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When you use qTerm (Kilgray's browser bases terminology management system) and memoQ's term extractor together, the following scenario is a possibility of how you can extract new terms in memoQ and import them into qTerm, avoiding duplicates:

 

1.Open your qTerm term base. Go to Term base settings > Definition. Add a new entry level field to your qTerm term base, and call it "Term extraction".

2.Then, create a local bilingual project with one of the target languages of your project. Add the qTerm term base as the first ranked (primary) term base to your project.

3.Create a new local memoQ term base with the same language combination as in step 2. Add this term base to your project as well (this term base is empty).

4.Open your project, go to the Preparation ribbon tab, then choose Extract Terms, and start the term extraction session.

5.Drop all candidates which you do not want to include in your term base, and also drop candidates which are already in the qTerm term base.

6.Export the candidates into the new, empty local memoQ term base. To do so, click the Export To Term Base button on the Term Extraction ribbon tab.

7.Open the local term base which now contains your candidates and export the term base as CSV.

8.Rename the term base file from *.csv to *.txt (the operating system will warn you that it may become unusable, ignore this warning and proceed)

9.Start Microsoft Excel. Navigate to the TXT file (you may need to choose All files to make the TXT file visible), then click Open.

10.MS Excel starts the Text Import Wizard. Click Next on the first page.

11.On the second page, unselect Tab, and select Comma. Click Finish.

12.Add a new column at the end of the data, call it "Term_extraction".

13.Enter a unique identifier (for example, the date, e.g. "March14") to the new column, and copy it for all items.

Tip: You can enter the value, select the cell, choose Ctrl+C, then click the same cell in the next row and drag down the mouse till the last row – this will select all the other cells in the new column. If you press Ctrl+V now, the value will be copied into all rows.

Note: You cam use the Project field (if not used else wise) to mark the term extraction session to filter for it.

1.Save the file by pressing Ctrl+S.

2.Choose File > Save as, and save the file as CSV (click Yes when Excel asks you some question). Close Excel, disregard any warnings that you may get when you close the file.

3.Open the CSV you have just created in Notepad.

4.Choose File > Save as, and in Encoding choose UTF-8.

 

Now, you are ready to import the CSV to qTerm:

1.Go to qTerm.

2.In qTerm home, select the term base you want to import the CSV to, and click the Import icon to the left of the term base name.

3.Navigate to the CSV file which contains the exported new entries, and click Next.

4.Choose Comma as delimiter and One entry per line (if the preview does not look OK, try semicolon as delimiter – your Windows locale might have dictated Excel to the semicolon).

5.Click First line contains field names (on the right hand side of the line with dark grey background). Click Next.

6.On the next screen, ignore all mappings where the data is empty, but make sure that you map the very last column to your "Term extraction" column in the term base (click Edit, and choose the Entry:Term extraction field, and then click OK)

Tip: You can save this mapping name so you do not need to do this again for future term extraction sessions for this term base. Make sure you always use the same name for the last column that you are adding manually.

7.Click Next twice. Click Import.

8.Now you have a qTerm term base which contains all new terms from the memoQ term base. Create a filter with the condition Entry: term extraction equals (the value you entered, e.g. March14)".

9.Apply this filter to your qTerm term base to filter for all new terms.

10.You have a list of terms which are new. These terms may contain already translations in one target language (the one you used during the term extraction process), but for the rest they are empty. Your terminologists can now use this filter to find out which terms they need to translate in qTerm – there is no need to export the terms into a memoQ project. When the target is empty, translators might just add the translations (if they are allowed to) during translation directly from within memoQ, saving work for everyone.

Please note that you can also do the import of new terms in a slightly different way, which will also mark the candidates which are already present in the term base. To do that, you need also to select as candidates the terms which are already in the term base. Then do all the other steps as they are described above. You will end up with a term base which contains duplicates for terms which are present in the project and are already in the term base. You need to apply the Duplicates filter in qTerm and merge the terms. When merging, you need to make sure that all the translations are merged properly and that the Term extraction field contains the correct data. You may need to edit the terms manually when merging.