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Knowledge Base / Administrators – Preparing your one2edit™ Workspace / Importing External Translation Memory

Import an Excel XML file to populate your one2edit™ Translation Memory

Created on 28th November 2016 at 18:02 by Jamie O'Connell



A Translation Memory (TM) is a database that stores translation units (a.k.a. segments) of text.

One way to add content to the Translation Memory of your one2edit Language Set is to import an Excel XML file.

NOTE:
If you are importing multiple languages, it is best-practice to import each target language separately in conjunction with the source language (i.e. two languages per XML-file import). Importing multiple target languages at once may work, but it is up to the user to ensure that all one-to-many matches have been correctly imported.

Step 1: Prepare your Excel Sheet

Step 1: Prepare your Excel Sheet

Your Excel sheet should contain two columns, one for each language. Each cell should contain the translation of the neighbouring cell.

Some tips:

  1. One segment per row: Make sure that you assign only one segment per row. If you want to add multiple translations for a word/segment (i.e. a "one to many" relationship), you may duplicate the source language segment in another row. If more than one translation exists for a segment, you will need to manually choose which 100% match to use within the one2edit™ 'Job Editor'. In other words, the automatic 'pre-translation' action cannot choose between two 100% matches.
  2. One column per language: Use only two languages per spreadsheet. Each language should be placed in its own column.
  3. Empty spaces: If no translation is available for a segment, you can leave a blank space. This will, however, result in no translation match being stored for this entry, so you may wish to remove the line altogether.
  4. Case sensitivity: 'Translation Memory' is case-sensitive, which means that the capitalization of words is taken into account when checking for a 100% match. For example, "Hello, my name is..." is not a 100% match to "Hello. My name is...". In this case, there are differences in both capitalization ("my" vs "My") and punctuation (comma vs full-stop/period).

NOTE:
One language ALWAYS needs to be common to each XML file. This is typically the source language. In other words, if you are importing 4 languages, you must import 3 different XML files: one common language and 3 'target' languages. This is required for the database to be able to match translations across languages.

NOTE:
Because ALL Excel content will be uploaded to the one2edit™ Translation Memory, your Excel file should contain only translatable text segments. You should not put a heading on a column, as it will be treated like any other text segment and imported as a translation.

NOTE:
one2edit™ supports the ISO 639 codes for languages, e.g., English (UK) and English (US) are two different ISO language codes. All text segments listed in your Excel document will need to be assigned to a specific language (cf. Step 5), so ensure that you have selected the correct languages in your Language Set.

Step 2: 'File > Save as... > XML'

Step 2: 'File > Save as... > XML'

After you have finished preparing your 'Excel' file, it is very important that you save it in the correct format!

After clicking 'File > Save As...':

  1. Choose the 'Excel 2004 XML Spreadsheet (.xml)' format. This will have a file extension of .xml, not .xls or .xlsx.
  2. Click 'Save'.

NOTE:
If you do not save your file in the "Excel 2004 XML Spreadsheet" format, your data cannot be imported into one2edit™.

NOTE:
The screenshot above is from Mac OSX.

Step 3: Open the Translation Memory of your Language Set

Step 3: Open the Translation Memory of your Language Set

To open the Translation Memory for your Language Set:

  1. Click 'Settings > Language Sets' to open the 'Language Sets' window.
  2. Select the appropriate Language Set (if more than one exists).
  3. Ensure that all languages to be imported have been assigned to the Language Set, including the source language.
  4. Click 'Open Set TM' to open the Translation Memory for the selected Language Set.

NOTE:
The 'Open Set TM' button will be inactive if you have not selected a 'Language Set'.

NOTE:
Ensure that your Language Set contains at least the languages contained within your Excel XML file, i.e., both the source and target languages. If a language is missing from the Language Set, you will not be able to assign any segments to that language.

Example: If the selected 'Language Set' does not contain "German", there is nowhere to put German TM content. In such a case, uploaded content cannot be assigned to the correct language (c.f. Step 5).

NOTE:
Each Language Set in one2edit™ contains its own translation memory. If you have multiple Language Sets, there is no crossover between their translation memories.

NOTE:
There are no Language Sets in
one2edit™ by default. If no Language Sets are displayed, please refer to the lesson for creating a Language Set.

Step 4: Select the Excel XML File for import

Step 4: Select the Excel XML File for import

Click the 'Import' button in the 'Set Translation Memory' window.

A file-browsing window will open, and you can choose the Excel XML file from your local hard-drive.

Step 5: Assign Languages and import Translations

Step 5: Assign Languages and import Translations

The 'Import Translations' window will open once you have selected an Excel XML file.

  1. The 'Import Translations' window shows the columns from your imported XML file.
  2. The drop-down menu at the top of each column allows you to select the languages from your Language Set. Assign the correct language to each column.
  3. When the correct language has been assigned to each column, click 'Save' update the Translation Memory of your one2edit™ Language Set. This will close the 'Import Translations' window.

NOTE:
If a column has no language assigned, it may be that the exact language is not contained within your Language Set.
For example, if 'French (France)' is in your Language Set, but your Excel XML file refers to 'French (Belgium)', then no language will appear. In such a case, you may reassign the 'French (Belgium)' segments to the 'French (France)' language if you wish. Or you can cancel the import process and add 'French (Belgium)' to your Language Set.

NOTE:
Make sure that you assign the correct language to each column. For example, if you choose 'English (United States)' for two columns, this will corrupt the import.

NOTE:
Not all translations are shown when importing a file to the Translation Memory. Only a sample is shown for verification purposes. All translations will, however, be imported from the Excel XML file when you click 'Save'.

Example: What the 'Import Translations' window will look like

Example: What the 'Import Translations' window will look like

This is an example of how your 'Import Translations' window may look after you have chosen your XML file and assigned the languages, but before you have clicked 'Save'.

Clicking 'Save' will close this window and return you to the 'Set Translation Memory' window.

Step 6: Check the Translation Memory

Step 6: Check the Translation Memory

Select any two languages to see the matches between them.

  1. Search field: Use the search field to search for specific words or text segments. The 'Search' command always applies to the left-most column, as indicated in the text next to the search field.
  2. 'Clear All': Clicking 'Clear All' will delete ALL content from this Translation Memory. This action is final and can not be undone. For this reason, the 'Clear All' command should be used with caution.
  3. 'Export': You can export the content of your translation memory to a TMX (Translation Memory eXchange) file.
  4. 'Import': You can import another file containing translation units to this Translation Memory.
  5. Delete a single translation unit: Clicking the 'minus' symbol next to a translation unit will delete it from the Translation Memory. This action is final and can not be undone.
  6. Remove a language from the display: Clicking the 'minus' symbol next to a language-selection drop-down menu will simply remove it from the current view. The language itself will not be deleted from the Translation Memory.
  7. Translation units are displayed in groups of 25: The "Viewing X-Y of Z" statement shows you how many are being displayed. Therefore, if you do not see all translations at once, it does not mean that they were not imported.

NOTE:
Clicking the 'Clear All' button displays a confirmation dialog. Clicking 'Yes' on that warning message will permanently erase the entire Translation Memory. Therefore, please read all pop-up messages before accepting them.

NOTE:
Clicking the 'minus' button next to a translation unit will not display any confirmation dialog. The act of deleting the translation unit will be permanent.

NOTE: Editing a segment

  1. To change or edit a segment in the translation memory, click on the 'notebook' icon (Edit) beside the segment. This will open a text-editor window.
  2. Click 'Save' to save your changes to the translation memory segment. The time of the last change, as well as the username who made the change, will be recorded.

NOTE:
one2edit™ is not a full-featured tool for editing translation memory content. If you wish to do wholesale editing of your TM, please check online for a more suitable tool.




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