)" on page 36) and integrates with translation memory (TM) tools like TRADOS, Deja Vu, Star Transit and SDLX. 3

In This Chapter Localization, Globalization, Internationalization... what does it mean?... 4 The Cost of localization - an example... 5 Should I manage the Localization Project in-house or outsource it?... 6 Roles and Responsibilities in the Localization Process... 6 How Do Translation Memory Tools Work?... 7 Localizing Templates and Objects directly in Author-it... 8 The Localization process in Author-it Localization Manager... 9 Setting up Author-it Localization Manager... 14 Translating Content... 27 Managing Updates to Content... 63 Working with the Translation Export Wizard... 73 Localization, Globalization, Internationalization... what does it mean? Localization, globalization, internationalization, translation... All terms and processes that easily create confusion! So what does it all mean? Let's take the example of a popular North American fast-food chain. It expands and opens new chains worldwide, across Europe, South America, Asia, Australasia... This process is known as globalization. By thinking ahead, the company plans and creates its products so they can easily be adapted to suit different locales. As part of the expansion, the fast food chain may adapt the menu to cater for differing local tastes or cultural needs. Replacing beef products with chicken or lamb products in Indian countries, or one soft-drink brand with another in others. This process is known as internationalization. Localization refers to adapting a product or service to a particular language, culture, or other needs of the target market or 'locale'. In the majority of cases, a large part (and cost) of localization involves the translation of content from one language to another. However, localization is more than just translating text. Other considerations for localization include: Ensuring the appropriate regional standards such as measurement terms (metric vs. imperial), Date/Calendar formats (mm/dd/yy vs. dd/mm/yy), paper size (A4 vs. Letter) and so on, are used. Including the correct legal requirements in a warranty statement, or the appropriate contact information and telephone number of a technical support department. Possibly replacing diagrams or graphics, particularly those that contain text or a screenshot of a differing user interface 4

Recognizing any factors that may be specific to a culture or country. Take for example a traffic light (also referred to as a 'stop light'). In the US these lights are red, orange and green. However in Japan, while the colors look the same, they translate to being red, orange and blue... As you can see, the list goes on. Use the wrong term or the wrong graphic, and your viewers can be left scratching their heads in confusion, or highly offended by your seemingly innocent mistake. The Cost of localization - an example Localization is a notoriously complicated and expensive effort, with unpredictable costs that can quickly grow out of control, particularly if you don't know what to anticipate... just mention localization to your financial department and watch the reaction. Whether you choose to manage the translation in-house or to outsource it to an external company that specializes in localization and translation, it is likely to be expensive. Let's look at an example to put this in perspective: The average cost a translator will charge is around 20 cents (US) per word. Take a document with 1000 topics and an average of 200 words per topic. That's 200,000 words so you're quickly looking at $40,000. When using translation memory tools, a fuzzy match is returned where a text string is similar but not identical. An exact match (100%) is returned where there is no difference or variation between the two strings. Translators often charge different rates when text is found as an exact match, as a fuzzy match (with the match falling between a certain percentage), or is a new translation. Now remember that's just for the initial translation, which is at least predictable. The cost escalation comes when you modify the original document and need it retranslated. Most translation agencies use translation memory tools (see "How Do Translation Memory Tools Work?" on page 7) which help reduce the effort involved in retranslating a document, but they still charge for the entire document (albeit at a reduced rate per word for the text already translated). Back to our example... You now modify just 5 of the 1000 topics. Without allowing for fuzzy matches, the cost of retranslation can quickly climb to $16,120.00 : 5 topics with 200 words @ 20 cents per word = $200.00 995 topics with 200 words @ reduced rate 8 cents per word = $15,920.00 Total cost of retranslation = $16,120.00 And remember that's just to translate 5 modified topics! 5

These costs quickly mount over time. Our example was just one document into one language. Now translate that same document into 10 other languages, and multiply the cost 10 times. Translate a further 10 or 100 documents into multiple languages, and watch your costs skyrocket! Which brings us to the solution. Author-it reduces localization costs in multiple ways, enabling companies to realize a significant return on their investment in the Author-it authoring suite, just in their localization efforts. Should I manage the Localization Project in-house or outsource it? The options include: Manage the entire project and translation in-house, or Manage the project in-house but outsource the translation, or Share the project with a localization service provider who manages the translation, Your choice will depend on the resources, budget, time constraints, and expertise you have available. Consider first the role of the Localization Coordinator. This is the person (or group) in charge of coordinating the translation, and managing the updates to translated content. Whichever option you choose, it is important that the Localization Coordinator gives priority to the localization. While this person may have other duties, particularly if the project is managed in-house, these duties should come second to localization responsibilities. Roles and Responsibilities in the Localization Process As a general rule, most companies have the following groups contributing to the creation of content and the localization process: Role Authors Reviewers Localization Coordinator Responsible For Creating, modifying, and maintaining the content in the main Author-it library. Reviewing Author-it content. Coordinating and managing the localization process, including overseeing the translation. This role may be shared with a translation company or companies. Translators Translating content into the target language. 6

Role Localization Reviewers Responsible For Reviewing translated content. While the workflow and specific responsibilities may differ from one company to the next, the roles are generally very similar. How Do Translation Memory Tools Work? It's important to understand that translation memory tools are quite different and far more sophisticated than machine translation tools. Machine Translation Many of us have used Internet translation similar to that provided by Google's Language Tools or Yahoo!'s Babel Fish in an attempt to translate an email or other text. We quickly realize that while it may give us an idea of the underlying message and prove to be a quick low-cost solution, it is certainly not perfect. While this technology is useful if you get a document or email in German and want to know what is says, the results are far from publication quality. It is also limited in the languages it supports. Some time ago, we received an unsolicited email offering to translate our entire website into 7 languages automatically. It even had an example of our front page. On this page we have a strap line, "Affordable Content Management". One of our staff speaks Chinese and translated the example they provided - he looked at it for a while then said "Cheap happy management". Not exactly the message we were looking for. Needless to say we did not take up their offer. So as you can see, machine translation is no match for a real person! Translation Memory Tools A segment is a string of text, usually a sentence, but in some languages a segment may be a whole paragraph. Translation memory tools store previously translated segments in a database, enabling translators to work more efficiently and reducing the need for retranslation. When translating a new document, these tools find and retrieve identical or similar matches of these segments for reuse. The results are returned with a rank or score according to the percentage of similarity between the text being translated and the match found. An exact match (100%) is returned where there is no difference or variation between the two strings. 7

A fuzzy match is returned where the strings are very similar but not identical. The same string that uses different formatting can return a fuzzy match. Translators often charge different rates when text is found as an exact match, as a fuzzy match (with the match falling between a certain percentage), or is a new translation. 8

Chapter 2 The Localization process in Author-it Localization Manager Each localization is stored in a separate Author-it library known as a Target Library. Author-it Localization Manager then controls the flow of information (new and modified content) from the Source Library to the Target Libraries, and manages the translation of that content. Target Libraries are essentially created as a copy of the Source Library. Content is then translated in the Target Library in one of two ways: 1) Directly in the Target Library with objects being opened, modified and saved using Author-it. -or- 2) Translating the content externally by: 1. Exporting the translatable content as XML from the Target Library. 2. Translating the XML with a translation memory tool (such as TRADOS). 3. Importing the translated XML into the Target Library, overwriting the original content. When changes are made in the Source Library, updates can be sent to the Target Libraries and the new and modified content examined and selectively imported using the Library Compare (see "Using the Compare Update Utility" on page 69) functionality (this does not however import source library changes to release states, users, or groups, all of which must be updated manually in the target libraries). 9

The localization process within Author-it can be broken into three main areas: 1) Setting it up: Defining the localizations you will work with and creating a Target Library for each localization ready for translation. 2) Translating the content: Translation can be done directly in the Target Library, but in many cases it is outsourced to an external agency. Author-it Localization Manager is used to export content as XML for translation, then to import it when translation is complete. 3) Managing updates to the content: Translation is not just a one off process and any updates to the content in the original library normally require modification and retranslation in the target language. By reusing content, the amount of data requiring retranslation is reduced. Rather than sending the translators an entire document, only the content that is changed is sent. You can also use the Translation Export Wizard (see "Working with the Translation Export Wizard" on page 73) to manage updates to content and send translation jobs for multiple locales in one go. In This Chapter Author-it Localization Manager Interface... 10 Author-it Localization Manager Interface This section describes the work environment and the interface elements you will encounter while you're using the Author-it Localization Manager. 10

The Main Window The Main window displays two panes. The left pane contains the libraries, localizations, updates and jobs in an easy to understand hierarchy. When something in the left pane is highlighted, the right pane shows additional details. The buttons on the toolbar are enabled and disabled to reflect what may be done with the highlighted objects. These same functions are available by right-clicking. Certain menu options and toolbar buttons are only available when in a particular folder. For example, you must have the Jobs folder selected before you can add or work with a Job. The Author-it Localization Manager Toolbars The Author-it Localization Manager Toolbar comprises: The Localizations Toolbar (on page 12) The Translation Jobs Toolbar (on page 12) 11

Localizations Toolbar The Localizations Toolbar gives you quick access to commonly used commands when creating or working with localizations. This Button Does this Creates a new localization Creates a Library update Creates a Library update for all localizations Deletes the localization Creates a copy of the selected localization Displays the Properties of the localization Functions available on this toolbar, are also available under the Localizations menu. Note: These buttons are only enabled when in the Localizations or Localization folder. Translation Jobs Toolbar Use the Translation Jobs toolbar to create new Translation Jobs, or work with existing Jobs. This Button Does this Opens the Translation Export Wizard Creates a new Job Copies the selected Job Exports the selected Job to XML Imports the XML of the selected Job Imports the XML of the selected Job in draft format. The content is updated but the objects remain locked. 12

This Button Does this Cancels the selected Job Opens the folder containing the XML files Starts an Email message attaching the zipped XML files Displays the properties of the selected Job Functions available on this toolbar are also available under the Translation Jobs menu. Note: These buttons only become enabled as the Job moves through its various stages and the option is available. For example, the Import Jobs button is disabled until the Job has been exported. 13

Chapter 3 Setting up Author-it Localization Manager Before you can begin translating content, you need to set up the localizations you want to work with, and create a Target Library for each localization. You should also set up release states to control the flow of information, and to identify where in the localization process each component is. This section discusses this in detail. In This Chapter Defining Release States and User Groups for Author-it Localization Manager... 14 Adding a Localization... 15 Copying a Localization... 19 Creating a Target Library... 20 Exporting a Jet Target Library to SQL... 23 Working with Target Libraries Away from the Source Library... 24 Viewing or Modifying Localization Properties... 25 Deleting a Localization... 25 Defining Release States and User Groups for Author-it Localization Manager Before creating localizations, give consideration to the release states and user groups you will need. By creating the release states in your Source library, they are automatically initially included in each Target Library. You can then use the release states to manage your workflow and effectively create a handover of an object from one group to another. Important: Once the Target library is created, changes to release states, new release states, changes to users/groups, and new users/groups are not automatically pushed through to the Target libraries. This only occurs when the Target is first created. Once the Targets exist, these changes in the Source library need to be manually repeated in each Target library. We suggest the following release states as a guideline: Draft (Source) Review (Source) Released (Source) Sent for Translation Translation Review Released (Translated) 14

Of course, these are only examples and you can create your own customized release states to show where, in the localization cycle, a particular component is. For more information on setting up release states, refer to the Using Author-it Administrator Guide. For example, you may use the following workflow: Role Authors Reviewers Localization Coordinator Localization Coordinator Localization Reviewers Responsibility Create content in Draft (Source), when complete set to Review (Source). Review objects in Review (Source), if accepted, set to Released (Source), if rejected return to Draft (Source) with comments in an annotation style. Receive objects as Released (Source), export to XML and set state to Sent for Translation Receive translated XML, import and change objects to Translation Review. Review translated objects in Translation Review state and, if accepted, set state to Released (Translated). If rejected (and this is the important part) revert the object to the English version and set the state back to Released (Source). When creating release states there are two color attributes to define: an object color and a review color. When a review color is defined, the objects in that release state are highlighted with the review color in the published Word output as a visible indication that they need reviewing. Adding a Localization Having defined the release states you'll need, you then need to create a Localization for each language variant you require. Each Localization has the following attributes: Localization Name: a description used to identify the localization you are working with, for example "French", "German", etc. This also ends up being the name of your target library. Locale ID: a unique identifier with a 32-bit value defined by Microsoft Windows. For example English (US) is 1033. Abbreviation: a two character abbreviation used to identify the localization. By default this property is preset to the Windows Locale Code of the Locale ID chosen. For example, "EN" for English, "FR" for French, and so on. This abbreviation is then displayed beside each object when viewing folders. 15

Target Library Type: the type and location of where the target library will be created. Choose from either: Author-it Local File: for working with a JET target library. By default this path is set to a create a subfolder under your main Libraries folder (set by the Libraries path defined in Author-it under Tools > Options > File Locations). Note that the default path sets the name of the subfolder based on what is first entered in the Localization Name field. If you later change the Localization Name, the path is not updated. -or- SQL Server: for working with a SQL Server target library. Use the ellipsis button [...] to enter the server and database name. Note: To create a target library on SQL, you must first create a blank SQL Server database. Alternatively, if you already have a JET target library, you can export the JET database to SQL Server (see "Exporting a Jet Target Library to SQL" on page 23). Library Creation Rules: a rule, or set of rules, covering which objects will be included in the Target library when it is created. To Add a Localization: 1) Open the Source Library with Author-it Localization Manager. 2) Select the Localizations folder. 3) Choose Localizations > Add Localizations from the menu -or- Choose Add Localization on the Localizations toolbar 16

-or- Right-click and choose Add Localization. 4) Enter the locale attributes and object inclusion rules (on page 18) then choose OK. Once you have created a Localization, you can copy it (see "Copying a Localization" on page 19) to create further Localizations. Copying a Localization is faster than creating a new Localization from scratch, as the rules you have already defined are also copied. 17

The Localization is created and now appears in Author-it Localization Manager. Object Inclusion Rules Object Inclusion Rules are used to define a set of criteria that control which objects are included or excluded in the Target Library. There are many instances when a number of objects don't require Localization or when you want to restrict the information that is included in the Target Library. For example, your Library may contain sensitive information that should not be available outside the company and/or you may only need to translate the end-user documentation that will be distributed to your viewers. 18

To Add Object Inclusion Rules: 1) Open the Localization properties and choose Add. The Object Inclusion Rule window opens. 2) Enter your criteria to include or exclude objects and choose OK. 3) Repeat these steps to create additional rules. Copying a Localization Copying an existing Localization is faster than creating a new one and setting its properties from scratch as the rules you have already defined are also copied. For example, you may have already created a Localization with a number of rules that include all objects used by the Books that make up your end user documentation, but that exclude specific objects that should not be available outside the company. By copying the Localization, these rules are also copied and you don't need to create them all over again. To Copy a Localization: 1) Select the Localization that you want to copy. 2) Choose Localizations > Copy Localization from the menu -or- Choose Copy Localization on the Localizations toolbar -or- 19

Right-click and choose Copy Localization. 3) A message appears asking you to confirm the action. Choose Yes to create a copy of the Localization. Author-it creates and displays a duplicate of the original Localization with "Copy of " inserted at the beginning of the description. Note: The default Library path sets the name of the subfolder based on what is first entered in the Localization Name field. If you don't rename the Localization first, the path is not updated. 4) Change any settings, including the new Localization's Description, then save your changes. Creating a Target Library Each Localization requires a Target Library. A Target Library is a complete library containing objects that mirror those in the Source Library. Objects share the same object key but are completely "localized". Objects can then be translated, either directly in the Target Library, or externally and then imported. Creating a Target Library is very similar to creating an offline library, except than any linked files are included with the Target Library as linked files rather than being embedded as an external resource. This allows for these files to also be localized where necessary. Note: Validation has been added to prevent a SQL Server Target library using the same database as the Source library. If the Source library is added then a reminder prompt appears when attempting to create the first update. 20

To Create a Target Library: 1) Open the Source Library with Localization Manager. 2) Select the Localization you want to create a Target Library for. 3) Choose Localizations > Create Update from the menu -or- Choose Create Update on the Localizations toolbar -or- Right-click and choose Create Update. 21

4) Progress is shown as the Target Library is created. Creating a Target Library vs Creating a Library Update The first time you create an update the Target Library is also created. Two subfolders are created under the folder defined in the Localization properties (see "Adding a Localization" on page 15): Localization Name and Localization Name_1 (where 'Localization Name' is the name defined in the Localization properties). The Localization Name folder contains the Target Library that will be translated and used to publish into that localization. Files in this folder (Graphics, Templates, etc) can all be modified for localization but the file names and locations should not be changed. 22

The Localization Name_1 folder contains the first Localization Update. Files in this folder should not be changed or moved as they are required by the Compare Update utility to identify new and modified content. The Target Library is only created once. Subsequent updates create one additional subfolder for each corresponding update: Localization Name_2, Localization Name_3, and so on. Important: When creating a manual update, variables or variant criteria that have been created for the Source Library are not automatically created in the target library. Before using the manual update, ensure all variables or variant criteria are added to the target library (using the Author-it Administrator). By creating the variables and variant criteria in the Administrator first, when you create the manual update the metadata will be applied correctly in the editor. This only applies when creating manual updates, updates created using the wizard will copy the variants and variables across to the target library automatically. Exporting a Jet Target Library to SQL Use the Author-it Administrator program to export the JET Library database to a SQL Server database. To Export a JET Library to SQL Server: 1) From the main menu of the Author-it Administrator, choose Export. The Export Database To SQL Server screen opens. 2) Enter the name of the server and the database. 3) Make sure the "Use Trusted Connection" check box is unchecked, then enter the database Login ID and Password. 4) Choose OK to begin the process, and make a cup of coffee while Author-it exports the database. If it's a big database, you may even need to make several cups. Progress is shown as the JET database is exported to SQL. 5) A Confirmation message is shown when the database has been successfully exported. Choose OK, then close the Export to SQL window. Note: This functions requires that you have at least db_dbadmin privileges on the SQL Server database. After you have exported the library, ensure that the localization properties are updated and point to the SQL database. To Update the Database Properties: 1) Open the source library in Author-it Localization Manager. 23

2) Select Localizations. The properties for each localization is displayed in the list. If the library you exported shows a Jet path right-click the path and choose Localization Properties. 3) Select SQL Server Database then select the [...] button to open the SQL Server Settings window. 4) Add the database credentials, then choose OK to close the window. 5) Choose OK to save the localization properties. Working with Target Libraries Away from the Source Library There can be circumstances when Target Libraries are administered at a site (or sites) away from the Source Library. For example, you may be sharing the project with a localization vendor and they may be managing the coordination of updates and translation jobs. Or your company may have branches in other countries, and while you work with the source library, each branch may be responsible for their own Localization. In these circumstances, you will need to create updates from the Source Library and send these to the external site/s. The only file that you need to send is the Localization Name_#.zip file. The Localization Coordinator at the external site then unpacks the update (see "Unpacking Updates away from the Source Library" on page 65) which extracts the files recreating the folder structure, mirroring that at the main site. Note: The first update received at the external site becomes the Target Library. 24

Viewing or Modifying Localization Properties You can view or change the Localization Properties at any time. To View or Modify Localization Properties: 1) Select the Localization that you want to view or modify. 2) Choose Localizations > Localization Properties from the menu -or- Choose Localization Properties on the Localizations toolbar -or- Right-click and choose Localization Properties. The Properties window for that Localization opens. 3) View and modify the attributes and object inclusion rules (on page 18) as necessary then choose OK. Note: The default Library path sets the name of the subfolder based on what is first entered in the Localization Name field. If you later rename the Localization, the path is not updated automatically. Deleting a Localization If you no longer use a Localization, you can permanently delete it from the Library. It is not possible to permanently delete a Localization if it contains updates as this would create orphans. You must first delete the updates. 25

Warning: Once you have deleted a Localization, it cannot be recovered. When a Localization is deleted all tracking and historical information linking objects in the Source Library to the Localization is lost. Be careful. To Delete a Localization: Select the Localization that you want to delete. Choose Localizations > Delete Localization from the menu -or- Choose Delete Localization on the Localizations toolbar -or- Right-click and choose Delete Localization. Note: You cannot delete a Localization if it has updates. The updates must be deleted first. 26

Chapter 4 Translating Content Translation can be carried out directly in the Library using Author-it or, when the translation is outsourced, the content can be exported as XML and sent to the translators, then imported as XML once translation is complete. The XML files can be translated with translation memory tools that use XML based editors such as Trados Tag Editor. The following translation memory tool configuration files are available for downloading. Note: These files have been submitted by the vendors, however the files may not be the latest versions. Trados (http://www.author-it.com/ftp/download/trados_config.zip) SDLX (http://www.author-it.com/ftp/download/ait5sdlx_config.zip) DejaVu (http://www.author-it.com/ftp/download/ait5dejavuconfig.zip) Across (http://www.author-it.com/ftp/download/across_config.zip) Configuration files for Author-it V4.5 (http://www.author-it.com/kc4/index.mv) are available from the V4.5 Knowledge Center. In This Chapter Adding a Translation Job... 28 Copying a Translation Job... 30 Exporting a Translation Job... 31 Translating the XML... 32 Sending the XML to Your Translator... 33 Author-it XML Format (for Translation)... 36 How to Localize Variables... 51 Localizing Templates and Objects directly in Author-it... 52 Importing a Translation Job... 56 Viewing or Modifying Translation Job Properties... 60 Canceling a Translation Job... 61 Deleting a Translation Job... 62 27

Adding a Translation Job Translation Jobs are used to define which objects will be exported to XML and sent for translation. Once the Job has been exported as XML, those objects are locked in the Target Library and cannot be modified until they are returned. A Translation Job has the following attributes: Description: Translator: Export XML to: Import XML from: Export Release State: Import Release State: Status: A description used to identify the translation job. Used to record the name of the translator the job is assigned to. Location of the folder where the XML files will be created. Location of the folder where the XML files will be imported from. Defines a Release State that is applied to the objects once exported. Defines a Release State that is applied to the objects once imported. Indicates the current status of the Translation Job. Ready for Translation: The Job has been created but not yet exported as XML. Exported for Translation: The Job has been exported as XML and sent for translation. Imported from Translation: The Job is complete and the XML has been imported. 28

Translation Job Rules: translation. A rule, or set of rules, covering which objects will be included for To Add a Translation Job in Author-it Localization Manager: 1) Select the Jobs folder. 2) Choose Translation Jobs > New from the menu -or- Choose New on the Translation Jobs toolbar -or- Right-click and choose New. 3) Enter the Job properties and creation rules (see "Translation Job Rules" on page 29). 4) Choose OK to add the Job. Translation Job Rules Translation Job Rules control which objects are exported to XML for translation. For example, you may want to include all objects in a particular Book, or only objects in a specific Release State. 29

To Add Translation Job Rules: 1) Open the Job properties and choose Add. The Object Inclusion Rule window opens. 2) Enter your criteria to include or exclude objects and choose OK. 3) Select the Objects tab to view which objects will be exported to XML for the Translation Job. It is not just Topic objects that are included. Other objects such as the Table of Contents, Index, File and Media objects, also contain translatable content. If these aren't translated, English words will creep into the final document. 4) Repeat these steps to create additional rules. Exclusion rules If you are adding an inclusion rule and an exclusion rule to the translation job, click Apply on the Translation Job window before viewing the Objects tab (displaying objects that will be included in the job). Some objects added to an exclusion rule may still be included in the list of objects. This occurs if the excluded objects have a relationship to other objects that are included in the job. Copying a Translation Job Rather than creating a new Translation Job each time a document requires translation, you can copy an existing Job. When the Job is copied, the same properties and rules are also copied, saving you valuable time. This is ideal when a Book has been modified, and needs to be retranslated. To Copy a Translation Job: 1) Select the Job that you want to copy. 2) Choose Translation Jobs > Copy from the menu -or- 30

Choose Copy on the Translation Jobs toolbar -or- Right-click and choose Copy 3) Author-it creates and displays a duplicate of the original Translation Job with "Copy of" inserted at the beginning of the description. 4) Change any settings, including modifying the Job Description, then choose OK to save your changes. 5) A new Job is created with the status of Ready for Translation. Exporting a Translation Job Once a Translation Job has been created, it needs to be exported to XML. The XML file can then be sent to the translators. The XML file can be translated using translation memory tools that support XML based editors such as TRADOS Tag Editor. To Export a Translation Job 1) Select the Jobs to be exported. 2) Choose Translation Jobs > Export from the menu -or- Choose Export on the Translation Jobs toolbar -or- Right-click and choose Export. 31

3) The Job is exported to XML and the files saved in the folder defined under the Job Properties. Note: Objects that have been exported are locked in the Target library. This prevents anyone changing the objects while they are being translated. If an object cannot be locked (for example if it is already locked or the person exporting the Translation Job does not have permissions to modify the object) the object is not exported. Translating the XML Once a Translation Job has been exported as XML, it needs to be sent for translation. The following files are created during the Job Export. Copies of these should be sent to your Translators: File AuthorIT.xsd AuthorIT.xslt JobName.xml Purpose XML Schema Definition file that validates the JobName.xml file. XSL Transformation file that allows JobName.xml to be opened in a browser and transformed into something that looks like a document rather than a list of nodes. This is the exported XML, the file has been named after our Translation Job. 32

Translating the XML is done outside of Author-it. Your translator will need to be familiar with translating XML using a translation memory or other tool that can translate XML files (such as TRADOS Tag Editor). Sending the XML to Your Translator Once a Translation Job has been exported, it needs to be sent to your Translators. Provided you have a MAPI compliant email client installed, Localization Manager can zip the files and begin creating a new email message for you. Zip and email the XML files (without images) - use the method below. Email the XML files and images - manually create the zip file and send to your translator. Right-click the exported job then choose Open Folder. Zip the contents for the job, including the XML file and images, then send to your translator. To Send the XML Files to a Translator 1) Select the Exported Job. 2) Choose Translation Jobs > Zip and Email from the menu -or- Choose Zip and Email on the Translation Jobs toolbar -or- Right-click and choose Zip and Email. 33

Add your Translator to your Address Book so Outlook can automatically check and detect their email address. Alternatively, use their email address in the Translator field when creating the Job. Note: This option is only available when the Job is in the status of Exported for Translation and the XML Files have been created. 3) A new email is created with the zipped XML files attached. The Translator name defined in the Job Properties is used in the email To... field. The Description defined in the Job Properties is used as the email Subject. You may also want to include a context document (see "Publishing a Context Document for Translation or Review" on page 34) to assist your translators in determining context. Publishing a Context Document for Translation or Review To assist the translation and/or review process, it may help with some content to include a published Word or PDF document. Rather than just seeing a couple of topics, sending them the whole document means they can see the big picture. In addition to this, all objects that are in a release state where a review color has been defined, appear highlighted in the Word/PDF document making it easier for a translator to determine context, or for a reviewer to identify what content should be reviewed. This is particularly helpful when: A Book needs to be retranslated after being added to or modified Topics are reused in multiple Books so have already been translated 34

Warning: If including a Word document with the XML files for translation, it's important that your translators are aware that the Word document is for reference purposes only and it is the XML that requires translation. We recommend sending a PDF so your translators aren't tempted to carry out the translation in Word. To Publish a Context Document: Once an object is translated, it is flagged as localized. While the rules defined in a translation job determine which objects are included in the exported XML, objects that are flagged as localized are not included. When an update is created and a modified object is accepted, this flag is removed until it has been translated again. 1) Open the library in Author-it containing the document you want to publish. 2) Select the Book in the In the Library Explorer. 3) Choose Publish > Publish To and choose the profile you want to publish to. 4) The Publishing Log displays a list of objects that are not yet localized. 5) The published document has highlighting to indicate the translatable content. 35

Chapter 5 Author-it XML Format (for Translation) This document describes the XML format exported by Author-it as part of a translation job. Within Author-it there are 14 different object types, 9 of which contain translatable content. Each of these object types has a corresponding XML structure. The XML for each object type is described in this document. All selected objects will be exported to a single XML file with an AuthorIT root element. The filename will be the same as the name of the translation job in Author-it Localization Manager, and will have the ".xml" extension. An XML schema file is also included. This file will have the ".xsd" extension. In This Chapter XML for Translators... 36 Using SDL Trados Studio 2009 for Translating the Content... 37 Translating with SDLx... 39 XML Elements - All Objects... 39 XML Elements - Book Object... 39 XML Elements - File Object... 41 XML Elements - Glossary Object... 41 XML Elements - Hyperlink Object... 42 XML Elements - Index Object... 43 XML Elements - Index Entry Object... 44 XML Elements - Table of Contents Object... 45 XML Elements - Table of Figures Object... 45 XML Elements - Topic Object... 46 XML Elements - Variable Assignments... 48 XML for Translators In the Author-it XML some elements contain translatable content, and others contain only structural or reference information that does not require translation. It is important that all structural and reference elements remain intact in the same position or the XML will not validate upon import back into Author-it. Within the XML, many elements are optional so may not be present within a specific object or in a given file. Many of the translatable elements can be inherited from the template they are based on. In this situation the inherited element will not be present in the XML. 36

Every Author-it object will contain an Object element. This element will contain general properties that apply to all types of object. None of the elements within the Object element require translation, and should not be changed. All the Author-it objects require translation. That is, all the children of the Objects element. Other first level elements such as ObjectSummarys, Folders, ReleaseStates, Variables, and Information should not be translated. The general rule is that the contents of all text elements require translation, apart from those within the Object element. Note: Do not translate any xml attributes. Each of the following topics describes the elements that are translatable and those that are not. Using SDL Trados Studio 2009 for Translating the Content Note: The following information has been provided by SDL Trados. For further information on how to use and customize the SDL file type please refer to the online help in SDL Trados Studio 2009, or contact SDL Trados. To translate Author-it XML files effectively with SDL Trados Studio 2009 you need to create a custom XML file type that supports the rules set out in Author-it XML Format (for Translation) (on page 36). SDL Trados Studio 2009 allows for customization of each XML component to make it easier for the translator to see what needs to be translated and why, and to ensure only the relevant material is translated. An example SDL file type can be downloaded (http://www.author-it.com/downloads/trados2009sdlfiletype.zip) and amended to suit the translator's visual preferences. To Use This File Type: 1) Start SDL Trados Studio 2009 and go to Tools > Options > File Types and then select Add as shown. 2) Select the AuthorIT.sdl file type from the location you saved it; it is now ready to use. 37

It is also possible to use the Author-it style sheets to preview the XML as the translation progresses. This is achieved through Tools > Options > File Types > AuthorIT > Preview as shown. 3) Once these are set up the preview and translation environment will appear similar to this. 4) The Document Structure Information relating to the Author-it rules can be found for each component during translation by clicking on the links in the right hand column. 38

For further information on how to use and customize the SDL file type refer to the online help in SDL Trados Studio 2009. Translating with SDLx XML is a context sensitive format. An element may be considered to have a different context depending on its parent element. For example the Object/Description element should not be translated. However the Hyperlink/WebJumpURLs/WebJumpURL/Description should be translated. However SDLx does not take this into account. Translators who use SDLx should be aware that they will need to edit the XML separately to translate any Hyperlink/WebJumpURLs/WebJumpURL/Description elements. XML Elements - All Objects Every Author-it object will contain an Object element. This element will contain general properties that apply to all types of object. None of the elements within the Object element require translation, and should not be changed. Data within the Object element should not be translated: ID GUID Description Internal ID used within Author-it to identify the object, not visible to user. ID used by Author-it to identify an object and allocated at object creation time. Can be considered unique across all libraries (though translated objects will share the same GUID). The object description as it appears within the Author-it editor. This is for internal purposes only and does not appear in any published outputs. XML Elements - Book Object Data within the following elements should be translated: VariableAssignments PrintByLine PrintTitle The variable names and values that are used within the book, if not defined in a topic. Variable Assignment element (see "XML Elements - Variable Assignments" on page 48) Authors attribution as appearing on a document's title page, e.g. "By John Smith" The title as appearing on a document's title page, often the same as object 39

PrintSubTitle PrintSuperTitle The sub title as appearing on a document's title page The super title as appearing on a document's title page PrintVersion The version as appearing on a documents title page, e.g. "Version 1.0" HelpCitation HelpCopyright HelpTitle WebByLine WebSuperTitle WebTitle WebVersion Defines a citation that is appended to any text a user prints or cuts out of your Help system. The copyright notice that is included in a windows help file The document title for a help file, often the same as object Description Authors attribution for HTML outputs, e.g. "By John Smith", often the same as PrintByLine The super title as appearing in HTML outputs, often the same as PrintSuperTitle The title as appearing in HTML outputs, often the same as object Description The version for HTML outputs, e.g. "Version 1.0", often the same as PrintVersion Data within the Object element should not be translated: ID GUID Description Internal ID used within Author-it to identify the object, not visible to user. ID used by Author-it to identify an object and allocated at object creation time. Can be considered unique across all libraries (though translated objects will share the same GUID). The object description as it appears within the Author-it editor. This is for internal purposes only and does not appear in any published outputs. 40

XML Elements - File Object Data within the following elements should be translated: PrintCaptionTitle WebAltText Contains a caption for the file in the Word document Contains the text that will appear in HTML pages while the image file is loading, or as an alternate to the image if it cannot be displayed for whatever reason. Data within the Object element should not be translated: ID GUID Description Internal ID used within Author-it to identify the object, not visible to user. ID used by Author-it to identify an object and allocated at object creation time. Can be considered unique across all libraries (though translated objects will share the same GUID). The object description as it appears within the Author-it editor. This is for internal purposes only and does not appear in any published outputs. XML Elements - Glossary Object Data with the following elements should be translated: PrintTitle HelpTitle WebTitle The title for the Glossary in the Word Document. The title for the Glossary in the WinHelp output. The title for the Glossary in the HTML pages. Data within the Object element should not be translated: ID GUID Internal ID used within Author-it to identify the object, not visible to user. ID used by Author-it to identify an object and allocated at object creation time. Can be considered unique across all libraries (though translated objects will share the same GUID). 41

Description The object description as it appears within the Author-it editor. This is for internal purposes only and does not appear in any published outputs. XML Elements - Hyperlink Object Data with the following elements should be translated: PrintCrossRefPageNu mtext PrintCrossRefText WebJumpURLs WebJumpURL Precede the page number. For example you might enter "on page". Precedes the cross reference. For example you might enter "see", or "refer to". Contains one of more WebJumpURL elements Contains the Description and Target elements Description A description of the what the link points to, e.g. "Author-it Home Page" Target The target of the link. Can be internal or external. May or may not require translation. For example, an external URL may be updated to point to a locale specific area on a web site. Data within the Object element should not be translated: ID GUID Description Internal ID used within Author-it to identify the object, not visible to user. ID used by Author-it to identify an object and allocated at object creation time. Can be considered unique across all libraries (though translated objects will share the same GUID). The object description as it appears within the Author-it editor. This is for internal purposes only and does not appear in any published outputs. 42

Example <Hyperlink> + <Object /> <PrintCrossRefPageNumText inherited="true">on page</printcrossrefpagenumtext> <PrintCrossRefText inherited="true">see</printcrossreftext> - <WebJumpURLs> - <WebJumpURL> <Target>http://groups.yahoo.com/group/authorit-users</Target> Author-it User's Group</Description> </WebJumpURL> </WebJumpURLs> <Hyperlink> XML Elements - Index Object Data with the following elements should be translated: PrintTitle WebTitle Contains a title for the Index in the Word Document. Contains a title for the Index in the HTML outputs. Data within the Object element should not be translated: ID GUID Description Internal ID used within Author-it to identify the object, not visible to user. ID used by Author-it to identify an object and allocated at object creation time. Can be considered unique across all libraries (though translated objects will share the same GUID). The object description as it appears within the Author-it editor. This is for internal purposes only and does not appear in any published outputs. Example <Index wordcount="2"> <Object> Normal Template</Description> <GUID>5FA6639A24D84F908CCA8E6C3F5537A2</GUID> <ID>70</ID> </Object> <PrintTitle>Index</PrintTitle> <WebTitle>Index</WebTitle> </Index> 43

XML Elements - Index Entry Object Data with the following elements should be translated: PrintEntryText HelpEntryText WebEntryText Contains text that will appear in the published Word index. Contains text that will appear in the published Windows Help index. Contains text that will appear in the published HTML index. Data in the following attributes may be added: sortorder If you wish to specify a different sort order for any of the above elements (particularly Japanese Yomi sort order), add the sort key to this attribute. This attribute occurs on the WebEntryText elements. PrintEntryText, HelpEntryText, and Data within the Object element should not be translated: ID GUID Description Internal ID used within Author-it to identify the object, not visible to user. ID used by Author-it to identify an object and allocated at object creation time. Can be considered unique across all libraries (though translated objects will share the same GUID). The object description as it appears within the Author-it editor. This is for internal purposes only and does not appear in any published outputs. Example <IndexEntry wordcount="3"> <Object> test</description> <GUID>D413046E8E60499488C4898B8FB1A171</GUID> <ID>10000000</ID> </Object> <PrintEntryText sortorder="">test</printentrytext> <HelpEntryText sortorder="">test</helpentrytext> <WebEntryText sortorder="">test</webentrytext> </IndexEntry> 44

XML Elements - Table of Contents Object Data with the following elements should be translated: PrintTitle HelpTitle WebTitle The text to be displayed above the Table Of Contents in the Print output. The text to be displayed above the Table Of Contents in the Help output. The text to be displayed above the Table Of Contents in the Web output. Data within the Object element should not be translated: ID GUID Description Internal ID used within Author-it to identify the object, not visible to user. ID used by Author-it to identify an object and allocated at object creation time. Can be considered unique across all libraries (though translated objects will share the same GUID). The object description as it appears within the Author-it editor. This is for internal purposes only and does not appear in any published outputs. Example <TableOfContents wordcount="2"> <Object> Normal Template</Description> <GUID>EE258BDA059042588A12E70D172376C5</GUID> <ID>54</ID> </Object> <PrintTitle>Contents</PrintTitle> <HelpTitle></HelpTitle> <WebTitle>Contents</WebTitle> </TableOfContents> XML Elements - Table of Figures Object Data with the following elements should be translated: PrintTitle The text to be displayed above the Table Of Figures in the Print output. 45

Data within the Object element should not be translated: ID GUID Description Internal ID used within Author-it to identify the object, not visible to user. ID used by Author-it to identify an object and allocated at object creation time. Can be considered unique across all libraries (though translated objects will share the same GUID). The object description as it appears within the Author-it editor. This is for internal purposes only and does not appear in any published outputs. Example <TableOfFigures wordcount="3"> <Object> Normal Template</Description> <GUID>9D27184ACDE54F6B842188A4F7B38935</GUID> <ID>104</ID> </Object> <PrintTitle>Table of Figures</PrintTitle> </TableOfFigures> XML Elements - Topic Object Data with the following elements should be translated: Headings PrintSuperHeading These represent the headings that will be displayed for each output. Contains either the All element, or the PrintHeading, HelpHeading, and WebHeading elements. The Super Heading appears above the Heading in the Print output RelatedGroups Groups of topics that are related to this topic. At publishing time these groups become a list of links that can be use for navigation though your printed or on-line document. Contains one or more <RelatedGroups> elements, which contain <Heading> and <RelatedGroupID>. Only data within the <Heading> element should be translated. Text Topic Text XML Elements (see "XML Elements - Topic Text" on page 47) VariableAssignments Variable Assignment element (see "XML Elements - Variable Assignments" on page 48) 46

WebTitle The window title that appears in the web browser. Data in the following attributes should be added: sortorder If you wish to specify a different sort order for the Headings element (particularly Japanese Yomi sort order), add the sort key to this attribute. This attribute occurs on the All, PrintHeading, HelpHeading, and WebHeading elements. Data within the Object element should not be translated: ID GUID Description Internal ID used within Author-it to identify the object, not visible to user. ID used by Author-it to identify an object and allocated at object creation time. Can be considered unique across all libraries (though translated objects will share the same GUID). The object description as it appears within the Author-it editor. This is for internal purposes only and does not appear in any published outputs. Example <Topic wordcount="7"> <Object> Introduction</Description> <GUID>51319618BD4D4006BCA40454340D653C</GUID> <ID>302</ID> </Object> <Headings> <All sortorder="">new Topic</All> </Headings> <RelatedGroups></RelatedGroups> <Text> <p id="4">welcome to the Author-it Tutorial.</p> </Text> <VariableAssignments></VariableAssignments> <PrintSuperHeading></PrintSuperHeading> <WebTitle></WebTitle> </Topic> XML Elements - Topic Text All translatable content in the topic text are between p, cs, href, mref elements. All other elements are structural or reference only and should be preserved. Following are a list of the elements: 47

p cs href Contains each paragraph of text in the topic text. This element contains translatable content. Contains text to add character level formatting to text fragments. This element contains translatable content. Contains text to provide a link to a target specified by the Hypertext Link object identified by the id attribute. This element contains translatable content. mref Contains text. Will insert a Macro Object specified by the id attribute. This element contains translatable content. fref tref br table tr td Is an empty element within a paragraph to insert a File Object specified by the id attribute. Object Reference. Is an empty element within a paragraph to insert the embedded Topic Object specified by the id attribute. Object Reference. Is an empty element which forcibly breaks (ends) the current line of text. Structural Only. Contains all of the rows in a table and indicates the start and end of a table. Structural Only. Contains all of the cells in a row of a table and indicates the start and end of a table row. Structural Only. Contains all of the content in a table cell and indicates the start and end of a table cell. Structural Only. XML Elements - Variable Assignments Variables are used to substitute text at the time of publishing. They can be used in many publishable fields such as Book or Topic descriptions, Topic text and Hypertext links. They work by looking for specific text (for example <customer>) and replacing it with a variable assignment (for example My Customer). A variable must have been created within the Author-it Administrator for this to work and it may optionally have variable assignments on one or more objects. Translators should be aware that text enclosed in <> may have special meaning and should be provided with rules to deal with each situation. Often, the variable assignment and the variable occur in different objects. For example, a Book may contain the variable assignment <customer> = "ACME" while a Topic contains the text "Prepared for <customer>". 48

Objects with variable assignments against them will have a VariableAssignments section which contains one or more VariableAssignment records. These records in turn contain two parts: Data with the following elements should be translated: Value This is the value that will be substituted into the object at the time of publishing Data with the following elements should not be translated: Hidden The Hidden element determines whether the variable will be hidden in the Editor user interface. For the translated XML to succeed, the values of true and false should not be translated, and should be used only in lowercase. XML sample: <Hidden>false</Hidden> Data with the following attributes should not be translated: ID The Variable ID. Name ValueObject Style The name of the variable that this variable assignment relates to. The ID of the file object to be used The ID of the style object to be applied Example <VariableAssignments> <VariableAssignment> <ID>17</ID> <Name><COMPANY></Name> <Value>Optical Systems Corporation Limited</Value> <ValueObject>0</ValueObject> <Style>-1</Style> </VariableAssignment> </VariableAssignments> 49

Variables will be handled in one of two ways: Variable assignment is translated (on page 50). Within the object containing a variable (for example "The <my_product> help has been produced for <customer>") the variables themselves will remain untranslated. This is because the variable will be used to substitute in a variable assignment and the variable assignment is the part that requires translating. Variable is removed from text (on page 50). Within the object containing a variable (for example "Select a <color> from the dialog") the variable should be removed and replaced with translated text. This is because the variable <color> is being used to substitute either the word "color" (for the US market) or "colour" (for the UK market). Note: It is unlikely that it is appropriate for the variable name within a topic to be translated as this will just create a new (unresolved) variable. What to do with variables within the Topic text should be discussed with the Author-it administrator on a case by case basis. An example of preserving variables in translated text Originating Topic Text The <my_product> manual has been produced for <customer>. Originating Variable Assignments (ACME Book) <my_product> = "ACMEHelp" <customer> = "ACME USA" Originating Variable Assignments (SuperSoft Book) <my_product> = "Soft Help" <customer> = "SuperSoft inc" Translated (French) Topic Text Le manuel <my_product> a été produit pour <customer>. Translated Variable Assignments (ACME Book) <my_product> = "d'acmehelp" <customer> = "l'acme France S.A" Translated Variable Assignments (SuperSoft Book) <my_product> = "de Soft Help" <customer> = "le SuperSoft S.A" An example of removing variables from translated text Originating Topic Text Please select a <color> from the dialog. Translated Topic Text Veuillez choisir une couleur du dialogue. 50

Originating Variable Assignments (US Book) <color> = "color" Translated Variable Assignments (French Book) (none) How to Localize Variables Variables are used to substitute text at the time of publishing. They can be used in many publishable fields such as Book or Topic descriptions, Topic text and Hypertext links. They work by looking for specific text (for example <PRODUCT>) and replacing it with a variable assignment (for example Notepad). When a translation job is exported to XML, any variable assignments on Book and Topic objects are exported as well. To a translator these show up as part of the Topic or Book they belong to. Your Translators need to be made aware that text enclosed in <angle brackets> may have special meaning and should be provided with rules to deal with each situation. Because of the many ways that variables can be used, they will generally be dealt in one of three ways: 1) Variable assignment is translated. The variables themselves should not be translated, but left 'untouched'. Only the variable assignments should be translated. Otherwise the variable cannot be resolved during publishing, and the final output will display the translated variable between <angle brackets>. Note: It will often be appropriate to move the location of the variables due to different word orders. 2) Variable default value is translated. 51

Variables do not always have assignments against them. In these circumstances, the default value (as defined in Author-it Administrator) is used. The default value is not exported to XML and, where necessary, should be translated within the library. 3) Variable is removed from text. In some circumstances the variable should be removed and replaced with regular text. For example, let's say we have defined a variable <COLOR> where we substitute either the word "color" (for the US market) or "colour" (for the UK market). Neither of these make much sense in the French or German market, and while we could assign a new value, it's probably easier to replace the variable with regular text - replacing <COLOR> with couleur in French, and with Farbe in German. Localizing Templates and Objects directly in Author-it Provided you have a good working knowledge of Author-it and a good understanding of the language you are translating into, you can easily translate some objects directly within Author-it. Important: For Author-it Localization Manager these changes should be made in the Target Library, not in your Source Library. For example, let's look at the Hypertext Link object Jump Template. It contains the text see and on page, which is then used by all Hypertext Link objects based on that template. This text needs to be translated for local readers. To translate an object directly in the Library: 1) Open the Library in Author-it. 2) Locate and open the object that you want to localize. 52

3) Translate the publishable content from English text......into localized text... 4) Select OK to save the object. Note: Many non-topic object properties that need translation are inherited from the template on which they are based, and cannot be changed directly. To change these properties, you'll need to edit the object template. Changing the template will update all objects based on it. 5) Flag the object as Localized to dis-qualify it from translation jobs. Once an object is translated, it needs to be flagged as localized to exclude it from translation jobs. The rules defined in a translation job determine which objects are included in the exported XML, but objects that are flagged as localized are not included in the translation job. Normally, when an object is translated, this flag is set automatically by means of the XML export / import. However, when you localize an object manually in the Library, you need to tell Author-it that the object has been translated, and you do this by flagging it as localized. To flag an object as Localized: 1) Select the object. 53

2) Right-click and choose Localized. Glossary Objects Glossary objects should have the following properties translated: Tab Document HTML Field Glossary Title Glossary Title These fields control the heading at the beginning of a Glossary. Hypertext Link Objects Hypertext Link objects should have the following fields translated: Tab Document Field Reference Text - and - Page Number text These fields control the appearance of the cross reference in the printed output. Index Objects Index objects should have the following properties translated: Tab Document HTML Field Index Title Index Title 54

These fields control the heading at the beginning of an Index. Media Objects Media objects don't contain translatable properties. However, the paper size may vary across countries. These properties need to be Localized. Tab Document > Paper Size Document > Paper Size Document > Paper Size Field Page Size Height Width Usually this will be A4 or Letter. Table of Contents Table of Contents objects should have the following properties translated: Tab Document WinHelp HTML Field TOC Title Contents Title Contents Title These fields control the heading at the beginning of a Table of Contents. Table of Figures Table of Figures objects should have the following properties translated: Tab Document Field TOF Title This field controls the heading at the beginning of a Table of Figures. 55

Topic Objects It is obvious that Topics need to have their Headings and Text translated. However, it could be easy to miss the Related Group Headings. Typically, these are usually inherited from whichever Topic Template the Topic is based on. Topic Object Templates (and Topics containing Related Groups) should have the following properties translated: Tab Related Group(s) Field Group Heading These fields control the headings above the related topic groups created during publishing. For example, "See Also", "Next", "Previous" and "In this Chapter". Importing a Translation Job Once translation is complete, you need to import the translated XML files. Note: If translation is only partially complete, or the translated file is being reviewed externally, you should choose to import a draft translation job (see "Importing a Draft translation job when content may change" on page 57). This updates the objects in the target library, allowing you to publish the updated content but leaves them locked until the job is imported again. Even if you aren't reviewing the translation externally, it's a good idea to import your first few jobs as draft to allow you to identify and overcome any potential problems with your translators. Even the most experienced translators, have been known to translate content they shouldn't. To Import a Translation Job: 1) Copy the translated XML files to the folder defined in the Import XML from field under the Translation Job properties. 2) Open Localization Manager and select the Job to be imported. 3) Choose Translation Jobs > Import from the menu -or- Choose Import on the Translation Jobs toolbar -or- 56

Right-click and choose Import. 4) The objects in that Translation Job are imported and unlocked in the Target Library. Importing a Draft translation job when content may change Import a "Draft" of a translation job if you anticipate that the content will still change (for example, the translation is only partially complete, or the translated file is being reviewed externally). 57

The advantage of the Draft import is that it updates the objects in the target library, allowing you to publish the updated content (perhaps for Review), but leaves the objects locked until the job is imported again. The status of the job remains as Exported for Translation, allowing the job to be re-imported later, after further translation or external review work. 1) Localization Coordinator creates translation job and sends XML to translator 2) Translator translates XML file and returns to Localization Coordinator 3) Localization Coordinator imports XML file as a Draft job 4) Localization Coordinator publishes Word document and sends to reviewer 5) Reviewer adds comments/corrections and sends back to translator 6) Translator updates XML file and returns to Localization Coordinator 7) Localization Coordinator imports translation job. Note: What would happen if in step (3) above the Localization Coordinator incorrectly imported the translation as a Final Job? The procedure would continue through steps 4, 5 and 6, but the Localization Coordinator would not be able to import another Final Job in step 7, requiring a work-around courtesy of the Author-it Support Desk. To Import a Draft Translation Job: 1) Copy the translated XML files to the folder defined in the Import XML from field under the Translation Job properties. 2) Open Author-it Localization Manager and select the Job to be imported. 3) Choose Translation Jobs > Import Draft from the menu 58

-or- Choose Import Draft on the Translation Jobs toolbar -or- Right-click and choose Import Draft. 4) The objects in that Translation Job are imported but remain locked in the Target Library. Multi Selecting Translation Jobs for Importing Author-it Localization Manager now allows multiple jobs to be selected when you are importing translation jobs (from Author-it 5.5). Rather than selecting one job at a time and completing the import process for that job, you can multi select a number of jobs and begin the processing. The content is updated in the target libraries for the selected jobs. Using this option, the jobs are queued and processed one at a time. A progress window indicates the job you are currently importing, and the total number of jobs in the queue. Each job in the queue is verified and then imported. A list of actions completed for each job can be viewed by expanding the Importing Translation Job XML nodes. 59

Displaying all of your localization jobs All Jobs node - The contents pane has an All Jobs node (located above the Localizations node). Selecting this option displays the translation jobs you have created across all localizations. (Note, you can still view and work with translation jobs under each localization.) All Jobs screen layout Locale column - the Locale column displays the two letter locale code assigned to your translation job. Sorting jobs - you can sort the translation jobs by clicking any of the column headers. Menu options - the menu options available are different when you select single translation jobs or multiple translation jobs. The menu and right-click menu have the Import and Import Draft options available when you multi-select jobs that have been exported. When multi selecting jobs for Import or Import Draft, the jobs must be in the status Exported for Translation. You can Cancel one or more jobs with the Exported for Translation status. You can Delete one or more jobs with the Imported from Translation status. Viewing or Modifying Translation Job Properties You can view or change the properties of a Translation Job at any time. To View or Modify Translation Job Properties: 1) Select the Translation Job that you want to view or modify. 2) Choose Translation Jobs > Properties from the menu -or- 60

Choose Properties on the Translation Jobs toolbar -or- Right-click and choose Properties. The Properties window for that Translation Job opens. 3) View and modify the attributes and Translation Job Rules (on page 29) as necessary then choose OK. Canceling a Translation Job There can be circumstances when you need to cancel a Translation Job. For example, you may have defined the rules incorrectly and the wrong information was included when it was exported. Or content in the source library may have been updated after the job was exported but before the initial translation could be started. If the initial translation has not begun, cancelling the job allows you to Export the Job again with the updated information. Note: If you've already sent the XML to your Translators, remember to let them know that the Job has been cancelled so they don't inadvertently translate the old files. To Cancel a Translation Job: 1) Select the Translation Job that you want to cancel. 2) Choose Translation Jobs > Cancel from the menu -or- Choose Cancel on the main Translation Jobs toolbar -or- Right-click and choose Cancel. 3) A message appears asking you to confirm the action. Choose Yes to cancel the job. The object locks that were created when the job was exported are removed in the Target library allowing you to modify the job properties and export it again. Note: The XML file that was created when the job was first exported will need to be deleted manually before the job can be exported again. Likewise, the release state that was applied to the objects in the Target Library when they were first exported is not removed automatically and will need to be modified manually if necessary. 61

Deleting a Translation Job If you've created a Translation Job in error or wish to remove an old Job that is no longer needed, it can be deleted permanently from the Target library. If a Job is currently out for translation the option to delete it is not available. Instead, the Job must be canceled (see "Canceling a Translation Job" on page 61) and then it can be deleted. Warning: Once you have deleted a Translation Job, all record of that Job is removed from the Target library. You will not be able to import any XML that may have been exported before the Job was deleted. All tracking records will be lost. Be careful. To Delete a Translation Job: 1) Select the Translation Job that you want to delete. 2) Choose Translation Jobs > Delete from the menu -or- Choose Delete on the Translation Jobs toolbar -or- Right-click and choose Delete. 3) A message appears asking you to confirm the action. Choose Yes to delete the Job. If the Job had been exported, any object locks that were created are removed in the Target library. Note: Any Release State that was applied to the objects in the Target library when they were first exported is not removed automatically and will need to be modified manually if necessary. 62

Chapter 6 Managing Updates to Content Translation is not normally a one-off process. Any update to the content in the Source library will normally require re-translation in the Target library. In This Chapter Creating Library Updates... 63 Unpacking Updates away from the Source Library... 65 Creating a Bulk Update for all Localizations... 67 Using the Compare Update Utility... 69 Deleting an Update... 72 Publishing from a Target Library... 72 Creating Library Updates From time to time it will be necessary to update Target libraries to ensure that they get the benefits of any new content and modifications to the existing content. Author-it Localization Manager creates a Library Update from the Source Library which is then compared to the Target Library using the Compare Update utility. New or modified content is identified, and can be accepted or declined by the Localization Coordinator. The content is then synchronized in the Target Library. To Create a Library Update: 1) Open the Source Library with Author-it Localization Manager. 2) Select the Updates folder for the corresponding Localization. 3) Choose Localizations > Create Update from the menu -or- Choose Create Update on the Localizations toolbar -or- Right-click and choose Create Update. 63

Note: If you need to stop the update click Cancel rather than closing the window. Important: When creating a manual update, variables or variant criteria that have been created for the Source Library are not automatically created in the target library. Before using the manual update, ensure all variables or variant criteria are added to the target library (using the Author-it Administrator). By creating the variables and variant criteria in the Administrator first, when you create the manual update the metadata will be applied correctly in the editor. This only applies when creating manual updates, updates created using the wizard will copy the variants and variables across to the target library automatically. Note that changes or additions to release states, users and groups in the source library are also not automatically updated in the Target libraries, so these will also need to be manually updated in the Target libraries. As an alternative you can create an update for multiple localizations (see "Creating a Bulk Update for all Localizations" on page 67) in a single action. A subfolder is created under the folder defined in the Localization properties (see "Adding a Localization" on page 15), containing the Localization Update. Files in this folder should not be changed or moved. These files act as a snapshot of the Source library at the point the Update is created and are used by the Compare Update utility to identify new and modified content between updates. Each update creates its own folder. For example, French_2, French_3, and so on. If the Target Library is being administered at an external site (for example, if you are working with a localization vendor, or have multiple branches each responsible for their own Localization), you'll need to send them the zipped update file found in the new update folder. They can then unpack the update, and use the Compare Update utility to synchronize contents. 64

Unpacking Updates away from the Source Library Each update file (named Localization Name_#.zip) contains an Author-it library and the accompanying external files. A new update file is created each time the Create Update function is run. When you are working in the Source Library this file is unpacked automatically. Working away from the source library When you don't have access to the Source Library and only work with a Target Library, you will be sent the (zipped) update file. You'll then need to unpack the update which extracts the files and recreates the folder structure. Important: When you receive your update files ensure you save them to a location outside of your Libraries folder. For example, you can save the files on your desktop. As the update is unpacked, Author-it Localization Manager extracts a copy of the files and moves them to the correct location in you Libraries folder. Author-it Localization Manager will not let you unpack any updates that have been saved directly to your Libraries folder. To Unpack the First Update: 1) Start the Author-it Localization Manager, then open and log in to a library. Note: You can open any library (for example, Sample.adl). You will not be working in this library, you only want to open Author-it Localization Manager so that you can complete the next step. 2) Choose File > Close Library. Author-it Localization Manager remains open (and displays an "empty" screen). 3) Choose File > Unpack Update from the main menu. The Select a File window opens. 65

Note: This option is only available when you are not logged in to a library in Author-it Localization Manager. 4) Locate and select the zipped update file (named Localization Name_#.zip), then choose Open. The Target Library is created and the first update is extracted. The folder structure is created relative to the Library path defined in Author-it under Tools > Options > File Locations. As additional updates are created and received, these must also be unpacked. The process is similar to the first step as you must unpack the update in an "empty" Author-it Localization Manager screen rather than opening the Target Library. After unpacking the update, Author-it Localization Manager moves the files to the Libraries folder. To Unpack Subsequent Updates: 1) Start the Author-it Localization Manager, then log in to any library. 2) Choose File > Close Library. Author-it Localization Manager remains open (and displays an "empty" screen). 3) Choose File > Unpack Update from the main menu. The Select a File window opens. 66

4) Locate and select the next zipped update file (for example, Localization Name_2.zip), then choose Open. Author-it Localization Manager opens the Target Library with all of the unpacked updates displayed Author-it Localization Manager also unpacks and moves the files to the Libraries folder (for example, C:\Program Files\Author-it 5\Data\Libraries). As you work with the content you'll open and work in the Target Library. The Target Library is created in the main folder for the localization. To Open the Target Library: 1) Start the Author-it Localization Manager. The Select Library window opens. 2) Browse to your Libraries folder, then open the main folder for the localization (for example, French). 3) Select the library file, choose Open, then log in. Note: You cannot open a library stored in an update folder using Author-it Localization Manager. Creating a Bulk Update for all Localizations As an alternative to creating a single localization update you can create an update for multiple localizations in a single action. The rules used by each localization determines whether it is included in the update. All localizations using the same update rules are added to the bulk update, while any localizations that use different rules are excluded, and must be updated separately. 67

Important: This option is only available when you have already created the first update for all available locales, and the properties for the first locale matches properties for other locales. Author-it Localization Manager uses the following process when creating the bulk update: 1) The rules are examined based on the properties used by the first locale in the library. 2) Any other localizations with the same rules are selected for the update. Any locales with rules that don't match are not selected for the update. 3) A message box is displayed indicating which locales will be updated. To Create an Update for all Localizations: 1) Open the Source Library with Author-it Localization Manager. 2) Right-click Localizations and choose Create Bulk Update -or- From the menu choose Localizations > Create Bulk Update -or- From the toolbar choose Create Bulk Update. 3) A message box is displayed advising which localizations and common rules are included in the update. Choose Yes to create the updates. 68

Using the Compare Update Utility When a Library Update is created, the Compare Update utility indicates which content is new and which content has changed. The Localization Coordinator then accepts or rejects these objects for synchronization between the Source and Target libraries. To Use the Compare Update Utility: 1) Select the Update you want to compare. 2) Right-click and choose Compare Update. 69

3) The Library Compare window appears, displaying the differences between the Update, the Previous Update, and the Target. New and modified Objects are shown in bold for quick and easy identification. Objects that have been modified since the last update are also highlighted with a yellow background. All objects (and their dependencies) appear in one of the following special folders. New Objects - lists all objects in the update that are new to the target library. This includes newly created objects, and objects that had previously not been been made available in the locale but have now been included due to a change to the Localization Rules. All objects in this folder are automatically marked as Accepted as they do not exist in the target locale. Note: Declining any of these objects is likely to result in the update not being able to continue due to dependencies not being included. Target Objects Offline - lists all objects that are part of the update that have been checked out of the target library to an offline library. Unless you are creating offline libraries directly from your target libraries this folder should always be empty. All objects in this folder are automatically marked as Declined as they cannot be overwritten while the target objects are locked. Target Objects Out For Translation - lists all objects that are part of the update that are already in the process of being translated in the target library and have been sent out in a translation job. All objects in this folder are automatically marked as Declined so they don't overwrite objects already in the process of translation. You can override this by selecting the object and accepting it, but this should only be done where a change to the source object is critical and requires retranslation. Any objects accepted will be overwritten with the source and will prevent that object from being imported with the original job it was exported in. 70

Target Objects Localized - lists all objects that are part of the update that are already translated/localized in the target library. All objects in this folder are automatically marked as Declined so they don't overwrite objects already translated. You can override this by selecting the objects you need to retranslate and accepting them. This should only be done when you are actually updating a previous translation of an object. Any objects accepted are overwritten with the source and will require retranslation. Target Objects Exist - lists all objects that are part of the update that already exist in the target library but have not yet been localized. Any object listed here does not appear in any of the other special folders. All objects that have been modified since the previous update are automatically marked as Accepted as they have changed. We are not able to determine the importance or significance of the change, just that a change has occurred. It is reasonably safe to accept these as the target objects are not yet localized. Important: If someone manually deletes the previous update library, Author-it Localization Manager will not be able to determine what has changed as there is nothing to make the comparison with. 4) Select an object, and it displays in the three preview windows where the differences can be compared. You can alternate between Normal Preview and Property Sheet views. 5) To accept an object, select it and choose the Accept Change button. There can be instances when you don't want an object that has been changed in the Source library to be updated in the Target library. For example a contact telephone number of the local US branch may have changed, while the French number remains the same. 6) To decline an object, select it and choose the Decline Change button. Tip: Use the SHIFT or CTRL keys to select and accept or decline multiple objects at a time. 7) When ready, choose the Import Accepted Objects button. 8) A message appears asking you to confirm the action. Choose Yes to import the accepted changes. Progress is shown as the accepted changes are imported and the Target library updated. 71

Deleting an Update If you no longer use an Update, it can be deleted, unless it is the FIRST update in the list, which should NOT be deleted. However, remember that an update is the only means of determining when new content has been introduced, or when content has been changed. Unless you are trying to save disk space, there is normally no need to delete it. If disk space is an issue, we suggest that rather than deleting the Update, you remove the physical update files but retain the folder structure and zipped update file. The Zip file can then be extracted or unpacked at a later stage for comparison if needed. To Delete an Update: 1) Select the Update that you want to delete (with the exception of the FIRST update in the list, which should not be deleted). 2) Right-click and choose Delete Update. 3) A message appears asking you to confirm the action. Choose Yes to delete the Update. Note: Only the relationship between the Target library and the Update is deleted. The files still exist, and need to be removed manually via Windows Explorer. Publishing from a Target Library Publishing from a Target library is almost the same as publishing from any other library, with a couple of small exceptions: External File Locations Files external to your Library (such as Word templates, HTML templates and linked graphics) are stored in sub folders under your Localization folder. These folders have names that are an abbreviated version of where the file was originally stored. The path to this external file that you see inside an object is not the location that the Publisher will actually look for it. Publishing Folder The folder your published output is created in will now also contain the name of your Localization. This is to prevent the English version overwriting the French (or vice versa) when you publish. To Publish from the Target Library: 1) Open the Target library using Author-it. 2) Select the Book in the In the Library Explorer. 3) Choose Publish > Publish To and choose the profile you want to publish to. 72

Chapter 7 Working with the Translation Export Wizard The Translation Export Wizard automates the process of localizing a Book to multiple locales using a step-by-step wizard. The wizard includes functionality to: Select Books to localize Select the languages to localize to Specify translation overrides if required A translation job creates an XML file for each master Book, with the option to create separate translation job files for each sub book. A Book can represent an entire user manual or a single chapter of the manual. If individual chapters need to be translated the chapter should be created as a Book. Two types of translation job can be created using the wizard: 1) A standard translation job is created when content is sent to the vendor for translation. When this type of job is created the Translation Override step is not used. 2) If content requires re-translation (due to errors in the original translation), create a separate job for each book and use the Translation Override step to add the content. In This Chapter Administrator Settings for Author-it Localization Manager... 73 Translation Override... 75 Localization Variables... 76 Using the Translation Export Wizard... 77 Translation Workflow Options... 88 Creating the Translation Job XML... 90 Files Included in a Translation Job... 90 Administrator Settings for Author-it Localization Manager The following Translation Job Settings (including how to deal with images with the Translation Job XML files) can be set in the Administrator module, enforcing certain translation options at the Library level. The Localization Manager Settings dialog box is accessed through the main menu in Administrator, under Settings > Localization Settings. The settings defined in the Administrator are used as the default settings in the Localization Manager Translation Export Wizard. 73

Settings used by the Source and Target libraries: The first three check boxes on the Localization Manager Settings apply to translation jobs created manually, as well as jobs created using the wizard. The settings are taken from the Target library. The other options apply to translation jobs created using the wizard only, and are taken from the Source library. You can include copies of the images used in the book with the translation files. A sub folder containing the images is created in the job's export folder. The image options for the Translation Job XML are: Export Embedded Pictures As Files: creates a copy of each embedded image file from the book(s) included in the translation job. A set of images is included with the files for each locale. Export Linked Pictures As Files: creates a copy of each linked image file from the book(s) included in the translation job. A set of images is included with the files for each locale. When the File object links to different image files on the output tabs a copy of each image is included, prefixed with the first letter of the output tab. For example, P_123.gif or W_123.jpg. Include a Preview of File Objects: creates a JPG preview for each image included in the translation job. Using this option, all images are converted to JPG format. The remaining options relate to objects included in the job, the folders, and release states applied during the export and import: Export Folder: select the location where the exported translation job files are stored when the job is created using the Localization Manager Wizard. 74

Import Folder: select the location where Localization Manager expects to find the imported translation job files after they are returned from the translator. Create localization sub folders: if this option is checked on the source library, then the wizard will put jobs for each locale in a subfolder. The name of the folder will be the Localization Name. Note: This option is for use with the wizard only. If creating translation jobs manually, then the export folder will default to a sub folder of the target locale. The Release States define the state that will be applied to objects included in a translation job when they are exported, and later imported back into the target library. Note: the Release States must already exist in the library. Export Release State: select the Export Release State to apply to objects in the target library when they are sent in a translation job. Import Release State: select the Import Release State to apply to objects when the translation has been completed and the job is imported into the target library. The objects from the translation job overwrite the objects in the library, and the release state is updated to indicate that they have been translated. To Change the Localization Settings in Administrator: 1) Open the Source Library using Author-it Administrator. 2) Choose Settings > Localization Manager Settings from the main menu. The Localization Manager Settings dialog box opens. 3) Select the options required for the library. 4) Choose OK to save the changes. Translation Override Each localization is stored in a separate Author-it library known as a target library. The Author-it Localization Manager controls the flow of information (new and modified content) from the source library to the target libraries, and manages the translation of that content. Target libraries are essentially created as a copy of the source library. New content is moved from the source library to the target library, and then sent for translation. The translated content is imported back into the target library, updating the topic. The translation process includes the following steps: 1) Create and update the content in the source library. 2) Update the target libraries with the new content. 3) Export the translatable content as XML from the target library, and send to a translation vendor. 4) The XML is translated (using a translation memory tool), and the completed files are returned. 75

5) Import the translated XML into the target library, and overwrite the original content. The memory tools used by the translation vendor store previously translated segments of content in a database. The database is essentially a repository for all the chunks of content that have been translated, and is used as a comparison point when new content is received for translation. When translating a document, the tools identify the new content, or find and retrieve similar matches of these topic segments. If an exact match is found the translation memory returns the topic, as there was no difference or variation between the two segments. From time to time you may be aware that a translation is inaccurate and requires correction, even though the source content has not changed. Because the translation memory is applied to the source automatically, the content will still be considered an exact match. Using the Author-it Localization Manager wizard you can flag a topic for specific review and re-translation - this is referred to as Translation Override. When Translation Override is used, the source content for the topic is returned to the translation vendor with plain text comments providing information necessary for the problem to be corrected. The translator is able to identify the flagged topics from the Translation Job XML and ensure they are re-translated rather than just processed from translation memory. Note: When topics are sent for re-translation using the Select Objects to Retranslate step the translation job only contains the topics that are being returned for correction. Localization Variables Several steps in the Translation Export Wizard include fields for recording information - you can either type the information needed, or choose an option from a drop-down list. The following variables can be created in the Administrator against the library, providing values that are selected from drop-down lists in the appropriate steps. Variable Description Type LM_TicketID_Template Lists the possible ticket templates that can be assigned to the translation job. The template uses variables that are resolved when the translation job is created providing, a unique ID for the job. An example of a template is: <SYS_TRANSLATION_JOBID>_<SYS_LOCALE_CODE>_<SYS_TIMESTAMP> List Of Values LM_Service_Provider Lists the possible service providers for the translation job. List Of Values LM_Review_Type Lists the review types that can be applied to the translation job. List Of Values 76

LM_TicketID_Template: the drop-down list is used in the Create Translation Jobs step and the Translation Workflow Options step. The template example shown resolves to a file name similar to 2_DE-DE_20070111154827.xml. LM_Service_Provider: the drop-down list is used in the Translation Workflow Options step. LM_Review_Type: the drop-down list is used in the Translation Workflow Options step. Using the Translation Export Wizard The Translation Export Wizard is launched from the Author-it Localization Manager. To launch the wizard open the source library using the Author-it Localization Manager. Work through each of the steps in the wizard to add the content, and create the translation job. Before using the wizard ensure you have created the localizations and the first update. To Open the Translation Export Wizard: 1) Open the Source Library with Author-it Localization Manager. 2) Choose Translation Export Wizard on the main toolbar -or- Choose Translation Jobs > Start Translation Export Wizard... 3) The Translation Export Wizard is opened with the Select Books to Translate screen displayed. Selecting Books to Translate The first step in the Localization Wizard is selecting the books that will be included in the translation job. A book object can represent an entire manual, or a chapter within a manual. In order to translate individual chapters in a manual each chapter must be created as a sub book. Choosing a master book adds the master book and all of its sub books to the list. When sub books are added to the list the master book should always be added, even when you only want to translate one or some of its sub books. This is because variable replacements required later in the wizard might only be applied to the master book. When sub books have been added to the list you have the option of creating a translation job (per locale) for each selected book, or creating one translation job (per locale) containing all of the selected books. Note, the second option will still create a separate translation job if a book contains sub books. 77

At least one book must be added to the book list to continue to the next step. You can remove individual books from the book list by selecting the book and then choosing the Remove button. Note: If you are returning content for re-translation using the Translation Override step select one book per job. To Add Books to the Translation Job: 1) In Select Books to Translate choose Add. 2) The Select a Book Object dialog box appears displaying the library's folders. Select the folder containing the book you want to add to the list. 78

3) Select the book and and choose OK. 4) Repeat the steps until you have added all of the books for this translation job. Select or clear each of the check boxes next to individual books to add or exclude them from the translation job. If you include a master book in the list you have two options: Select the master book when it contains content that needs to be translated. Variables or metadata assigned to the book will be included in the translation job. Clear the check box when the book does not contain translatable content. In this case any variables or metadata will still be included in the translation job. When a variant of a book has been created: select the primary version of the book. The primary and variant books will be displayed in the list. Remove the check marks for any books you do not want to include in the translation job (whether it is the primary or a variant of the book.) If you remove a primary book its variant books are also removed. 79

Note: Books can be removed from the book list by selecting the book and choosing the Remove button. 5) Choose one of the following options for creating the translation job: Create a translation job for each book - creates a translation job for each master book that has been selected in the book list. When this option is chosen the variables for the selected sub book are resolved relative to its main book. Create one translation job for all books - creates one translation job file for all books selected (when the books do not contain sub books). Note, this option creates a separate translation job when the book contains sub books. 6) Choose Next to continue to the Select Overwrite Options step. Selecting Overwrite Options Release states are used in the source library to reflect an object's position in the document release cycle. In the target libraries release states identify when an object has been sent for translation, or has been translated and returned. The Select Overwrite Options step defines the conditions for updating objects in the target library with objects from the source library, based on the release state applied to the object in the source library. 80

When the translation job is created the target library is updated with new or changed content from the source library. The objects in the source library with the selected release state applied are extracted and overwrite the matching object in the target library. All new objects found in the source library are automatically created in the target library. Note: Any objects that are overwritten with content from the source library require re-translation. From time to time you may need to update an object that is currently out for translation. This will usually occur if the source content has changed shortly after sending a job file to the translation vendor. When this situation occurs select the release state applied to the object in the source library and check the option to overwrite the content that is out for translation. At least one release state from the list must be checked to continue to the next step. To Select the Overwrite Options: 1) Select the Release States applied to objects in the source library. Objects in the source library that have been updated and have the release state applied will overwrite the matching object in the target library. 2) Select the Overwrite target language content that is currently out for translation check box if you want to update and re-translate content that is currently with the translation vendor 3) Choose Next to continue to the Select Target Localizations. 81

Selecting Target Localizations The Select Target Localizations step displays the target locales created in the Localization Manager. A check box next to each of the locales provides the option to select which locales the job will be translated to. Note: To create the translation job you must have full permissions (read, write, modify) to objects in each target library. To Select the Target Locales: 1) Select the check boxes next to each of the Target Localizations you are translating. 2) Choose Next to continue to the Select Objects to Retranslate step. Selecting Objects to Re-translate Select Objects to Re-translate provides the option to flag objects for translation override and return them to the vendor in a translation job. If you are not sending topics for re-translation select Next to continue to the Translation Job Options step. 82

This option is used for objects that have been returned by the vendor but require re-translation due to errors or inaccuracies. The translation job contains objects selected for re-translation only, new objects requiring translation are not included. To complete this step a note for the translator must be added describing the problem with the topic(s), or any other relevant information that may be required to make the correction. Note: Create a separate translation job for each book that has content requiring re-translation. To Flag Objects for Translation Override: 1) In Select Objects to Re-translate choose Add. The Select Object dialog box opens displaying the objects used by the book. 83

2) Select the check boxes next to each topic that will be sent for re-translation and choose OK. 3) Add a note for the translator providing information on the corrections needed for each of the topics. 4) Choose Next. A confirmation message is displayed advising that only the selected objects will be included in the translation job. Choose OK to close the message box and continue to Create Translation Jobs. 84

Creating Translation Jobs The Create Translation Jobs step defines the job file name, locations of the export and import folders, and the content that will be included in the job. Translation Job file name - select the job name from a list of templates, or type a job name in the field. The templates are created as values against the LM_TicketID_Template variable in the Administrator. Folder locations - set the pathway to the translation export and import folders. When the folder pathway has been defined in the Administrator the default setting used in the dialog box is read-only and cannot be changed. If the pathway has not been defined use the Browse button to select the folder on the network or local machine. Export folder - the translation job XML files are saved to the export folder when the translation job is created. Import folder - the location where the Localization Manager expects to find the returned translation files (the translated files are imported into the target library when the translation is completed). Include content in Release State - content in the target library with the chosen release state applied is included in the translation job. Include already translated content - the default for this option is defined in the Administrator, but can be changed for individual jobs. Select the check box to include translated content as context material for the translation job. When a the job is created from a small number of topics there isn't always enough content to provide context for the translator. The Include already translated content option lets you include topics from the target library that have already been translated as context material. The topics that have been already been translated are flagged as not translatable so they are not re-translated. To Create the Translation Jobs: 1) Select the translation job file name template from the drop-down list, or type in a job file name. 2) Select the export folder for the translation job. When the Job is created the file will be added to this folder. 3) Select the import folder. 85

4) Select the Release state to include content from the target library. The translation job only includes topics that have the selected release state applied. 5) Select the Include translated content check box if the translation job will include content from the book that has already been translated. Previously translated content can be included to provide context for the topics that will be translated in this job, the topics are flagged as not translatable so they are identified as context material only and not re-translated. 86

Translation Job File Names Translation job file names are used to provide a unique name for each job. The wizard gives you the option of typing a name into the field, or selecting a template from the drop-down list. The templates are the values created for the LM_TicketID_Template variable, and are a combination of system variables which resolve when the translation job is created. Any of the following variables can be used in the template: System Variable <SYS_TRANSLATION_JOBID> <SYS_LOCALE_CODE> <SYS_TIMESTAMP> Description The unique ID automatically allocated for an Translation Job by Author-it. The target locale for the Translation Job using a four character alpha code, for example, "en-us" to identify the language and the region. The date and time the Translation Job was created in the format "yyyymmddhhmmss". <SYS_LOCALE_ID> A four digit ID identifying the locale, for example, "1033". <SYS_LOCALE_LANG> A two character alpha ID identifying the language, for example, "en". 87

As an example, using the template <SYS_TRANSLATION_JOBID>_<SYS_LOCALE_CODE>_<SYS_TIMESTAMP> job's XML filename would resolve to: a translation 1_FR-FR_20070111154310.xml. Important: When you are use the wizard to create a translation job for multiple locales ensure the job file name includes a system variable, such as <SYS_LOCALE_CODE>. The variable ensures that each xml file is created with a unique name. Translation Workflow Options The Translation Workflow Options step captures additional information which is included in the translation job XML and sent to the translation vendor. The screen is divided into three sections. The Job details section defines the ticket ID, service provider, and requirements for the translation job. Ticket ID - provides a unique ID for each job. The Ticket ID defaults to the Translation Job Name defined in the previous step, but can be changed if needed. The list of values is created against the variable in the Administrator. Service provider - select a service provider from the list. The list of values is created against the variable in the Administrator. Due date - select the date that the translation job is required back from the translator. Review required - select the type of review that is required for this translation job. The list of values is created against the variable in the Administrator. The second section defines the contact details the translator should use if they require further information or clarification for this translation job. Name - this field defaults to the user logged in, but can be changed. Email, Telephone, and Country - used to provide the contact details for the author or point of contact for the translation job. The fields default to the last value set by the current user, or to an empty field. The Notes section provides a plain text field where general notes for the translator, up to 5000 characters in length, can be added. To Complete the Workflow Options: 1) The Ticket ID defaults to the translation job name, but can be changed if required. 2) Select the Service provider. 88

3) Add the required return date for the translation job. Click on the Due Date drop-down arrow to display the calendar. Select a date from the current month, or use the arrow button to select a later month. 4) Select the type of review for this translation job. 5) The contact name for the translation job defaults to the logged in user name, but can be changed if required. 6) Add the email address, telephone number, and country name for the contact. Include any additional notes for the translator if required. 7) Choose Next to create the Translation Job files. 89

Creating the Translation Job XML The Translation Export Wizard creates the Translation job XML, and transfers the files to the export folder defined in the translation options. Choose Finished to close the wizard. Files Included in a Translation Job The following files are created for the translation job: 1) The translation job XML file, using the file name selected in the Translation Export Wizard. When multiple locales have been selected a translation job XML file is created for each locale. 2) The Author-it XML Schema Definition file (AuthorIT.xsd) that validates the JobName.xml file. 3) The Author-it XSL Transformation file (AuthorIT.xslt) that allows JobName.xml to be opened in a browser and transformed into something that looks like a document rather than a list of nodes. 4) Depending on the image options chosen in the Administrator, the folder contains copies of the embedded images in the original file format, the linked images in the original file format, or preview copies of the images created using JPEG format. 90

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Glossary of Terms C Context Document A published Word or PDF document, used to assist the translation and/or review process. All objects that are in a release state where a review color has been defined, appear highlighted in the Word/PDF document making it easier for a translator to determine context, or for a reviewer to identify what content should be reviewed. E Exact Match The occurrence of a sentence or phrase in a file that is identical to a sentence or phrase stored in a translation memory. F Fuzzy Match When a sentence or phrase in a translation memory is similar (but not identical) to the sentence or phrase the translator is currently translating. L Library Update A zipped file created by Localization Manager that contains an Author-it library and accompanying external files. This is used as a snapshot of the objects at the point the Update is made and is used by the Update Compare utility to display and import new and modified objects from the Source Library. Localization Usually, a country or language that requires the documentation to be translated. However, this could also be variations on the same language such as English (US) and English (UK) or clients that require wildly different versions of the same base library. Localization Coordinator The person who uses the Author-it Localization Manager program to coordinate and manage the localization process. Localization Manager An Author-it module that creates, manages and updates Target Libraries and exports and imports translation jobs as XML. Localize The process whereby objects are converted from one localization to another. This often involves translation into another language but also includes non-translation aspects such as paper size and fonts/styles. This can be accomplished internally (within the Author-it software) or externally (by XML export/import to software such as TRADOS). S Source Library The original (or main) library containing content in the starting language. T Target Library The live library that eventually contains the translated/localized content. It is from this library that the localized content is published. 93

Translation Memory A database of sentences and phrases and their translated equivalent, built from previous translations. Translation memory tools increase efficiency by allowing the reuse of previously translated phrases and sentences. Popular translation memory tools include TRADOS, Deja Vu, Star Transit, and SDLX. 94

Index A Adding a Localization 15, 22, 64 Adding a Translation Job 28 Administrator Settings for Author-it Localization Manager 73 An example of preserving variables in translated text 50 An example of removing variables from translated text 50 Author-it Localization Manager Interface 10 Author-it XML Format (for Translation) 3, 36, 37 C Canceling a Translation Job 61, 62 Context Document 93 Copying a Localization 17, 19 Copying a Translation Job 30 Creating a Bulk Update for all Localizations 64, 67 Creating a Target Library 20 Creating a Target Library vs Creating a Library Update 22 Creating Library Updates 63 Creating the Translation Job XML 90 Creating Translation Jobs 85 D Defining Release States and User Groups for Author-it Localization Manager 14 Deleting a Localization 25 Deleting a Translation Job 62 Deleting an Update 72 E Exact Match 93 Exporting a Jet Target Library to SQL 16, 23 Exporting a Translation Job 31 F Files Included in a Translation Job 90 Fuzzy Match 93 G Glossary Objects 54 H How Do Translation Memory Tools Work? 5, 7 How to Localize Variables 51 Hypertext Link Objects 54 I Importing a Draft translation job when content may change 56, 57 Importing a Translation Job 56 Index Objects 54 L Library Update 93 Localization 93 Localization Coordinator 93 Localization Manager 93 Localization Variables 76 Localization, Globalization, Internationalization... what does it mean? 4 Localizations Toolbar 11, 12 Localize 93 Localizing Templates and Objects directly in Author-it 52 M Managing Updates to Content 63 Media Objects 55 Multi Selecting Translation Jobs for Importing 59 O Object Inclusion Rules 17, 18, 25 P Publishing a Context Document for Translation or Review 34 Publishing from a Target Library 72 R Roles and Responsibilities in the Localization Process 6 S Selecting Books to Translate 77 95

Selecting Objects to Re-translate 82 Selecting Overwrite Options 80 Selecting Target Localizations 82 Sending the XML to Your Translator 33 Setting up Author-it Localization Manager 14 Should I manage the Localization Project in-house or outsource it? 6 Source Library 93 T Table of Contents 55 Table of Figures 55 Target Library 93 The Author-it Localization Manager 3 The Author-it Localization Manager Toolbars 11 The Cost of localization - an example 5 The Localization process in Author-it Localization Manager 9 The Main Window 11 Topic Objects 56 Translating Content 27 Translating the XML 32 Translating with SDLx 39 Translation Job File Names 87 Translation Job Rules 29, 61 Translation Jobs Toolbar 11, 12 Translation Memory 94 Translation Override 75 Translation Workflow Options 88 U Unpacking Updates away from the Source Library 24, 65 Using SDL Trados Studio 2009 for Translating the Content 37 Using the Compare Update Utility 9, 69 Using the Translation Export Wizard 77 V Viewing or Modifying Localization Properties 25 Viewing or Modifying Translation Job Properties 60 W Working with Target Libraries Away from the Source Library 24 Working with the Translation Export Wizard 10, 73 X XML Elements - All Objects 39 XML Elements - Book Object 39 XML Elements - File Object 41 XML Elements - Glossary Object 41 XML Elements - Hyperlink Object 42 XML Elements - Index Entry Object 44 XML Elements - Index Object 43 XML Elements - Table of Contents Object 45 XML Elements - Table of Figures Object 45 XML Elements - Topic Object 46 XML Elements - Topic Text 46, 47 XML Elements - Variable Assignments 39, 46, 48 XML for Translators 36 96