The project starts with importing an MQOUT file. The procedure to import an MQOUT file is covered in Importing a MemoQ 4.X Complete Project. After having imported the MQOUT file sent by Lexcelera, which already contains the links to both the necessary TMs and TBs you need to import the files sent by the translator in MBD format.

Translation memories

To do so go into the Project Manager tab and click on Import/Update bilingual highlighted in the picture below:

In the dialog window choose the MBD file sent by the translator. If prompted overwrite the original file in the project which is not translated. The file will then appear on the Project Manager window with a 100% status. See below.

Double click on the file which should bring you to a translated two-column view such as the one shown below:

You will notice that all segments will appear either as a 100% or a 101% match. This is because the file has already been translated in its entirety and sent to the memory by the translator. The file will also appear with a 100% on the status bar on the bottom and with all segments confirmed.

The editor will have to then go segment by segment reviewing the translation. Each time a segment is modified its status changes from confirmed to edited. This can be viewed on the status bar at the bottom where there will be fewer segments Confirmed and more segments Edited. You will also be able to monitor this on the column to the right of the target column where the green tickmark will become a red cross on the status is changed as is shown in the picture below where 5 segments are edit and 159 are confirmed with a status of 96%.

The editor needs to confirm all of these segments before exporting and delivering the project. To confirm the segments the CTRL + ENTER keyboard shortcut is used. If the editor prefers to edit abatch of segments and then confirm all those that he has edited he will use the CTRL + SHIFT + U keyboard shotcut. The follwing dialog window will appear:

After confirming all of the segments on the active document the status will go up considerably and the editor can save his work for later or carry on with another batch. It is recommended in Big collaboration projects that the editor does not pass too long without confirming segments.

Once the edit has been finished the same steps that are used for delivering a Translation are followed. Please see Importing and Delivering a project in MemoQ 4.X.

Below we will explain how to import a .mqout file in MemoQ 4.X.

1. Click on Import Handoff Package

2. A dialog will appear with your name and your task. Confirm the import path by clicking OK as shown below:

You can see your initial and last name as well as your role on this project in the project.

If you will be editing the screen will look more like the following:

3. As in MemoQ 3.X you will have a Translations tab that will contain all files to be translated for a specific project. You just need to click on the file that you wish to work on to start the translation or edit.

Project View - Translator Finish

Remember to always go to the Settings tab and put your initial and last name in the Created By field.

The delivery of file will continue to be through .mdb files created by clicking on Export Bilingual / MemoQ bilingual Documents.

In this link you will find a test project so that you can test the import process in MemoQ.

Let us know if you have any questions and we hope you will have a successful migration.

In order to install it please download the latest version of MemoQ that can be found in the following link: http://kilgray.com/downloads.

We recommed that you leave version 3.6 installed on your computer. There will be no conflicts between the two. But if a project is allocated to you on 3.6 you will only be able to complete it in version 3.6, the same goes for version 4.X. The two versions are not compatible.

Once you have installed the new version remember that the new server address for 4.X is memoq4.lexcelera.com. You need to delete the older one from version 4.X as well as all the resources related to it before you start. This will ensure that you get no error messages when you work. PLEASE DO NOT GO AHEAD WITH THIS UNTIL THE FINAL MIGRATION WHICH WILL BE COMMUNICATED IN AN EMAIL FROM LEXCELERA.

In order to delete this old resources go into the Tools menu and click on Resource Console. In the Translation Memories and the  Term Bases tab you need to unpin the resources that have the 80.118.183.98 address by unticking the pin in the first column show below:

You will get the following message, click OK systematically. Do not worry, you won’t lose any work.

Do the same for the Term Bases. Once this has been done you are ready to start working on Lexcelera MemoQ 4.X projects.

Remember that in version 4.X there will be no more .xpr files. They are substituted by .memoqout and .memoqback files. You will have more information on how to work with them in the following article:  Importing and Delivering in MemoQ 4.X.

Analyses are done in order to evaluate the scope of a translation project. Before starting an analysis, make sure to have set the correct translation memories and term bases for the project. If you have checked that, select the files you want to analyse,right-click and choose “Statistics“. There, under “Select scope” choose either “Project” or “Selected docments“, according to your needs. In any case, make sure to have checked “Show results for each file“. When everything is set, click on “Calculate“.

Now, the calculation is being done and afterwards, under the settings panel, you will see the results of the analysis. First, you see the counts like repetitive segments, segments not started etc. which are self-explenatory. If you scroll further downwards, you see the results of the analysis . They are given in percentages and correspond to what has been found in the translation memories . The match rates which give you a clearer idea about the exact scope of the translation are as follows:

Repetition:
Segments which are double and of which the translation will be auto-propagated.
101% match:
Source segments and context are identical to what has been found in the TM.
100% match:
Source segment and what has been found are identical but the context differs.
95% – 99% match:
Source segment and what has been found are identical but numbers, whitespaces, formatting tags, and punctuation may differ.
94%- x% match:
The majority of the segment is identical to what has been found but there are changes in the text and in the points stated above.

… ( the degree of identity decreases more and more)

No match:
The segments is unknown, nothing has been found in the translation memories.

In order to save the analysis, click on “Export“. In the next little window, choose the first option to create an HTML (.html) file containing the results. Now click on “Export” and set the file path and the file name and save the file. If you want to use the results of the analysis in TRADOS, choose the third option (CSV file, TRADOS-compatibe) and save the file as explained before.

If there is a project which is to be split up among at least two translators or if the project is too heavy (>5MB) to be sent as MBD, we use views. They are like mirrors of the original document and contain only the text of the original document.

Often, filters are used when creating views in order to be able to split up a document among several translators or to have views containing only certain segments of the text.

It is not possible to export the final document from it – that is why you have to send us back the translated views as MBDs, enabling us to export the final document. Furthermore, views are always linked to the original document – updating one will update the other.

How to work with views?

To begin with, you have to import the .memoqout of the project. The projects sent with views are usually empty so don’t mind when there is nothing in it. To import the .memoqout, open MemoQ and choose “Import Handoff Package” under MemoQ quick start or alternatively you can click on “Project” -> “Import Handoff Package“. In the next window, select your .memoqout-file and click on “Open“. In the next window you can change the name of the project which is created and the path where it is created. If everything is ready, click on “Ok” and the import starts.

The next step is to import the view. To do so, click on “Import/update bilingual” and select the MBD-file (.mbd) containing the view. Normally it is named according to the translators name e.g. View Mary. To import the view click on “Open“. The following window will show you the progress of your import.

After that, you can see the view which has just been imported under “Documents“. If you double-click you can enter the view and start translating. On the left you see the segments of the source document and into the segments on the right you can put your translation. On the far right you can also see the results in the translation memories for each target selected.  The other symbols are self-explanantory.

Note: it is not possible to join segments since there is no connection to the original document.

If you have finished your translation and your view is at 100%, you can export an MBD of it and send it back to your project manager. To export it, click on “Export bilingual” or right-click on the view and select “Export bilingual“. In the next window choose “MemoQ bilingual document” and click “OK“. The last thing to be done before the export is to choose the folder to put the MBD file in and then click on “Save“. Afterwards, please send the MBD to the project manager via mail.

In order to work with MemoQ, unless you have bought it, you need to take a temporary ELM licence from LEXCELERA. The first step to do so is to send to the responsible project manager a request containing details like the project number and the period of time for which you need the licence. The latter information is most important since we can only grant a limited number of licences at the same time thus we would like to know when you need it exactly. Once your licence is valid the project manager will send you a confirmation. After having received that you have to apply the following steps:

1. Open MemoQ
2. On the menu bar, click on “Help” -> “Activation wizard“. In the following window click on “Next” and then choose “I wish to update my ELM licenses from a MemoQ server“.
3. Now, you have to choose the server from which you would like to update your licenses. By default there is no server unless you enter one or you have worked with MemoQ before and entered one at that time. In order to enter one, click on “The server is not in the list“. In the following window you have to enter the URL of the server as well as a username and a password.Our server has the following URL: 80.118.183.98 and the username is the initial of your firstname and your last name e.g. Jim Smith -> jsmith. Please contact us for the password unless you have received one before. Now click on “Check login“. If everything has been entered correctly, you will see a little pop up window showing you that everything is correct and you can click on “Next“.
   
4. Now, the last step begins. MemoQ establishes a connection to the server and updates your licences in order to enable you to work with your licence on your computer.  When the process is finished click on “Finish“. Now you can start working. Returning your licence is done automatically since the licence is temporary and expires at a given date.
   If you should have to activate your licence again afterwards, you can directly choose the server. Repeat the steps 1 & 2 and then choose “I wish to update my licences from one of the MemoQ servers listed below” and select the server and click on “Next“. Now, step 4 repeats and afterwards your licence is updated.

   

   If you shoud have to work with MemoQ on other projects and should therefore consider to buy MemoQ you may contact us and we will put you in contact with Kilgray which allows you to benefit from a reduction on the price of 30 %!

Usually translators will receive an .memoqout or an SPR project with all of the files to be translated already in the project itself. However, sometimes due to the size of the imported file the translator will receive and empty project and be asked to import the file himself. The links to the TM and the TB as well as the Project Settings will have already been set up by the PM.

To import a PPT file it is quite simple. If the PM asks you to a simple import you can click on Add Document in the Project Manager tab (see image below) and choose it in the dialog window that will follow or you can simply drag and drop the file into the main window.

Project Manager Window - Add Document

If the PM asks you to import the slide master then click on Add Document as instead.

Project Manager Window - Add document as

Choose the file from the dialog window and then tick the Include Slide Master… tickbox as shown below.

Import Settings - PPT file

Once the importation process has been completed you can start translating. You need to always use the .memoqout file that has been sent by Lexcelera since it is in this project that the TM, the TB and the settings are configured.

Once a translation or edit has been finished on MemoQ some checks need to be done to ensure that everything has been covered and the best quality in the translation. Here are the steps to be followed:

• 1. Run the Spell Check by pressing F7. This will show a dialog window as the one shown below. Go through all the segments there are none to be reviewed.

Spell Check

• 2. Check that there are no errors shown in the status bar in the bottom. You will also notice them by the red circle with the exclamation mark to the right of the target column.Correct the error by going into the segment and adding the appropriate tags so as to have as many as in the source and in similar places and reconfirming the segments until the red circle disappears. See Handling tags in MemoQ and DV X.

Error in segment

• 3. Go back to the Project Manager tab and choose all those files that you want to export that are at 100% status, right click them and choose Export bilingual.

Export bilingual

This will create an MBD file that will contain both the source and target and will be the file used by the editor if you are translating, or by the PM to reexport if there’s any problem with the final file delivered.

• 4. Go back to the Project manager window and choose all those files that you want to export that are at 100% status, right click them and choose Export (dialog).

Deliver both of these files to the PM and editor (if applicable).

Even though the interface is the same working on a MemoQ project editing differs slightly from working on a translation project in MemoQ. In this section you will find some helpful tips for when editing in MemoQ.

The project always starts with importing an XPR (in some cases SPR) file. The procedure to import an XPR file is covered in Importing a Complete Project. After having imported the XPR file sent by Lexcelera, which contains the links to both the necessary TMs and TBs you need to import the files sent by the translator in MBD format.

To do this go into the Project Manager tab and click on Import/Update bilingual highlighted in the picture below:

Import/Update Bilingual from Project Manager view

In the dialog window choose the MBD file sent by the translator. If prompted overwrite the original file in the project which is not translated. The file will then appear on the Project Manager window with a 100% status. See below.

100% status in Project Manager Window

Double click on the file which should bring you to a translated two-column view such as the one shown below:

Translated Two-Column view

You will notice that all segments will appear either as a 100% or a 101% match. This is because the file has already been translated in its entirety and sent to the memory by the translator. The file will also appear with a 100% on the status bar on the bottom and with all segments confirmed.

The editor will have to then go segment by segment reviewing the translation. Each time a segment is modified its status changes from confirmed to edited. This can be viewed on the status bar at the bottom where there will be fewer segments Confirmed and more segments Edited. You will also be able to monitor this on the column to the right of the target column where the green tickmark will become a red cross on the status is changed as is shown in the picture below where 5 segments are edit and 159 are confirmed with a status of 96%.

Edited Segments

The editor needs to confirm all of these segments before exporting and delivering the project. To confirm the segments the CTRL + ENTER keyboard shortcut is used. If the editor prefers to edit abatch of segments and then confirm all those that he has edited he will use the CTRL + SHIFT + U keyboard shotcut. The follwing dialog window will appear:

Confirm and update all edited rows window

After confirming all of the segments on the active document the status will go up considerably and the editor can save his work for later or carry on with another batch. It is recommended in Big collaboration projects that the editor does not pass too long without confirming segments.

Once the edit has been finished the same steps that are used for delivering a Translation are followed. Please see Delivering a translated file in MemoQ.

When a translator is assigned a MemoQ project an XPR file is sent. This file with an .xpr extension is a file that contains all the necessary ressources for the project:

• the files to be translated
• a Translation Memory (TM) on the server
• a Terminology Database (TB) on the server
• and project specific information (project number, domain, etc.)

In order to import a Complete Project you can either double click the file or open MemoQ and go to the File menu and choose Import Complete Project as seen below.

Importing Complete Project (XPR file) into MemoQ

Once the project has been imported there’s only one thing to be checked before starting the translation. In the Settings tab in the Project manager window check that in the created by field your name appears in the correct format – first name initial and last name. For example: Jdoe, Pdiaz, Fmartin.

Project Manager's settings tab

Once this has been done you can start translating by going back to the Translations tab and double clicking in one of the documents available.

Translations tab