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XTM Tutorial for translators

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Enable Pop-ups and JavaScript

XTM is supported by one of the following browsers: Firefox 2.0 or higher, and Internet Explorer 6 or higher. In order to maximize efficiency, we recommend you to use Firefox. Furthermore, you need to ensure that pop-ups in JavaScript are enabled. To do this, go to the tools menu and click on "Options", then go to the "Content" tab.

You don't want to enable all pop-ups, but just the ones generated by the XTM interface. Make sure the "Block pop-up window" option is enabled, and click on "Exceptions". Write the address of the XTM interface: cat.secure-translations.com and click on "Allow", then click on "Close". Also make sure the "Enable Java option" is enabled.

My Inbox

In the address bar write the link to the XTM interface: cat.secure-translations.com. Then enter your login details and click "Log in". If you forgot your password you can click on the "Reset" button or contact a Project Manager to retrieve it. The XTM Interface will open in a separate window.

In the "Configuration menu", you can personalize settings such as the "Interface language" and "Translation options": Populate target with source, Automatically changing status, Font name, size and weight. You can also change your password from the User settings sub-menu. Make sure you click on the "Save" button after making any changes.

In "My inbox", you can see all your New tasks, In progress tasks, and Closed tasks. If you right click the green arrow next to "Translate tasks," you can download reference material and download all source files.These options refer to all your in progress translation tasks. There are also three buttons on the left side of each task.

The first one, the black arrow, if right clicked allows you to open a Translation Editor, open Terminology, show Metrics or Wordcount, Finish task and Decline task.

The green arrow button on the left side of the task allows you to Download reference material if there is any, Download source file, and Prepare the bilingual Ex-file and download it. This option can be chosen if you want to try translate the document using Swordfish or any other XLIFF editor. However, we recommend you to use the XTM translation editor in order to have access to the terminology and translation memory.

The blue arrow button allows you to Upload the translated XLIFF file. By clicking on a Task name or on the black arrow button you'll open the translation editor.

Translation Editor - Buttons

XTM removes all formatting and splits the text into segments in order to make the translation process easier and more efficient. The source and target segments are shown in a table-like view with three columns: Segment number, Source texts and Translated text.

Before translation, the target segments can contain the source texts, recommended, or can be empty. You can change this from the configuration translation menu. In order to make it easier to translate, the segments have been grouped in pages of ten segments each. You can navigate within the pages using the buttons on the bottom right side of the screen.

You can also type in the segment number to go a particular segment. There are two sets of buttons, one on the left side of the screen and the other one on the right side of the screen. The ones on the left are options applicable to all the segments on the page, while the ones on the right, apply to the current segment alone.

The first button on the left side allows you to do a spell-check to all segments on the page. Similar to this, the first button on the right side allows you to do a spell-check to the current segment. The next buttons on the left side allow you to: Go to next page with quality assurance warnings, Find and replace, view Statistics or word count, Preview document as HTML and Preview document as PDF.

The Tools button allows you to choose whether to see All segments or only Translatable segments and change Font name, size, and weight. The statistics word count show the Total word count and the Non-translatable word count. You can see the translation memory matching separated into: In-context exact (ICE) matches, Leverage matches which is the equivalent of 100% matches, and Fuzzy matches.

You can also see a group of Internal matches: Repetitions and Fuzzy repetitions. These are segments that can be found in the source document and are similar. The last part is the progress bar. It counts the words that have been translated, the words that need to be translated and the words that need to be corrected.

You can also see the translated amount in the total progress bar. If you click on the "Help" button, you can see the list of shortcuts. All shortcuts have been kept as close as possible to the shortcuts of the SDL Trados tag editor. If you click the Toolbar menu, you will see the explanations of the Toolbar icons and Toolbar options.

The Feature menu explains Global replace, Spell checking, Page spell checking, Global spell checking, Quality assurance, and many others. You can click on "Read more" to view the full explanation. This also includes a screenshot. The Status menu explains the color statuses as well as the letter statuses.

The buttons on the right side allow you to: Do a spell check on the current segment, Go to the previous incomplete translation, Go to the next incomplete translation, Add a comment, Show the previous segment with a comment, Show the next segment with a comment, Centralise this segment, Merge with segment, Set or Unset as nonequivalent, Get previous version and Get next version.

The comments are shown below the source segment. You can also see the person who added the comment and the time it was entered. When translating one of the first of last segment on the page, and want to see the context in which to translate the current segment, you can click on the "Centralise this segment" button and you will be able to see the previous four segments as well as the next five.

The "Set or unset as nonequivalent" option is meant for segments that in this context, or for this particular translation, remain the same as the source and these segments should not be saved in a Translation Memory. The "Merge with segment above" option allows you to merge two segments if needed.

However, not all segments can be merged. Segments are separated by either a thick line or a thin line. Only the segments that separated by a thin line can be merged.

The last two options, "Get previous version" and "Get next version", refer to the feature that allows all versions of a translation to be temporarily saved. They are kept in the memory until the project is finished, when only the final translation will be stored in the Translation Memory (TM).

Translation Editor - Translate

After you type a translation, you need to change its status from "Not translated" to "Translated". You can do that by either clicking on the Status button and then on the Translated option, or by using the shortcut to go to the next segment, Alt + down arrow. If some segments need to be researched, or you need more time to think about a translation, or if you want to come back and translate the segment at a later stage, you can leave it as it is, and translate the next segments.

Then, using the buttons "Previous incomplete translation" and "Next incomplete translation" you can go directly to the segments that have been left un-translated. Segments such as the third segment on this page are not translatable. If you click on the status of this segment you can set it as "Translated" and "Nontranslatable".

The fourth segment is a segment where adding a comment may be useful. "First Draft Translation" is a service name and should either be kept in English or kept inside brackets after the translation.

The sixth segment contains some numbers inside brackets that are colored in green. These are tags that correspond to font formatting. They must be kept in a translated segment as well in the same order as in the source.

If one tag has been left out by mistake, the whole segment will be highlighted in red, and on the status bar at the bottom of the page you will see which tags are missing.

XTM has a built in spellchecker that will highlight in yellow all the words that are not in the dictionary. It works as any other spellchecker and offers alternatives to the misspelled word.

Due to the fact that languages keep changing in time, there might be words that are not recognized by the spellchecker. In this case, you can right click on the highlighted word and click "Add to dictionary".

A segment similar to the 14th segment has already been translated. This is called a "Fuzzy repeat". On the left side you can see the difference between the source of the two segments, highlighted in red. You have two options: "Right match with inlines" and "Right match without inlines". The first option adds the text and the tags as well, while the second option adds the text without the formatting tags.

You should choose the appropriate option depending on the tags in the current source segment. In this case we need to write the match with inlines and change the part that is different.

Translation Memory (TM) Matching

If the translation of the source segment has been found in the translation record, it will automatically be inserted in the target segment.

In this case the match type is "In context exact (ICE) match". This means that the segment has been translated in the same context. However, the translation can be changed if needed. Segment number sixteen contains the word "Transcreation". If the English word is using the target language, then the segment must have a status "Translated - non-translatable". If the source and target segments contain the same text, the segment is automatically set as non-equivalent and it will not be saved in the Translation Memory.

On this next page, segment 22 has been translated before and the translation was found in the Translation Memory. However, it has not been translated in the same context. This type of matching is called a "Leverage match". It is the equivalent of a 100% match.

Terminology - Add Term

If you select the term from the source segment and right-click on the selection, you have the following options: Add term quick, Add term full, Open terminology, Search in Google, and Find and replace.

"Add term quick" allows to quickly add a term and its translation to the Terminology database. "Add term full" offers a full add written knowledge database, including the domain or subject area, (you can choose one from the list, or add a new one), you can upload an image, write a definition of the term, include reference, write an abbreviation if applicable, and any other remarks. It will also include the context in which the term has been used.

The terms in the Terminology database are interchangeable. They can be found in both the source language and the target language. If you use "Quick add", the context will not be saved in a Terminology database. If you are unsure about a translation of a term, you can select it from a source segment, right-click and choose "Concordance".

You will see all instances of the term usage, the entire source segment, and its translation.

One project - Multiple translators

XTM offers the possibility for a text to be split and translated by multiple translators. This text has 168 segments, out of which the first half, 84 segments, have been allocated to one translator, and the rest to a second translator.

Even if the text is being translated by two different translators, each of them has the option to view a translation of the other in order to maintain consistency throughout the whole document. The segments that have been allocated to the second translator, are not editable and highlighted in gray. But they are still visible, together with their translation.

During the proofreading and correction stage, you can make changes to the translation. These changes will show up as comments. After you make the changes or if you consider a segment doesn't need to be changed you need to change the status of a segment to "Revised".

After proofreading, the translator has the possibility to "Approve" or "Reject" the changes done by the proofreader or make other changes if needed. This task is named Correct 2. You can either use the options "Go to the next segment with a comment" and "Go to the previous segment with a comment" to navigate through the segments that have been changed during the proofreading stage - or you can check them one by one.

After your proof of rejected change, you need to send the status to "Revised".