Project home - Documents tab
You manage the entire document life cycle in the Documents tab. To process a document in memoQ, follow this procedure:
1.Import the document in the Documents tab.
2.Open the document from the Documents tab by double-clicking its name in the document list. Translate and/or review the document.
3.When finished, export the translation with the original formatting on the Documents ribbon tab.
Project home - structured view
Project home - detailed view
How to begin
Create or open a memoQ project (local or online). In the left pane of Project home, click the Translations icon. Two tabs will appear above the list of documents. The Documents tab is displayed by default. The Views tab is to the right of the Documents tab. You can switch between the two anytime by clicking on the desired tab.
The document list
Translation documents are listed in a table format. Each row in the table corresponds to one document. memoQ lists the following details about each document:
•The Name column: Click the Structure icon () to display the tree view. You then see the target language on top, followed by the main folder, then the subfolder containing the import folder path of the document, and on third level the document itself. If you import a document with embedded objects and images, then the objects and images are listed below the document. The document gets an arrow before the document. Click the arrow to hide or show the embedded objects and images. Click the Structure button again to switch from the tree view to the simple document name view. The Show structure icon turns into the following icon: . When you click this button again, the tree view is displayed again.
•Document status icon: indicates a document where the translation is in progress; indicates that the translation of the document is complete (all segments were confirmed by a translator); shows that the review is complete (all segments were confirmed by a proofreader).
•Comments row: Shows the comment icon. If there is no comment for a view, then the icon is light blue. If there is a comment for this view, then the comment icon is yellow.
•V: The version number of the document. This is available for documents under version control. The version number consists of a major and a minor version number. memoQ increases the major version number if the source text changes, that is, when the source document is reimported. The minor version number increases if you receive a new version of the translation, that is a bilingual file or a delivery package. You can also tag a document to create a new minor version.
•#: The number of segments, words, or characters in the document.
To change the unit: Normally, memoQ displays the size of documents in words, and calculates the progress from the word count. To change the unit: Right-click the document list (any document or the empty space), point to Base Progress On, and choose Segments, Word, or Characters. The number in the # column changes immediately.
Weighted counts: memoQ can show so-called weighted counts, which is calculated from the latest analysis report. The analysis report has a statistics of matches (from translation memories and LiveDocs corpora), and the number of words, segments, and characters for each match category. You get the weighted word count if you add up these counts but before that, you multiply each number with the weight of the category. For example, exact matches may count as 30%, but 60% matches should be 100%. To display the weighted word count: Right-click the document list (any document or the empty space), and choose Weighted counts. The number depends on the weights that you can set up in Options, Miscellaneous, Weighted word counts - or, if it's an online project, Server Administrator, Weighted counts.
•Progress: Indicates the progress with percentages: the first percentage shows how many of the segments have been translated; the second percentage shows how many segments have been proofread.
Select a document, then click the Details button: . The icon for this button then looks the following: . You get detailed information for that document:
•Document type: which kind of document is it (MS Office, XML, HTML, etc.)
•Last changed: The date and time when the last changes were made to the document.
•Import path: Location and name of the file where the document was imported from.
•Export path: Location and name of the file where the finished translation will be exported to when you click the Export (stored path) link.
•Import filter resource: the filter that you used to import this document
•Size: the file size (segments / words / characters)
•The Assignments and deadlines:
oIf you have more than one target language, then you see the assignment for this specific target language.
oA table containing the memoQ user role, to whom it is assigned to, the deadline, and the progress.
Below the table, you have several icons:
ofor documents in online projects: Assign, Pre-translate
ofor documents in local projects: Translate, Assign
ofor images in local projects: Copy source to target, Send for localization, Transcribe images
Click on the icon with the action that you want to perform.
Note: Documents and images have no preview in the Details pane.
Note: There cannot be more than 3 frequent action buttons in the Details pane.
Note: In content-connected projects, the Export path column does not appear because memoQ feeds the finished translation back to the content source. The Import path column does not refer to a local file either; instead, it displays an import path that is specific to the content source. For example, if a document comes from a SubVersion repository, the import path takes this form: svn:connection_name:document_name:version_number, where the version_number is the version of the content source and not the version of the document within memoQ.
Note: The documents are shown with their file extension. When you e.g. import a DOCX file, the *.docx file extension is shown together with the file name, for example "memoQ-corporateNetwork_guide.docx".
By default, the documents are sorted in the order they were imported. You can change the sort order of the document list by clicking any of the column headers. If you click a column header to sort the documents, and then click the same column header again, memoQ will reverse the sorting order for that column.
You can select a document by clicking the corresponding table row.
Click the Grouping button () to group documents. When you are in the flat list view, and have more than one target language, then each document is shown only once when you use Grouping. Otherwise, the document is shown for each target language individually. When you use the Grouping, the Assignments button is invisible. Click the Grouping button again to display the Assignments button. The Grouping button is only visible when you are in the All languages mode.
To select multiple documents, press and hold down the Ctrl key, while clicking each document. Alternatively, to select a range of documents, click the first document, then press and hold down the Shift key, while clicking the last document. To select all documents, select any one of the documents, and then press the Ctrl+A keyboard shortcut.
To open a document for translation, double-click its name in the document list.
You can sort the Translations pane by: name, document status, workflow status, version, size (segments, words or characters), document language, progress (overall, for translation, for review 1, for review 2), memoQ user role (translator, reviewer 1, reviewer 2), deadline (for translation, review 1, review 2), whether a document has embedded objects, fully assigned (all user roles are assigned for a document). From the Sort by drop-down list, choose your filter criterion. Use the arrow icon next to the Sort by drop-down list to sort the filtered view from A-Z or Z-A.
Search the Translations pane. Enter a word or an expression in the memoQ search field. Then click the Search icon (). You can also set up a filter to filter the Translation pane.Click the Edit icon () to invoke the Edit filter dialog to enter filter criteria for the Translations pane. Then click the Search icon () to search the Translation pane based on the filter criteria. The Search icon turns into a red cross. Click the red cross icon to reset the filter.
Assigning documents to users
In the project manager edition of memoQ, the document list has three additional columns: Translator, Reviewer 1, and Reviewer 2. This view keeps track of the workflow for each document. memoQ assumes that a document is first translated, and then reviewed, and optionally reviewed a second time.
Click the Assignments button () to display the memoQ user roles and to assign users. Click the Assignments button again to hide the user roles.
For each document, you can assign three tasks to people. You can choose a translator, a first reviewer, and a second reviewer for your project. Simply type a name in each field. memoQ keeps track of the names you enter, so that you can choose previously entered names from drop-down lists.
To actually distribute the tasks among the users, you need to create handoff packages in the Overview pane of Project home. If you do this, memoQ keeps track of an offline workflow. Next to each name, there is an icon indicating the status of the task:
•: document not handed off yet for the task where this icon appears
•: document handed off, awaiting translation or review results
•: document received, but not all segments were confirmed.
•: document received, with all segments confirmed
Alternatively, you can publish your project on a memoQ server, and match all user names you entered here to user names on the memoQ server.
Several commands are available on the Document ribbon tab. Some commands work on the selected documents: with such commands, you need to select one or more documents first. Alternatively, you can right-click the selected document, and choose the command from the popup menu.
Important: In content-connected projects, different actions are available: these projects take the translation documents from a content source through a content connector service, and the documents are not manually added to the project. Instead, memoQ watches the content source, and automatically updates the project when there is a change in the source. For more information, see the Document actions in content-connected projects section.
The Documents ribbon tab divides into several sections: Import documents, Reimport, Statistics and Reports, Assign, Images, Other, Synchronization.
Import: Click the arrow icon for the import options.
•Import: Imports one or more documents, and adds them to the current project. When you click this command, the Open dialog appears where you can select one or more documents. You can select multiple documents of various types (i.e. you can mix the document types). With the Import command, memoQ will use the default document filter with its default configuration for each document type. For example, it will import .DOCX files using default the Microsoft Office Word 2007 document filter.
•Import with options: Imports one or more documents, and adds them to the current project. When you click this command, you can specify the import settings for each document. After you select the document or documents in the Open dialog, the Document import settings dialog appears, where you can adjust the import settings specific to the selected document type. You can even select a different document type.
Note: For some document types, it is always highly recommended to use the Import with options command instead of simply choosing Import. Such document types are Microsoft Excel, XML, plain text, and bilingual Word documents.
Important: Use the Import with options command to add bilingual documents – DOC, TTX, XLIFF files.
Important: If you wish to update a View with a bilingual document, go to the Views tab, then choose Import > Update From Bilingual on the Documents ribbon tab.
•Import folder structure: Displays the Add folder structure dialog where you can choose a folder to import, and configure various settings of the import process. memoQ will import all supported files from the selected folder and its subfolders. In this dialog, you can also configure the document filter for each file imported.
•Translate: Opens the translation grid for the selected document or documents. To open a document for translation, you can also double-click its name, or right-click its name and choose Open For Translation from the popup menu. If you right-click an image, the Open For Translation is replaced with Translate Transcription. The Translate command link opens documents and images. If you wish to open the Image transcription tab instead for images, right-click an image or a selection, then choose Images > Transcribe images.
oExport bilingual: Starts the Bilingual document export wizard to save the document contents in one of the bilingual document formats supported by memoQ (two-column RTF, bilingual Word document, and XLIFF).
oExport (dialog): Exports the translation for the selected document or documents. For each document, memoQ will display the Save as dialog where you can choose a location and a name for the document to be exported. If the document has formatting tag errors, memoQ gives you warnings, and does not export the document.
oExport (stored path): Exports the translation of the selected documents to the location shown in the Export path column for each document. If a document has formatting tag errors, memoQ gives you warnings, and does not export the document.
oChange Export Path: Opens the Change export path dialog where you can change the export path and set up an export path rule for the selected documents.
•Deliver/Return: If you are working on an online project, memoQ sends a notification to the server that the document is finished. If you are working on a handoff package received from your project manager, memoQ will create a delivery (.mqback) package that you can send back
•Remove: Removes the selected document or documents from the project. The document is deleted from the project folder, but it is not deleted from its original location.
•Reimport: Imports the selected documents again. This is the same as removing the document first, and then using the Import command to import the document again. Use this command if the contents of the original documents have changed. To use the command, the original document must still be available at the original location.
•X-Translate: Displays the X-Translate dialog to retrieve translations from an earlier major version of the same document or the selected documents. This command is not available if the active document or the selected document is not under version control, and has no earlier major version. This means that the source text in the document must have changed at least once before this command can be used.
oImport Reviewed Document: Imports a reviewed monolingual document.
oUnfinished Monolingual review sessions to continue with a monolingual review session.
Statistics and Reports
•Statistics: Opens the Statistics dialog to calculate word and character counts, and to analyse the documents against the translation memories in the project.
•LQA reports: Opens the LQA reports dialog.
•Edit distance: Opens the Edit distance statistics dialog. The origin and full text of the match is stored along with the match rate. The match rate is stored next to the match rate of the hit.
•Assign: Assign documents manually to your documents.
•Auto-assign: Auto-assign suitable users to your documents automatically.
•People: Opens the People pane to add users to your project.
•Transcribe images: Opens the Transcribe images editor where you can translate texts in images.
•Prepare Image Localization Pack: Creates an image localization pack in selecting one or more images. You can also select all images and choose the same command, memoQ will then ignore all documents which are not images. Choose a location to save the package.
The image localization pack is a ZIP file which contains:
oall the image files,
oan Excel document containing the meta-data (transcription and instructions). The Excel document contains one line for each image, with the image file name, transcription, translated transcription and instructions.
oan empty folder with the target language code where you need to put the localized images, keeping their name,
oa standard instructions document stating that the localized images need to be put into the target language folder with the original name kept.
•Import Localized Images: Import back localized images. memoQ will update the images in your project with the translations.
Click the Versions arrow:
•History/reports: Displays the History and reports dialog with the version history of the document. This command is available for documents that are under version control.
•Create Snapshot: Displays the Create document snapshot dialog to create a new minor version of the active document. This command is not available if the active document is not under version control.
•Add to LiveDocs corpus: Opens the Add documents to corpus dialog to add the document to a LiveDocs corpus. This command does not work if you are not using any corpora in the project.
•Close Active Document: Closes the active document tab if one is displayed. Default shortcut key: Ctrl+F4.
When you work in an online project, you can choose to manually or automatically synchronize.
Important: The preview files for some documents may become too large for memoQ to handle. If the import of a document is too slow, you can try turning off the preview. To do this, right-click a document or the empty space in the document list, and, from the popup menu, choose Enable preview for translations. This toggle is turned on by default; click it to turn it off (or to turn it back on).
•Assign: Using this button, you can assign multiple documents to a single user in one or more workflow roles (Translator, Reviewer 1, Reviewer 2). The command displays the Assign selected documents to users dialog where you can choose one user for the Translator role, another for the Reviewer 1 role, and yet another for the Reviewer 2 role.