Using Neural Machine

Translation in Studio
Trados Studio 2022

July 2022
Legal notice
Copyright and trademark information relating to this product release.

Copyright © 2000–2022 SDL as part of the RWS Holdings Plc group of companies ("RWS
Group").

SDL means SDL Limited and its subsidiaries and affiliates. All intellectual property rights
contained herein are the sole and exclusive rights of SDL. All references to SDL shall mean
SDL Limited and its subsidiaries and affiliates details of which can be obtained upon written
request.

All rights reserved. Unless explicitly stated otherwise, all intellectual property rights including
those in copyright in the content of this website and documentation are owned by or
controlled for these purposes by SDL. Except as otherwise expressly permitted hereunder or
in accordance with copyright legislation, the content of this site, and/or the documentation
may not be copied, reproduced, republished, downloaded, posted, broadcast or transmitted
in any way without the express written permission of SDL.

Trados Studio is a registered trademark of SDL. All other trademarks are the property of
their respective owners. The names of other companies and products mentioned herein may
be the trademarks of their respective owners. Unless stated to the contrary, no association
with any other company or product is intended or should be inferred.

This product may include open source or similar third-party software, details of which can
be found by clicking the following link: “Acknowledgments” on page 0 .

Although RWS Group takes all reasonable measures to provide accurate and comprehensive
information about the product, this information is provided as-is and all warranties,
conditions or other terms concerning the documentation whether express or implied by
statute, common law or otherwise (including those relating to satisfactory quality and fitness
for purposes) are excluded to the extent permitted by law.

To the maximum extent permitted by law, RWS Group shall not be liable in contract, tort
(including negligence or breach of statutory duty) or otherwise for any loss, injury, claim
liability or damage of any kind or arising out of, or in connection with, the use or performance
of the Software Documentation even if such losses and/or damages were foreseen,
foreseeable or known, for: (a) loss of, damage to or corruption of data, (b) economic loss, (c)
loss of actual or anticipated profits, (d) loss of business revenue, (e) loss of anticipated
savings, (f) loss of business, (g) loss of opportunity, (h) loss of goodwill, or (i) any indirect,
special, incidental or consequential loss or damage howsoever caused.

All Third Party Software is licensed "as is." Licensor makes no warranties, express, implied,
statutory or otherwise with respect to the Third Party Software, and expressly disclaims all
implied warranties of non-infringement, merchantability and fitness for a particular purpose.
In no event will Licensor be liable for any damages, including loss of data, lost profits,
cost of cover or other special, incidental, consequential, direct, actual, general or
indirect damages arising from the use of the Third Party Software or accompanying
materials, however caused and on any theory of liability. This limitation will apply even
if Licensor has been advised of the possibility of such damage. The parties acknowledge
that this is a reasonable allocation of risk.

Information in this documentation, including any URL and other Internet website references,
is subject to change without notice. Without limiting the rights under copyright, no part of

ii Using Neural Machine Translation in Studio

this may be reproduced, stored in or introduced into a retrieval system, or transmitted in
any form or by any means (electronic, mechanical, photocopying, recording, or otherwise),
or for any purpose, without the express written permission of RWS Group.

Using Neural Machine Translation in Studio iii

iv Using Neural Machine Translation in Studio
 Contents
1 About neural machine translation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

2 Setting up a sample project with an NMT provider . . . . . . . . . . . . . . . . . 3

3 Using NMT while translating . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

The LookAhead function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Applying NMT matches when no TM match is found . . . . . . . . . . . . . . . . . 9

Using NMT as an AutoSuggest source . . . . . . . . . . . . . . . . . . . . . . . . . 10

Prioritizing NMT and TM hits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

4 Pre-translating with NMT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

5 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Using Neural Machine Translation in Studio v

vi Using Neural Machine Translation in Studio
 1

About neural machine

translation
 1 About neural machine translation

The results of earlier machine translation (MT) systems, which used statistics- or
phrase-based logic, usually required extensive editing, sometimes to the point where
modifying MT suggestions was as time-consuming as translating from scratch. Those MT
systems could only offer meaningful timesaving potential if they were specifically 'trained' for
certain types of document.

However, machine translation has made significant progress in the past few years. What we
refer to as neural machine translation (NMT) engines often provide translation results that
are good enough to need little to no editing by a human translator.

The first NMT system was made available to the market in 2016 and yielded better results
than its statistics- and phrase-based predecessors. NMT uses artificial intelligence to
'understand' the source text, thus enabling it to provide relatively high translation quality. At
the time of writing, NMT systems already account for about 95% of the machine translation
market.

RWS, too, offer NMT-based engines, which can be accessed directly from Trados Studio and
used alongside TMs and other resources. Of course, NMT suggestions also need to be
checked and edited by a human translator or reviewer; although NMT systems tend to
provide more fluent-sounding translations than earlier MT systems, this does not mean that
NMT results are perfect. They might still contain, for example, deprecated or incorrect
terminology, which must be corrected. The corrected segments can then be stored in a TM
to make them available subsequently as reliable exact or fuzzy matches.

One of NMT's strengths is therefore that it can save you a lot of time when handling unknown
segments. It thus complements the use of TMs and termbases in Trados Studio, giving you
the 'power of three' to help you both save time and maintain a high level of quality as you
translate.

2 Using Neural Machine Translation in Studio

 2

Setting up a sample project

with an NMT provider
 2 Setting up a sample project with an NMT provider

About this task

In this chapter you will learn how to leverage an NMT system from withinTrados Studio. The
sample document for this exercise can be found in the following location:
..\Sample Files\01 - Machine Translation\Spell check configuration.docx
To set up a project for this training module, take the following steps:

Procedure
1. Create a new local Trados Studio project that includes the above file for translation.
Select English as the source language and your preferred target language.
2. On the Translation Resources page of the project creation wizard create a new, empty
TM file.
3. Now take the following steps to add the NMT provider. If you completed the Getting
Started course, these steps will already be familiar to you. Make sure that you are logged
on to your Trados Studio account by clicking the Sign In button at the top right of the
Trados Studio interface, as shown in the following screenshot:

If you are not logged in already, you will be prompted to log in in the next step.
4. Click Use, and then select Cloud-based Resources, as shown in the following screenshot:

You will now be prompted to enter your username and password if you have not logged
in to Trados Studio previously.
5. Once you are logged in, you will see the Cloud-based Resources page, which
automatically lists the NMT engine that applies by default to your project based on the
selected language pair. The default engine is called Generic - NMT.

4 Using Neural Machine Translation in Studio

 Setting up a sample project with an NMT provider 2

6. Click Save. You will now see the Cloud-based Resources engine listed below your TM,
as shown in the following screenshot:

7. In the project creation wizard, go to the page Batch Tasks, shown in the screenshot
below the following step.
8. On the left-hand side, click Pre-translate Files. If you have added an NMT provider to
your project, Trados Studio will insert machine translation suggestions to all segments in
the document when no (fuzzy or exact) match can be found in the TM. To prevent Trados
Studio from doing so, change the following setting: at the bottom of the page, under
When no match found, switch from Apply automated translation to Leave target
segment empty.

Using Neural Machine Translation in Studio 5

 2 Setting up a sample project with an NMT provider

9. Click Finish to create the project.

10. Click Close, and then open the project file for translation in the Editor view.

6 Using Neural Machine Translation in Studio

 3

Using NMT while translating

 3 Using NMT while translating

In the first (short) segment, the NMT provider has inserted a translation suggestion, which
is marked with an NMT icon:

This shows that the suggestion originated from an NMT system. You can now edit the
suggestion as required for your target language. In this case, however, the segment is a
simple one, and we will assume that no editing is required. Simply confirm the segment,
which will add the translation to the TM.

You will now be in the second segment. The same applies to this segment; read the NMT
suggestion, edit it if required, and then confirm it.

Do the same with the following two segments (segments 3 and 4). Note that editing the
segments may also involve adapting character formatting or adjusting spaces.

The LookAhead function

LookAhead is a feature designed to speed up access to matches from resources like NMT
providers and larger TMs. While you are working on a particular segment, Trados Studio
looks ahead to the following few segments and queries the NMT engine and the TM for
translation suggestions in the background. The suggestions are then buffered, so that when
you move to the next segment, any translation suggestion will appear immediately.

This is especially useful if you are using one or more large TMs or when the connection to
the NMT provider is slow. By buffering the translation suggestions for the next few segments,
Trados Studio can provide a response immediately when you move to the next segment.
This reduces the response time significantly, thereby offering you an enhanced user
experience.

LookAhead is enabled by default. However, it can also be disabled, because the LookAhead
feature can occasionally lead to situations in which the priority given to speed means that
no fuzzy matches are offered. Usually, the significant speed gains and usefulness of the
suggestions from NMT outweigh the slight possibility of a fuzzy match not being presented.

To demonstrate how this function affects the reaction speed of the application, we will
switch LookAhead off. To do this, take the following steps:
1. Select Files > Options.
2. In the Options window select Editor > Automation.
3. Uncheck the option Enable LookAhead, and then click OK to confirm the change.

8 Using Neural Machine Translation in Studio

 Using NMT while translating 3

Confirm segment 5, which takes you to segment 6. Edit this segment as required, then
confirm it. You will now be in segment 7.

You may by this time have noticed a difference in the response speed. With the LookAhead
feature enabled, the NMT suggestions were shown almost instantly when you moved to
the next segment. Without LookAhead enabled, Trados Studio needs some time to send the
query to the NMT system and get the response, which means that it can take a little more
time for the NMT suggestions to appear in the target segment.

As LookAhead provides a more fluid user experience, you may switch it on again.

Applying NMT matches when no TM

match is found
As you would expect, Trados Studio prioritizes TM matches over NMT matches. By default,
Trados Studio inserts a machine translation suggestion when no TM match (whether fuzzy or
exact) is found. However, you can also configure Trados Studio to leave the target segment
empty in these situations and insert the NMT match only when you actively request it. This is
useful when you want to look at the NMT suggestion in the Translation Results window
first before you decide whether or not to use it. That way, if you decide that the NMT result
is not helpful, you can just enter your own translation without needing to clear the target
segment.

To disable the option to insert MT matches automatically in this way, take the following
steps:
1. Select Files > Options.
2. In the Options window, select Editor > Automation.
3. Uncheck the option Apply automated translation when no TM match is found, and
then click OK to confirm the change.

Using Neural Machine Translation in Studio 9

 3 Using NMT while translating

Now confirm segment 7, which will take you into segment 8. Note that this time the NMT
suggestion appears in the Translation Results window above the document but is not
automatically inserted into your document. Let us assume that you find the NMT suggestion
helpful and want to insert it into the target cell. To do this, either click Apply Translation in
the ribbon or press Ctrl+T. Edit the translation suggestion if required, then confirm it to move
to segment 8.

Using NMT as an AutoSuggest source

NMT suggestions also act as a source of AutoSuggest matches, by which translations are
suggested for shorter strings of text from within the NMT translation of the whole segment.
This means that you can benefit from the machine translation result by adopting only
certain strings of translated text from within it (such as specific terms), even if you do not
want to insert the full NMT suggestion for the segment itself. To illustrate this, let us assume
that you would prefer to translate the current segment from scratch, but want to use the
NMT translations for the strings Suggest from main dictionary only and custom dictionaries that
you see in the NMT segment.

Start translating the segment but use a wording that is different from the NMT translation.
When you reach the relevant point in the sentence, to insert the translation for the string
Suggest from main dictionary only, type only the first few characters of this string as it appears
in the NMT translation. Trados Studio will show an AutoSuggest window with possible
matches based on the segment, as shown in the following screenshot:

Press Enter to insert the selected target string into your segment. You can use the arrow
keys or your mouse to change the selection from the list if you wish to. Continue translating

10 Using Neural Machine Translation in Studio

 Using NMT while translating 3

the segment, choosing the AutoSuggest hits from the NMT source as you proceed. Another
good AutoSuggest candidate is the translation for the term custom dictionaries, shown in
the following screenshot:

Note: Machine translation providers are enabled as AutoSuggest sources by default. You
can verify this by selecting File > Option. In the Options window select AutoSuggest. In the
list of AutoSuggest providers, you will see that Translation Memory and Automated
Translation is listed in the middle. You can disable this provider if you do not want your
machine translation source to act as an AutoSuggest provider.

Finish translating segment 9, and then confirm it. Continue by translating and confirming
segment 10.

Prioritizing NMT and TM hits

In segment 11 you will get a fuzzy match from the TM, but no machine translation
suggestion. By default, Trados Studio will not search the NMT system if a TM hit (an exact or
fuzzy match) is found. However, it is possible to change the settings so that Trados Studio
always provides an NMT suggestion even if a TM match has been found. You might in some
cases find that an NMT suggestion is better than a low fuzzy match.

We refer to the action by Trados Studio of automatically querying the TM and other resources
for matches when you move into a new segment as 'lookup'. To change the lookup behavior,
take the following steps:
1. Click Project Settings in the ribbon.
2. In the Project Settings window, select Language Pairs > All Language Pairs >
Translation Memory and Automated Translation > Search

3. This shows the page on which you can fine-tune the TM lookup behavior. Check the
option Look up segments in MT even if a TM match has been found. Click OK to
confirm the change.

Using Neural Machine Translation in Studio 11

 3 Using NMT while translating

In the Translation Results window for the current segment, you will now see an NMT hit
below the fuzzy match.

You can now decide which match requires less editing, the fuzzy match or the NMT
suggestion. Trados Studio will still list the TM matches first, even if the fuzzy match value is
low.

To switch between the NMT and the TM hit, choose Select Previous Match and Select Next
Match in the ribbon to insert the match into your target segment.

You can also use the keyboard shortcuts Ctrl+1 and Ctrl+2 to switch between the two
suggestions. Insert your preferred hit, edit it as required, and then confirm the current
segment.

For the last segment, you will get three hits: two fuzzy matches and one NMT suggestion.
You can also use the buttons described above or press Ctrl+1, Ctrl+2, and Ctrl+3 to switch
between the translation results.

Insert your preferred suggestion, edit it as required, and confirm it.

Note: If two or more fuzzy matches are found in the TM, they will be listed in the Translation
Results window, sorted by match value. For example, a 95% match will be listed above a
90% match. When the matches have the same fuzzy value, they will be listed by date. The
most recent unit in the TM will be shown first. By default, the Translation Results window
can show up to 5 hits. You can increase or decrease the maximum hit count in the Project
Settings window, by selecting Language Pairs > All Language Pairs > Translation Memory
and Automated Translation > Search , as shown in the following screenshot:

After translating and confirming all of the segments, save and close the document.

12 Using Neural Machine Translation in Studio

 4

Pre-translating with NMT

 4 Pre-translating with NMT

About this task

In the preceding sections, we set out how to use NMT interactively while translating. However,
it is also possible to have all of the segments pre-translated during project creation. In this
way, all of the segments will have been machine translated when you open the document, so
that you can simply go through the pre-translated document and edit the machine
translations.
The sample file for this exercise can be found in the following location:
..\Sample Files\01 - Machine Translation\Tourists can do their bit.docx

Procedure
1. Create a new local Trados Studio project that includes the above file for translation. Use
the same project settings as before, choosing the same language pair and adding the
same TM and the NMT provider.
2. In the project creation wizard, go to the page Batch Tasks, shown in the screenshot
below the following steps.
3. On the left-hand side of the window click Pre-translate files.
4. At the bottom of the page, under When no match found, make sure that Apply
automated translation is selected to make Trados Studio use the NMT engine whenever
no TM match has been found. In the case of our demonstration document, there are
no matching segments in our TM, so all of the segments will be pre-translated using
NMT.

5. Click Finish to create the project. The documents will now be pre-translated during
project creation. When the project has been created click Close, and then open the file
in the Editor view, where it will appear as shown in the following screenshot:

14 Using Neural Machine Translation in Studio

 Pre-translating with NMT 4

All segments are marked as NMT matches and have the draft status. Go through the
document, and edit it as required. When you confirm a segment, it will be stored in your
TM.

Using Neural Machine Translation in Studio 15

 4 Pre-translating with NMT

16 Using Neural Machine Translation in Studio

 5

Summary
 5 Summary

• In Trados Studio, you can use TMs alongside neural machine translation systems. If no
TM match is available, Trados Studio can provide an NMT suggestion, which you can edit
and commit to the TM.
• By default, Trados Studio uses a feature called LookAhead, which pre-fetches the
translations for the following few segments while you are working on the current
segment. Any hits for the subsequent segments are buffered, thereby making them
instantly available when you move to the next segment.
• By default, Trados Studio inserts the NMT suggestion directly into your document. You
can change the Trados Studio options so that the NMT hit only gets inserted when you
press Ctrl+T instead. Even if you choose not to insert the NMT suggestion for the
segment, the machine translation system can be used as an AutoSuggest source, which
allows you to insert terms and other short strings of text inside the segment quickly.
• If a TM match is found in the TM, Trados Studio will by default not search in the NMT
engine. However, you can change the project settings so that Trados Studio always
provides an NMT suggestion, even if the TM offers a fuzzy or exact match.
• You can switch between multiple translation suggestions by using the keyboard shortcut
combination Ctrl+1, Ctrl+2, Ctrl+3, and so on. By default, the Translation Results
window lists up to five hits.
• When creating a project, you can have all project files pre-translated. This pre-populates
all segments for which no TM hit has been found with NMT suggestions, which you
can then edit once you have created the project.

About RWS
RWS Holdings plc is a unique, world-leading provider of technology-enabled language, content and intellectual property services. Through content
transformation and multilingual data analysis, our unique combination of technology and cultural expertise helps our clients to grow by ensuring they
are understood anywhere, in any language.

Our purpose is unlocking global understanding. By combining cultural understanding, client understanding and technical understanding, our services
and technology assist our clients to acquire and retain customers, deliver engaging user experiences, maintain compliance and gain actionable insights
into their data and content.

Our clients include 90 of the world’s top 100 brands, the top 20 pharmaceutical companies and 19 of the top 20 patent filers. Our client base spans
Europe, Asia Pacific, and North and South America. We work in the automotive, chemical, financial, legal, medical, pharmaceutical, technology and
telecommunications sectors, which we serve from 80+ global locations across five continents.

Founded in 1958, RWS is headquartered in the UK and publicly listed on AIM, the London Stock Exchange regulated market (RWS.L).

For further information please visit www.rws.com.

© 2022 All rights reserved. Information contained herein is deemed confidential and the proprietary information of RWS Group*.

*RWS Group shall mean RWS Holdings PLC for and on behalf of its affiliates and subsidiaries.

18 Using Neural Machine Translation in Studio

Aligning Files
Trados Studio 2022

July 2022
Legal notice
Copyright and trademark information relating to this product release.

Copyright © 2000–2022 SDL as part of the RWS Holdings Plc group of companies ("RWS
Group").

SDL means SDL Limited and its subsidiaries and affiliates. All intellectual property rights
contained herein are the sole and exclusive rights of SDL. All references to SDL shall mean
SDL Limited and its subsidiaries and affiliates details of which can be obtained upon written
request.

All rights reserved. Unless explicitly stated otherwise, all intellectual property rights including
those in copyright in the content of this website and documentation are owned by or
controlled for these purposes by SDL. Except as otherwise expressly permitted hereunder or
in accordance with copyright legislation, the content of this site, and/or the documentation
may not be copied, reproduced, republished, downloaded, posted, broadcast or transmitted
in any way without the express written permission of SDL.

Trados Studio is a registered trademark of SDL. All other trademarks are the property of
their respective owners. The names of other companies and products mentioned herein may
be the trademarks of their respective owners. Unless stated to the contrary, no association
with any other company or product is intended or should be inferred.

This product may include open source or similar third-party software, details of which can
be found by clicking the following link: “Acknowledgments” on page 0 .

Although RWS Group takes all reasonable measures to provide accurate and comprehensive
information about the product, this information is provided as-is and all warranties,
conditions or other terms concerning the documentation whether express or implied by
statute, common law or otherwise (including those relating to satisfactory quality and fitness
for purposes) are excluded to the extent permitted by law.

To the maximum extent permitted by law, RWS Group shall not be liable in contract, tort
(including negligence or breach of statutory duty) or otherwise for any loss, injury, claim
liability or damage of any kind or arising out of, or in connection with, the use or performance
of the Software Documentation even if such losses and/or damages were foreseen,
foreseeable or known, for: (a) loss of, damage to or corruption of data, (b) economic loss, (c)
loss of actual or anticipated profits, (d) loss of business revenue, (e) loss of anticipated
savings, (f) loss of business, (g) loss of opportunity, (h) loss of goodwill, or (i) any indirect,
special, incidental or consequential loss or damage howsoever caused.

All Third Party Software is licensed "as is." Licensor makes no warranties, express, implied,
statutory or otherwise with respect to the Third Party Software, and expressly disclaims all
implied warranties of non-infringement, merchantability and fitness for a particular purpose.
In no event will Licensor be liable for any damages, including loss of data, lost profits,
cost of cover or other special, incidental, consequential, direct, actual, general or
indirect damages arising from the use of the Third Party Software or accompanying
materials, however caused and on any theory of liability. This limitation will apply even
if Licensor has been advised of the possibility of such damage. The parties acknowledge
that this is a reasonable allocation of risk.

Information in this documentation, including any URL and other Internet website references,
is subject to change without notice. Without limiting the rights under copyright, no part of

ii Aligning Files
this may be reproduced, stored in or introduced into a retrieval system, or transmitted in
any form or by any means (electronic, mechanical, photocopying, recording, or otherwise),
or for any purpose, without the express written permission of RWS Group.

Aligning Files iii

iv Aligning Files
 Contents
1 What is alignment? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

2 Aligning a single file pair . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Creating a new translation memory . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Adding the documents to align . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Viewing the alignment result . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Confirming segment pairs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Editing segments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

n:n Alignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Saving the alignment result . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Closing and re-opening the alignment result . . . . . . . . . . . . . . . . . . . . . . 9

Jumping to the first unconfirmed segment . . . . . . . . . . . . . . . . . . . . . . 10

Correcting alignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Adding a new segment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Importing the alignment result into the TM . . . . . . . . . . . . . . . . . . . . . 13

Configuring the import options . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

3 Viewing the TM content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

4 Using the TM for translation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

5 Exercise . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

6 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Aligning Files v
vi Aligning Files
 1

What is alignment?
 1 What is alignment?

Alignment is the process of synchronizing source and target file(s) whose content is not
stored in a TM in a way that allows you to import that bilingual content into a TM. Imagine
that you have an English source file and the corresponding target document in, say, Word or
Excel, but that the content is not stored in a TM because the translation was done without
a CAT tool.

The main challenge during alignment is to determine how well the two documents match
each other, such as whether any segments or entire paragraphs were left out or the
segmentation changed during translation. For example, content is sometimes left out of a
translation because it is not relevant to the target audience. Also, translators often change
the segmentation, such as by splitting one source segment into two target segments. Trados
Studio uses a sophisticated algorithm to detect such discrepancies between the source
and the target content to make aligning them as straightforward as possible, but some
human intervention is usually necessary to achieve the desired result.

The sample files for the exercises in this chapter can be found in your sample files folder :

..\Sample Files\01 - Alignment

In this chapter we will show you how to align the English document with its German
counterpart. The sample files folder also contains target texts in French, Spanish, and Italian,
which you can use instead of German if you wish. The alignment process works in the same
way no matter which target language you choose.

2 Aligning Files
 2

Aligning a single file pair

 2 Aligning a single file pair

About this task

To set up the alignment project, take the following steps:

Procedure
1. On the Welcome screen in Studio select Align Documents > Align Single File Pair.

2. This opens the Align Documents page.

Creating a new translation memory

About this task
Let us assume that you would like to import the alignment result into a new TM. We will
therefore set up an empty TM by taking the following steps:

Procedure
1. In the Align Documents page, click Create , then select New File-based Translation
Memory.

2. This opens the New Translation Memory wizard. Enter a name for your TM in the
Name text field (e.g., Alignment TM En-De).

4 Aligning Files
 Aligning a single file pair 2

3. Make sure that the correct source/target language pair is selected for the TM. In our
example we are using English -> German.
4. The TM file will be stored at the path shown in the Location text field. You can change
the TM location by clicking Browse and selecting another path.
5. Click Next to continue. This takes you to the Fields page. It is possible to store additional
meta-information about each segment in a TM. For example, for each segment pair
you can store the name of the project that it relates to, the customer's name, and other
information. Let us assume that you would like to add the name of the project to each
of the segment pairs that will later be imported into the new TM from the alignment
result. This will allow you to identify the segments in the TM that were imported from this
alignment at a later date if for any reason you need to distinguish them from the rest
of the content of the TM.
6. To enable your new TM to store the project name, click in the empty field under Name,
and then enter the field name Project.
7. Fields can be of different types, such as free text fields or pre-populated lists. The project
name will need to go into a text field where you can type whatever project name belongs
to a particular project, so ensure that, under Type, the value Text is selected.

Aligning Files 5
 2 Aligning a single file pair

8. To create the TM, click Finish, and then Close. The TM name and path are now shown in
the Align Documents window.

Adding the documents to align

About this task
You will now be back in the Align Documents window. To select the file pair, take the
following steps:

Procedure
1. Click Browse below the Source File text field and select the English sample file
English.docx.
2. Click Browse below the Target File text field, then select the target document, for
example, German.docx.
3. Click Next and then Finish to start the alignment process.

Viewing the alignment result

After a few seconds you will find yourself in the Alignment view, which shows the alignment
result in a side-by-side view, as shown in the following screenshot:

6 Aligning Files
 Aligning a single file pair 2

The column on the left-hand side shows the source segments, while the column on the
right-hand side lists the corresponding target segments. The column between source and
target segment visualizes the connections that have been made between source and target
content during the alignment process.

As you will see, some segment pairs are connected using a green dotted line, while others
feature a yellow or red line. The colors indicate how reliable a particular segment pairing is
considered to be by the alignment algorithm.

For a closer look at how to interpret the colors, move the mouse pointer over the ID number
of the first segment pair, which has a yellow line. A tooltip shows that this specific alignment
pair is considered of average quality with a trust score of 88.

Source segment number 2 is connected to target segment using a red line. This alignment
pair is considered of low quality with a trust score of only 50.

Now move the mouse pointer over source segment 9, which is connected to the target
segment 10 using a green line. A tooltip shows that this alignment pair is considered of good
quality with a trust score of 100.

Note: Alignments of average or low quality are not necessarily incorrect. The dotted line
color and the trust score are just indications of how reliable the alignment algorithm
considers a particular segment pair alignment to be based on factors such as document
context, structure, formatting, and segment content.

Aligning Files 7
 2 Aligning a single file pair

Confirming segment pairs

About this task
All segment pairs are by default unconfirmed. You can confirm the segment pairs when you
review an alignment result.
To confirm segment pairs that are correct, take the following steps:

Procedure
1. The first segment pair has been aligned correctly. To confirm it, click the Confirm button,
shown in the following screenshot, or press Ctrl+Shift+F.

2. Note that after you confirm the first segment pair, a solid green line is drawn between
the source and the target segment. Also, the tooltip shows that the segment pair is
confirmed with a trust score of 100.

3. Use the Arrow Down key to move to the second segment pair. Confirm this segment as
well, and then repeat this procedure for segment 3.

Editing segments
You can edit the content of source and target segments if necessary. Let us assume that in
segment 4 you would like to replace the spelling realised with realized. To make the change,
simply overwrite the source text as desired. Make the corresponding change in the target
cell, then confirm the segment pair by pressing Ctrl+Shift+F. Continue by confirming
segment 5.

n:n Alignments
Up to this point, the alignment has produced only 1:1 alignments. However, different
segmentation between source and target segments can also lead to, for example, 1:2
alignments, which is the case for source segment 6, which has been linked to target
segments 6 and 7.

In this case, the 1:2 alignment is correct, and you can therefore confirm it. You can also
confirm source segments 7 through 16.

8 Aligning Files
 Aligning a single file pair 2

Saving the alignment result

About this task
We recommend that you save the alignment result from time to time. This will preserve any
work that you have done so far such as confirming and editing segments.
To save the alignment result, take the following steps:

Procedure
1. Click Save in the ribbon, then select Save from the dropdown list.

2. You will be prompted to save the alignment result to a file. Trados Studio will suggest
the file name English_German. sdlalign and the path of the original DOCX files as the file
location. You can select another file name and/or location if you wish.
3. To save the alignment file, click Save.

Note: Alignment results are not saved automatically. When you make another change, for
example, if you confirm further segments, remember to select Save > Save to update the
*.sdlalign file.

Closing and re-opening the alignment

result
About this task
Our sample text is so short that you can easily verify the alignment result in a single session.
However, when aligning longer documents, you may want to take a break and resume
another time.
Imagine that you now decide to interrupt your work and continue at a later point. Click
Close in the ribbon to close the alignment view. If you have any unsaved changes, you will
be prompted to save the alignment result file.
You will now be back in the Welcome view in Trados Studio. Imagine at this point that you
want to continue working on the alignment result. To do this, take the following steps:

Aligning Files 9
 2 Aligning a single file pair

Procedure
1. Click Align Documents in the ribbon and select Open Alignment.
2. Select the *. sdlalign file that you saved previously.
3. This will bring you back to the Alignment view where the alignment result is shown
with the work completed to the point when you last saved it.

Jumping to the first unconfirmed

segment
About this task
In this rather short sample document, it is easy to spot the first unconfirmed segment.
However, when you are dealing with longer documents, it is useful to be able to jump straight
to the first unconfirmed segment, which you can do using the following steps:

Procedure
1. Move the mouse pointer over the Alignment Navigation tab on the right-hand side of
the application window, highlighted in the screenshot below the next step.
2. This will cause the Alignment Navigation window to move across. Under Status, select
the option Unconfirmed, as shown in the following screenshot:

10 Aligning Files
 Aligning a single file pair 2

3. Click Next to move to the first unconfirmed segment, which is segment 17.
4. Click inside source segment 17. The Alignment Navigation window will now hide itself
again.

Note: There is no technical requirement to confirm all alignment pairs. You can import
even non-confirmed pairs into your TM if you want to. However, confirming allows you to
see more clearly which segment pairs you have already verified.

Correcting alignments

Aligning Files 11
 2 Aligning a single file pair

About this task

Segment 17 has not been connected to any target segment, while segment 18 has been
connected to segment 19 in the target column. However, segment 18 does not have a target-
language equivalent, as this sentence is missing in the target document, causing a
misalignment.
To correct the misconnection, take the following steps:

Procedure
1. Click inside source segment 18 to select it, and then click Disconnect in the ribbon. This
will remove the dotted line between source segment 18 and target segment 19.

2. Source segment 17 goes with target segment 19. Click on the segment number 17 in
the source column and the segment number 19 in the target column to select both
segments. Note that you have to click the segment ID number to select more than
segment at once; clicking inside the two segments will not select them both.
3. Click Connect in the ribbon to draw a solid line between the selected segments.

4. Leave source segment 18 (for which there is no translation) disconnected for now.

Adding a new segment

About this task
You could leave source segment 18 disconnected, as disconnected segments will not be
imported into the TM. However, you can also manually add a target segment to connect it
with by taking the following steps:

Procedure
1. Right-click segment 19 in the target column, then select Insert After.

12 Aligning Files
 Aligning a single file pair 2

2. This will add a new empty row, which has the number 20. Enter the translation for source
segment 18 into this empty row.
3. Click source segment number 18 and number 20 in the target column. Both segments
should now be selected.
4. Click Connect in the ribbon. This will draw a solid line between the segment pair.
The remaining segment pairs are all correctly aligned, which means that you can simply
confirm them. Once you have done so, we recommend that you save the alignment
result file by clicking Save > Save.

Importing the alignment result into

the TM
About this task
Now that you have finished verifying and confirming all segment pairs, you can import the
alignment result into the TM that is associated with the alignment project.

Procedure
1. Click Import into Translation Memory in the ribbon, then select Advanced Import.

Note: When you choose Quick Import, all of the aligned segment pairs are instantly
imported into the TM. However, we are choosing Advanced Import here to show you
some of the advanced import options.

2. This will open the Translation Memory Import wizard. The first page shows the file

Aligning Files 13
 2 Aligning a single file pair

name and path of the new TM, which you created previously. Click Next to continue.
3. The second page shows the language pair. Click Next to proceed.

Configuring the import options

About this task
The Alignment and TM options page contains several options. The most important option
is probably the one that allows you to apply meta-information (that is, field values) to each
segment pair that you are about to import. Imagine that we would like to add to each unit
an indication that that it was added to the TM from an alignment training project. To do this,
take the following steps:

Procedure
1. Click Edit. This will open the Field Values window, which contains the Project field that
you defined for this TM in a previous section of this training module. However, there is
currently no value associated with this field.

2. In the Value column enter Alignment training project.

14 Aligning Files
 Aligning a single file pair 2

3. Click OK. You will see that the project value that you entered is now shown next to
Apply Field Values.
4. Notice that the option Add alignment metadata is pre-selected. By default, Trados
Studio adds the alignment metadata such as the quality value of each segment pair when
importing them into the TM. The metadata for each unit in the TM is visible when you
view the content of the TM in the Translation Memories view and can be used, for
example, to filter the segments. Let us assume, however, that you do not require this
information and de-select it.
5. Click Finish to start the import. You should then see a message box that confirms the
number of imported segment pairs. Click OK to close the message.
6. This completes the alignment process itself. You can now click Close in the ribbon to
close the Alignment view and return to the Welcome page.

Aligning Files 15
 2 Aligning a single file pair

16 Aligning Files
 3

Viewing the TM content

 3 Viewing the TM content

About this task

To see what the content of your newly created TM looks like, open the TM by taking the
following steps:

Procedure
1. Click Translation Memories in the navigation pane to switch to the Translation
Memories view.
2. In the ribbon, click Open, then select the TM into which you imported the alignment
result earlier.
3. This will display the TM content in a side-by-side view, as shown in the following
screenshot:

4. Note that the column on the right-hand side shows the value of the Project field, which
can serve as useful meta information.
5. To close the TM, right-click the TM name in the navigation pane. Next, select Remove
From List (this ensures that the TM is not cluttering up the Translation Memories view
now that we no longer need to display it there).

18 Aligning Files
 4

Using the TM for translation

 4 Using the TM for translation

The sample file folder contains a document named English - update.docx, which is similar to
the English document that you aligned earlier. You can therefore expect your TM to give you
a lot of matches. Create a project including this file for translation, being sure to select the
TM that you created from the alignment results in the preceding sections.

Open the document in the Editor view. Notice that you get a 99% match for the first segment.
In the Translation Results window, move the mouse pointer over the icon below the match
value.

The tooltip indicates that an alignment penalty of 1% has been applied to current translation
suggestion, as highlighted in the above screenshot. Note that this penalty is by default
applied to all translation units that come from an alignment. The purpose of this alignment
penalty is to alert the user that the current translation suggestion comes from an alignment
and might not, therefore, be 100% reliable.

In our case, however, the correct translation has been suggested. You can therefore confirm
the current segment without making any changes.

Note: Once an aligned unit has been confirmed during translation, it will be offered as a
100% or CM match the next time that the same segment comes up in a document .

Tip: You can disable the alignment penalty by clicking Project Settings in the ribbon. Under
Translation Memory and Automated Translation, select Penalties. Set the Alignment
penalty value to 0 to stop the penalty value from being applied to the aligned units.

Translate the remaining segments in the document as an exercise. Note that the Translation
Results window displays the Project field value next to the target segment. This can serve
as useful meta-information, as you can see the origin of the segments while you are working.

20 Aligning Files
 5

Exercise
 5 Exercise

In the folder ..\Sample Files\01 - Alignment\Exercise you will find a set of additional sample
files, which you can use to practice. Set up another alignment project in the way that you
learned in this chapter.

22 Aligning Files
 6

Summary
 6 Summary

• Alignment allows you to synchronize the segments of a source and a target document
and import the segment pairs into a TM. This allows you to populate the TM with content
that has been translated and/or edited outside of a CAT tool.
• The alignment result usually needs to be verified by a user in the side-by-side alignment
view, as discrepancies between source and target text may lead to misalignments,
such as when the source text contains a sentence that is missing in the target document.
You can confirm segments as you go through the alignment result to mark them as
checked.
• Incorrectly aligned segment pairs need to be disconnected. The alignment can be
corrected by pairing the source segment with the correct target equivalent.
• You can also insert new segments to make space for content that is missing in the
source or target column.
• The alignment result can be saved to an *.sdlalign file. This means that you can interrupt
the alignment work and continue at a later point by re-opening the *.sdlalign file.
• After verifying the alignment, you will usually import the alignment result into the
selected TM.
• It is possible to configure a TM to have additional meta fields such as project and
customer. You can then set the field value to be added to each TU during the import.
• Field values are displayed in the Translation Results window during translation. This
can provide useful context information.
• Units from an alignment receive an alignment penalty of 1% by default, meaning for
example that 100% matches are 'downgraded' to 99%. This is to prompt the user to
double-check whether a suggested translation is correct, in case of issues such as
misalignments being missed when the alignment result is verified.

About RWS
RWS Holdings plc is a unique, world-leading provider of technology-enabled language, content and intellectual property services. Through content
transformation and multilingual data analysis, our unique combination of technology and cultural expertise helps our clients to grow by ensuring they are
understood anywhere, in any language.

Our purpose is unlocking global understanding. By combining cultural understanding, client understanding and technical understanding, our services and
technology assist our clients to acquire and retain customers, deliver engaging user experiences, maintain compliance and gain actionable insights into their
data and content.

Our clients include 90 of the world’s top 100 brands, the top 20 pharmaceutical companies and 19 of the top 20 patent filers. Our client base spans Europe,
Asia Pacific, and North and South America. We work in the automotive, chemical, financial, legal, medical, pharmaceutical, technology and
telecommunications sectors, which we serve from 80+ global locations across five continents.

Founded in 1958, RWS is headquartered in the UK and publicly listed on AIM, the London Stock Exchange regulated market (RWS.L).

For further information please visit www.rws.com.

© 2022 All rights reserved. Information contained herein is deemed confidential and the proprietary information of RWS Group*.

*RWS Group shall mean RWS Holdings PLC for and on behalf of its affiliates and subsidiaries.
.

24 Aligning Files
Level 2 - Terminology
Verification and Quality
Assurance
Trados Studio 2022

July 2022
Legal notice
Copyright and trademark information relating to this product release.

Copyright © 2000–2022 SDL as part of the RWS Holdings Plc group of companies ("RWS
Group").

SDL means SDL Limited and its subsidiaries and affiliates. All intellectual property rights
contained herein are the sole and exclusive rights of SDL. All references to SDL shall mean
SDL Limited and its subsidiaries and affiliates details of which can be obtained upon written
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All rights reserved. Unless explicitly stated otherwise, all intellectual property rights including
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Trados Studio is a registered trademark of SDL. All other trademarks are the property of
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This product may include open source or similar third-party software, details of which can
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Although RWS Group takes all reasonable measures to provide accurate and comprehensive
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is subject to change without notice. Without limiting the rights under copyright, no part of

ii Level 2 - Terminology Verification and Quality Assurance

this may be reproduced, stored in or introduced into a retrieval system, or transmitted in
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or for any purpose, without the express written permission of RWS Group.

Level 2 - Terminology Verification and Quality Assurance iii

iv Level 2 - Terminology Verification and Quality Assurance
 Contents
1 About QA Checker and Terminology Verifier . . . . . . . . . . . . . . . . . . . . . . 1

2 QA Checker 3.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Configuring QA Checker . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Empty segments and length verification . . . . . . . . . . . . . . . . . . . . . . . 5
Checking for repeated words . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Checking for punctuation issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Word list checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

3 Terminology Verifier . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Configuring Terminology Verifier . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

4 Using verification during translation . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Word list check . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Use of forbidden terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Non-use of target terms from the termbase . . . . . . . . . . . . . . . . . . . . . 18

Exercise . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

5 Verification after translation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Opening the sample project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Loading the QA Checker profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Running the verification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Correcting the mistakes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

6 Additional Exercise . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

7 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Level 2 - Terminology Verification and Quality Assurance v

vi Level 2 - Terminology Verification and Quality Assurance
 1

About QA Checker and

Terminology Verifier
 1 About QA Checker and Terminology Verifier

In addition to spell checking and tag verification, Trados Studio provides features to help
you check segments for other issues that may otherwise be difficult to identify, such as:
• redundant spaces
• wrong punctuation
• repeated words
• failure to use translations from the termbase
• usage of potentially forbidden terms

Verification can happen in the following ways:

• In real-time during translation: when a segment is confirmed, the target content is
immediately checked according to a set of pre-defined QA criteria. The user sees a
warning icon next to the segment concerned if any issue that matches the QA criteria is
identified.
• In batch mode, when a QA check is performed on the whole document or on several
files within a project, typically after translation.

Currently, Trados Studio comes with the following built-in verification plug-ins:
• QA Checker 3.0
• Terminology Verifier

Note:

Additional verifiers are available in the RWS AppStore. In this chapter, we will focus on the
two verifiers set out above.

2 Level 2 - Terminology Verification and Quality Assurance

 2

QA Checker 3.0
 2 QA Checker 3.0

With QA Checker 3.0, Trados Studio provides functionality to check translations for potential
problems such as wrong numbers, punctuation errors, and problems with segment length.

Configuring QA Checker
About this task
QA Checker 3.0 offers a wide variety of freely configurable quality assurance options to suit
specific quality requirements. In this section, you will learn how to configure some commonly
used QA options.
QA options can be configured individually for each project, as each project will often have its
own specific QA requirements. In this exercise, we will configure QA Checker for our sample
project before we start translating, so that we can benefit from the QA checks during
translation.

Tip:

QA Settings can be configured during project creation and saved in a project template or
exported to a separate QA settings file for later reuse.

Create a project including the following sample file for translation:

.. \Sample Files\03 - QA Checker\AppStore.docx
Configure the project as follows:
• In step 1 of the project creation wizard, select English as the source language. For the
target language, you must choose either German, French, Italian, or Spanish, because
these are the languages covered by our sample termbase.
• In step 3 of the project creation wizard, create a new, empty TM when you set up the
project.
• In step 4 of the project creation wizard, it is important to add the following sample
termbase file: .. \Sample Files\03 - QA Checker\Sample_Termbase.sdltb
• In step 6 of the project creation wizard, the Summary step, you can configure the
verification settings by taking the following steps:

Procedure
1. Click All Project Settings.
2. In the Project Settings window select Verification, then click the arrow icon next to QA
Checker 3.0, as shown in the following screenshot:

4 Level 2 - Terminology Verification and Quality Assurance

 QA Checker 3.0 2

3. This will expand QA Checker 3.0 to display the settings pages, through which you can
configure QA Checker to suit your own verification requirements. In this chapter, we will
show you some of the most common verification options.

Empty segments and length verification

Click Segments Verification to display the following settings page:

Level 2 - Terminology Verification and Quality Assurance 5

 2 QA Checker 3.0

Note that the only option active by default is Check for forgotten and empty translations.
This setting will mean that, if you confirm a segment pair without having entered any
translation, Trados Studio indicates that there is an error in the segment. We will keep this
option selected and set up a length check in addition.

Tip:

If you are going to run QA checks on one or several files before you complete the translation,
this option is better left unchecked, as it will trigger an error alert on any segments that
you have still to translate.

Imagine that you would like Trados Studio to flag up segment pairs in which the target text
is 50% (or more) longer than the source segment. To do this check Longer by (%). The default
value is 50, which means that any translations that are 50% or more longer will be reported
by Trados Studio.

6 Level 2 - Terminology Verification and Quality Assurance

 QA Checker 3.0 2

Checking for repeated words

About this task
Another common type of mistake is the accidental duplication of words, for example:
"Open the application application window."
To have Trados Studio flag up such repeated words, take the following steps:

Procedure
1. Under QA Checker 3.0, select Inconsistencies.
2. Then check the option Check for repeated words in target.

3. Note that next to each verification option there is a dropdown list with the available
severity levels. By default, repeated words have the severity level Warning. This is the
medium severity level, represented by an orange-colored warning triangle in the Studio
Editor (as shown in the box underneath the following screenshot). Let us imagine that
you would like repeated words to be marked with a red error icon, on the basis that this
kind of mistake can compromise the quality of your translation fairly seriously. To do
this select, the highest severity level, Error.

Level 2 - Terminology Verification and Quality Assurance 7

 2 QA Checker 3.0

Note:

Having a verification message with the severity level Error will not prevent you from saving
a file as target. It is just a visual indication that the issue found is considered more severe
based on the current QA Checker settings.

Below you see the icons with which the severity levels will be marked in Trados Studio:

Error (high):

Warning (medium):

Note (low):

You can set the severity level for each option to suit your own preference. Verification is a
way for Trados Studio to suggest issues that potentially need action on your part. Whether
they require correction in reality and how serious they are is for you to decide.

Checking for punctuation issues

About this task
QA Checker also offers several punctuation-related options. Let us configure them as follows:

Procedure
1. Click Punctuation, which shows several verification options.
2. Activate the option Check that source and target end in the same punctuation. This
will mean that Trados Studio reports segment pairs where the source segment ends in,
say, a colon, while the target segment ends in a full stop.

8 Level 2 - Terminology Verification and Quality Assurance

 QA Checker 3.0 2

3. A common problem encountered by translators is the accidental insertion of multiple

spaces between words. To have such instances reported, activate the option Check for
multiple spaces. Since this kind of problem is usually only cosmetic, the default severity
level is Note.

Tip:

There are many more punctuation-related options available than we are using for this
exercise. In general, we recommend you not to activate too many verification options, but
to limit yourself to those that are most important to you. The more options you activate, the
more verification messages you will get while translating. And if you get too many messages,
you may eventually be tempted to overlook them.

Also, note that there is the risk of false positives when you run a QA check. For example,
when an English segment ends in a full stop, and you want the German translation to end in
an exclamation mark, Trados Studio will flag this as an issue with the translation, even
though the translation is correct as far as you are concerned. The more verification options
you activate, the greater the risk of false positives.

Word list checks

One of the most useful verification options is the word list check. It allows you to flag
incorrect use of words or strings of words, such as when you are working with a style guide
that stipulates the form Web-site instead of Website. The word list check is also helpful when,
for example, the name of an organization, company, or product has changed. In this case, QA
Checker can be set up to alert you whenever you have used the outdated (wrong)
designation.

Level 2 - Terminology Verification and Quality Assurance 9

 2 QA Checker 3.0

About this task

To configure the word list check, take the following steps:

Procedure
1. Below QA Checker 3.0, click Word List.
2. Then activate the option Check word list, as shown in the following screenshot:

3. Our sample document contains the term AppStore, and we want to avoid using incorrect
forms such as Appstore or App Store. Enter the first incorrect form (Appstore) under
Wrong form.
4. Now enter the correct spelling (AppStore) under Correct form. Press Enter to confirm
the entry.
5. Repeat these steps with the other incorrect form, App Store. Note that you need to add
one line for each incorrect/correct word form pair.
6. Our sample text also contains the product name Trados Studio. As a further example,
enter the incorrect/correct word pair: TradosStudio and Trados Studio.

Note:

You can export the QA settings of a project by selecting QA Checker 3.0 > QA Checker
Profile. Then click Export Settings and select the path and file name in which to store your
settings. You can then import your QA settings into another project.

That is all of the QA Checker options that we will configure for this exercise at the moment.
In the next section, we will introduce you to the Terminology Verifier.

10 Level 2 - Terminology Verification and Quality Assurance

 3

Terminology Verifier
 3 Terminology Verifier

In a previous step, you added a termbase file to the project. Trados Studio offers a
Terminology Verifier, which uses the project termbase to scan your target segments for
any terminology issues. The screenshot below shows a sample termbase entry.

Note that some of the terms have been marked with a Status label, which can have the
value approved or do not use.

Configuring Terminology Verifier

About this task
The Terminology Verifier can flag up target segments that contain terms that are not
meant to be used in the translation or, conversely, that omit terms that are meant to be used
in the translation. To configure the terminology verification, take the following steps:

Procedure
1. Below Verification, select Terminology Verifier, and then click Verification Settings to
expand the list.

12 Level 2 - Terminology Verification and Quality Assurance

 Terminology Verifier 3

2. Activate the option Check for possible non-usage of target terms, as shown in the
following screenshot. This will mean that Trados Studio flags segments in which you
failed to use a term suggested for the segment by the termbase. Imagine, for example,
that according to the termbase, the English term application should be translated into
German as Anwendung. However, you instead use the term Programm, which is not in the
termbase. This would be considered a non-usage of the target terms.

3. In addition, active the option Check for terms which may have been set as forbidden.
This will flag instances in which you used a term from the termbase, but the term has
been marked in the termbase as forbidden.
4. Make sure, below Term picklist fields, that the field Status has been selected, as shown
in the following screenshot. Then check the value that designates a forbidden term,
which in the case of our example termbase is do not use.

Level 2 - Terminology Verification and Quality Assurance 13

 3 Terminology Verifier

Note:

Termbases can be flexibly set up with custom fields. This means that users are free to
choose their own field labels and values. In the case of our example termbase, the field
being used to mark a term’s status has been called Status and given the values ‘approved’
and ‘do not use’. However, the field that marks a term’s status might equally well be
called, say, Usage, and the values designating the term as forbidden might be, for
example, obsolete or deprecated. Be careful to select the correct field and value(s) when
configuring the terminology verification, as the settings can vary from termbase to
termbase and from project to project in this way.

Information on how to configure termbases can be found in the termbases module of

the Advanced training course.

5. You have now finished configuring the two verifiers. Click OK and then click Finish to
create the project. Finally, click Close, then open the translatable file in the Editor view.

Tip:

If you choose to create a project template based on the current project, the QA Checker and
Terminology Verifier settings will be part of the project template. This is useful when you
need to create multiple projects that use the same verification settings.

It is also possible to export the QA Checker and Terminology Verifier settings to a file, which
can then be loaded into another project. You will learn how to do this later in this chapter.

14 Level 2 - Terminology Verification and Quality Assurance

 4

Using verification during

translation
 4 Using verification during translation

Now we will see how verification supports you during the translation process and helps you
avoid mistakes while translating, thereby reducing the downstream review effort.

Word list check

The first segment contains the term AppStore. When you translate the segment, make sure
that you deliberately use a wrong word form (for example Appstore). After you confirm the
segment, you will see a warning triangle next to your translation. Move the mouse pointer
over the warning icon, which will give you more information:

In this case, Trados Studio is telling you that you used the wrong word form. Go back to the
first segment, correct the mistake, and re-confirm the segment. You will see that the
warning icon has now been removed.

Use of forbidden terms

About this task
The second segment contains the term button, for which the termbase is suggesting two
translations (in German, for example, these are: Schaltfläche and Knopf).
However, in the Term Recognition window, you cannot see which term is allowed and
which is forbidden. To change this, take the following steps:

Procedure
1. In the Term Recognition window click Hitlist settings.

2. In the Hitlist Settings, you can select the information that you want to be shown in the
Term Recognition window. Click Select Fields at the bottom-left of the window, as
highlighted in the following screenshot:

16 Level 2 - Terminology Verification and Quality Assurance

 Using verification during translation 4

3. Below Target > Term, check Status, as shown in the following screenshot. Click OK
twice to confirm.

4. In the Term Recognition window, you will now see the values of the Status field next to
each term, as shown in the following screenshot:

Level 2 - Terminology Verification and Quality Assurance 17

 4 Using verification during translation

5. Translate the segment and select the forbidden term for your target language on purpose
to trigger an error alert.
6. When you confirm the segment, you will see a red error icon next to your translation, as
shown in the following screenshot:

7. Move the mouse pointer over the icon to show more information about the error. In this
case, the error message tells you that you used the forbidden term. Replace it with the
approved term and re-confirm the segment to remove the error icon. In this case, the
error icon is actually replaced with the less severe orange warning triangle because
there is another issue with the segment that has been flagged by the QA Checker. We
will deal with this issue separately in a later section.

Non-use of target terms from the

termbase
The third segment contains the term downloading, for which the termbase offers a
suggestion. Translate this segment but ignore the termbase suggestion and use a translation
that is not in the termbase. When you confirm the segment, you will see a warning icon
next to your translation, which indicates that you have failed to use the term from the
termbase.

When you move the mouse pointer over the warning icon, you will see some more
information about the issue. The tooltip also shows the term that you should have used.
Correct the translation and then re-confirm the segment.

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 Using verification during translation 4

Exercise
Translate the remaining segments, deliberately provoking QA Checker and Terminology
Verifier into action by introducing problems such as:
• use of forbidden terms (for example firewall in segment 4)
• multiple spaces
• inconsistent end punctuation
• target segments over 50% longer than the source
• repeated words
• wrong word forms (for example TradosStudio)

After translating all of the segments, save and close the document.

Level 2 - Terminology Verification and Quality Assurance 19

 4 Using verification during translation

20 Level 2 - Terminology Verification and Quality Assurance

 5

Verification after translation

 5 Verification after translation

You have learned how verification works while you are translating. It is also possible to
apply verification to a whole document after it has been translated.

Opening the sample project

Your sample file set contains a project with a pre-translated file. The target language is
German, but you will be able to complete this exercise even if you do not know German. For
this exercise, you will just be running QA Checker on the already existing translation and
correcting the mistakes.

Procedure
1. Make sure that you are in the Projects view.
2. Click Open Project in the ribbon. Alternatively, use the keyboard shortcut Ctrl+O.
3. Browse for the project file ..\Sample Files\03 - QA Checker\Mobile App Project\Mobile
App.sdlproj and double-click it. This will add the sample project to your projects list.
4. Open the already translated file in the Editor view.

Loading the QA Checker profile

About this task
As mentioned earlier, it is possible to export your QA Checker configuration to a file for later
reuse in other projects.
Although this sample project does not have any QA Checker settings configured, your sample
file set contains a QA Checker profile that has been exported from a previous project and
which you can now import into the project by taking the following steps:

Procedure
1. Click Project Settings in the ribbon.
2. Select Verification, then click the arrow icon next to QA Checker 3.0 to show the titles
of all of the settings pages.
3. By clicking some of the page settings titles on the left, you will see that no QA Checker
options are active other than the default Check for forgotten and empty translations
(on the page Segments verification).
4. Select the settings page QA Checker Profiles, as shown in the screenshot following the
next step.
5. From this page you can export your settings to a file or import settings from an existing
QA Checker profile, which is what we will do now by clicking Import Settings.

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 Verification after translation 5

6. You will be prompted to confirm that you want to load the profile. When you import
settings from a profile in this way, any existing QA Checker settings will be overwritten.
Click Yes to confirm and then select the file ..\Sample Files\03 - QA Checker\QA Checker
Sample Profile.sdlqasettings.
7. A message will confirm that the settings have been imported. Click OK to continue.
8. You may want to look at the other QA Checker pages to see which verification options
have been activated by the profile, such as the Word List check shown in the following
screenshot:

9. Click OK to close the Project Settings window.

Running the verification

To run QA Checker on the whole document, switch to the Review tab of the ribbon and then
click Verify. Alternatively, use the keyboard shortcut F8.

Note that, in every target segment in which a (potential) problem has been identified, you
will see a note, warning, or error icon. Additionally, all of the issues found are listed in the
Messages window above the document, as shown in the following screenshot:

Level 2 - Terminology Verification and Quality Assurance 23

 5 Verification after translation

Tip:

You can use the Display Filter to show only segments in which an issue has been found. To
do this, select the filter option With messages.

Correcting the mistakes

You can go through the list in the Messages window and decide which issues need to be
corrected. Clicking a message will take you directly to the corresponding segment and
highlight the string that caused the message. For example, when you click the first message,
it will highlight the word TRADOS, as shown in the following screenshot:

As you can see in the Messages window, the wrong word form has been used, the correct
form being Trados.

You could of course go into the segment itself to correct the mistake in the Editor. However,
there is a more convenient way. Double-click the message in the Messages window, which
will bring up the Verification Message Details window, shown in the following screenshot:

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 Verification after translation 5

Here you can correct the mistake automatically in line with the details shown in the Message
window without manually editing the segment. To do this, simply click Change.

This will take you to the next segment, which contains the wrong word form mobile app.
Click Change to replace this string with the correct form, Mobile App.

The next issue is also related to the wrong word form mobile App. Click Change to have this
term replaced with the correct form.

Note:

When you correct a mistake, the corresponding message disappears from the
Messageswindow.

The next message takes you to a segment in which the translation has been found to be
over 50% longer than the source. You could if you wished edit the target segment directly in
the Verification Message Details window to make it shorter.

Note:

This kind of issue cannot be fixed just by clicking Change (unlike simple space discrepancies
and incorrect word forms, for example). Manual editing is needed, as the correction requires
linguistic judgment.

However, let us assume that you see no need to change the segment. Click Ignore to skip
this issue and move to the next message. This will also remove the corresponding message
from the list.

Level 2 - Terminology Verification and Quality Assurance 25

 5 Verification after translation

The next issue is an extra blank space that has been found at the end of the target segment.
This is the kind of problem that you can easily resolve without manual editing, by clicking
Change.

Resolve the next few issues at your discretion. Once you have resolved all of the issues, the
Verification Message Details window will close.

Note that, as shown in the following screenshot, the edited segments all have the Draft
status, because segments are not confirmed when you edit or change them through the
Verification Message Details window.

You could of course confirm all unconfirmed segments by going through them and pressing
Ctrl+Enter. However, in a long document with a lot of unconfirmed segments, this might
take time. Let us look at a trick that allows you to confirm multiple segments:
1. In the Editor, press Shift+Alt+A to select all segments.
2. Move the mouse pointer over any segment number in the left-hand column without
clicking in the segment (it does not matter which segment number you go to).
3. Click the right mouse button, and then select Change Segment Status > Translated.
This will mark all segments with the Translated icon.

4. Note, however, that this action does not update the TM with the newly confirmed
segment content. This sample project is not actually linked to a TM anyway, but in a
real-life situation, you would have to run the Finalize or the Update Main Translation

26 Level 2 - Terminology Verification and Quality Assurance

 Verification after translation 5

Memories batch task to update the TM if you had changed the segment status in the
way set out in the above steps.

Level 2 - Terminology Verification and Quality Assurance 27

 5 Verification after translation

28 Level 2 - Terminology Verification and Quality Assurance

 6

Additional Exercise
 6 Additional Exercise

Create a new project including the following file for translation:

..\Sample Files\03 - QA Checker\Excercise_Cloud projects.docx

Set up QA Checker as required, for example, to check for:

• multiple spaces
• redundant spaces at the end of a target segment
• wrong word forms
• repeated words

Then translate the document and have QA Checker report any issues, which you can address
using the techniques set out in this module.

Tip:

The RWS AppStore offers additional verification plug-ins such as the ApSIC Xbench or the
Number Verifier plug-in. QA Checker offers a Check number option with basic functionality
for checking for consistent use of numbers between source and target, but the Number
Verifier is a dedicated plug-in exclusively for number verification, which offers a range of
granular options. For example, you can define which separator characters are permissible
or configure the plug-in to report numbers that have been added with the severity level
‘warning’ while marking numbers that have been removed with the severity level ‘error’.

30 Level 2 - Terminology Verification and Quality Assurance

 7

Summary
 7 Summary

• Trados Studio offers a QA Checker module, which can point out issues such as
punctuation problems, wrong usage of words, use of forbidden terms, and redundant
spaces.
• QA Checker can be configured to your specific requirements. The configuration can be
exported to a file and then loaded into another project later.
• In addition, you can use the Terminology Verifier, which can flag the non-use of target
terms from the termbase or the use of forbidden terms in your target segments.
• QA Checker and Terminology Verifier can be used while translating. When you confirm
a segment that has a potential problem, you will see an icon flagging the issue next to
your target segment. There are three severity levels (in order of increasing severity): note,
warning, and error.
• You can move the mouse pointer over the icon to get more information about the issue
being flagged.
• When you correct the mistake and re-confirm the segment, Trados Studio will remove
the note, warning, or error icon.
• You can also run QA Checker and/or Terminology Verifier on a translated document by
clicking Verify on the Review tab of the ribbon or by pressing F8.
• When potential issues are found, the corresponding segments will be marked with a
note, warning, or error icon.
• You can also view the list of potential issues in the Messages window above the
document in the Editor.
• Clicking a message in this window will take you directly to the segment that requires
fixing.
• Double-clicking a message will open an extra window where you can edit the target
segment directly. Simple issues such as redundant spaces can be fixed for you by clicking
Change. Other problems such as target segments that are too long need to be edited
by the user and cannot be fixed automatically.
• By pressing Alt+Shift+A you can select all segments in a document, for example when
you want to manually set all segments in a document to the Translated status.

About RWS
RWS Holdings plc is a unique, world-leading provider of technology-enabled language, content and intellectual property services. Through content
transformation and multilingual data analysis, our unique combination of technology and cultural expertise helps our clients to grow by ensuring they
are understood anywhere, in any language.

Our purpose is unlocking global understanding. By combining cultural understanding, client understanding and technical understanding, our services and
technology assist our clients to acquire and retain customers, deliver engaging user experiences, maintain compliance and gain actionable insights into
their data and content.

Our clients include 90 of the world’s top 100 brands, the top 20 pharmaceutical companies and 19 of the top 20 patent filers. Our client base spans Europe,
Asia Pacific, and North and South America. We work in the automotive, chemical, financial, legal, medical, pharmaceutical, technology and
telecommunications sectors, which we serve from 80+ global locations across five continents.

Founded in 1958, RWS is headquartered in the UK and publicly listed on AIM, the London Stock Exchange regulated market (RWS.L).

For further information please visit www.rws.com.

© 2022 All rights reserved. Information contained herein is deemed confidential and the proprietary information of RWS Group*.

*RWS Group shall mean RWS Holdings PLC for and on behalf of its affiliates and subsidiaries.

32 Level 2 - Terminology Verification and Quality Assurance

Level 2 - Maintaining
Translation Memories
Trados Studio 2022

July 2022
Legal notice
Copyright and trademark information relating to this product release.

Copyright © 2000–2022 SDL as part of the RWS Holdings Plc group of companies ("RWS
Group").

SDL means SDL Limited and its subsidiaries and affiliates. All intellectual property rights
contained herein are the sole and exclusive rights of SDL. All references to SDL shall mean
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This product may include open source or similar third-party software, details of which can
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is subject to change without notice. Without limiting the rights under copyright, no part of

ii Level 2 - Maintaining Translation Memories

this may be reproduced, stored in or introduced into a retrieval system, or transmitted in
any form or by any means (electronic, mechanical, photocopying, recording, or otherwise),
or for any purpose, without the express written permission of RWS Group.

Level 2 - Maintaining Translation Memories iii

iv Level 2 - Maintaining Translation Memories
 Contents
1 Translation Memory Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Opening the TM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Changing the display font size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Accessing the application options through Tell Me . . . . . . . . . . . . . . . . . . 4

Browsing the TM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Editing and deleting TUs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Searching for TUs that contain a particular string . . . . . . . . . . . . . . . . . . 9

Replacing terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Exercise . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

2 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Level 2 - Maintaining Translation Memories v

vi Level 2 - Maintaining Translation Memories
 1

Translation Memory
Maintenance
 1 Translation Memory Maintenance

From time to time, it may be necessary to do some maintenance on your TMs. TM

maintenance tasks usually involve the following:
• viewing the TM content
• searching for translation units that contain a particular term or string
• editing translation units
• deleting translating units
• finding and replacing terms or other strings of text

For this chapter you will find a set of sample TM files in the following sub-folder:

.. \Sample Files\03 - TM Maintenance

This folder contains TMs with the language pairs English to German, Spanish, French, and
Italian.

In this workbook, we will demonstrate using the English-to-German TM. However, you can
do the exercises using the TM that has whichever of these language pairs you are most
comfortable with.

Opening the TM
About this task
To open your preferred sample TM, take the following steps:

Procedure
1. Switch to the Translation Memories view in the navigation pane. This is the view that
we use to maintain our TMs.
2. In the ribbon, click Open. Browse to your sample TM and open it by double-clicking the
file.

3. This will display the TM content in a side-by-side view, as shown in the following
screenshot:

2 Level 2 - Maintaining Translation Memories

 Translation Memory Maintenance 1

Changing the display font size

About this task
You may want to increase the font size to make viewing the TM content more comfortable.
To do this, take the following steps:

Procedure
1. From the File menu, select Options.
2. In the Options window, select Translation Memories View, as shown in the following
screenshot.
3. Under Font size, use the dropdown lists to increase the source and the target font size
to, say, 14.

Note that the font size for source and target segments changes accordingly in the TM
side-by-side view.

Level 2 - Maintaining Translation Memories 3

 1 Translation Memory Maintenance

Accessing the application options

through Tell Me
About this task
The Options window contains a lot of useful settings. Given the large number of
configuration options in Trados Studio, you may sometimes find it difficult to find a particular
setting. To make life easier, Trados Studio offers the Tell Me function, which allows you to
quickly find and bring up a specific option or feature.
To find the options page that allows you to change the TM font size, for example, you can
do the following:

Procedure
1. Click the Tell me button shown in the following screenshot or use the keyboard shortcut
Alt+Q.

2. Next to the light bulb icon, type the string font size. This will list functions relevant to
adapting font sizes. Use the Down key to go to Translation Memories View, highlighted
in the following screenshot, and then press Enter.

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 Translation Memory Maintenance 1

3. This will directly open the Options page with the font size settings for the TM view.

Browsing the TM
The side-by-side view lists the translation units (TUs) in the TM. Use the Down key to jump
from one TU to the next. Note that the System Fields window in the lower-right corner
(shown in the following screenshot) indicates when the current TU was created and by whom,
and when it was last modified and by whom. This information is captured automatically
while a document is being translated in Trados Studio.

Level 2 - Maintaining Translation Memories 5

 1 Translation Memory Maintenance

By default, Trados Studio displays 50 TUs per page. In our sample TM, when you scroll
down, you will see that the last TU is the one with the number 50.

You can change the number of TUs displayed per page by selecting another value for TUs
per Page in the ribbon, as shown in the following screenshot:

The maximum number of TUs that can be displayed on one page is 1000. In this example,
you will see that you are on page 1 of 106.

To move to the following page, click Next Page in the ribbon. This will move you to page 2,
that is, to the next set of 50 TUs.

Now try moving between some of the pages. Click Next Page once or twice more. Click
Previous Page to move back to the previous set of TUs. Click First Page to go back to the
initial page, which corresponds to the first 50 TUs. Click Last Page to go to the last set of TUs.

Note that the TUs are sorted chronologically, which means that the oldest TUs are shown
on the first page and the most recent on the last. To view the TUs that were added most
recently, use the Last Page button.

To move to, say, page 50 of the TM, you do not have to click Next or Previous Page 50
times. Instead, just type the page number into the field shown in the following screenshot,
and then press Enter.

6 Level 2 - Maintaining Translation Memories

 Translation Memory Maintenance 1

Tip:

To find out how many TUs your TM contains, click Settings in the ribbon. This will show
some general information on the TM, including the TU count, as shown in the following
screenshot:

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 1 Translation Memory Maintenance

Editing and deleting TUs

In this section, we will show you how to edit TUs in situations such as when you spot a
mistake or an outdated term while you are browsing the TM.

Make sure that you are on the first page. In the first TU, imagine that you need to change
the source text to: "Display the license status here."

You can freely edit source and target segments. When you start editing a segment, the
corresponding TU changes its background color to yellow. This means that the changes are
pending (at this stage the changes can still be reversed until they are confirmed in the
steps set out below).

For good measure, edit either the source or target segment of the second TU. This will also
change the background color of the TU.

Imagine that you want to delete TU 5, which contains just a single word:

To do this, right-click the TU and select Mark TU for Deletion. This will change the
background color of the TU to red, which means that the deletion is pending.

To make the edit and delete actions permanent, click Commit Changes in the ribbon.

You will then be prompted to confirm whether you want to commit these three pending
changes, as this action cannot be undone. Click Yes to confirm.

Note:

Once committed, edits and deletions made to a TM cannot be undone. There is no equivalent
of a Ctrl+Z action in TM maintenance.

Note that, once your edits are applied, TU 5 is missing, and the background colors have
disappeared. Also, note that the TUs have not been renumbered to account for the deletion
(TU 4 is now followed by TU 6).

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 Translation Memory Maintenance 1

Searching for TUs that contain a

particular string
About this task
Often you will want to display only TUs that contain a particular string. This is useful when
you want, for example, to make sure that a specific term has been translated correctly and
consistently. Imagine that you want to display all TUs that contain the word termbase in the
source segments. Simply type termbase in the Source Text field, and then either click
Perform Search or press Enter.

The TUs now displayed all contain the string termbase. The search string is not highlighted
within the search results, but you can use the Find functionality to highlight the term within
each segment by taking the following steps. This can be useful when the term is not easy
to spot in a longer sentence:

Procedure
1. Make sure that your pointer is somewhere inside the source column. Press Ctrl+F to
bring up the Find and Replace window.
2. Make sure that Source is selected. Type termbase in the Find what field.
3. Click Find Next, which will highlight the string as shown below:

Each time you click Find Next, you will jump to the next TU with the string highlighted
again.

Level 2 - Maintaining Translation Memories 9

 1 Translation Memory Maintenance

4. Click Close to close the Find and Replace window.

Note that when you filter the TUs for a particular string, Trados Studio will by default list the
first 50 matching units. If there are more matching TUs, you can access them by clicking
the Next Page button.

Replacing terms
About this task
Imagine that someone has decided that the term termbase should no longer be used and
that the term terminology database will be used instead in all future source material. You,
therefore, need to make sure that the TM is consistent with this imminent change in
terminology.
You could of course edit each TU individually as you learned earlier. However, given that the
English -> German TM contains about 500 matching TUs, editing every single unit will take
a long time. Fortunately, Trados Studio offers a find and replace feature which works just like
that in applications such as MS Word. To use this feature here, take the following steps:

Procedure
1. Make sure that you are on the first page of the TM and that the first TU is selected.
2. Press Ctrl+H, which will open the Find and Replace window with the Replace tab
selected.
3. Under Find What type termbase and under Replace with terminology database.
4. Make sure that Source is selected.
5. Select the checkbox Match case. The term might also be present with an initial

10 Level 2 - Maintaining Translation Memories

 Translation Memory Maintenance 1

upper-case letter, and we would need to run a separate replace operation for those
instances.
6. Click Find Next to find the first instance, and then click Replace to replace the term and
jump to the next segment.

7. You could, of course, repeat the action of clicking Replace for each unit. This is slightly
more efficient than editing each segment manually but will still take a lot of time and
effort. Instead, click Replace All, which will replace all of the units on the current page.
8. Note that when you click Replace All, most units will have a yellow background, which
means that the changes are only pending for now. The units that contain the upper-case
variant will not be affected and do not have a yellow background. Click Close to close
the Find and Replace window.
9. Click Commit Changes, and then click Yes to make the changes permanent.
10. This will automatically move you on to the next set of matching units. Follow the steps
set out above again on the current page and repeat the procedure on the remaining
pages until all instances have been replaced.

Tip:

Given that our TM contains about 500 matching units, you will have to repeat this procedure
about 10 times. As an alternative approach, you could increase the number of units shown
on one page. However, having a limited number of units on one page gives you better control
over the replace procedure, as it is easier to verify the units before you commit the changes.

Level 2 - Maintaining Translation Memories 11

 1 Translation Memory Maintenance

Tip:

You can also use the steps set out above to handle the replacement of plural forms because
a string such as ‘termbases’ will be correctly replaced with ‘terminology databases’. However,
in cases where the plural form is more complex (e.g. goose/geese we recommend that you
select Match whole word and run a separate replace operation for the plural forms.

For further practice, replace all units that contain the upper-case form, Termbase.

To do this, we recommend that you type Termbase into the Source Text field, select the
checkbox Case sensitive and then click Perform Search, as shown in the following
screenshot:

This gives you a rough idea of how many matching units there are.

Now press Ctrl+H and type Termbase under Find what, and Terminology database under
Replace with, as shown in the following screenshot:

12 Level 2 - Maintaining Translation Memories

 Translation Memory Maintenance 1

Remember:

When you have finished, delete the string Termbase from the Source Text field and click
Perform Search again to redisplay all of the units in the TM. If you replace all instances of a
string and then run a search for that string, there will be no matching units to display, and
the side-by-side view will be empty in such situations. This does not mean that the TM itself is
empty, just that there are no more matching units to display.

Exercise
If you are using the English -> German TM, run a replace operation on the target segments
to replace the term Benutzer with Anwender.

If you are using a sample TM with another target language, try to find a similar example,
e.g., for Spanish replace usuario with another term such as operador.

Note that to look up all segments that contain a particular target string you must type the
string in the Target Text field. In the Find and Replace window, make sure that Target is
selected.

Replacing Benutzer with Anwender should be relatively easy, as both words have the same
gender. Keep in mind that running a replace operation on multiple segments always bears
the risk of introducing mistakes. The risks can be minimized by running separate replace
operations for things like singular/plural and compound forms, as in the case of, say,
Benutzerhandbuch and Benutzersoftware.

Level 2 - Maintaining Translation Memories 13

 1 Translation Memory Maintenance

14 Level 2 - Maintaining Translation Memories

 2

Summary
 2 Summary

There are many more things that you can do in terms of TM maintenance. For this course,
however, we will limit ourselves to the features that you have learned above, which should
cover the most common practical use cases. Our advanced course takes TM maintenance one
step further by introducing you to features such as filtering and batch edit and delete
operations.

To summarize the main points of this chapter:

• In the Translation Memories view you can browse the TM content. The translation
units are listed in a side-by-side view.
• By default, 50 TUs are listed on one page. The page size can be configured to display
between 10 and 1,000 TUs.
• The ribbon contains the Next Page and Previous Page buttons, which allow you to
move from one page to the next.
• The TUs are sorted chronologically with the most recent units on the last page.
• You can edit and delete translation units. All changes are pending until you click Commit
Changes.
• It is possible to filter TUs for segments that contain a particular source and/or target
string. This is useful to check whether specific strings have been translated correctly.
• You can replace terms and other text strings if, for example, the terminology conventions
have changed and the TM needs to be updated accordingly.

About RWS

RWS Holdings plc is a unique, world-leading provider of technology-enabled language, content and intellectual property services. Through content
transformation and multilingual data analysis, our unique combination of technology and cultural expertise helps our clients to grow by ensuring they
are understood anywhere, in any language.

Our purpose is unlocking global understanding. By combining cultural understanding, client understanding and technical understanding, our services
and technology assist our clients to acquire and retain customers, deliver engaging user experiences, maintain compliance and gain actionable
insights into their data and content.

Our clients include 90 of the world’s top 100 brands, the top 20 pharmaceutical companies and 19 of the top 20 patent filers. Our client base spans
Europe, Asia Pacific, and North and South America. We work in the automotive, chemical, financial, legal, medical, pharmaceutical, technology and
telecommunications sectors, which we serve from 80+ global locations across five continents.

Founded in 1958, RWS is headquartered in the UK and publicly listed on AIM, the London Stock Exchange regulated market (RWS.L).

For further information please visit www.rws.com.

© 2022 All rights reserved. Information contained herein is deemed confidential and the proprietary information of RWS Group*.

*RWS Group shall mean RWS Holdings PLC for and on behalf of its affiliates and subsidiaries.

16 Level 2 - Maintaining Translation Memories

Level 2 - Reviewing
Translations
Trados Studio 2022

July 2022
Legal notice
Copyright and trademark information relating to this product release.

Copyright © 2000–2022 SDL as part of the RWS Holdings Plc group of companies ("RWS
Group").

SDL means SDL Limited and its subsidiaries and affiliates. All intellectual property rights
contained herein are the sole and exclusive rights of SDL. All references to SDL shall mean
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Trados Studio is a registered trademark of SDL. All other trademarks are the property of
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This product may include open source or similar third-party software, details of which can
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Although RWS Group takes all reasonable measures to provide accurate and comprehensive
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is subject to change without notice. Without limiting the rights under copyright, no part of

ii Level 2 - Reviewing Translations

this may be reproduced, stored in or introduced into a retrieval system, or transmitted in
any form or by any means (electronic, mechanical, photocopying, recording, or otherwise),
or for any purpose, without the express written permission of RWS Group.

Level 2 - Reviewing Translations iii

iv Level 2 - Reviewing Translations
 Contents
1 About reviewing translations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

2 Creating the sample project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

3 Reviewing the pre-translated file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Opening the file for review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Tracking changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

View options for tracked changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Adding comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Previewing the edited file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

4 Completing the review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

5 Exporting the file for review outside Trados Studio . . . . . . . . . . . . . . . . 17

6 Removing the comments and resolving the changes . . . . . . . . . . . . . . . 21

7 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Level 2 - Reviewing Translations v

vi Level 2 - Reviewing Translations
 1

About reviewing translations

 1 About reviewing translations

In this chapter, you will learn how to review translated documents by applying tracked
changes and adding comments in Trados Studio. You will also learn how to use tracked
changes and comments when doing a review outside of Trados Studio, which is useful when
the person doing the review does not have Trados Studio.

You can find the sample document for this exercise in the following folder:

..\Sample Files\05 - Review processes\Incident Report.docx

2 Level 2 - Reviewing Translations

 2

Creating the sample project

 2 Creating the sample project

Procedure
1. Start by creating a new project including the above sample file for translation. Name the
project something like Incident Report. Choose English as the source language and
your preferred target language.

2. On the Translation Resources page (step 3 of the wizard) create an empty file TM and
add the Cloud-based Resources machine translation provider, as shown in the following
screenshot:

3. On the Batch Tasks page (step 5 of the wizard), change the settings for the Pre-translate
Files task as follows. Under When no match found, select Apply automated
translation, as shown in the following screenshot, so that Trados Studio pre-populates
the file with machine translation suggestions when creating the project.

4 Level 2 - Reviewing Translations

 Creating the sample project 2

Note:

In this exercise, we will use machine translation to generate a quick initial translation
for review. Of course, you could also translate the file yourself and review it in a second
step. In technical terms, there is no difference between reviewing a human translation
and machine translation results.

Level 2 - Reviewing Translations 5

 2 Creating the sample project

6 Level 2 - Reviewing Translations

 3

Reviewing the pre-translated

file
 3 Reviewing the pre-translated file

Once the project has been created, switch to the Files view.

Opening the file for review

Make sure the pre-translated sample file is selected in the file list, and then click Open for
Review in the ribbon.

Up to now, we have always opened the file by double-clicking it, which opens it in translation
mode. When you open the file for review, on the other hand, the following happens:
• The file opens in the Editor view in the same way as for translation, but the layout of
the editor is slightly different. The document is shown on top, with the window with the
Translation Results at the bottom. The review layout assumes that the Translation
Results window is less important for review than for translation.

• By default, the Term Recognition window is not shown. If you want to display it, go to
the View tab of the ribbon and select Term Recognition.
• Most importantly, the Track Changes function is switched on by default. To check this,
switch to the Review tab of the ribbon. Note that the Track Changes button is active. You
can click this button to disable track changes if you want to review without tracking the
changes. For the purpose of this exercise, however, we want our changes to be tracked,
so we will leave the button active.

8 Level 2 - Reviewing Translations

 Reviewing the pre-translated file 3

Note:

You can still track your changes if the file has been opened for translation. In this case,
you will need to activate the track changes function on the Review tab.

Tracking changes
About this task
We will now apply a few changes to the pre-translated document. In the following examples,
we will be working with a translation into German. If you are working with a different target
language, you will obviously have different translation results. This exercise works best if
you try to apply meaningful changes to your individual translation results, whatever
language they are in.

Procedure
1. Let us assume that the first segment does not require editing. Confirm it by pressing
Ctrl+Enter or by clicking Confirm in the ribbon.

2. Note that in review mode the confirmation icon is not the green pencil familiar from
translation mode, but a magnifying glass with a check mark, as shown in the following
screenshot:

This icon signifies the status Translation Approved (instead of Translated), indicating
that the segment was confirmed by a reviewer.
3. Let us imagine that you want to change a word in the second segment, for example:

Since Track Changes is active by default in review mode, the original word will be crossed
out, and the new word underlined.
4. Move the mouse pointer over the deleted or added word. You will see the name of the
user who made the change and the date of the change in a tooltip. In other words, there
is a record of who changed what and when.
5. Also note that, when you start editing, the segment is marked with the following icon:

The magnifying glass with the red cross signifies the status Translation Rejected,
which indicates that the reviewer was not happy with this translation for some reason.
Segments with this status are by default not added to the TM until you confirm them.
6. Let us assume that we want to leave the rejected segment unconfirmed for the moment.
Use the Arrow down key to move to segment 3 without confirming segment 2. We will

Level 2 - Reviewing Translations 9

 3 Reviewing the pre-translated file

also assume that we are happy with segments 3 and 4 as they are, so simply confirm
them.
7. We will be looking at tracked changes in more depth in the next section, so now apply
some changes to segments 5 and 6, such as the following:

View options for tracked changes

Documents that contain a lot of changes can sometimes be difficult to read. For this reason,
it is possible to hide the changed markup, as follows:

1. Make sure that you have selected the Review tab of the ribbon.
2. Click Show Markup, which will display the three available options:
• No Markup shows the revised version of the segments. This is how the document
will look once you accept the changes.
• Show Original shows the version of the document before any revisions. This is how
the document would look if you rejected all the changes.
• The default option is Show Markup, which shows the tracked changes.

Leave the Show Markup option selected and go through the remaining segments, applying
changes at your discretion. Confirm any segments that do not need to be edited.

When you have finished editing the whole document, it will look something like this:

10 Level 2 - Reviewing Translations

 Reviewing the pre-translated file 3

Adding comments
About this task
As part of tracking changes, you can also add comments. Comments are useful in situations
such as when:
• you want to explain why you made a change
• you want to leave a note for others, such as the translator, customer, or project manager.
In the last segment, we replaced the term Teile with Elemente. Imagine that you want to
explain that you made this change because of a new terminological convention. Take the
following steps:

Procedure
1. Click inside the added or deleted word.
2. Then click Add Comment in the ribbon. Alternatively, use the keyboard shortcut
Ctrl+Shift+N.

3. This opens the Add Comment window, where you can type your comment text, for
example, This is according to the new terminological convention. Click OK to confirm.
4. The commented string will be highlighted as shown below:

Move the mouse pointer over the highlighted string. This will display a tooltip with the
comment text and the name of the person who added the comment.
5. As an exercise, add two or three more comments to changes that you made previously.

Level 2 - Reviewing Translations 11

 3 Reviewing the pre-translated file

Note:

Comments can have three severity levels: For your information, Warning, and Error:

Trados Studio will apply different background colors to the commented strings depending
on the selected severity level. You can draw special attention to a specific comment by
marking it with Warning or Error. Note that when you apply a comment with the severity
level Error to a confirmed segment, it will be marked as not confirmed.

Of course, you can also add comments to segments that do not contain any changes.
Imagine that you want to add a comment to segment 3, which we confirmed without
modification. Click inside target segment 3 and add a comment, such as: I think this
translation is okay, but you may want to double-check.

If you do not select a particular change or a particular string, the comment will apply to the
whole segment, which will then be highlighted in its entirety, as shown in the following
screenshot:

Tip:

You can use the display filter to show only segments that contain comments or tracked
changes. In this way, you can isolate potentially problematic segments to deal with, for
example, at the start of the review process.

12 Level 2 - Reviewing Translations

 Reviewing the pre-translated file 3

Previewing the edited file

About this task
You may wonder whether the tracked changes and comments are also visible in the MS
Word target version. To test this out, create a preview with the keyboard shortcut
Ctrl+Shift+P. The Word document will look as shown below:

From this example, you can see that the tracked changes have been carried over into the
target Word file. Comments that you applied to the translation in Studio are, however, by
default not carried over into the target document. To change the project settings so that
comments are also transferred to the target document, take the following steps:

Procedure
1. Click Project Settings.
2. Select File Types > Microsoft Word 2007 - 2019 > Common.
3. Select the checkbox Retain Studio target comments in target file, highlighted at the
bottom of the following screenshot. Click OK to confirm the change, and then
re-generate the preview file, which will now also show the target comments.

Level 2 - Reviewing Translations 13

 3 Reviewing the pre-translated file

Note:

The option to retain comments in the target file is also available for MS Excel and MS
PowerPoint. Tracked changes, however, are only retained for MS Word files. Within Trados
Studio itself, you can add comments and apply tracked changes in the editor when handling
any file format, such as when translating and reviewing XML, HTML, InDesign, and other
formats, although tracked changes and comments are not retained in the target documents
for these formats.

14 Level 2 - Reviewing Translations

 4

Completing the review

 4 Completing the review

Let us assume that we have finished reviewing the document. In the ribbon, click Complete
Review.

You will now be prompted to confirm whether you want to complete the review. Click Yes,
which will save the document and close it. If there are segments that you did not explicitly
confirm, they will automatically be set to the status Translation Approved at this point. This
means that they will be marked with the following icon:

Segments that you changed and left unconfirmed will retain their rejected status, as signified
by the following icon:

In the Files view the file progress indicator will look something like as shown below:

The progress value is likely to be different in your case, as you will have made a different
number of changes than in our explanation. All the same, we have rejected a few segments,
so the progress value will not be 100%.

16 Level 2 - Reviewing Translations

 5

Exporting the file for review

outside Trados Studio
 5 Exporting the file for review outside Trados Studio

Imagine that you now want another person to do a second review. However, this person
does not have Trados Studio. In this situation, it is possible to export the file to a bilingual
MS Word document so that it can be reviewed outside Trados Studio. To do this, take the
following steps:

Procedure
1. Right-click the file, and then select Batch Tasks > Export for Bilingual Review.

2. In the Batch Processing window, click Finish, which will trigger the export to MS Word.
3. Click Close. You will then be prompted to open the folder that contains the export file.
Click Yes, as this will make locating the export file much easier.
4. Double-click the sub-folder which corresponds to your target language (for example,
de-DE).
5. Now double-click the export file to open it in MS Word. The file will look something like
this:

The export file offers a side-by-side view similar to the Editor view in Trados Studio.
Tracked changes and comments made in Trados Studio have been carried over to the
export document. This is the document that you would send to the second reviewer.
Note that character formatting is not shown. Instead, the document uses tags such as
<5> to retain formatting information. These tags should not be altered or removed when
the export document is reviewed, as this will affect the formatting of the target
document.

18 Level 2 - Reviewing Translations

 Exporting the file for review outside Trados Studio 5

You can only make changes to the plain text. Please abstain from adding paragraph
marks, inserting new sentences, or making any other structural changes.
The track changes function is by default enabled in the export document. Imagine that
you are now the second reviewer, who is working on the export document. Let us assume
that you want to edit the first segment, which is the document headline. Re-formulate
it and add a comment to the segment, such as that as shown in the following screenshot:

Feel free to make more changes and add more comments. When you have finished,
save the review document and close it.

Our challenge is now to re-integrate the changes and comments from the export document
into Trados Studio. You can import the changes from the review document back into the
bilingual Trados Studio file by taking the following steps:
1. It is a good idea first to copy the path of the folder that contains the review file. This will
make it much easier to find the file when you import it into Trados Studio. To do this,
select and copy the folder path in Windows Explorer, as shown in the following
screenshot:

2. Now go back to Trados Studio, right-click the project file, and select Batch Tasks >
Update From Bilingual Review.
3. In the Batch Processing window, click Next.
4. Right-click the project file, then select Add Specific Review Document.

Level 2 - Reviewing Translations 19

 5 Exporting the file for review outside Trados Studio

5. If you have saved the path of the review file to your Windows clipboard, it will now
come in useful. Paste the path into the File name field, and then press Enter. This will
show the review file, which you then select by double-clicking it.
6. Your project file will now be mapped to the review file, as shown in the following
screenshot:

7. Click Finish to start the import, and then click Close when the import has finished.
8. In the Editor , open the project file for review. Observe that the changes and comments
that you applied in MS Word have been imported into the Trados Studio document:

Note:

Exporting for external review works for all file formats supported by Trados Studio, not only
MS Word. You can therefore send files in formats such as XML, InDesign, and FrameMaker
for external review in this way. The external review document will always be a bilingual Word
file, regardless of the original document format.

20 Level 2 - Reviewing Translations

 6

Removing the comments and

resolving the changes
 6 Removing the comments and resolving the changes

About this task

Once all of the review cycles have been completed, you will want to resolve the changes by
accepting or rejecting them. You may also want to remove any remaining comments before
finalizing the project and creating the final target version.
To resolve the changes, take the following steps:

Procedure
1. Select the Review tab of the ribbon.
2. Click Accept to accept the first change. This will take you to the next change, which you
can also accept.

3. Go through and accept or reject all of the changes in the document as desired. To accept
all of the changes in one go, click Accept > Accept All Changes in Document.

To remove the comments, take the following steps:

1. Select the Comments tab below the document.

2. This tab lists all of the comments in the current document and includes information
such as the comment text, severity level, comment date/time, and the name of the user
who added the comment. You can also click a comment in the list to jump straight to
it in the editor.
3. To delete a comment, select it and click Delete Comment.

4. You can also delete all of the comments in one go by clicking Delete All Target
Comments in Active Document.

22 Level 2 - Reviewing Translations

 Removing the comments and resolving the changes 6

Note:

Comments are not stored in the TM, only in the SDLXLIFF document.

Accepting or rejecting changes does not change the confirmation status of the segments.
This means that several segments may still have the Translation Rejected status. To set all
of the segments to Translation Approved take the following steps:

1. Press Alt+Shift+A to select all of the segments.

2. Right-click any segment number, and then select Change Segment Status > Translation
Approved, as shown in the following screenshot:

3. Finally, save the document and close it.

Now run the Finalize batch task on the project file. This will create the final target version
and update the TM with the fully reviewed and approved content.

Note:

Tracked changes are not stored in the TM. The TM stores only the final version of a segment.

Level 2 - Reviewing Translations 23

 6 Removing the comments and resolving the changes

24 Level 2 - Reviewing Translations

 7

Summary
 7 Summary

• When you open a file for review in Trados Studio, the track changes functionality is
enabled by default.
• When you confirm a segment in review mode, it is marked with the Translation
Approved status.
• You can enable and disable the track changes function from the Review tab of the
ribbon.
• Changes are tracked just like in MS Word, which means that deletions are crossed-out
and insertions underlined as you type. Hovering with the mouse pointer over a changed
string will show a tooltip with information such as when the change was made and by
whom.
• When you change a segment without confirming it, it will have the Translation Rejected
status.
• You can add comments to the bilingual file, for example, to explain why a specific change
was made.
• The project settings can be configured to retain target comments in the target file. This
is possible only for MS Office files.
• For MS Word files, the tracked changes are also visible in the MS Word target file.
• You can export Trados Studio files to a bilingual MS Word file, which can then be given
to a reviewer who does not work with Trados Studio.
• This review file shows the source and target segments in a side-by-side view and reflects
any tracked changes and comments made in Trados Studio.
• Reviewers can make changes and add comments to the bilingual MS Word file.
• You can import the reviewed Word file into Trados Studio, thereby incorporating into
the bilingual Trados Studio file tracked changes and comments made by the reviewer in
MS Word.
• Finally, you can resolve tracked changes by accepting or rejecting them in Trados Studio.
Rejecting or accepting changes does not automatically confirm the segments.
• At the end of the review process, you can finalize the file or project, which will update
the TM with the fully reviewed and approved content.

About RWS
RWS Holdings plc is a unique, world-leading provider of technology-enabled language, content and intellectual property services. Through content
transformation and multilingual data analysis, our unique combination of technology and cultural expertise helps our clients to grow by ensuring they
are understood anywhere, in any language.

Our purpose is unlocking global understanding. By combining cultural understanding, client understanding and technical understanding, our services
and technology assist our clients to acquire and retain customers, deliver engaging user experiences, maintain compliance and gain actionable
insights into their data and content.

Our clients include 90 of the world’s top 100 brands, the top 20 pharmaceutical companies and 19 of the top 20 patent filers. Our client base spans
Europe, Asia Pacific, and North and South America. We work in the automotive, chemical, financial, legal, medical, pharmaceutical, technology and
telecommunications sectors, which we serve from 80+ global locations across five continents.

Founded in 1958, RWS is headquartered in the UK and publicly listed on AIM, the London Stock Exchange regulated market (RWS.L).

For further information please visit www.rws.com.

© 2022 All rights reserved. Information contained herein is deemed confidential and the proprietary information of RWS Group*.

*RWS Group shall mean RWS Holdings PLC for and on behalf of its affiliates and subsidiaries.

26 Level 2 - Reviewing Translations

Level 2 - Working with
Cloud-based resources
Trados Studio 2022

July 2022
Legal notice
Copyright and trademark information relating to this product release.

Copyright © 2000–2022 SDL as part of the RWS Holdings Plc group of companies ("RWS
Group").

SDL means SDL Limited and its subsidiaries and affiliates. All intellectual property rights
contained herein are the sole and exclusive rights of SDL. All references to SDL shall mean
SDL Limited and its subsidiaries and affiliates details of which can be obtained upon written
request.

All rights reserved. Unless explicitly stated otherwise, all intellectual property rights including
those in copyright in the content of this website and documentation are owned by or
controlled for these purposes by SDL. Except as otherwise expressly permitted hereunder or
in accordance with copyright legislation, the content of this site, and/or the documentation
may not be copied, reproduced, republished, downloaded, posted, broadcast or transmitted
in any way without the express written permission of SDL.

Trados Studio is a registered trademark of SDL. All other trademarks are the property of
their respective owners. The names of other companies and products mentioned herein may
be the trademarks of their respective owners. Unless stated to the contrary, no association
with any other company or product is intended or should be inferred.

This product may include open source or similar third-party software, details of which can
be found by clicking the following link: “Acknowledgments” on page 0 .

Although RWS Group takes all reasonable measures to provide accurate and comprehensive
information about the product, this information is provided as-is and all warranties,
conditions or other terms concerning the documentation whether express or implied by
statute, common law or otherwise (including those relating to satisfactory quality and fitness
for purposes) are excluded to the extent permitted by law.

To the maximum extent permitted by law, RWS Group shall not be liable in contract, tort
(including negligence or breach of statutory duty) or otherwise for any loss, injury, claim
liability or damage of any kind or arising out of, or in connection with, the use or performance
of the Software Documentation even if such losses and/or damages were foreseen,
foreseeable or known, for: (a) loss of, damage to or corruption of data, (b) economic loss, (c)
loss of actual or anticipated profits, (d) loss of business revenue, (e) loss of anticipated
savings, (f) loss of business, (g) loss of opportunity, (h) loss of goodwill, or (i) any indirect,
special, incidental or consequential loss or damage howsoever caused.

All Third Party Software is licensed "as is." Licensor makes no warranties, express, implied,
statutory or otherwise with respect to the Third Party Software, and expressly disclaims all
implied warranties of non-infringement, merchantability and fitness for a particular purpose.
In no event will Licensor be liable for any damages, including loss of data, lost profits,
cost of cover or other special, incidental, consequential, direct, actual, general or
indirect damages arising from the use of the Third Party Software or accompanying
materials, however caused and on any theory of liability. This limitation will apply even
if Licensor has been advised of the possibility of such damage. The parties acknowledge
that this is a reasonable allocation of risk.

Information in this documentation, including any URL and other Internet website references,
is subject to change without notice. Without limiting the rights under copyright, no part of

ii Level 2 - Working with Cloud-based resources

this may be reproduced, stored in or introduced into a retrieval system, or transmitted in
any form or by any means (electronic, mechanical, photocopying, recording, or otherwise),
or for any purpose, without the express written permission of RWS Group.

Level 2 - Working with Cloud-based resources iii

iv Level 2 - Working with Cloud-based resources
 Contents
1 About Cloud-based resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Logging in . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Creating Cloud-based TMs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Importing file TM content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Maintaining the TM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Editing a unit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Deleting a unit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Filtering units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Setting up a translation engine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Adding Cloud TMs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Adding an NMT provider . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Creating a Cloud termbase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Preparing the glossary file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Creating the termbase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Importing the glossary content . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Setting up a Studio project with Cloud resources . . . . . . . . . . . . . . . . . . 15

Adding the translation engine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Adding the Cloud termbase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Translating with Cloud resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Retrieving segment and NMT matches . . . . . . . . . . . . . . . . . . . . . . . 18
Term recognition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Adding terms to a Cloud termbase . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Concordance search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Level 2 - Working with Cloud-based resources v

vi Level 2 - Working with Cloud-based resources
 1

About Cloud-based resources

 1 About Cloud-based resources

Trados Studio in the Cloud is a way to keep linguistic resources such as TMs and termbases
in the Cloud. Cloud-based resources can then be shared easily and in real-time with other
users. For example, instead of having to send out termbase files on a regular basis to other
translators, you can create a link that allows other users to access your termbases either
via their Web browser or from Trados Studio.

Cloud-based resources are also backed up regularly in the Cloud. This minimizes the risk of
data loss.

In this chapter, we will create local Trados Studioprojects but use only Cloud-based TMs and
termbases. This will give you the power of three (TM, TB, and NMT), all in the Cloud.

Logging in
Before you begin

To use cloud capabilities from within Trados Studio, you will need to log into your account
with your username and password. Your username usually corresponds to your email
address. You should have been sent your initial password by email. To sign in, take the
following steps:

Procedure
1. Click the Sign In button in the upper-right corner of the Trados Studio application
window.

2. Enter your user ID (usually your email address) and password into the popup window.
3. Click LOG IN>. Note that the popup window now shows your username (blurred out in
the screenshot below).

2 Level 2 - Working with Cloud-based resources

 About Cloud-based resources 1

4. Click on the Trados package or on My Account to open Trados Studio in your web
browser. In the browser, you will need to re-enter your user ID and password.

Note: You may have subscribed to a different version of Trados Studio (for example, Trados
Team). In this case, the link will be called Trados Team, as shown in the following screenshot:

Among other things, the Team Edition allows project managers, translators and reviewers
to work together seamlessly and access common language resources in real-time from
different locations.

Level 2 - Working with Cloud-based resources 3

 1 About Cloud-based resources

Creating Cloud-based TMs

In this exercise, we will create two Cloud-based TMs.

About this task

We will first create the TM in the web browser by taking the following steps:

Procedure
1. In the Trados Studio Web interface click the Resources tab and select Translation
Memories > Translation Memories. Then click the New Translation Memory button
on the right-hand side.

2. Enter a name for your TM, for example, Training TM Master English-German. Imagine
that this will be our new master TM, which is intended to contain all of the translations
that we do from this point forward.
3. Select Root from the Location dropdown list.

4. Select English as your source language, because the sample file for this exercise is in
English. For the target language, choose one of the following languages: German,
French, Italian, Spanish, Dutch, Japanese, Russian, and Chinese. A quick way to select
your languages is to enter the locale, for example, en-us for US English, or fr-fr for French.

4 Level 2 - Working with Cloud-based resources

 About Cloud-based resources 1

5. Click the Create button to create the new TM.

Note: A quick reminder: The Location is the Cloud equivalent of a folder on your hard disk.
You can create different locations to store TMs, projects, and so on for, say, specific clients.
This course will not cover the creation of new locations, so we will instead place all of our
resources inside the default Root location.

Some additional settings can be configured for the Cloud TM, including copyright
information and a description, which we will skip here to keep the process as simple as
possible for the purpose of demonstration.

What to do next
Repeat the above procedure to create a second TM called, for example, Training TM Reference
English-German. As the name suggests, this will be a reference TM, which we are going to
use only for lookup purposes (as opposed to for storing new translations) in future projects.

Importing file TM content

The sample file folder (..\Sample Files\06 - Cloud Resources) contains a few TM sample files,
such as Reference TM En-De.sdltm. To perform the import, pick the sample TM that matches
the language pair of your reference Cloud TM.

About this task

Then take the following steps:

Procedure
1. Select the checkbox next to the name of the reference TM, and then click Import.

2. Click browse and select your TM file.

Level 2 - Working with Cloud-based resources 5

 1 About Cloud-based resources

3. Click Finish to start the import and wait for the process to finish. When the import has
completed, a message will pop up in the upper-right corner of the browser window.
Check the number of units, which is shown next to the TM name, as shown in the
following screenshot:

Note: From the Translation Memories view in Trados Studio you can migrate file-based
TMs to the cloud. Just click Migrate to Cloud > Migrate Local Translation Memories to
Cloud.

Then you select the TM file(s) and assign the memories to the required location, field
template, and language processing rules.

6 Level 2 - Working with Cloud-based resources

 About Cloud-based resources 1

Maintaining the TM
To view the content of the TM directly, make sure that the check box next to the TM name is
still active, and then click the TM Maintenance button, as shown in the following screenshot:

This shows the content of the TM in a side-by-side view:

In this view, you can do basic TM maintenance such as editing and deleting translation
units.

Editing a unit
You can edit source and target segments by simply typing inside the corresponding text
fields.

Make some changes in the first TU and click Confirm changes to save the changes.

Level 2 - Working with Cloud-based resources 7

 1 About Cloud-based resources

Note:

The unconfirmed icon ( ) remains on the right-hand side of the TU until you click Confirm
Changes.

Deleting a unit
Move to the second unit, and then click Delete.

This removes the selected unit instantaneously.

Filtering units
About this task
Let us assume that you want to display only units that contain the term spelling. To do this,
take the following steps:

Procedure
1. Click Show Filters on the right-hand side to display the Filters window.

2. Set the Filters switch to On.

3. Enter the search string spelling in the Source Text field.

4. Click Apply to apply the filter.

8 Level 2 - Working with Cloud-based resources

 About Cloud-based resources 1

Note that only units that contain the search string are now displayed.

You can deactivate the filter and display all of the units again by setting the Filters
switch to Off.

What to do next
Close the TM view by clicking the x button in the upper-right corner:

Setting up a translation engine

Cloud TMs cannot be selected directly from within Trados Studio. You first need to create
what we refer to as a translation engine, and then place your TMs inside the engine to make
them accessible from Trados Studio.

Adding Cloud TMs

About this task
To do this, take the following steps:

Procedure
1. Select Translation Engines, and then click New Translation Engine.

2. Enter a name for your engine, for example, Training Engine English-German.
3. In the Location dropdown list, select Root.
4. In the Language Processing Rules dropdown list, select Default Language Processing
Rule.

Level 2 - Working with Cloud-based resources 9

 1 About Cloud-based resources

5. Select the source and target language pair that corresponds to your newly created
Cloud TMs.

6. Click Add Translation Memory. This will display the two Cloud TMs that you created
previously. Note that if the language pair of the translation engine does not match the
language pair of the TMs, the memories will not be listed. Select the checkboxes next to
both TMs, and then click Add.

7. Both TMs should now be shown inside your translation engine, as shown in the following
screenshot. Make sure that the UPDATE box on the right for the master TM is selected.

This means that only this TM will get updated as you translate, while the reference TM is
only used for lookup, in other words to offer matches and for concordance searches,
but not to store new segment translations.

10 Level 2 - Working with Cloud-based resources

 About Cloud-based resources 1

Adding an NMT provider

We will add a neural machine translation (NMT) provider to complement the two TMs. This
means that your engine will provide a machine translation suggestion if no TM match is
found.

About this task

Take the following steps:

Procedure
1. Click Add Machine Translation Engine.

2. Select the checkbox next to the first NMT provider, and then click Add.

3. Note that the NMT provider now appears as part of your translation engine.
4. Finally, click Create to create the engine.

Creating a Cloud termbase

We will now create a simple Cloud-based termbase into which we will import a glossary in
MS Excel format. The sample glossary can be found in the following location:

..\Sample Files\06 - Cloud Resources\Glossary.xslx

Preparing the glossary file

Open the glossary file in MS Excel. It will look as shown in the following screenshot:

Level 2 - Working with Cloud-based resources 11

 1 About Cloud-based resources

The glossary contains terms in English, German, French, Italian, Spanish, Dutch, Russian,
Chinese, and Japanese. Keep the English column and the column that contains your target
language, and delete the other columns.

Note:

To remove columns in Excel, select the column itself, right-click the column header and
choose Delete.

Creating the termbase

About this task
To create the Cloud termbase, take the following steps:

Procedure
1. Select Terminology > Termbases, which will take you to the termbase page.

2. On the right-hand side, click New Termbase.

3. Enter the termbase name, for example, Training Termbase. You can leave the description
and the copyright empty, as these fields are optional.
4. Under Location, select Root and then click Next.
5. Leave the default option Create a new termbase from scratch selected and click Next.
6. Select the two languages that are still present in the Excel glossary. To select, for
example, English, start typing the language name under Select language and then
press Enter.

12 Level 2 - Working with Cloud-based resources

 About Cloud-based resources 1

7. Continue by adding your target language, for example, German. Once both languages
have been added, click Create.

Importing the glossary content

About this task
To import the glossary file, take the following steps:

Procedure
1. Select the checkbox next to the termbase name.
2. Click Import, and then browse for the glossary.xlsx file.
3. Click Import again.

4. On the following page the column headers are listed. This is so that you can map the
column headers to the termbase languages. Click in the field where you see the text No
match found next to the EN flag.

5. Select English from the dropdown list. The column headers have to be mapped to

Level 2 - Working with Cloud-based resources 13

 1 About Cloud-based resources

termbase language names because the column headers in the glossary file could contain
different language names, such as Eng., Anglais, Inglès, and so on.
6. Repeat the above step to match your target language to the correct termbase language.
When you have finished mapping the languages, the browser interface will show
something like this:

7. Click Next, then Finish to start the import.

The import should only take a few seconds. Double-click the termbase name to view its
content, which should look something like that shown in the following screenshot:

Click the cross icon in the upper-right corner to close the termbase.

You have now set up all of the cloud resources that we need for this training course,
and you are ready to use them from within Trados Studio.

Tip: From the Translation Memories view in Trados Studioyou can migrate file-based
termbases to the cloud. Just click Migrate to Cloud > Migrate Local Termbase to Cloud.

14 Level 2 - Working with Cloud-based resources

 About Cloud-based resources 1

Then you select the termbase file(s) and assign them the required location.

Setting up a Studio project with Cloud

resources
Create a local Studio project including the following sample file for translation:

..\Sample Files\06 - Cloud Resources\Search_Types.docx

Note:

We are setting up a local project, rather than a cloud-based one, because we want to create
a project within Studio through which we can access our cloud-based TMs and other
resources.

Make sure that the source and target language pair of the project corresponds to that of
the Cloud TMs.

On the Translation Resources page make sure that no file-based TM is selected. You can of
course use Cloud resources in parallel to file-based TMs and termbases. For the purpose
of this exercise, however, we will be focusing only on Cloud resources, so remove any
file-based TMs and NMT providers that remain from previous exercises (if any are present).
To do this, select the checkboxes next to the TM or NMT providers, click Remove , and then
click Yes to confirm.

Level 2 - Working with Cloud-based resources 15

 1 About Cloud-based resources

Adding the translation engine

About this task
To add the Cloud TMs, take the following steps:

Procedure
1. On the Translation Resources page, click Use.
2. From the dropdown list, select Cloud-based resources….
3. From the dropdown list at the upper-left select Translation Engines. This will show the
translation engine that you created earlier in your Web browser, as shown in the
following screenshot:

4. Select the radio button next to the engine, and then click Save. This will show the
translation engine in your Trados Studio project.

Note: The Update box for the entire engine is checked. However, only TMs that are selected
to update in the engine will be updated during translation.

16 Level 2 - Working with Cloud-based resources

 About Cloud-based resources 1

Adding the Cloud termbase

About this task
Move to the next page, the Termbases page of the wizard, and take the following steps:

Procedure
1. Click Use, then select Cloud-based terminology.

2. This will list the available Cloud termbases. Select the checkbox next to your training
termbase, and then click OK.

3. When the cloud termbase has been added to your project, click Finish to create it. Then
click Close and open the file for translation in the Trados Studio Editor view.

Translating with Cloud resources

From this point onwards, translating with Cloud resources works in the same way as with
file-based resources, with the obvious exception that you benefit from the advantages of
Cloud resources, namely that they:
• Can be used simultaneously by multiple users in different geographic locations.

Level 2 - Working with Cloud-based resources 17

 1 About Cloud-based resources

• Offer safe storage in the Cloud and will remain there even if your end-user device (such
as your notebook) gets lost.

Retrieving segment and NMT matches

For the first segment, you will get a fuzzy match from the reference TM. Adapt the suggestion
as required, and then confirm the segment.

Translate and confirm segments 2 to 5, making use of the fuzzy and NMT matches from
your translation engine.

Term recognition
Segment 6 offers an example of how terminology recognition works with a Cloud termbase,
which is the same way as with a file-based termbase, as shown in the following screenshot:

The terminology hit is displayed in the Term Recognition window. Translate and confirm
segment 6.

18 Level 2 - Working with Cloud-based resources

 About Cloud-based resources 1

You will also get terminology hits for segments 7, 8, and 9. Translate and confirm down to
segment 9.

Adding terms to a Cloud termbase

We will use segment 10 to demonstrate that you can also add terms to a Cloud termbase
from within Trados Studio. Imagine, for example, that you want to add the string maximum
number of hits to the termbase. Translate the segment, and then select both the string
maximum number of hits and the corresponding target string, as shown in the following
screenshot:

Now click Quick Add New Term in the ribbon.

Level 2 - Working with Cloud-based resources 19

 1 About Cloud-based resources

This adds the source and target strings to the termbase in the background (you will not see
a confirmation message if you add the entry using Quick Add New Term. If you wish to
check and potentially edit the entry before adding it to the termbase, choose Add New Term
instead).

Concordance search
In segment 13, you can test how concordance searching works. Search for the terms
termbases, select, and search. You will see the concordance hits in the Concordance window
above the document, as shown in the following screenshot:

Continue translating the remaining segments and finalize the project as an exercise.

Note that the master TM in your translation engine will be updated when you finalize the
project.

Note:

You can also create Cloud projects directly from Trados Studio based on a Cloud project
template. Just select Create new project > Create cloud project.

This will launch the following wizard, here you can enter the project name, select the due
date, the location, template, etc.

20 Level 2 - Working with Cloud-based resources

 About Cloud-based resources 1

It is also possible to save local projects in the cloud by right-clicking them and selecting
Save to Cloud.

You will then be prompted to select the location, template, translation engine, workflow,
etc. The resources defined in the translation engine will then be added to the project instead
of any local TMs or termbases.

Level 2 - Working with Cloud-based resources 21

 1 About Cloud-based resources

Summary
• With Trados Studio in the Cloud, you can create Cloud-based TMs into which you can
directly import *.sdltm files, thereby migrating your file-based TMs to the Cloud.
• You can place the Cloud TMs inside a translation engine. There you can sequence the
TMs and decide which TMs should be updated and which ones should be used only for
lookup purposes.
• A translation engine can also include machine translation providers to complement the
Cloud TMs.
• You can select Cloud-based translation engines when working in Trados Studio. Cloud
TMs must be selected via a translation engine. They cannot be selected directly from
within Trados Studio.
• You can also add Cloud termbases to your Trados Studio project.
• Cloud resources work in the same way as file-based TMs and termbases in terms of
functionality such as term recognition, TM lookup, and concordance search.

About RWS
RWS Holdings plc is a unique, world-leading provider of technology-enabled language, content and intellectual property services. Through content
transformation and multilingual data analysis, our unique combination of technology and cultural expertise helps our clients to grow by ensuring they are
understood anywhere, in any language.

Our purpose is unlocking global understanding. By combining cultural understanding, client understanding and technical understanding, our services and
technology assist our clients to acquire and retain customers, deliver engaging user experiences, maintain compliance and gain actionable insights into their
data and content.

Our clients include 90 of the world’s top 100 brands, the top 20 pharmaceutical companies and 19 of the top 20 patent filers. Our client base spans Europe, Asia
Pacific, and North and South America. We work in the automotive, chemical, financial, legal, medical, pharmaceutical, technology and telecommunications
sectors, which we serve from 80+ global locations across five continents.

Founded in 1958, RWS is headquartered in the UK and publicly listed on AIM, the London Stock Exchange regulated market (RWS.L).

For further information please visit www.rws.com.

© 2022 All rights reserved. Information contained herein is deemed confidential and the proprietary information of RWS Group*.

*RWS Group shall mean RWS Holdings PLC for and on behalf of its affiliates and subsidiaries.

22 Level 2 - Working with Cloud-based resources

Level 2 - Fine-tuning Project
Settings
Trados Studio 2022

July 2022
Legal notice
Copyright and trademark information relating to this product release.

Copyright © 2000–2022 SDL as part of the RWS Holdings Plc group of companies ("RWS
Group").

SDL means SDL Limited and its subsidiaries and affiliates. All intellectual property rights
contained herein are the sole and exclusive rights of SDL. All references to SDL shall mean
SDL Limited and its subsidiaries and affiliates details of which can be obtained upon written
request.

All rights reserved. Unless explicitly stated otherwise, all intellectual property rights including
those in copyright in the content of this website and documentation are owned by or
controlled for these purposes by SDL. Except as otherwise expressly permitted hereunder or
in accordance with copyright legislation, the content of this site, and/or the documentation
may not be copied, reproduced, republished, downloaded, posted, broadcast or transmitted
in any way without the express written permission of SDL.

Trados Studio is a registered trademark of SDL. All other trademarks are the property of
their respective owners. The names of other companies and products mentioned herein may
be the trademarks of their respective owners. Unless stated to the contrary, no association
with any other company or product is intended or should be inferred.

This product may include open source or similar third-party software, details of which can
be found by clicking the following link: “Acknowledgments” on page 0 .

Although RWS Group takes all reasonable measures to provide accurate and comprehensive
information about the product, this information is provided as-is and all warranties,
conditions or other terms concerning the documentation whether express or implied by
statute, common law or otherwise (including those relating to satisfactory quality and fitness
for purposes) are excluded to the extent permitted by law.

To the maximum extent permitted by law, RWS Group shall not be liable in contract, tort
(including negligence or breach of statutory duty) or otherwise for any loss, injury, claim
liability or damage of any kind or arising out of, or in connection with, the use or performance
of the Software Documentation even if such losses and/or damages were foreseen,
foreseeable or known, for: (a) loss of, damage to or corruption of data, (b) economic loss, (c)
loss of actual or anticipated profits, (d) loss of business revenue, (e) loss of anticipated
savings, (f) loss of business, (g) loss of opportunity, (h) loss of goodwill, or (i) any indirect,
special, incidental or consequential loss or damage howsoever caused.

All Third Party Software is licensed "as is." Licensor makes no warranties, express, implied,
statutory or otherwise with respect to the Third Party Software, and expressly disclaims all
implied warranties of non-infringement, merchantability and fitness for a particular purpose.
In no event will Licensor be liable for any damages, including loss of data, lost profits,
cost of cover or other special, incidental, consequential, direct, actual, general or
indirect damages arising from the use of the Third Party Software or accompanying
materials, however caused and on any theory of liability. This limitation will apply even
if Licensor has been advised of the possibility of such damage. The parties acknowledge
that this is a reasonable allocation of risk.

Information in this documentation, including any URL and other Internet website references,
is subject to change without notice. Without limiting the rights under copyright, no part of

ii Level 2 - Fine-tuning Project Settings

this may be reproduced, stored in or introduced into a retrieval system, or transmitted in
any form or by any means (electronic, mechanical, photocopying, recording, or otherwise),
or for any purpose, without the express written permission of RWS Group.

Level 2 - Fine-tuning Project Settings iii

iv Level 2 - Fine-tuning Project Settings
 Contents
1 Creating the sample project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

2 Changing the project settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Changing the minimum fuzzy match value . . . . . . . . . . . . . . . . . . . . . . . 6

Formatting penalty . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Auto-localization penalty . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Text replacement penalty . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Filtering for translation units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

3 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Level 2 - Fine-tuning Project Settings v

vi Level 2 - Fine-tuning Project Settings
 1

Creating the sample project

 1 Creating the sample project

About this task

In this chapter, we provide a few examples of how to adapt the project settings to fine-tune
TM lookup and other behaviors.
Start by creating a new project including the following sample file for translation:
..\Sample Files\07 - Project Setting\Sample.docx

Choose English as the source language and your preferred target language.
Create a new file-based TM and remove any TMs from previous exercises (if any are present).
We also recommend that you disable the Auto-propagation feature. For the purpose of our
training module, this allows you to better understand the effect of the changes to the
settings of the TM lookup behavior. In our demonstration, will change this behavior during
project creation, although it is also possible to change it once the project has been created.
Take the following steps:

Procedure
1. Press Alt+Q to activate the Tell me function (which you can still access at the top-right
of the Trados Studio interface, even while the Create a New Project Wizard is running).
2. Type auto, which will list several Trados Studio functions, as shown in the following
screenshot. From this list, select Editor > Auto-propagation.

3. In the Options window, clear the checkbox Enable Auto-propagation and click OK.

2 Level 2 - Fine-tuning Project Settings

 Creating the sample project 1

We also recommend that you disable the LookAhead feature by taking the following steps:
1. Press Alt+Q to activate the Tell Me function.
2. Enter the search term lookahead.
3. From the list, select Editor > Automation.

4. In the Options window, clear the checkbox Enable LookAhead, as highlighted in the
following screenshot:

Once you have created the project and disabled the Auto-propagation and LookAhead
features, open the sample document in the Editor view.

You will see that the document contains a few simple segments, which will allow us to
demonstrate the impact of changing the project settings during translation.

Level 2 - Fine-tuning Project Settings 3

 1 Creating the sample project

4 Level 2 - Fine-tuning Project Settings

 2

Changing the project settings

 2 Changing the project settings

It is possible to change most of the project settings even after you create the project by
clicking Project Settings in the ribbon. For the purpose of this demonstration, however, we
will begin translating the document with the project settings still unmodified.

Changing the minimum fuzzy match

value
About this task
Translate and confirm the first segment. For segment 2, you will not get a fuzzy match, even
though it looks quite similar to the first segment. This is because it falls below the default
70% fuzzy value threshold. In the case of short segments in particular, the threshold may
prevent you from getting fuzzy matches, because even minor changes can affect a
substantial portion of such short segments. To change the minimum fuzzy match value in
situations where this is an impediment, take the following steps:

Procedure
1. Click Project Settings in the ribbon.
2. Under Translation Memory and Automated Translation, select Search.
3. Reduce the Minimum match value to 50, as highlighted in the following screenshot:

4. Let us also take the opportunity to change another lookup setting. By default, Trados
Studio does not suggest fuzzy matches if an exact match is found. In some cases, fuzzy
matches might still provide useful information, even if you get a 100% match. To change
this behavior, select the checkbox Search for fuzzy matches even if exact match
found, as shown in the following screenshot:

5. Click OK to confirm the project settings changes.

6 Level 2 - Fine-tuning Project Settings

 Changing the project settings 2

6. In segment 2, a 69% match will now be inserted into your target segment. Adapt the
suggested translation, and then confirm it.

Segment 3 will be confirmed automatically, as it is a 100% match. Now move back into
segment 3 and look at the matches in the Translation Results window:

There you will see the exact match (in the form of a Context Match indicated by CM) and
a 69% fuzzy match. Viewing fuzzy matches in addition to exact matches can, for
example, help you to validate the translation of specific terms. Seeing that the term key
has been translated the same way in both the exact and fuzzy matches may reassure you
that this is indeed the right target term. It may even be that you prefer the fuzzy match
to the exact match. If this were the case, you could press Ctrl+2 to insert the fuzzy match
into your target segment. In our example, however, the exact match is actually the best
solution, so we will leave it unchanged and proceed to segment 4.

Formatting penalty
About this task
Segments 4 and 5 are identical except for the character formatting. When you translate and
confirm segment 4, you will get a 99% match for segment 5 because of the difference in
character formatting. In this case, Trados Studio has applied a formatting penalty of 1%.
It is possible to disable the formatting penalty if, say, character formatting is not important
for the kinds of text that you work on. Imagine, for example, that you need to translate an
item list where it does not make much difference whether your translation has character
formatting or not. In this case, it would be preferable not to incur match penalties caused by
minor formatting changes (which could, for example, mean that you get 99% instead of
100% matches for such segments, as here).
To disable the formatting penalty, take the following steps:

Procedure
1. Press Alt+Q to access Tell me and enter penal.

2. This will give you two hits. The first one (the one marked with the gear wheel icon in the

Level 2 - Fine-tuning Project Settings 7

 2 Changing the project settings

screenshot above) will take you to the general Trados Studio settings under File >
Options . However, in this case, you want to change the settings for the current project
only, so click the result below Project Settings, as highlighted in the screenshot.
3. This will take you straight to the Penalties page for your project.
4. Disable both formatting penalties by entering the value 0 for Missing formatting
penalty and Different formatting penalty as shown in the following screenshot, and
then click OK.

In the Translation Results window, the TM hit will now be marked as a 100% match,
while in the document it is still shown as an unconfirmed 99% match, as shown in the
following screenshot:

5. Press Ctrl+T to insert the exact match into the document, which will also confirm the
segment.

6. Then move to the following segment 6.

Auto-localization penalty
This example shows a situation where a penalty can, conversely, be beneficial. The two
following segments are identical except for the number:

Trados Studio considers segments with number-only differences identical and will therefore
give you a 100% match and automatically replace and localize the number. However, in this
specific example, this could well lead to a problem. In German or French, for example,
different translations are required: the word aircraft needs to be translated differently in 1
aircraft and 2,000 aircraft, as the plural is formed differently from the singular.

This is actually a rare situation when translating into German, but it is more common to use
different word forms depending on the number in other languages such as Russian. To
avoid getting a (confirmed) 100% match whenever a number has been replaced (and
auto-localized), you can activate the auto-localization penalty. Press Alt+Q to access Tell me,
type penal and call up the Penalties page as set out earlier. Set the Auto-localization
penalty to 1, and then click OK.

8 Level 2 - Fine-tuning Project Settings

 Changing the project settings 2

Translate segment 6, making sure that you type a digit when inserting the number. In this
case, write 1, and not, for example, ein in German or un in French. Then confirm the segment.

Normally, Trados Studio would confirm and skip the following segment, as it would be
considered an exact match. However, since you have set the auto-localization penalty to 1,
you will now get a 99% match instead.

The blue underline icon in the Translation Results window signals the auto-localization
penalty.

In this case, the penalty alerts you to the possibility that the suggested translation is not
correct. Adapt the plural form for your target language.

Note that technically speaking segments 6 and 7 are considered identical by Trados Studio.
When you change segment 7 and confirm it, the previous translation (with the singular form)
will be overwritten in the TM.

It is therefore advisable for the sake of ensuring that both are offered as matches after this
point to make sure that both the singular and the plural forms are saved in the TM. To do this,
in segment 7, select Confirm > Add as New Translation, and then confirm the segment.

To verify whether both translations have been saved to the TM, go back into segment 7.
Both translations (plural and singular form) will be shown in the Translation Results window,
as shown in the following screenshot:

Translate segment 8 and confirm it. In segment 9, you will get a 99% match because of the
penalty.

The number and measurement have been adapted automatically. However, in this case, the

Level 2 - Fine-tuning Project Settings 9

 2 Changing the project settings

difference in the number (and measurement unit) does not require a different translation,
so only one translation needs to be stored in the TM, and you can simply confirm the
segment.

Text replacement penalty

Now, look at segments 10 to 12, which are identical except for the acronyms. Acronyms are
by default treated by Trados Studio in the same way as numbers, which means that they are
placed in the target segment automatically. This means that, once you have translated
segment 10, you would get exact matches for the two following segments.

This is convenient in many situations but can lead to problems in others. Segments will
sometimes need to be translated differently depending on the acronym. For example, the
translations of the English acronyms the EU and the IMF require different articles in German:
die EU, but der IMF.

Sometimes the acronym cannot be taken unmodified from the source language. For
example, ECB would be EZB in German and BCE in French. To prevent Trados Studio from
automatically confirming segments 11 and 12, you will need to set a text replacement
penalty. Go back to the Penalties page of your project settings and set the Text replacement
penalty to 1.

Translate and confirm segment 10. You will now get a 99% match for the next segment,
which has been marked with the text replacement penalty icon, as shown in the following
screenshot:

German requires a different acronym (IWF instead of IMF). You will then need to add the
modified segment as a new translation before confirming it, as described earlier in this
section.

When you get to segment 12, you will see that two translations have been stored in the TM.

10 Level 2 - Fine-tuning Project Settings

 Changing the project settings 2

Adapt the suggested translation as required, add it as a new translation to the TM, and
confirm the segment.

Tip:

The keyboard shortcut for adding a target segment to the TM as a new translation is
Ctrl+Shift+U. You will still need to confirm the segment after pressing the shortcut.

Filtering for translation units

About this task
In the preceding examples, we looked at how to set various pre-defined penalties for
translation units. However, it is also possible to define your own filters, such as to penalize
translations that were created before a specific date or by a specific user.
This allows you, for example, to define a filter that gives you exact matches only for units
that were created after a specific date, while units created before this date receive a penalty
of 1%.
As you are working with a newly created TM, which only contains units from the current
date and the same user, it obviously does not make much sense to use the date or the user
as a filter criterion in our situation here.
Let us, therefore, look at another example. For each TU, Trados Studio captures the usage
count. When a TU is displayed in the Translation Results window, you can see the date and
user for this specific TU in the yellow line at the bottom of the window. Move the mouse
pointer over the yellow line to display more information such as the usage count, as shown
in the following screenshot:

If you have only just translated the segment, the usage count will be zero, as this TU has
never been ‘used’. By ‘used’ we mean that the TU was retrieved from the TM and inserted into
a document.
Imagine that you consider TUs more trustworthy if they have been used at least once, that
is, if they have a usage count greater than 0.
To define a filter based on the usage count, take the following steps:

Level 2 - Fine-tuning Project Settings 11

 2 Changing the project settings

Procedure
1. Click Project Settings in the ribbon.
2. Under Translation Memory and Automated Translation, select Filters, as shown in
the following screenshot:

3. Click Add, and then enter a descriptive name for your filter, for example, Usage_count_
bigger_than_0. Note that filter names must not contain spaces.

4. Click Add again to define the filter criterion. In the Add Condition window, select Usage
count from the Field dropdown list.

12 Level 2 - Fine-tuning Project Settings

 Changing the project settings 2

5. In the Operator dropdown list, select Greater than. Leave the default value 0
unchanged (we are effectively saying that the usage count must be greater than 0), and
then click OK.
6. Note that every TU that does not match the filter will receive a default penalty value of
1. Setting a filter does not mean that non-matching TUs will not be shown at all, only that
their match value will be reduced by 1%.
7. Click OK twice to confirm. You can now continue with the translation of segments 13 to
15.
8. Translate and confirm the first instance of the repeated segment in segment 13.
9. In segment 14, you will get a filter mismatch penalty of 1%, meaning that the suggested
translation is marked as a 99% match, as shown in the following screenshot:

Confirm this segment without modification. In segment 15, you will get an exact match,
because you used the TU in the previous segment, and so the usage count has increased
to 1.
10. Once you have confirmed all of the segments, save and close the document and finalize
the project.

Tip: If you had kept the LookAhead feature enabled, the last segment would also have
been marked as a 99% match, because LookAhead buffers the results for the following
segments. This means that the usage count value for a TU is also buffered, and so the last
segment would have been penalized. This is an example of how LookAhead can lead to slight
inaccuracies when using the TM. More generally, though, it is a helpful feature in that
buffering translation results (by looking ahead) usually produces a more fluid user
experience.

Level 2 - Fine-tuning Project Settings 13

 2 Changing the project settings

14 Level 2 - Fine-tuning Project Settings

 3

Summary
 3 Summary

• You can change the project settings such as to lower the minimum fuzzy match value or
have Trados Studio search for fuzzy matches even when an exact match has been
found.
• Penalties encourage you to double-check translation suggestions, for example, when
the automatic replacement of strings (such as acronyms) or numbers could otherwise
lead to mistranslations.
• In the project settings, you can also define filters to penalize translation units that were
created, say, over five years ago or by specific users.

About RWS

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For further information please visit www.rws.com.

© 2022 All rights reserved. Information contained herein is deemed confidential and the proprietary information of RWS Group*.

*RWS Group shall mean RWS Holdings PLC for and on behalf of its affiliates and subsidiaries.
.

16 Level 2 - Fine-tuning Project Settings

Using the RWS AppStore
Trados Studio 2022

July 2022
Legal notice
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ii Using the RWS AppStore

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Using the RWS AppStore iii

iv Using the RWS AppStore
 Contents
1 About the RWS AppStore . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

2 Using the AppStore from Trados Studio . . . . . . . . . . . . . . . . . . . . . . . . . 3

Browsing the AppStore . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Filtering for categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Exercise . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Free and paid apps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Installing a specific app . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Searching for the app . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Installing the app . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Using the app . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Updating apps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Installing and using an external app . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Installing Glossary Converter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Using Glossary Converter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

3 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Using the RWS AppStore v

vi Using the RWS AppStore
 1

About the RWS AppStore

 1 About the RWS AppStore

The RWS AppStore allows you to extend the functionality of Trados Studio with a range of
plug-ins. You can access the AppStore and browse for useful apps directly from Trados Studio.
Apps help you to be even more productive with Trados Studio, sometimes enabling you to
do with a single mouse click what might otherwise have required a dozen.

Some examples of the kind of functionality that apps can add to Studio are:
• direct lookups in Web-based resources such as Google, Wikipedia, and Linguee with a
single click from within Trados Studio
• re-naming of finalized target files to append, for example, the name of the target
language to the file name
• setting all segments of all project files to a particular status
• anonymizing data in TMs and SDLXLIFF files, so that it is no longer possible to identify
who translated or edited a particular segment
• extending the range of file formats supported by Trados Studio
• localizing subtitling files while displaying time codes and video files
• tracking the time that you spent on a project

Most apps in the store are free. Many are plug-ins that integrate smoothly into Trados Studio
and look and feel as if they were an integral part of the application. Other apps are external
applications that work outside of Trados Studio.

You can also do the following in the AppStore window in Trados Studio:
• browse for useful apps
• install and remove apps
• update installed apps
• list all installed apps

In this chapter, we will show you how to install and use the following apps, which are a
plug-in that runs within Trados Studio and an external application:
• The Wordlight plug-in allows you to highlight strings in your target segments with
different colors.
• With the external Glossary Converter application, you can convert MS Glossaries into a
termbase format with just a few clicks.

2 Using the RWS AppStore

 2

Using the AppStore from

Trados Studio
 2 Using the AppStore from Trados Studio

To open the AppStore, make sure that you are in the Welcome view of Trados Studio. Click
the RWS AppStore icon in the navigation pane on the left-hand side of the interface, shown
in the following screenshot, to open the AppStore window, which lists all of the installed
apps in the Installed Plug-ins view.

The list will obviously be empty if you have not installed any apps, as is the case in the
following screenshot:

Browsing the AppStore

Even if you do not know exactly what type of app you are looking for, browsing the AppStore
is easy. Click AppStore on the left-hand side of the AppStore window. This will list the
available apps in alphabetical order. You can scroll down the list to see further apps.

At the time of writing, there were about 200 apps available.

Filtering for categories

You can reduce the number of apps listed by selecting the checkbox for a particular category,
such as Automated translation. This reduces the number of listed apps and displays only
apps related to machine translation, as shown in the following screenshot:

4 Using the RWS AppStore

 Using the AppStore from Trados Studio 2

Click the name of an app to see more information on the right-hand side, including:
• a description
• information on the Trados Studio versions supported by the app
• the version number
• reviews
• the number of downloads (which indicates how popular the app is)
• whether it is a free or a paid app

Exercise
Clear the checkbox for the category Automated translation, and select the checkbox for
Terminology. Browse through the apps listed to get an idea of what terminology-related
apps are available.

Free and paid apps

To list all of the available apps again, clear the checkboxes for the Category options. You
can also filter for free and paid apps by selecting or clearing the corresponding checkboxes
under Pricing, as shown in the following screenshot:

You will see that about 90% of the apps are free. It is worth noting, however, that some free
apps require you to subscribe to a paid service. For example, you can download and install
the DeepL machine translation plug-in at no charge, but a DeepL Professional subscription
is required to use it productively in Trados Studio.

Using the RWS AppStore 5

 2 Using the AppStore from Trados Studio

Paid apps can also be downloaded and installed for free, but you will find their use restricted
without a paid license. For example, you may be limited to a trial period or able to use only
some of the functionality.

Installing a specific app

Let us now look up and install a specific app. Imagine that you have heard about a free app
that enables Trados Studio users to highlight strings in target segments using different
colors, just like those in MS Word shown in the following screenshot:

This allows you to apply specific colors to, say, problematic strings that you want to check
later without having to add a comment to them.

Searching for the app

Imagine also that you heard that the name of the app is Wordlight, but can now only
remember that its name is something containing word.

Make sure under Pricing that the checkbox next to Free is selected and type the string word
into the search field at the top-left of the AppStore window. The list of apps is now filtered
to show only apps whose name contains your search string, such as MS Word Grammar
Checker and Wordlight.

6 Using the RWS AppStore

 Using the AppStore from Trados Studio 2

Installing the app

Click the Wordlight app, which will display its description on the right-hand side. This app is
a plug-in that runs inside Trados Studio. Click Install to deploy it in your Trados Studio
installation.

Wait for the app download, which should only take a few seconds. Once the app has been
downloaded, you will see the following message at the top of the AppStore window,
prompting you to re-start Trados Studio.

Click this message, and then click Restart. The app will be available to use when Trados
Studio restarts.

Using the app

About this task
Create a new project including the following sample file for translation:
..\Sample Files\08 - AppStore\Sample.docx
Choose English as the source language and your preferred target language. Open the file in
the Editor view and translate the first few sentences.
The ribbon now features an additional set of buttons added by the Wordlight app, as shown
in the following screenshot:

Using the RWS AppStore 7

 2 Using the AppStore from Trados Studio

Select a text string in one of your target segments and then click Highlight Word in the
ribbon and select a color to apply it to the string.
Repeat this step, highlighting more words in different colors. For the purpose of the training
module. We are now in a position to demonstrate the ability of Trados Studio to filter for
segments that contain a specific color.
Take the following steps:

Procedure
1. Move the mouse pointer over the tab Advanced Display Filter 2.0 on the right-hand
side of the Trados Studio interface, which will make the Advanced Display Filter 2.0
window slide across towards the middle.
2. In the Advanced Display Filter 2.0, select Colors, which will list all the colors that you
applied to your document, as shown in the following screenshot:

3. Now click Apply Filter to show only the segments that contain a red highlight.

8 Using the RWS AppStore

 Using the AppStore from Trados Studio 2

4. Click Clear to clear the filter and redisplay all of the segments.

Note:

The Advanced Display Filter 2.0 is a standard feature of Trados Studio. It is not part of the
Wordlight plug-in.

To remove a highlight color, select the highlighted string and press Ctrl+Space, the keyboard
shortcut to remove character formatting. The Wordlight app also provides buttons of its
own that you can use to remove highlight colors more quickly. For example, by clicking
Filtered Segments you can erase the highlight colors for all segments that match a display
filter. If no display filter is selected, the highlights will be removed from all segments in
the current document.

This is the quickest way to remove highlight colors from the entire document, as it requires
only a single click.

Tip:

The Advanced Display Filter 2.0 also enables you to filter on segments containing colored or
highlighted text that was present in the original source document and has been carried
over into Trados Studio.

Using the RWS AppStore 9

 2 Using the AppStore from Trados Studio

Updating apps
Save and close the document, and then go back to the Welcome view and reopen the
AppStore window.

Note that next to Installed plug-ins there is a counter stating the number of apps with
updates available.

No updates are available at the moment, as we have only just installed the Wordlight plug-in.
However, updates will become available for more apps that you install over time, and you
will be able to click Update all to download and deploy the updates for all installed apps.

You will be prompted to re-start Trados Studio after performing an update.

To remove an installed app, select Installed plug-ins and click the trash bin icon next to the
app, as shown in the following screenshot. You will be prompted to confirm whether you
want to remove the app. Click Uninstall, then you can close the AppStore window.

Note:

The uninstalled app will no longer be available after you restart Trados Studio.

Installing and using an external app

The preceding section showed you how to install and use a plug-in, which extends the
functionality of Trados Studio directly. We will now look at how to install and use an app that
is an external application that works outside of Trados Studio.

A good example is the Glossary Converter app, which allows you to convert an Excel glossary
into a MultiTerm termbase with just a few clicks.

10 Using the RWS AppStore

 Using the AppStore from Trados Studio 2

Installing Glossary Converter

About this task
Make sure that you are in the AppStore view of the AppStore window. Take the following
steps:

Procedure
1. Enter the string glossary in the search field to show apps that contain the search string
in their name.
2. Make sure that Glossary Converter is selected in the list of hits. This will show the app
description on the right-hand side. With well over 45,000 downloads, this app is among
the most downloaded apps on the AppStore at the time of writing. It is free, and no
subscription is required.

3. Click Download below the description.

4. As Glossary Converter works outside of Trados Studio, there is no need to re-start Trados
Studio. Once the download is complete you will see the following message at the top
of the AppStore window. Click the message to open your downloads folder.

5. Unzip the downloaded file and run the SetupGlossaryConverter. exe installation file. You
will need the necessary account control to install applications on your machine to do this.

6. Close the AppStore window of Trados Studio.

Using the RWS AppStore 11

 2 Using the AppStore from Trados Studio

Using Glossary Converter

About this task
When you have finished installing Glossary Convert, launch the application from the last
installation screen by clicking Launch, as shown in the following screenshot:

You will also find a Glossary Converter application icon on your Desktop. Click the icon to
start the application.

12 Using the RWS AppStore

 Using the AppStore from Trados Studio 2

The application window looks as shown in the following screenshot:

The glossary sample file for this exercise is stored in the following location:
..\Sample Files\08 – AppStore\Glossary.xlsx
The file looks as shown in the following screenshot when you open it in MS Excel:

It is a glossary with five languages. The first column contains a descriptive field called Type.
The other columns contain the terms in various languages. Note that, for the conversion
to work, the first row needs to state the name of the language or the name of the field.
To convert the glossary into a termbase, take the following steps:

Procedure
1. Make sure that you have closed the glossary file. The conversion will not work while the
file is open in MS Excel.
2. Drag & drop the file onto the Glossary Converter application window. The gray border
areas of the application window turn green as you drop the file over it.

3. Glossary Converter will now analyze the column headers and identify which languages
and other information the file contains. It will correctly identify the languages but cannot
identify the column with the header value Type as a language and therefore prompts

Using the RWS AppStore 13

 2 Using the AppStore from Trados Studio

you to identify it manually as a descriptive field, as shown in the following screenshot

below step 4.
4. Click Entry Level on the right-hand side of the application window, and then click OK.
The details of termbase definitions are beyond the scope of this module. However, for the
purpose of this demonstration, it is sufficient to know that by completing this step you
are telling Glossary Converter to treat the values in the Type column as additional
descriptive information for the termbase entries. (Descriptive fields are covered in more
depth in the termbase course.)

5. Wait for the application to finish the conversion. This should only take a few seconds, as
the sample glossary file is small.
6. Go to the location where the glossary file is stored. You will find a small number of
additional files created by Glossary Converter. One is the termbase file named Glossary.
sdltb, which you can add to a Trados Studio project or open directly in MultiTerm (if
MultiTerm is installed on your machine). You can ignore the other files that Glossary
Converter has created.

7. Exit Glossary Converter by clicking Exit.

If you have MultiTerm Desktop installed on your PC, you can double-click the
Glossary.sdltb file to open it in MultiTerm. The termbase content will look as shown in
the following screenshot:

14 Using the RWS AppStore

Using the AppStore from Trados Studio 2

Using the RWS AppStore 15

 2 Using the AppStore from Trados Studio

16 Using the RWS AppStore

 3

Summary
 3 Summary

• From Trados Studio, you can directly open the AppStore window, which lists any apps
that you have installed.
• You can remove or update apps from the AppStore window. The AppStore window will
indicate whether updates are available for your apps.
• Apps can be plug-ins, which integrate directly into Trados Studio, thereby extending its
functionality. Apps can also be external applications that work outside of Trados Studio.
• You can browse the AppStore by filtering for specific categories, such as TM- or
terminology-related apps.
• Most apps are free. You can filter for free and paid apps.
• You can search for a particular app by entering part of the app name into the search
field.
• Click an app to display more information on it. You can install an app with one click. You
will need to re-start Trados Studio when the installation is complete.
• One example of a plug-in is Wordlight, which allows you to apply highlight colors to
strings in your target segments.
• A noteworthy example of an app that works as a standalone application is Glossary
Converter. This allows you to convert a glossary in MS Excel format into a termbase file
that can be used from Trados Studio or in MultiTerm.

About RWS

RWS Holdings plc is a unique, world-leading provider of technology-enabled language, content and intellectual property services. Through content
transformation and multilingual data analysis, our unique combination of technology and cultural expertise helps our clients to grow by ensuring they
are understood anywhere, in any language.

Our purpose is unlocking global understanding. By combining cultural understanding, client understanding and technical understanding, our services
and technology assist our clients to acquire and retain customers, deliver engaging user experiences, maintain compliance and gain actionable insights
into their data and content.

Our clients include 90 of the world’s top 100 brands, the top 20 pharmaceutical companies and 19 of the top 20 patent filers. Our client base spans
Europe, Asia Pacific, and North and South America. We work in the automotive, chemical, financial, legal, medical, pharmaceutical, technology and
telecommunications sectors, which we serve from 80+ global locations across five continents.

Founded in 1958, RWS is headquartered in the UK and publicly listed on AIM, the London Stock Exchange regulated market (RWS.L).

For further information please visit www.rws.com.

© 2022 All rights reserved. Information contained herein is deemed confidential and the proprietary information of RWS Group*.

*RWS Group shall mean RWS Holdings PLC for and on behalf of its affiliates and subsidiaries.
.

18 Using the RWS AppStore

Level 2 - Handling Update
Projects with PerfectMatch
Trados Studio 2022

July 2022
Legal notice
Copyright and trademark information relating to this product release.

Copyright © 2000–2022 SDL as part of the RWS Holdings Plc group of companies ("RWS
Group").

SDL means SDL Limited and its subsidiaries and affiliates. All intellectual property rights
contained herein are the sole and exclusive rights of SDL. All references to SDL shall mean
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This product may include open source or similar third-party software, details of which can
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is subject to change without notice. Without limiting the rights under copyright, no part of

ii Level 2 - Handling Update Projects with PerfectMatch

this may be reproduced, stored in or introduced into a retrieval system, or transmitted in
any form or by any means (electronic, mechanical, photocopying, recording, or otherwise),
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Level 2 - Handling Update Projects with PerfectMatch iii

iv Level 2 - Handling Update Projects with PerfectMatch
 Contents
1 What is PerfectMatch? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

2 Handling an update project with PerfectMatch . . . . . . . . . . . . . . . . . . . . 5

Creating a new project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Matching the updated documents to the previous SDLXLIFF file . . . . . . . . . 7

Viewing the PerfectMatch and Analyze Files reports . . . . . . . . . . . . . . . . . 8

Viewing the pre-translated files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Running PerfectMatch again . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Unlocking and editing segments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Applying PerfectMatch without locking segments . . . . . . . . . . . . . . . . . 14

3 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Level 2 - Handling Update Projects with PerfectMatch v

vi Level 2 - Handling Update Projects with PerfectMatch
 1

What is PerfectMatch?
 1 What is PerfectMatch?

When the segment that you are currently translating is identical to a previously translated
segment, the TM will provide an exact match. When the current segment is identical to a
previously translated segment and it is preceded by the same segment as last time, the TM
provides a context match (CM).

However, there is another match type that offers even more reassurance than a CM:
PerfectMatch (PM). While the context for a CM is determined only by the preceding segment,
the PM is based on more considerable context information. With PM, you can therefore be
sure that you will never be given a match that does not fit the context.

PerfectMatch is particularly helpful for handling update translation projects. Imagine that
last year you translated a user guide with 100,000 words and that your customer now wants
you to translate an updated version. A file analysis reveals that the documentation from
last year and the update are about 95% identical.

You could of course use Trados Studio’s pre-translate function to populate the updated files
with all of the 100% matches and CMs from the TM. With this approach, however, there is
a slight chance of an incorrect translation being retrieved from the TM, as per the following
illustration:

Original source content:

(1) This is the window. (2) It will be displayed in the UI. (3) Please click it.

Updated source content:

(1) This is the button. (2) It will be displayed in the UI. (3) Please click it.

In the above example, the segment ‘Please click it.’ might have to be translated differently
based on segment 1, as the words window and button can have different genders depending
on your target language.

This can result in mistranslations that not even context matching can help avoid because
even though the preceding segment (2) (on which CMs rely) is identical, segment 1 is
different.

So in German, for example, you would risk getting a translation in which the noun genders
are mismatched, such as:

(1) Dies ist die Schaltfläche. (2) Diese wird in der Oberfläche angezeigt. (3) Bitte klicken Sie es an.

As such mistakes can compromise quality, you would potentially need to proofread the entire
target document to be certain of eliminating them, even if only, say, 5 out of 100 segments
needed to be translated from scratch, which is a significant proofreading overhead when you
are processing update projects.

PerfectMatch is designed to eliminate the possibility of mistranslations such as in the above

example.

One fundamental difference between PMs and exact and context matches is that PMs do
not depend on a TM. While all of the match types that you have worked with until now (fuzzy,
exact, and CM) are produced by the TM, PMs come from a previously translated SDLXLIFF
file.

2 Level 2 - Handling Update Projects with PerfectMatch

 What is PerfectMatch? 1

PerfectMatch is essentially a comparison between an already translated SDLXLIFF file and

the current source file. Any material from the previous file that is determined to have the
same document context will be inserted into the updated file and marked as a PM.

This approach is highly reliable, as the previously translated SDLXLIFF file is always going to
be more specific to the current document than a TM that may contain, say, 200,000
segments and possibly also include many variants, meaning multiple translations for the
same source segment.

By comparing your updated source files with the previously translated SDLXLIFF files, you
can safely focus on the new, updated content without having to re-check thousands of
already translated segments.

Note:

PM is one of the reasons not to delete the SDLXLIFF documents after completing a project.
Even if all of the translated content is centrally stored in a TM, you will lose the potential to
perform PerfectMatch for update projects without the SDLXLIFF files.

Note that the PerfectMatch feature is only available in the Professional Edition of Trados
Studio. With the Freelance Edition, you can open SDLXLIFF files that have been processed
with PerfectMatch (for example by a project manager or customer), but you cannot run the
PerfectMatch batch task yourself.

For this reason, the following exercises apply only to users of the Trados Studio Professional
Edition.

Level 2 - Handling Update Projects with PerfectMatch 3

 1 What is PerfectMatch?

4 Level 2 - Handling Update Projects with PerfectMatch

 2

Handling an update project

with PerfectMatch
 2 Handling an update project with PerfectMatch

For this exercise, we will assume that your client has made changes and additions to a TV
episode guide that you translated some time ago. This is a typical situation for an update
project.

To make the exercise as easy as possible, our sample project contains only two small files. In
your sample files folder, you will find the following:
• ..\Sample Files\09 - PerfectMatch\Episode Guide: contains the previous project, which you
can leverage to pre-translate the updated files with PerfectMatch
• ..\Sample Files\09 - PerfectMatch\Updated files: contains the new, updated source files
that require translation

This exercise uses a project with the language pair English -> German. However, the material
is intended purely to illustrate how the PerfectMatch process works, and you will not have
to translate anything.

Creating a new project

Create a new local project. In the first page of the Create a New Project wizard, select the
two files from the Updates files sub-folder as the source documents for translation. You will
need to select the previous project to supply the settings for the update project. To do this,
take the following steps:

Procedure
1. First give a meaningful name to your update project, for example, Episode Guide Update.
2. Then select the previous project by clicking Browse next to Use settings from.

3. Browse for the folder that contains your update project, ..\Sample Files\09 - PerfectMatch
\Episode Guide.
4. From the file type list select the file type *.sdlproj.

5. Double-click the project file Episode Guide.sdlproj, and then click Yes to confirm that you
want to use the previous project.

6. The previous project functions like a project template in that our update project will

6 Level 2 - Handling Update Projects with PerfectMatch

 Handling an update project with PerfectMatch 2

take over all of the settings from the previous project. Proceed to the Translation
Resources page.

There you will see that the TM from the previous project is going to be used in the
current project. Using PM does not mean that the TM has become irrelevant. It will
instead be a complement to PerfectMatch: segments for which no PM can be found will
be pre-translated using the TM.

Matching the updated documents to

the previous SDLXLIFF file
About this task
Go to the PerfectMatch page of the wizard, which is only available in the Professional
Edition of Trados Studio. On this page, Trados Studio matches the new source files to the
translated SDLXLIFF files from the previous project. In our example, the mapping between
the current and previous files looks as shown in the following screenshot. The Translatable
File column shows the new Word files, and the Previous Matching Bilingual File column
lists the SDLXLIFF files from the previous project:

Remember:

You need to map the current files to the previously translated SDLXLIFF files, not to the
previous source or target files.

Trados Studio can map the previous SDLXLIFF files automatically if they have exactly the
same name as the new source files. For the first file, the previous file (which has the same
name) has been mapped, while for the second file no matching SDLXLIFF file has been found,
as the file name has changed. For this file, you will therefore need to assign the previous
SDLXLIFF file manually by taking the following steps:

Level 2 - Handling Update Projects with PerfectMatch 7

 2 Handling an update project with PerfectMatch

Procedure
1. In the Translatable File column, right-click the project file Ship’s crew.docx, and then
click Add Previous Document.

2. Browse for the previous file, which is located in the folder ..\Sample Files\09 - PerfectMatch
\Episode Guide\de-de and is called Crew.docx.sdlxliff.

3. Both files should now be correctly matched to the corresponding previous bilingual
documents. Click Finish to create the project. This will also start the PerfectMatch
process.
4. When the project creation is finished, note the Apply PerfectMatch batch task in the
list of completed tasks. Click Close to proceed.

Note: If you have not selected any previous bilingual files, the Apply PerfectMatch task will
still appear in the list of completed tasks in the Professional Edition of Trados Studio, but it
will not be executed, as there are no previous files for PerfectMatch to use.

Viewing the PerfectMatch and Analyze

Files reports
You can view the result of the PerfectMatch task in the PerfectMatch report. Switch to the
Reports view, and then select the Apply PerfectMatch report, which is listed below the
Pre-translate Files and Analyze Files reports.

8 Level 2 - Handling Update Projects with PerfectMatch

 Handling an update project with PerfectMatch 2

This report shows the total number of segments in the project and the number of transferred
segments. The latter is the number of segments that PerfectMatch managed to transfer
from the previous bilingual files to the new project files, as shown in the following screenshot:

The Analyze Files report looks as shown in the following screenshot:

The PerfectMatch leverage is almost 72% of the text in the documents for translation (25
segments transferred). Other than the PM segments, one segment has been identified as a
100% match, two segments as fuzzy matches, and three segments need to be translated
from scratch.

Viewing the pre-translated files

Switch to the Files view, which will list both files and their progress:

Select both files, and then click Open For Translation.

Level 2 - Handling Update Projects with PerfectMatch 9

 2 Handling an update project with PerfectMatch

The files will look as shown in the following screenshot, with the majority of the segments
pre-translated with PerfectMatch:

The segments that were transferred from the previous files have the following
characteristics:
• They are marked with the PM translation origin indicator.
• They have the Signed Off status icon ( ).
• They are marked with a lock icon ( ). When you try to edit a PM segment, a message
will pop up telling you that locked content cannot be edited:

PMs are considered ‘perfect’ in the sense that PerfectMatch will never give you an exact
match that does not suit the content. PMs do not usually therefore need to be checked,
proofread, or edited (assuming that the segments in the previous SDLXLIFF files were
correctly approved).

Note:

PerfectMatch uses a sophisticated algorithm to determine whether a translation fits the

context. PM follows the adage: if in doubt, leave it out. This means that if there is the slightest
doubt about whether a particular translation fits the context, PM will not insert the
translation.

This allows you to focus on any segments that have changed or been added.

Segments 15 and 16 are completely new, as they contain the summary of a new episode.
Note that segment 14 is a 100% match, which has been pre-translated by the TM. This is a
good example of how PM and TM complement each other. Priority is given to PMs. The
segments that have not been translated by PerfectMatch are then left to the TM.

10 Level 2 - Handling Update Projects with PerfectMatch

 Handling an update project with PerfectMatch 2

Now, look at segment 6. Here, the TM gives you a fuzzy match, as the updated document
contains character formatting that was not there in the previous file. The same is true for
segment 9, shown in the following screenshot:

You can configure PerfectMatch to ignore character formatting information and thereby
increase the leverage you get from it. PerfectMatch will then be applied to segments with
differences in character formatting, which is useful when you are processing files for which
the character formatting is not important. After all, a difference in character formatting will
not usually cause any change in context.

Imagine that you want to re-run PerfectMatch on the documents in our practice project, but
this time ignore character formatting. Here, this will increase the number of matches that
you get from PM. More generally, however, you should only reconfigure PerfectMatch in this
way if you are certain that the character formatting does not affect the context.

Running PerfectMatch again

About this task
Before you can re-apply PerfectMatch to the same set of files, you need to make sure that
all of the target segments are unlocked and empty. PerfectMatch will not process segments
that are locked or do not have the Not Translated ( ) status.
To unlock and empty the target column, take the following steps:

Procedure
1. Use the display filter to show only locked segments, as shown in the following
screenshot:

2. Press Alt+Shift+A to select all of the (currently filtered) segments.

3. Right-click any segment number, and then click Unlock Segments.

Level 2 - Handling Update Projects with PerfectMatch 11

 2 Handling an update project with PerfectMatch

4. Reset the display filter to show all segments again, as shown in the following screenshot:

5. Press Alt+Shift+A to select all of the segments again. Right-click any segment number,
and then select Clear Target Segment.

The target column should now be empty. Save and close the documents, which will take
you back to the Files view. As all of the segments now have the status Not Translated,
no translation progress should now be shown for the files.

Now re-apply PerfectMatch by taking the following steps:

1. Select both files and then click Batch Tasks > Apply PerfectMatch, as shown in the
following screenshot:

2. In the Batch Processing window, click Next twice until you see the following page:

12 Level 2 - Handling Update Projects with PerfectMatch

 Handling an update project with PerfectMatch 2

3. Select the checkbox for Ignore formattings during PerfectMatch process.

4. Click Finish to re-apply PerfectMatch, and then click Close.
5. Switch to the Reports view, where a new Apply PerfectMatch report will be shown at
the top of the list of reports, as shown in the following screenshot:

The report shows that 27 out of 31 segments have now been transferred, instead of 25
previously. This demonstrates how you can increase the PerfectMatch leverage by
ignoring character formatting.
6. To delete the first (outdated) Apply PerfectMatch report, right-click it, select Delete, and
click Yes to confirm.

Level 2 - Handling Update Projects with PerfectMatch 13

 2 Handling an update project with PerfectMatch

7. Go back to the Files view and open both files for translation. Note that segments 6 and
9 have now been pre-translated using PM, as shown in the following screenshot:

Unlocking and editing segments

Although PM segments are not usually intended to be edited, you can still unlock and edit
them if required. Imagine that you still want to apply character formatting to segment 6. Take
the following steps:

Procedure
1. Select segment 6, and then press Ctrl+L to unlock it.
2. Apply italics to the term Zen Alpha I, and then confirm the segment.
3. To lock the unlocked segment again, select it and press Ctrl+L.

Applying PerfectMatch without locking

segments
About this task

14 Level 2 - Handling Update Projects with PerfectMatch

 Handling an update project with PerfectMatch 2

Unlocking and editing PM segments is not the norm. You may want to unlock a segment if,
for example, you happen to find a spelling mistake or an outdated term that was overlooked
in the previous translation.
However, you can also apply PerfectMatch without locking the segments. This is useful in
situations such as when you do not completely trust the previous translation because, for
example, it was done a long time ago, and it is likely that you will need to change a lot of the
segments.
In this case, you can still make use of the PerfectMatch algorithm to provide reliable, context-
sensitive pre-translation, but not lock the segments so that you can edit them more easily.
Before you can re-apply PerfectMatch, you will need to unlock and clear the target segments
using the steps that we outlined earlier.
When you have done this, save and close the documents, and then take the following steps:

Procedure
1. Select both documents, and then click Batch Tasks > Apply PerfectMatch.
2. Click Next, and on the following page select the checkbox for Keep initial segment
origin and status (instead of the default option Lock segments), as highlighted in the
following screenshot:

3. Click Finish to apply PerfectMatch, and then Close.

The PM leverage should be the same as in the previous exercise (27 out of 31 segments
transferred), but the document(s) will look as shown in the following screenshot:

Level 2 - Handling Update Projects with PerfectMatch 15

 2 Handling an update project with PerfectMatch

You will notice the following:

• The pre-translated segments are not locked.
• They do not have the Signed Off status or the PM translation origin indicator.
• The segments have retained the original match value and segment status from the
previous file. For example, if a segment was auto-propagated (like segment 5), it retains
the auto-propagation information.
• Any comments added by the translator are transferred as well (see segments 3 and 10).

16 Level 2 - Handling Update Projects with PerfectMatch

 3

Summary
 3 Summary

• PerfectMatch provides a context-sensitive way to pre-translate large volumes of updated

source files. PMs are more reliable than exact or context matches.
• The PerfectMatch feature is only available in the Professional Edition of Trados Studio.
• PMs do not come from a TM, but from the SDLXLIFF files of a previous project. The PM
process is much therefore more specific to the updated source files than a TM-based
pre-translation. This means that there is no risk of inserting exact matches that do not
fit the new context.
• PM is ideally suited for update translation projects where a large portion of content can
be taken over from previous project files.
• PM allows you to focus exclusively on the new or changed content, and there is no need
to proofread pre-translated segments again.
• When creating an update project, you can choose the previous project as a reference to
supply the original project settings.
• Trados Studio will automatically match the new project files to the previous SDLXLIFF
files based on the file names.
• If a file name has changed in the meantime, you will need to manually assign the
previous file to the current file.
• The Apply PerfectMatch batch task transfers as many segments as possible from the
previous documents to the new files.
• PM complements the TM. Trados Studio will first try to find PM matches. If no PM match
can be found, Trados Studio will look for exact and fuzzy matches in the TM.
• By default, PM locks the pre-translated segments. You can unlock segments by pressing
Ctrl+L if required.
• You can configure PM to ignore character formatting during the PerfectMatch process,
which will usually increase the PM leverage.
• You can also configure the PM process not to lock segments. This is useful if you consider
the previous translation to be outdated or otherwise unreliable in some way. This makes
it easier to edit the segments pre-translated with PM.

About RWS

RWS Holdings plc is a unique, world-leading provider of technology-enabled language, content and intellectual property services. Through content
transformation and multilingual data analysis, our unique combination of technology and cultural expertise helps our clients to grow by ensuring they
are understood anywhere, in any language.

Our purpose is unlocking global understanding. By combining cultural understanding, client understanding and technical understanding, our services
and technology assist our clients to acquire and retain customers, deliver engaging user experiences, maintain compliance and gain actionable insights
into their data and content.

Our clients include 90 of the world’s top 100 brands, the top 20 pharmaceutical companies and 19 of the top 20 patent filers. Our client base spans
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18 Level 2 - Handling Update Projects with PerfectMatch

Level 2 - Working with Project
Packages
Trados Studio 2022

July 2022
Legal notice
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ii Level 2 - Working with Project Packages

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Level 2 - Working with Project Packages iii

iv Level 2 - Working with Project Packages
 Contents
1 About project packages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

2 Setting up the translators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

3 Creating the sample project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Selecting the language pairs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Setting the PDF file as reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Configuring the general settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Selecting the TMs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Selecting the termbase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Configuring the QA Checker options . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Creating the project packages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Determining how many packages to create . . . . . . . . . . . . . . . . . . . . 10
Assigning one user per package . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Resources to include in a package . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Sending out the project packages . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Viewing the task history . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

4 Opening a project package . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

5 Processing the package files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Opening all files for translation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Changing the project settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Translating and verifying the documents . . . . . . . . . . . . . . . . . . . . . . . 27

Creating the return package . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

6 Opening return packages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Level 2 - Working with Project Packages v

vi Level 2 - Working with Project Packages
 1

About project packages

 1 About project packages

In Trados Studio, you can use a project as a basis to create packages, which you can then
send by email and other such means to other Trados Studio users for translation or review.

Project packages contain the following:

• files to translate
• reference documents (if applicable)
• translation memories
• termbases (if applicable)

Note:

Collaboration systems such as GroupShare or Trados Team allow you to conveniently assign
tasks to team members online. Trados Studio seamlessly integrates with such systems,
providing an easy way for team members to work together in real-time. Project packages,
on the other hand, offer you a fully offline way of assigning tasks: you send the translatable
files to the translators or reviewers in a ‘traditional’ way, such as by email.

A package-based workflow includes the following steps:

1. The project manager creates the project.
2. The project manager then creates one or more packages from the project and sends
them out to translators and/or reviewers.
3. The translators and/or reviewers open the project packages and translate or edit the
files contained therein.
4. The translators and/or reviewers create return packages and send them back to the
project manager. The return packages contain the translated or reviewed bilingual
SDLXLIFF files.
5. The project manager opens the return packages, and the translated or reviewed
SDLXLIFF files are imported back into the original project, thereby overwriting the
original untranslated or unreviewed SDLXLIFF files.
6. The project manager then finalizes the project.

Note that project packages can only be created in the Professional Edition of Trados Studio.
With the Freelance Edition you cannot create packages from your own projects and assign
them to another user. This means that step 2, above, cannot be done with the Freelance
Edition.

With the Freelance Edition, you can open project packages sent to you by a project manager
or customer, translate or review the files contained in the package, and send back a return
package (steps 3 and 4).

In the following exercises, you will learn how each step in a package-based process works. If
you are using the Freelance Edition, you can if you wish skip ahead to the section where
we show you how to open project packages (Opening a project package). Alternatively, you
can go through the sections that explain how to create a project package to acquire some
potentially useful background knowledge.

2 Level 2 - Working with Project Packages

 2

Setting up the translators

 2 Setting up the translators

About this task

For this exercise, we will create a project with four target languages: German, French,
Spanish, and Italian. We will then create four project packages and assign each package to a
fictitious translator. Before we create the project and the packages, we will need to set up
four such translators. To do this, take the following steps:

Procedure
1. Go to File > Setup > Users
2. In the Users window you will see your own user, but you cannot assign packages to
yourself. Enter the name of the first user, for example, Translator German. Enter the
username in the Name column where it says Start typing.

3. Press the Tab key to move to the other columns. The other fields, such as Email and
Descritpion are not required, so there is no need to fill them in for the purpose of this
exercise.
4. To save the user, press the Enter key. This will insert a new, empty line above the user
that you have just added. Repeat these steps to add the other three users: Translator
French, Translator Spanish, and Translator Italian.

5. When you have created all of the users, click OK.

Note:

For our purposes, it is sufficient to enter fictitious users. In real life, you would enter the
names of the actual translators and reviewers including their email addresses. For this
exercise, however, pseudonyms such as ‘Translator DE’ will work fine. Note that Trados Studio
does not assign and send out packages automatically. Trados Studio creates the packages,
and you then have to send them to the members of your team via email, file share, and other
such means.

4 Level 2 - Working with Project Packages

 3

Creating the sample project

 3 Creating the sample project

We will now set up the sample project from which you will create the packages for your
fictitious translators.

Create a project including the files in the following folder:

..\Sample Files\10 - Project Packages\Documents

Selecting the language pairs

Select English (US) as the source language and German, French, Spanish, and Italian as the
target languages, as shown in the following screenshot:

Note:

You can quickly select the target languages by entering the following language codes: de-de,
fr-fr, it-it, es-es

Give your project a name such as Sample Project Search Types.

Setting the PDF file as reference

The PDF file is intended to be for reference and not for translation. To set this file as
reference, click the dropdown list in the Usage column, select the value Reference, and
click OK.

Setting files as reference means that they are not converted to SDLXLIFF and are excluded
from processes such as file analysis and pre-translation. We are including reference files in
the project packages that we create because they could provide useful background
information for translators and reviewers.

6 Level 2 - Working with Project Packages

 Creating the sample project 3

Configuring the general settings

Click Next, and then configure the following options:
• Select the checkbox Allow source editing. This will allow the package recipients to edit
source segments in order, for example, to correct spelling mistakes. Note that if you do
not select this option, the recipients will not be able to change this setting themselves.
By the same token, not enabling this option allows you to prevent translators and
reviewers from editing source content.
• Select a project due date, for example, a day one week from the current date. This is
useful to track the due dates, especially if you are managing multiple projects. If a project
is not completed by the due date, it will be highlighted in red. However, Trados Studio
will not send out automatic reminders unless you are using a system such as GroupShare
or Trados Team.
• Select the checkbox Users assigned to a project package must run verification before
returning the package. By enabling this option you force the package recipients to
run a verification (such as a QA check and tag check) on the translated files. That way,
they will be prompted to look at issues such as missing tags and redundant spaces before
creating the return package to send back to you. The checks that are included depend
on how you configure QA Checker when setting up the project. Translators and reviewers
will obviously not be prompted to check for redundant spaces, for example, unless you
enable the check for redundant spaces. Note that the recipients will be prompted only to
look at issues found during verification; they will not be forced to correct such issues.

The above settings are shown in the following screenshot:

Selecting the TMs

About this task
Click Next to proceed to the Translation Resources page. Select the four TM files, which
are stored in the sample files folder:
..\Sample Files\10 - Project Packages
To add the TMs, take the following steps:

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 3 Creating the sample project

Procedure
1. Click Use > File-based Translation Memory
2. Select all of the TM files at once.
3. The TM files will be automatically assigned to the correct language pairs.

Selecting the termbase

Click Next to go to the Termbase page. Click Use > File-based MultiTerm Termbase.

Select the following termbase file:

..\Sample Files\10 - Project Packages\Software.sdltb

Configuring the QA Checker options

About this task
Skip ahead to the Summary page to configure the QA Checker options, and then take the
following steps:

Procedure
1. Click All Project Settings, and then select Verification > QA Checker 3.0 >
Inconsistencies.

2. Select the checkbox Check for repeated words in target. Note that this verification
option will apply to all of the target languages. The options here are generic options that
apply to any target language. You can also configure target-language-specific options
if some rules are only relevant for specific target languages, which will explore in the next
step.

8 Level 2 - Working with Project Packages

 Creating the sample project 3

3. Select Language Pairs, and then pick the language pair English -> German.

4. Below the language pair, select Verification > QA Checker 3.0 > Punctuation.
5. Select the checkbox Check for multiple spaces.

6. Now select the verification options below the language pair English -> French.

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 3 Creating the sample project

7. Here, we will again select the checkbox Check for multiple spaces. Also select Check
for unintentional spaces before and French compliant check, as shown in the
following screenshot:

8. Now select the verification options for the language pair English -> Spanish. Select the
checkboxes Check for multiple spaces and Check for Spanish punctuation.

9. Select the language pair English -> Italian, and then under Verification > QA Checker
3.0 > Punctuation select the checkbox Check for multiple spaces.
In these examples, we have assumed that specific verification options only make sense
for a particular target language while others are common to any target language.
10. Click OK to apply the QA Checker configuration. Note that the settings that you have
configured here will be included in the project package for each translator.

What to do next
Finally, click Finish to create the project, and then click Close.

Creating the project packages

Trados Studio has now switched to the Project view, and the newly created project should
already be selected. To create the packages for our four fictitious translators, take the
following steps.

Determining how many packages to create

10 Level 2 - Working with Project Packages

 Creating the sample project 3

Procedure
1. Click Create Project Package in the ribbon.

2. This will open the Create Project Package wizard. On the first page, you will see a list
of all of the files for each of the different project languages, as shown in the following
screenshot. Note that the PDF reference file is also included. Here you can de-select any
files that you do not want to include in the packages. In this case, however, we want
the packages to contain all of the files, so simply click Next.

3. On the next page, specify the target folder in which you want the package files to be
created. Leave the default folder selected or click Browse to select a different folder.
4. On this page, you can also decide whether you want to create just one package for all
target languages or a separate package for each target language. We will assign one

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 3 Creating the sample project

package per target language by selecting Create a package for every project
language. This will enable further options for sub-dividing the packages, if you want,
for example, two different German packages with a maximum of 200 words each. For the
purpose of this demonstration, however, we will not split the packages any further.
Click Next to continue.

Assigning one user per package

About this task
To assign each package to a user, take the following steps:

Procedure
1. Make sure the German package (Search Types Project_de-DE) is selected on the left-hand
side, and then pick the user Translator German from the Assign to dropdown list.

2. The default task is Translate. In the Task dropdown list, you will find other tasks such
as Review or Error. We require translation, so leave Translate selected.
3. By default, the package due date corresponds to the project due date. Usually, though,
you will want the translated return package delivered before the project due date, as you
may want to have it reviewed. Change the package due date to an earlier date, such as
two or three days before the project due date.

12 Level 2 - Working with Project Packages

 Creating the sample project 3

4. Optionally, you can also enter a comment for the recipient, which they will see when
they receive and open the package.
5. Repeat the above steps for the French, Italian, and Spanish packages. (Different packages
can have different due dates, such as when specific target languages are more urgent
than others.) Click Next to continue.

Note: You will need to assign one user per package, even if it is just a fictitious user. If you
do not assign a user, you will not be able to proceed.

Resources to include in a package

On the last page of the package creation wizard, you can determine which linguistic
resources (TMs, termbases, and so on) to include in the packages.

By default, Trados Studio will create what we refer to as a ‘project TM’ and include it in each
package. A project TM is an extract of the main TM, the one that you added when creating the
project.

By way of example, imagine that you have created a project with an English -> German TM
that contains 10,000 segments. During analysis, Trados Studio determines that 200 out of
those 10,000 segments apply to the project files. This means that the main TM contains
200 exact and fuzzy matches that are relevant to the project files. In this situation, Trados
Studio will create a smaller project TM that contains those 200 segments and include it in the
package file.

This is what the option Create a new file-based project translation memory for every
packagedoes. It is selected by default because it corresponds to common industry practice:

Level 2 - Working with Project Packages 13

 3 Creating the sample project

Project TMs offer the following advantages:

• They are small, so the package size stays limited.
• Package recipients only get the TM matches that are relevant for the project and not
any content from other projects.

However, there is also one disadvantage:

• Project TMs contain only a limited number of segments, so they are less likely to be
helpful to translators when doing a concordance search.

For this reason, you can also include the main translation memories by selecting the
corresponding checkbox under File-based resources. Trados Studio will then include a full
copy of the main TM in the package. For this exercise, however, we will leave the default
options selected, meaning that our fictitious translators will get only the smaller project TMs.

For termbases, however, you have the more straightforward choice of providing a copy of
the full termbase or nothing. There is no such thing as a project termbase.

Let us imagine that we want our translators to have the termbase file so that they can benefit
from active terminology recognition. Select the checkbox Termbases, as shown in the
following screenshot:

Note:

When you use a collaboration system such as GroupShare or Trados Team, you do not need
to include the full termbase or TM files in a package. Such resources can be shared online
in real-time. All that your translators and reviewers require is a link to the TMs and termbases
and a login.

Click Finish to create the project packages.

Sending out the project packages

Wait for the project packages to be created. You will then see a Completed message next to
each package, as shown in the following screenshot:

14 Level 2 - Working with Project Packages

 Creating the sample project 3

Click Open Target Folder to open the folder that contains the packages. These are the files
that you need to make available to your translators by email, a file-sharing system, or other
such means. Trados Studio will not send out the package files automatically.

If you have MS Outlook installed, you can save yourself some work by clicking Send package
by Email. Trados Studio will automatically generate one email per package. These emails
will reference the recipients’ email addresses (provided that you specified an email when
setting up the users) and include the package file as an attachment. The emails will also
include information such as the package due date and the type of task (such as translation
or review), as well as any comments that you entered when creating the packages.

Level 2 - Working with Project Packages 15

 3 Creating the sample project

Note that this only works with MS Outlook. Also note that, although Trados Studio will
prepare the emails for you, you will still need to click the Send button yourself.

Click Close to close the package creation wizard.

Viewing the task history

If you create a large number of projects during a particular period of time and assign
packages to multiple users, you could begin to lose track of who received which package.
Helpfully,Trados Studio automatically keeps track of such information, so there is no need to
record it in, say, an Excel sheet. In the Projects view, click Task History at the bottom of
the application window, as highlighted in the following screenshot:

This will show a list of all the tasks that have been performed on the project. Here you can
track who received which translation task and when the task is due.

This is one of the advantages of working with project packages. Obviously, you could open
the project folder in your file manager, compress the files with a zip application, and forward
the zipped files to their recipients. However, this requires additional manual work, and

16 Level 2 - Working with Project Packages

 Creating the sample project 3

Trados Studio will not log who has received which package file. More importantly still, you
will miss out on the convenience of having the project files updated automatically when you
import a return package from a translator or reviewer, something that we will be discussing
in the later sections.

Note:

Trados Studio keeps a copy of the project packages that you have sent out and the return
packages that you have received within the folder structure of your project. Click Open
Project Folder in the ribbon to open the location in which your project is stored. There you
will find a ‘Packages’ sub-folder. Below this folder, you will find an ‘Out’ folder, which contains
copies of the project packages that you have created. The file names include the date and
time when the packages were created.

Note: You cannot open packages that you created yourself, as you will discover if you
attempt to double-click the package files to open them in Trados Studio.

Summary
The above exercises were primarily geared towards project managers. We will now
summarize the main points before moving on to the use of packages by translators:
• From a project you can create packages to assign work to translators and reviewers.
These packages contain the files to translate or review, any reference materials, and
linguistic resources such as TMs and termbases.
• You can create one project package that contains the files for all of the target languages
or one package per target language.
• When creating a project package, you can choose to include a project TM, which is a
subset of the main TM. This keeps the package size small and makes sure that translators
get only the segments that are relevant to the files that they need to translate.
Alternatively, you also include a copy of the main TM, which will yield more concordance
search results.
• The package contains all of the project settings including, for example, the QA Checker
settings. You can configure the packages so that the translators or reviewers are made to
run a verification before they can create the return package and send back the
translated/edited files.
• You can also include the full termbase file in the package. It is not possible to generate
a subset of the termbase that includes only the terms relevant to the project.

Level 2 - Working with Project Packages 17

 3 Creating the sample project

• You can forward the project packages to the recipients via email, file share, and so on.

18 Level 2 - Working with Project Packages

 4

Opening a project package

 4 Opening a project package

About this task

We will now look at packages from the translator’s perspective, starting from the basis that
we have just received a project package. The sample packages for this exercise can be found
in the following folder:
..\Sample Files\10 - Project Packages\Project packages
The above folder contains pages that go from English to German, French, Spanish, and
Italian. Pick the package with the target language that you feel most comfortable with.
Imagine that you are a translator who has just received a project package. Take the following
steps to open your package:

Procedure
1. Switch to the Welcome screen of Trados Studio, and then click Open Project Package.

2. Browse for the package file with your preferred target language, for example, Search
types project_de-DE.sdlppx, and then double-click the file.
3. This will bring up the Open Package window. Here, you can view the total number of
files that the package contains, the number of words that still require translation, the due
date, and other information, as shown in the following screenshot:

20 Level 2 - Working with Project Packages

 Opening a project package 4

4. This window also lists the translatable files and their pre-translation progress. You can
preview a file if you want to get an idea of what the files look like before you extract the
package. To do this, select any translatable file, and then click View File, as highlighted
in the following screenshot:

This will open the file in a side-by-side view:

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 4 Opening a project package

Note that you can only view the file; you cannot edit it here. If you preview the PDF
reference file, it will open in your PDF viewer. Close the document preview window at
this point.
5. Next to Project Folder is the path to which the package files will be extracted. Note that
extraction requires an empty folder. If the folder is not empty, you will see a red
exclamation mark next to the folder, as shown in the following screenshot:

If this happens, select the checkbox Append project name to project folder. This will
create an empty project folder with the same name as the project.
6. Click Finish to extract the package to the project folder, and then click Close. Trados
Studio will switch to the Projects view. Note that the package has been imported and is
now listed as a project.

What to do next
Double-click the project to view the files in the Files view:

22 Level 2 - Working with Project Packages

 5

Processing the package files

 5 Processing the package files

Double-click the PDF reference file, which will open in your PDF viewer application (such as
Edge or Adobe Acrobat). This is how you would view the reference file content, which might
include relevant information to help you translate the project files.

Opening all files for translation

Before you begin

Close the reference file and go back to the translatable files. Take the following steps:

Procedure
1. Select all four translatable files, and then click Open for Translation in the ribbon.

2. As the files are quite repetitive and contain a lot of cross-file repetition, it is helpful to
open them all at once in this way, which will ‘virtually merge’ the files into one. While the
four files are open in the Editor view, they look and behave as if they were one big file.
This makes it easier to auto-propagate repeated segments across all four files.
3. Note the orange-colored markers, which indicate where one file ends and the next one
starts.

You can hide these file markers, which makes the file look and feel more like one
coherent document. To do this, switch to the View menu and click Hide file tags. To
make the file markers re-appear, click this button again.

24 Level 2 - Working with Project Packages

 Processing the package files 5

4. When you create a preview, it will apply only to one specific document. For example, if
you are in segment 2 of the first document and you press Ctrl+Shift+P to generate the
preview in your Web browser, only the first document will be previewed.

Changing the project settings

The package inherits any settings from the project that were originally created by the project
manager. As the translator or reviewer, you can change most (but not all) of these project
settings, for example by adding your own TMs and termbases.

About this task

To check and potentially modify the settings, take the following steps:

Procedure
1. Click Project Settings in the ribbon. In the Project Settings window, click the Project
icon in the upper-left corner. In our case, the project manager has enabled the option
Allow source editing, but not Enable merging segments across paragraph. As you can
see, these options are grayed out, which means that they cannot be changed. Unless
the project manager has allowed you to merge across paragraphs, you will only be able
to merge segments within the same paragraph.

2. Settings that you can modify include the verification settings. Select Verification > QA
Checker 3.0. Look at the Inconsistencies and Punctuation pages and note the options
that the project manager has activated, as shown in the following screenshot:

You could change the verification settings if, for example, you wanted to add your own

Level 2 - Working with Project Packages 25

 5 Processing the package files

items to the Word List check. For our purposes, however, we will leave the settings
unchanged.
3. You may sometimes want to add your own TMs or an automated translation system. To
do this, go to Language Pairs > All Language Pairs > Translation Memory and
Automated Translation. . Note that here you will see the name of the project TM, which
was included in the package. Note that project TMs appear as a subset of their parent
TM, as shown in the following screenshot.

4. Click Use > Cloud-based resources.... If you are not yet logged in to your Trados
account, you will be prompted for your username and password at this point. Click Save
to add the generic NMT engine to the project.

5. The machine translation provider will now appear below the project TM, which was
included in the package. This will help you translate the documents more quickly during
the exercise that now follows.
6. Click OK to return to the document.

26 Level 2 - Working with Project Packages

 Processing the package files 5

Translating and verifying the

documents
As an exercise, translate the files using the NMT suggestions and edit them as required.

When you have finished, you can apply the QA profile from the package to your translation.
Either press F8 or select the Review tab, and then click Verify. This will run the verification
according to the QA parameters defined in the package.

When issues such as multiple spaces are found, they are reported as shown in the following
screenshot:

We assume for the purpose of this training module that you are already familiar with how to
deal with QA errors. (This is discussed in detail in the ‘Terminology Verification and Quality
Assurance’ module.) Fix any issues as required and make sure that all of the segments are
confirmed.

Note:

Our fictitious project manager has configured the package to require you to run the
verification before you can create a return package. In this situation, you have to perform
the verification, but you are not obliged to correct any issues. It is up to you to decide whether
a QA message requires action or not.

When you have translated and verified the documents, close them by clicking File > Close
or pressing Ctrl+F4. Note that the files are only merged while they are open in the Editor
view. When you return to the Files view, the documents are again listed as four separate files.

Level 2 - Working with Project Packages 27

 5 Processing the package files

Creating the return package

The project manager sent you a package, and so when you have finished working on the
files, you will need to send back a return package containing all of the translated or reviewed
SDLXIFF files. Note that reference files, TMs, termbases, and so on are not included in return
packages.

About this task

To create a return package from your translated files, take the following steps:

Procedure
1. Select all of the translated files, and then click Create Return Package in the ribbon.

2. In the Create Return Package wizard, click Next.

3. The File Verification page lists any QA issues that are still unresolved. This is just a
reminder of any issues that might have been left in the documents. As mentioned, in
technical terms at least, you are not obliged to correct any issues. We will assume that
there are no issues to resolve, so click Next.

28 Level 2 - Working with Project Packages

 Processing the package files 5

4. On the File Selection page, make sure that all four files are selected. You can deselect
files if you want to deliver them later (in a separate return package). Note that the return
package name does not need to be the same as that of the original package. You can
change the name to anything you like, for example David_Return_Package. We will assume
here that your return package should contain all translated files, so click Next.

5. The next page shows the folder in which the return package will be created. Optionally,
you can also add a comment, which will appear when the project manager opens your
return package. Let us leave the default options unchanged and click Finish to create
the return package.
6. It should only take a few seconds for Trados Studio to create the return package. If you
have MS Outlook installed, you can click Send package by Email to generate an email
with the return package file as an attachment. Note, as before, that Trados Studio will
not send the email automatically. You will still need to click Send to send the email.

Level 2 - Working with Project Packages 29

 5 Processing the package files

7. Alternatively, click Open Target Folder to show the return package file. You can forward
the return package to the project manager by email, file share, or another method of
your choosing.

8. Finally, click Close.

Note: For the package workflow, we recommend that all users (project managers,
translators, and reviewers) have the latest version of Trados Studio installed. At the time of
writing this was Trados Studio 2022. However, it is possible to use different versions of Trados
Studio within the package workflow. For example, if the project manager creates the
package in Trados Studio2021 and the translator works with Trados Studio 2019, it is still
possible for them to open the package, translate the files and generate a return package,
which the project manager can then open.

There may be minor discrepancies, such as if a higher version of Trados Studio can process
a file format not supported in a lower Trados Studio version. In this case, translators can open
and translate the SDLXLIFF files generated from the original file format, but they will not be
able to generate a file preview. For example, older versions of Trados Studio (such as Trados
Studio 2017) did not support Adobe PhotoShop. If users of Trados Studio 2017 receive a
package containing SDLXLIFF documents generated from PhotoShop files, they will be able
to translate the files in the package, but not create a preview

30 Level 2 - Working with Project Packages

 Processing the package files 5

Summary
This concludes the section on packages from the translator’s viewpoint. We will now
summarize the main points:
• Project packages are sent to you by your customer or project manager. They contain the
translatable files, any reference files, a project TM and/or other linguistic resources
such as main TMs and termbases.
• When opening a project, you can view information such as the number of files, the word
count, due date, and any comments entered by the project manager. You can also
preview the translatable files in a side-by-side view.
• The package content is extracted to a folder, which must be empty. This turns the
package into a project, which you then handle in Trados Studio in the usual way.
• The package contains all of the project settings configured by the project manager, such
as the QA Checker options. The project manager can configure the package so that
you have to run the verification before you can create the return package. You are then
required to run the verification, but you are not technically obliged to correct the issues
reported, for example, if you think that an issue reported by QA Checker does not
require action.
• You can still adapt the project settings after importing the package, if you want, for
example, to add your own TMs or NMT providers. The only settings that you cannot
change are the options that allow you to edit source segments and merge segments
across paragraph marks.
• After translating or reviewing the documents, you will create a return package. The
return package contains the translated or reviewed SDLXLIFF files and not linguistic
resources such as termbases or TMs.

Level 2 - Working with Project Packages 31

 5 Processing the package files

32 Level 2 - Working with Project Packages

 6

Opening return packages

 6 Opening return packages

Before you begin

We will now return to the project manager’s perspective to open and import return packages
delivered by our fictitious translators. We will also add an extra complication that shows
you how to take over a project initiated by another project manager.
Imagine the following scenario:
• Your colleague created a project from English into German, French, Spanish, and Italian.
• She created four project packages and forwarded them to four different translators.
• Your colleague then went on holiday before she was able to import the return packages
and finalize the project.
You now need to take over your colleague’s project. The four translators have sent their
return packages to you, and you will find them in the following folder:
..\Sample Files\10 - Project Packages\Return packages
Take the following steps:

Procedure
1. Switch to the Welcome view of Trados Studio and click Open Project Package. Note
that this function allows you to open both project and return packages.

2. Select one of the package files from the above folder.

3. You will then be able to view the return package content: the total number of files and
words and the translation progress for each file, which you would normally expect to be
100%, as shown in the following screenshot. This allows you to double-check whether
all segments have been confirmed.

4. Click Finish to import the return package content. When you do so, however, you will
see the following error message:

The reason for this is that you cannot import return packages if the project that the packages
belong to is not open in Trados Studio.

You must therefore first open your colleague’s project by taking the following steps:
1. Cancel the Open Project wizard, and then switch to the Projects view.
2. Click Open Project in the ribbon or press Ctrl+O

34 Level 2 - Working with Project Packages

 Opening return packages 6

3. Browse for the project file located in the following folder: ..\Sample Files\10 - Project
Packages\Sample Project Spelling Checker
4. Double-click the file Sample Project Spelling Checker.sdlproj. This will add the project of
your imaginary colleague to your projects list. Of course, this only works if you and your
colleague store your projects on a shared drive, rather than the local drive of your PCs.
To prove, for the purpose of this demonstration, that the files in the current project (that is,
before you import the return package) are untranslated, take the following steps:
1. Switch to the Files view. Note that no progress is shown for the translatable files.
2. Use the Language dropdown list in the navigation pane on the left-hand side to switch
between the different target languages.

3. Note that there is no progress for any of the files, as highlighted in the following
screenshot:

You can now import the first return package by taking the following steps:
1. Go back to the Projects (or Welcome) view, and then click Open Package.
2. Select the first package from the folder ..\Sample Files\10 - Project Packages\Return
packages, for example Return Package_de-DE.sdlrpx. Note that the return packages do
not have to have the same name as the project itself. Also, there is no need to actively
select the target project. The return packages ‘know’ which project they belong to. The
assignment of package to project is controlled in the background by a unique identifier.
3. Double-click the return package file, and then click Finish to start the import.

Level 2 - Working with Project Packages 35

 6 Opening return packages

4. This time, the import process will work. The translated SDLXLIFF files will replace the
untranslated SDLXLIFF files in your project. When the import has finished, click Close.
5. Return to the Files view, making sure the target language of the return package that
you have just imported is selected on the left. The files should now have a translation
progress of 100%, as shown in the following screenshot:

6. Repeat the above steps to import the return packages for the three remaining target
languages.

36 Level 2 - Working with Project Packages

 Opening return packages 6

Note:

After importing all of the packages, you will find copies of the return packages in the
subfolder ‘..\Packages\In’ of your project.

You can now finalize the project by running the Finalize batch task on the whole project.

After finalizing the project, you can also export the target documents for all project
languages to a folder of your choosing. To do this, take the following steps:
1. Make sure that your project is still selected in the Projects view.
2. Click Batch Tasks > Export Files

3. In the Batch Processing window, click Next twice.

4. Under Export files to the following location, you will see an export path suggested by
Studio. You can, if you wish, select another path by clicking Browse, if for example,
you have a shared folder where you want all of the finalized target files to be stored.

5. Click Finish to start the export, and click then Close.

6. Go to the export folder, where you will find a sub-folder for each target language, named
for example de-de. These folders contain the MS Office target files.

Level 2 - Working with Project Packages 37

 6 Opening return packages

Summary
• Opening a return package will import the translated SDLXLIFF files into your project.
• You can only import the return package content if you have created or opened the
original project that the packages belong to.
• You can open a project created by another user (for example, a colleague who is now on
vacation) by pressing Ctrl+O and selecting the corresponding *.sdlproj file.
• After importing the return package(s), you can process the project files further by, for
example, reviewing and finalizing them.
• You can copy the target files for all project target languages to a specific folder using
the Export Files batch task. This is useful when a project contains multiple files in several
languages.

About RWS
RWS Holdings plc is a unique, world-leading provider of technology-enabled language, content and intellectual property services. Through content
transformation and multilingual data analysis, our unique combination of technology and cultural expertise helps our clients to grow by ensuring they
are understood anywhere, in any language.

Our purpose is unlocking global understanding. By combining cultural understanding, client understanding and technical understanding, our services
and technology assist our clients to acquire and retain customers, deliver engaging user experiences, maintain compliance and gain actionable insights
into their data and content.

Our clients include 90 of the world’s top 100 brands, the top 20 pharmaceutical companies and 19 of the top 20 patent filers. Our client base spans
Europe, Asia Pacific, and North and South America. We work in the automotive, chemical, financial, legal, medical, pharmaceutical, technology and
telecommunications sectors, which we serve from 80+ global locations across five continents.

Founded in 1958, RWS is headquartered in the UK and publicly listed on AIM, the London Stock Exchange regulated market (RWS.L).

For further information please visit www.rws.com.

© 2022 All rights reserved. Information contained herein is deemed confidential and the proprietary information of RWS Group*.

*RWS Group shall mean RWS Holdings PLC for and on behalf of its affiliates and subsidiaries.

38 Level 2 - Working with Project Packages

Level 2 - Using TM Segment
Fragments
Trados Studio 2022

July 2022
Legal notice
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ii Level 2 - Using TM Segment Fragments

this may be reproduced, stored in or introduced into a retrieval system, or transmitted in
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Level 2 - Using TM Segment Fragments iii

iv Level 2 - Using TM Segment Fragments
 Contents
1 What are segment fragments? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

2 Creating the sample project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Upgrading the TM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Adding the termbase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

3 Using segment fragments while translating . . . . . . . . . . . . . . . . . . . . . . 9

Retrieving fragments based on whole TUs . . . . . . . . . . . . . . . . . . . . . . 10

Retrieving segments based on partial TUs . . . . . . . . . . . . . . . . . . . . . . 11

Enabling fragment search in the project settings . . . . . . . . . . . . . . . . 12
Using segment fragments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Applying character formatting automatically . . . . . . . . . . . . . . . . . . . 14

Fuzzy match repair . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

4 AutoSuggest dictionaries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Creating an AutoSuggest Dictionary . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Adding an AutoSuggest dictionary to a project . . . . . . . . . . . . . . . . . . . 22

Using the AutoSuggest dictionary during translation . . . . . . . . . . . . . . . 23

5 Fine-tuning AutoSuggest settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

6 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Level 2 - Using TM Segment Fragments v

vi Level 2 - Using TM Segment Fragments
 1

What are segment fragments?

 1 What are segment fragments?

You are by now familiar with the idea that a TM can provide fuzzy and exact matches while
you translate.

Imagine that the following segment is already stored in your TM:

(1) Please click the right mouse button.

You now need to translate a similar segment, for example:

(2) Please click the left mouse button.

In this case, you will get a fuzzy match, as the two segments are nearly identical.

However, you will not get a match when you translate the following segment:

(3) When you click the right mouse button, a context menu will open.

The third segment contains the terms click and mouse button, which are also in the first two
segments. Taken as a whole, however, this segment is too different from the first two
segments for the TM to recognize it as a fuzzy match.

In situations like this, it would be helpful if the TM automatically suggested a translation for,
say, the term right mouse button. As it stands, to identify a target term from the TM, you
would need to manually launch a concordance search, look through the results, identify the
term, and then manually enter it into your translation.

This is obviously not as convenient as having the target term suggested automatically while
you type. Here, though, is where segment fragment matching comes in. Fragment matching
enables a TM to identify the translation of a source string, even if the position of the target
string within the sentence is different than in the source sentence. For example:

Source: When you click the right mouse button, a context menu will open.
Target: Ein Kontextmenü öffnet sich, wenn Sie auf die rechte Maustaste klicken.

For fragment matching to work, your TM must contain at least 5,000 translation units. The
more segments are stored in the TM, the bigger the corpus of data, and the better the TM will
be able to identify terms and other strings of text (fragments) in source and target. By
identifying such fragments in your segments, the TM can provide you with better support
during translation. Even if no exact or fuzzy match is found, the TM can still offer segment
fragments, and you no longer need to manually look up parts of a segment with the
concordance search.

Remember:

Of course, you can still use the concordance to search the TM for specific strings of text.

2 Level 2 - Using TM Segment Fragments

 What are segment fragments? 1

The sample TM provides for this exercise can be found in the following folder:

..\Sample Files\11 - Segment Fragments

It contains over 40,000 translation units and is therefore big enough to offer plenty of
segment fragments.

Level 2 - Using TM Segment Fragments 3

 1 What are segment fragments?

4 Level 2 - Using TM Segment Fragments

 2

Creating the sample project

 2 Creating the sample project

Create the sample project including the following file for translation:

..\Sample Files\11 - Segment Fragments\Publication Officielle FR.docx

Select French as the source language and English UK as the target language, as this is the
language pair of our sample TM. Give your project a name such as Segment Fragments Project.

Proceed to the Translation Resources page of the Create a New Project Wizard, click Use
and select the following file-based TM:

..\Sample Files\11 - Segment Fragments\Sample TM Fr-En.sdltm

Upgrading the TM
About this task
When you add the TM, you will see that it is marked with an orange warning triangle, as
shown in the following screenshot:

Hover over the triangle with your mouse pointer to display a tooltip indicating that an
upgrade is recommended to enjoy upLIFT benefits. upLIFT is the technology that leverages
segment fragments from TMs to increase translation productivity. By default, TMs are not
enabled for fragment matching and first need to be upgraded. To upgrade your TM, take the
following steps:

Procedure
1. Make sure the sample TM is selected, and then click Upgrade.

2. This will open the Upgrade Translation Memory window, which shows the progress of

6 Level 2 - Using TM Segment Fragments

 Creating the sample project 2

the upgrade process. Upgrading a TM file with about 40,000 units will usually take 20 to
30 minutes, but the benefits of upLIFT make it well worthwhile.

3. When the upgrade is finished, click Close. The warning triangle will now have
disappeared from the TM icon, as shown in the following screenshot:

Note:

TMs only need to be upgraded once. New segments that you add to the TM as you translate
are interactively indexed for fragment matching.

Another TM upgrade may be required when you upgrade Trados Studio to a new service
release or install a major release. This is because the upLIFT algorithm keeps improving as
new Trados Studio versions come out. If that happens, the warning triangle will re-appear
next to the TM name. We recommend you to upgrade the TM again at such times in order
to benefit from the latest enhancements.

Upgrading is only required for file-based TMs. GroupShare (server-based) TMs do not require
upgrading, as this is done automatically on the server-side.

Looking at the TM file, you will notice that it has now grown from about 80 MB to over 450
MB. Upgrading TMs can increase their size considerably, as fragment matching requires
additional information to be stored within the TM file. This is not usually a problem, given
that modern PCs normally have more than enough disk space to handle such file sizes. Nor
should you experience performance-related issues, unless you are sharing the TM file over a
network with multiple users. Even with the increased file size, you should still be able to
work smoothly with Trados Studio and not experience time lags when retrieving matches.

For more information on sharing TM files over a network, please refer to:
https://gateway.sdl.com/apex/communityknowledge?articleName=000005098

Level 2 - Using TM Segment Fragments 7

 2 Creating the sample project

Note:

Trados Studio creates a backup of the original file before upgrading the TM. In the unlikely
event that you encounter problems following the upgrade, you can still delete the upgraded
SDLTM file and rename the BAK file, for example from Sample TM Fr-En.sdltm.000.bak to
Sample TM Fr-En.sdltm.

Adding the termbase

Proceed to the Termbases page. Click File > File-based MultiTerm Termbase, and add the
following sample termbase file to your project:

..\Sample Files\11 - Segment Fragments\sample.sdltb

Click Finish to create the project, and then click Close. Double-click the project, and then
double-click the sample file to open it in the Editor view.

8 Level 2 - Using TM Segment Fragments

 3

Using segment fragments

while translating
 3 Using segment fragments while translating

We will now translate the document with the benefits of upLIFT.

Retrieving fragments based on whole

TUs
Translate and confirm the first segment. The translation for this segment is Official
Publication. When you reach segment 2, no TM match is available, but Trados Studio has
switched to the Fragment Matches window, as shown in the following screenshot:

Before we translate segment 2, let us look at how Trados Studio is handling the fragment
matches in these first few segments. The terms Publication Officielle and L’Union Européene
have been identified as segment fragments in segment 2. Trados Studio has also identified
the corresponding English translations. Publication Officielle came up in the first segment,
which you translated a moment ago, and now reappears as part of segment 2.

The term L’Union Européene has also been identified as a fragment, appearing, for example,
in segment 4, which consists only of this string:

When you now translate segment 2, these terms will automatically be suggested as segment
fragments as soon as you type the first letter of the target string, for example, o for official
publication, as shown in the following screenshot:

After inserting the fragments, you may have to adapt the segment slightly. The term
EUROPEAN UNION, for example, is suggested in uppercase, as the TM contains the fully
capitalized form.

To correct this, select the term, then press Shift+F3 until it appears in mixed case: European
Union

Confirm the second segment, which will take you to segment 3.

10 Level 2 - Using TM Segment Fragments

 Using segment fragments while translating 3

Retrieving segments based on partial

TUs
For this segment, the string L’Union Européene has again been identified as a segment
fragment and is displayed in the Fragment Matches window. However, this is not the case
for the string Fédération de Russie (Russian Federation).

Since there is no fragment match for it, let us select the string Fédération de Russie, and then
press F3 to launch a concordance search. This will reveal that the string Fédération de Russie
actually comes up in a number of segments in the TM, as shown in the following screenshot
of the Concordance window:

We stated earlier that fragment matching was developed to save you from having to do a
concordance search, by suggesting the target strings automatically.

This worked in segment 2, because the two fragments (Official Publication and European
Union) come up in short translation units (see segments 1 and 4) already in the TM, which
contain only these strings. In these instances, it is easy for Trados Studio to identify the target
string, because the segment contains nothing else, and so no sophisticated fragment
matching algorithm (or indeed TM upgrade) is required.

As we see from our Concordance search, however, Fédération de Russie is only present in
longer TM segments such as:

Level 2 - Using TM Segment Fragments 11

 3 Using segment fragments while translating

Décision 2013/263/UE du Conseil du 13 mai 2013 relative à la signature, au nom de l'Union

européenne, de l'accord entre l'Union européenne et la Fédération de Russie concernant les
précurseurs de drogues (JO L 154 du 6.6.2013, p. 5).

Council Decision 2013/263/EU of 13 May 2013 on the signing, on behalf of the European Union,
of the Agreement between the European Union and the Russian Federation on drug precursors
(OJ L 154, 6.6.2013, p. 5).

In these cases, it is more difficult for Trados Studio to identify the target term.

Enabling fragment search in the project settings

About this task
Upgrading your TM does nonetheless make it possible to identify segment fragments such
as these that sit within longer segments. To do this, we will enable the fragment search in the
project settings. Take the following steps:

Procedure
1. Click Project Settings in the ribbon.
2. Below Translation Memory and Automated Translation, click Search.

3. Select the checkbox TU Fragment. Then enter 2 as the minimum number of words for a
match and the minimum number of significant words for a match, as highlighted in
the following screenshot:

The fragment search can be fine-tuned by specifying the minimum number of words that a
fragment must have in order to be considered a match.

For example, if you enter a minimum number of one word, then you risk getting a lot of
unhelpful fragments such as cat, dog, mouse, white, blue, red, and so on. If you enter a high
number of words (such as ten), you are unlikely to get any fragment matches at all, as the
recognition threshold will be too high.

Two seems a good compromise: with a minimum number of two words, you will get
fragments such as Russian Federation.

12 Level 2 - Using TM Segment Fragments

 Using segment fragments while translating 3

The difference between minimum words and minimum significant words is that
significant words exclude things like prepositions. For example, "Speaker of the White House"
has five words, but only three significant words.

Entering the value 2 should guarantee that you will get enough fragment matches for the
purpose of this exercise. In practice, you may need to experiment to find out what the most
suitable value is for you, one that gives you a reasonable number of matches while avoiding
noise.

Note:

The minimum number of words refers to the source language, and may therefore require
adjustment. If the source language is German, for example, you may want to use a lower
number of minimum words, as German terms are often made up of just one long word. For
example, the English term liability insurance premium would in German be
Haftpflichtversicherungsbeitrag.

Click OK to confirm the change to the project settings.

Using segment fragments

TheFragment Matches window now contains a lot more hits:

Click hit number 2 to view the full segment that it was found in:

Note that in contrast to a concordance search result, the target terms have been identified
and highlighted accordingly.

Now try clicking some of the following hits to view the full segment, which can be useful
when you want to view the full context in which the fragment came up previously.

Clicking on hit 14, for example, will reveal the translation for the term précurseurs de drogues
in the context of its complete segment:

Level 2 - Using TM Segment Fragments 13

 3 Using segment fragments while translating

Let us return to our primary purpose, which is to use the suggested fragments to translate
the segment more quickly. To do this, in segment 3, enter the first letter of the segment, B (for
Between). This will open the following list of suggestions:

You can move up and down in the list and then press Enter to insert the most suitable
suggestion. Note that the list is sorted by fragment length: the longest suggestions are listed
first, as they are deemed more likely to be helpful than the shorter suggestions.

The term drug precursors should also be suggested. Finish translating the segment, and
then confirm it.

Segment 4 was confirmed automatically during pre-translation as it is an exact TM match.

Segment 5 consists just of one word and will be easy for you to translate.

Translate segments 6 and 7 to practice using fragment matches. This should help you get a
feel for handling the suggested fragments. In segment 6, remember that you can toggle
between lower and uppercase by selecting the string and pressing Shift+F3.

Applying character formatting automatically

Use the fragment matches to help you translate segment 8. Before confirming this segment,
take a look at the segment’s character formatting. The word international is formatted in
bold. You could of course apply bold formatting manually to the equivalent word in your
target segment. However, the upgraded TM can also determine which parts of your target
segments require formatting. Simply right-click anywhere inside the target segment, and
then select Auto-Insert Tags. The keyboard shortcut is Alt+Ctrl+Ins.

14 Level 2 - Using TM Segment Fragments

 Using segment fragments while translating 3

Note:

This feature works for character formatting as well as standalone tags such as footnote
reference placeholder tags. The command is called Auto-Insert Tags because tags are used
in the background to define the character formatting.

Confirm segment 8, and proceed to segment 9, which contains some more words formatted
in bold.

Translate this segment by leveraging the suggested fragments and then use Auto-Insert
Tags to apply formatting automatically to your target segment.

Note:

Although Trados Studio uses a sophisticated algorithm to identify the target words requiring
formatting, you may have to correct the formatting manually in some cases.

Fuzzy match repair

You have by now seen plenty of examples of how upLIFT can help you translate faster by
providing segment fragments. This can save you a lot of time, particularly when you have to
translate segments from scratch.

Segment 10 is designed to showcase another upLIFT feature called fuzzy match repair,
which can help you save time when handling fuzzy matches. Usually, you need to edit fuzzy
matches manually to make them fit the current context. The idea of fuzzy match repair,
though, is to have the TM edit the fuzzy match suggestions automatically.

Look at segment 10, shown in the following screenshot:

The fact that this is a repaired fuzzy match is indicated by the wrench icon, which is displayed
in the match value box, as highlighted in the screenshot. You will see the same wrench
icon in the Translation Results window.

In contrast to what happens with ‘standard’ fuzzy matches, this window not only highlights
what has changed in the source (i.e. the differences between the current and previous source
segment), but also picks out any changes that have been made automatically to the
suggested target segment, as shown in the following screenshot:

Level 2 - Using TM Segment Fragments 15

 3 Using segment fragments while translating

In this case, the word international has been crossed out and is now missing in the source.
The ‘repaired’ translation (without the word international) has been placed in your target
segment, so that you do not have to delete the English word international from the target
yourself. As the suggested repaired fuzzy match is correct, you can confirm the segment
without further manual edits.

The repair done in segment 11 is slightly more complex. In this case, the term pays (countries)
has been replaced with états membres (member states).

This repair is correct, so little or no manual editing is required. However, you may want to
edit Member States to be in lower case. To do this, select the string and press Shift+F3 until it
appears in lower case. Confirm the segment to proceed.

In segment 12, the repair looks as shown in the following screenshot:

In this case the string confirmé par écrit has been added to the French source. Trados Studio
has added the string as confirmed by at the end of the target segment, but this addition is
not entirely correct. Naturally enough, fuzzy match repair does not mean that you will never
need to verify and edit the suggested translations. Repaired fuzzy matches are, after all,
fuzzy matches, and you still need to verify and edit them as necessary. In this case, as
confirmed by needs to be manually replaced with as confirmed in writing.

Tip:

If you were not sure how to translate the French par écrit here, you could launch a
concordance search, as shown in the following screenshot:

To find out where the ‘repaired’ strings come from, move your mouse pointer over the
corresponding string in the Translation Results window:

A tooltip shows that this term came from the TM itself. In effect, Trados Studio did a search
of the TM in the background to find out what the English equivalent for the French term
confirmé is.

16 Level 2 - Using TM Segment Fragments

 Using segment fragments while translating 3

Finish editing the current segment as necessary and confirm it.

You should now be in the last segment, which has been repaired correctly. The English term
optional (facultative in French) has been correctly replaced with mandatory (obligatoire in
French). Now hover over the repaired words in the Translation Results window; the tooltip
shows that this time the translation came from the termbase.

From this example, you can see that fuzzy match repair relies on both TMs and termbases
for information on how to adapt target segments automatically.

Tip:

Trados Studio can also consult an NMT engine for information on how to repair a translation
if you have added an NMT provider to your project (which we have not done in this exercise).

Note:

To undo a fuzzy match repair, click Apply Translation without upLIFT Repair in the
Translation Results window. There may be cases in which a standard fuzzy match is easier
to edit than a repaired fuzzy match. Click this button to insert the fuzzy match-based
translation without the repairs into your target segment.

You can also completely disable fuzzy match repair in the project settings. To do this, click
Project Settings. Under All Language Pairs, select Repair, and then select Off next to Editor.

Level 2 - Using TM Segment Fragments 17

 3 Using segment fragments while translating

You should now have translated and confirmed all segments. Save and close the document
to conclude this exercise.

18 Level 2 - Using TM Segment Fragments

 4

AutoSuggest dictionaries
 4 AutoSuggest dictionaries

You have now seen how Trados Studio can automatically suggest (AutoSuggest) segment
fragments directly from the TM. You have learned that AutoSuggest hits can come from
termbases and the (upgraded) TM.

There is another resource that can be used for auto-suggesting terms while you type:
AutoSuggest dictionaries.

AutoSuggest dictionaries are created from a TM. To create an AutoSuggest dictionary, you
select a TM file, which is scanned for useful pairs of source and target strings. These pairs are
then stored in a separate AutoSuggest dictionary file. When translating a document, you
can add the AutoSuggest file to your project and retrieve useful string translations while you
type.

Note:

Unlike TMs and termbases, AutoSuggest dictionaries cannot be updated with new material
during translation. They provide suggestions, but once created do not receive new content.

Creating an AutoSuggest Dictionary

About this task
First, we will create an AutoSuggest dictionary to use in our next exercise. Take the following
steps:

Procedure
1. Switch to the Welcome view of Trados Studio, and then click Create AutoSuggest
Dictionary in the ribbon.

2. On the first page of the New AutoSuggest Dictionary wizard click Browse to select the
TM file (Sample TM Fr-En.sdltm) that you used previously in this module.

3. Select the TM file and click Next. The following page shows you the TM language pair.
Click Next again to continue.
4. The following page shows the TU count. To create an AS dictionary, a TM with at least

20 Level 2 - Using TM Segment Fragments

 AutoSuggest dictionaries 4

10,000 units is required. Our sample TM is well above this threshold, so you can proceed
by clicking Next.

5. The last page of the wizard displays the path for the folder in which the dictionary file
will be created (by default named Sample TM Fr-En_fr-FR_en-GB.bpm). To change the name
and location, click Browse to select a different path and enter a different name.
Alternatively, leave the default path and name as they are (C:\Users\<username>
\Documents\Studio 2022\AutoSuggest Dictionaries\Sample TM Fr-En_fr-FR_en-GB.bpm). It is
a good idea to remember where the dictionary is located, however, as you will need to
add the dictionary file to your project later.

6. Click Finish to create the dictionary. This will take some time, but it will be much quicker
than upgrading the TM.
7. Once the process has finished, click Close.

Level 2 - Using TM Segment Fragments 21

 4 AutoSuggest dictionaries

For your convenience, the already-created dictionary file (..\Sample Files\11 - Segment
Fragments\Sample TM Fr-En_fr-FR_en-GB.bpm) is also available in your sample files folder.
The AutoSuggest dictionary file is about 9 MB in size, notably smaller than the upgraded
TM (which is about 450 MB).

Adding an AutoSuggest dictionary to a

project
About this task
Create another project including the same sample file as before for translation and with
(almost) the same settings, as follows:

22 Level 2 - Using TM Segment Fragments

 AutoSuggest dictionaries 4

Procedure
1. Select French as the source language and English UK as the target language
2. Give your project a different name, such as Official Publication with AS Dictionary
3. On the Translation Resources page, make sure that the TM from the previous exercise
is not selected. If it is, remove it by selecting the checkbox next to it and clicking
Remove.

4. Create a new, empty TM file.

Still on the Translation Resources page, now add the AutoSuggest dictionary file by taking
the following steps:
1. Select French (France) > English (United Kingdom) > AutoSuggest Dictionaries.

2. In the lower-right corner of the window, click Add.

3. Browse for the dictionary file, Sample TM Fr-En_fr-FR_en-GB.bpm, and then double-click to
select it.
4. Click Next to proceed to the Termbases page. Select the same termbase as before.
5. Click Finish to create the project, and then click Close and open the sample file in the
Editor view.

Using the AutoSuggest dictionary

during translation
Translate the first segment. When you type the letter P, the following hit from the
AutoSuggest dictionary should appear:

Press Enter to insert the term Publication into your target segment. Confirm the first
segment, which will take you to segment 2. Start translating as shown below:

Level 2 - Using TM Segment Fragments 23

 4 AutoSuggest dictionaries

When you type the letter O, you will get an AutoSuggest list, which contains hits from two
sources: the TM (upLIFT) and the AutoSuggest dictionary. The dictionary hits are marked with
a blue dictionary icon, and the segment fragment hits from the TM with a yellow/green
icon.

Here, despite being almost empty, the TM is able to suggest a fragment match. This is
because 1 contains only the term Publication Officielle, which now comes up as part of the
second segment. In this case it was easy for the TM to identify the target term, so no TM
upgrade is required at this stage.

You can move up and down in the AutoSuggest list to select your preferred suggestion,
then press Enter to insert it into your target segment. Finish translating segment 2, and then
confirm it.

Practice using the AutoSuggest dictionary on the remaining segments. In segments 10 and
13 you will get hits from the termbase and from the AutoSuggest dictionary, for example:

Termbase hits are marked with a green dictionary icon and are by default ranked at the top
of the list. AutoSuggest dictionary hits are marked with a blue dictionary icon and listed
below any termbase hits.

After completing the translation of the document, you should have a feel for how translating
with an AutoSuggest dictionary works. Save and close the document to conclude this
exercise.

AutoSuggest dictionary files have the advantage of being much smaller than upgraded TMs.
However, they also have comparative downsides:
• There is no indication anywhere, such as in the Term Recognition or in the Translation
Results window, of whether AutoSuggest hits from the dictionary are available for the
segment. It is only when you start typing that you find out whether the dictionary
contains relevant hits.
• You cannot expand the suggestions to view the full segment from which the match was
taken.
• The AutoSuggest dictionary is not updated while you translate. If your TM has grown
and you want to add its content to the dictionary, you will need to re-create the
dictionary. In practice, it is unlikely to be worthwhile re-generating the dictionary unless
the TM has grown considerably since you last created it.

24 Level 2 - Using TM Segment Fragments

 5

Fine-tuning AutoSuggest
settings
 5 Fine-tuning AutoSuggest settings

About this task

During this training, we have looked at how to use the various AutoSuggest providers:
termbases, segment fragments, AutoSuggest Dictionaries, and NMT providers.
You can make changes to the AutoSuggest settings such as deselecting AutoSuggest
providers and changing their priority in the Trados Studio options. To do this, take the
following steps:

Procedure
1. Go to File > Options.
2. In the Options window, select AutoSuggest on the left-hand side, as shown in the
following screenshot:

3. Hits from the different AutoSuggest providers are by default sorted as shown below. It
is reasonable to have termbases listed first, as they are usually the most reliable source
for AutoSuggest hits (given that the entries have usually been selected and added by a
human being rather than an algorithm).

4. AutoSuggest Dictionaries are ranked second. Assume that you want to move Fragment
Matches to the second position. To do this, select Fragment Matches, and then click
Move Up twice. Fragment matches should now appear directly after Termbases and
before AutoSuggest Dictionaries.

You saw earlier in this module how, for fragment matches, you can set the minimum number
of words in order to avoid getting short, one-word suggestions such as official, sky, mouse,
and so on, as such suggestions tend to be unhelpful.

By the same token, we recommend limiting the number of hits in an AutoSuggest list. For
example, the following list is unlikely to be useful as it is so long that you would have to scroll
down to view all of the suggestions. Moreover, most of the suggestions are so short that
you will spend more time going through the list than you would by entering the text
manually.

26 Level 2 - Using TM Segment Fragments

 Fine-tuning AutoSuggest settings 5

For termbases and AutoSuggest dictionaries, you cannot specify a minimum number of
words, but you can increase the minimum number of characters that you get from any
AutoSuggest source. To do this, change the setting Show suggestions which have 1 or
more characters:

If you set the value to, say, 5 or 10, you will no longer get suggestions such as Q1, int., or
make.

Obviously, you will have to work out what the most suitable settings for you are by trial and
error.

Level 2 - Using TM Segment Fragments 27

 5 Fine-tuning AutoSuggest settings

28 Level 2 - Using TM Segment Fragments

 6

Summary
 6 Summary

• upLIFT is a technology that allows you to get more from your TM than exact and fuzzy
matches. Using upLIFT, a TM can identify segment fragments and suggest relevant target
terms while you type (when no fuzzy or exact match has been found).
• For this to work effectively, a TM should contain at least 5,000 translation units. You
must upgrade a TM in order to enable it for fragment matching (upLIFT).
• You then need to enable fragment search in the project settings. You can specify the
minimum number of words that a fragment must have in order to be considered. This
prevents you from getting short or one-word fragments that are not usually helpful.
• While you are working, Trados Studio will show fragments in the Fragment Matches
window above the document, which are then automatically suggested while you type.
• You can click a fragment to see the full segment in which it was found, which can provide
you with useful context information.
• An upgraded TM can also provide fuzzy match repair. This means that it can automatically
adapt the suggested translations so that little or no editing by human translators is
required.
• Trados Studio consults the TM and the termbase, or an NMT system (if applicable), to
determine what changes need to be made to the suggested target segment of a fuzzy
match.
• Repaired fuzzy matches are marked with a wrench icon. They still need to be verified
and possibly edited by the user.
• You can undo the repair if you prefer to have a standard fuzzy match.
• Fuzzy match repair can be disabled in the project settings.
• From a TM, you can create an AutoSuggest dictionary. This is a separate linguistic
resource file, which can be added to a project to suggest useful words and expressions
while you type.
• A TM needs to contain at least 10,000 units to create such a dictionary. The dictionary is
not updated while you work. If the TM has grown significantly since you last created
the dictionary and you wish to include the additional content in the dictionary, you will
need to re-create it from the updated TM.
• If a short segment contains just a single word or expression which then comes up within
a longer segment, you will also get a segment fragment, even if the TM contains only a
few TUs and has not been upgraded.
• You can fine-tune AutoSuggest settings in the Trados Studio options. For example, you
can prioritize AutoSuggest sources and specify that no hits with less than a certain
number of characters should be suggested.

About RWS
RWS Holdings plc is a unique, world-leading provider of technology-enabled language, content and intellectual property services. Through content
transformation and multilingual data analysis, our unique combination of technology and cultural expertise helps our clients to grow by ensuring they
are understood anywhere, in any language.

Our purpose is unlocking global understanding. By combining cultural understanding, client understanding and technical understanding, our services
and technology assist our clients to acquire and retain customers, deliver engaging user experiences, maintain compliance and gain actionable insights
into their data and content.

Our clients include 90 of the world’s top 100 brands, the top 20 pharmaceutical companies and 19 of the top 20 patent filers. Our client base spans
Europe, Asia Pacific, and North and South America. We work in the automotive, chemical, financial, legal, medical, pharmaceutical, technology and
telecommunications sectors, which we serve from 80+ global locations across five continents.

Founded in 1958, RWS is headquartered in the UK and publicly listed on AIM, the London Stock Exchange regulated market (RWS.L).

For further information please visit www.rws.com.

© 2022 All rights reserved. Information contained herein is deemed confidential and the proprietary information of RWS Group*.

*RWS Group shall mean RWS Holdings PLC for and on behalf of its affiliates and subsidiaries.

30 Level 2 - Using TM Segment Fragments