Edit template - Automated actions

This example shows how to set up automated actions for a fairly normal project. You can try this in local projects, as well as online ones.

You need to set up the following actions:

• After a document is imported: Pre-translate them. In addition, Lock the segments that have exact (100%) or context (101%) matches, so that they aren't counted in the total word count.
• After pre-translation: Run statistics on the project to have an up-to-date analysis.
• After a document is reimported (because the source text changed while the project was going on): Get the translations from the previous version using X-Translate.
• After X-Translation: Pre-translate the reimported document, and run statistics on the project again.
• When every document is translated, and the project is over: Export documents automatically on the local computer or on the memoQ server if it's an online project.

  Here are the steps to set this up:

1. Edit the project template: Choose Automated actions, and click the Project automation tab.
2. Under Available triggers, click After document import. Now you will set up tasks for newly imported documents.
3. Next to the Actions added to the selected trigger list, click the + sign. The Select actions you want to add to the trigger window appears.
4. You need to pre-translate, and then run statistics. Click Pre-translate. Click Add. The Automated pre-translation and statistics settings window appears.
5. Make sure that memoQ automatically locks segments that have an exact match or a context match: Click the Confirm/lock tab. Under Rows to confirm/lock based on match rate, click the Exact match with context radio button. At the bottom, check the Make rows locked check box. Click OK. The Edit project template window returns.

   Need translation memories or LiveDocs to pre-translate: Pre-translate will work if the project has translation memories or LiveDocs corpora. Make sure that this project template sets them up: Check the settings under LiveDocs and Translation memories.

6. Next, you need to add statistics: Click the + sign again. In the Select actions you want to add to the trigger window, click Create analysis report. Click Add.
7. The Automated analysis report settings window appears. Review the settings, and click OK. The Edit project template window returns. The Create analysis report task is added to the list on the right.
8. Each time a document is imported, you need to update the analysis report for the entire project. Next to the Create analysis report item, in the Scope column, choose Project from the drop-down list. With this setting, the entire project is analyzed again after a document is imported.

   

Now, set up the tasks for documents that were just reimported. It's almost the same as with newly imported documents. But before anything else, you need to get the existing translations from the previous version of the document.

1. Under Available triggers, click After reimport.
2. Next to the Actions added to the selected trigger list, click the + sign. The Select actions you want to add to the trigger window appears.
3. Click X-Translate. Click Add. The X-Translation settings window appears.
4. Click the Mid-project update radio button. There are no other settings in this case. memoQ preserves the status of the original segments. For example, segments that were confirmed and locked in the previous version of the document, will be confirmed and locked in the reimported version, too.
5. Set up pre-translation and analysis the same way as with newly imported documents. Repeat steps 3-8.

   Finally, the documents must be exported automatically after the project is finished.

If the project template is for local projects, do this:

1. Under Available triggers, click After project wrap-up.
2. Next to the Actions added to the selected trigger list, click the + sign. The Select actions you want to add to the trigger window appears.
3. Click Export document on this PC or to Language Terminal. Click Add.
4. The Export document on this PC or to Language Terminal - settings window appears. Review the settings, and click OK.

   If the project template is for an online project, do this:

5. Under Available triggers, click Document completes workflow. (This event doesn't happen in local projects.)
6. Next to the Actions added to the selected trigger list, click the + sign. The Select actions you want to add to the trigger window appears.
7. Click Export target documents on server. Click Add. The Export target documents - settings window appears.
8. Review the settings, and click OK.

   From an online project, the memoQ server exports the documents to a folder on the server. The server's owner accesses the exported documents from the file store in memoQ. The project manager needs to open the project for management, and then look at the files for that project.

9. To save the project template: In the Edit project template window, click OK.

To try the automated actions: Create a local or an online project from the project template. Import a document. Make the document go through the entire workflow. In the meantime, reimport the document at least once. At the end, either wrap up the project (local projects) or deliver the document from the last workflow role (online projects).

memoQ runs automated tasks when an event happens in the project. Choose an event and tell memoQ what it should do when that happens. See the example earlier in this topic.

1. Under Available triggers, click an event. If the event already has automated tasks, they are listed under Actions added to the selected trigger.

   Not all events happen in local projects: Some of the events happen in online projects only. If you set up a task for an online-only event, and you create a local project from the project template, that task won't run. To see what events are available in local projects, close the eye at the top right of the Edit project template window. (Click it if it's open.)

   Events with existing actions are bold: If an event already has automated actions, it appears in bold under Available triggers. In the example above, the After document import, After reimport, and Project wrap-up events are already set to start some automated tasks.

2. Next to the Actions added to the selected trigger list, click the + sign. The Select actions you want to add to the trigger window appears.

   Some actions are not always available: To learn more, see the action list below.

3. Click the task you want memoQ to run, and click Add. A window appears with the settings of that task. The settings depend on the actual task.
4. Review the settings, and change them if necessary. Click OK.

The order matters: The task is added to the end of the Actions added to the selected trigger list. When the selected event happens, memoQ runs the tasks in the order they are listed here. To change the order: Select the task you want to move, and click the Move up or the Move down button to move it forward or backward in the list.

Under Available triggers, click an event that already has tasks. The tasks appear under Actions added to the selected trigger.

Events with existing actions are bold: If an event already has automated actions, it appears in bold under Available triggers. In the example above, the After document import, After reimport, and Project wrap-up events are already set to start some automated tasks.

• In the Actions added to the selected trigger list, select the action you want to change.
• To change the settings of the action: Click the Settings button. The Settings window appears for that task. Review the settings, and change them if necessary. Click OK.
• To remove the action from the event: Click the Remove button.
• To change the order of running these tasks: Select the task you want to move, and click the Move up or the Move down button to move it forward or backward in the list.

For most events in the project, you can choose from the tasks below. Some of them are available in online projects only. But a few of them work in local projects only. And others can only be added to project-level events (Project is created, Before document import, Project is launched, After project wrap-up, and Customer Portal project has been delivered).

Action	Online/Local project	Project-level event only	Description
Auto-assign documents to users		-	Assigns documents in the project to users set up in the template's People section, based on the users' languages and roles. Either distributes the documents among the translators, or uses FirstAccept or GroupSourcing.
Calculate edit distance from inserted matches		-	Creates an edit distance report that shows how much the translator had to work on matches inserted from a translation memory. Adds the report to the project's Reports section.
Calculate reviewer edit distance		-	Creates an edit distance report that shows how much the reviewer had to work on translations confirmed by the translator. Adds the report to the project's Reports section.
Change workflow status of document		-	Makes a change to the workflow step (translation, review 1, review 2) and the status (not started, in progress, finished) of the document.
Confirm and update rows		-	Confirms all rows in the document or in the project, and saves the translations to the master translation memory of the project.
Copy source to target where empty		-	Copies the source text to the untouched target segments in the document or in all the project.
Create analysis report		-	Runs statistics, and adds a new report to the project's Reports section.
Create progress report		-	Adds a new progress report to the project's Reports section.
Create reviewer change report		-	Adds a new reviewer change report to the project's Reports section.
Create snapshot		-	Creates a new minor version of the document. A minor version means a new version of the translation.
Delete working translation memories		Y	Deletes the translation memories that translators were confirming translation memories into. The translation memories are deleted from the computer or from the memoQ server, not just from the project. Run this task only after you confirmed all segments into the master translation memories. Don't use this task at all if the master translation memories in the project are the same as the working ones.
Deliver to CMS		-	Delivers all or some of the project's documents back to their source content management system (CMS).
Deliver to Customer Portal		Y	Delivers the project to Customer Portal.
Execute custom code		-	Runs your own program on the documents or the entire project. This program may make a change to documents, but it can also do different things with the project. We even wrote a script for you: Use Execute custom code to process documents using the built-in Find and Replace tool.
Export change tracked document after review		-	Compares the reviewer's edits with the translator's work, and creates a review report in one or more HTML files.
Export delivered Customer Portal files on server		-	Saves the documents to the project file store on the server. This is a folder on the server where you can download the files from. To do that, you need to open the project for management.
Export document on this PC or to Language Terminal		-	Exports the finished translation to the folder that is stored in the project.
Export document to Language Terminal		-	Exports the translated documents to the Language Terminal profile registered on the memoQ server.
Export LiveDocs corpora on server		Y	Exports the project's LiveDocs corpora to XLIFF files to the project file store on the server. This is a folder on the server where you can download the files from. To do that, you need to open the project for management.
Export LQA error list on server		-	Saves the list of human feedback to the project file store on the server. This is a folder on the server where you can download the files from. To do that, you need to open the project for management.
Export LQA statistics on server		-	Saves a statistics report of the human feedback to the project file store on the server. This is a folder on the server where you can download the files from. To do that, you need to open the project for management.
Export MQXLIFF on server		-	Exports the MQXLIFF files to the project file store on the server. This is a folder on the server where you can download the files from. To do that, you need to open the project for management.
Export to MQXLIFF		-	Exports the document to an MQXLIFF file on the local computer.
Export source documents on server		-	Saves the source documents to the project file store on the server. This is a folder on the server where you can download the files from. To do that, you need to open the project for management.
Export table RTF on server		-	Saves the documents in a table Word format to the project file store on the server. This is a folder on the server where you can download the files from. To do that, you need to open the project for management.
Export to table RTF		-	Exports the document to a table Word file on the local computer.
Export target documents on server		-	Saves the translated documents to the project file store on the server. This is a folder on the server where you can download the files from. To do that, you need to open the project for management.
Export term bases on server		Y	Exports the term bases in CSV files to the project file store on the server. This is a folder on the server where you can download the files from. To do that, you need to open the project for management.
Export translation memories on server		Y	Exports the translation memories in TMX files to the project file store on the server. This is a folder on the server where you can download the files from. To do that, you need to open the project for management.
Launch project		Y	Starts the workflow notifications for the project.
Lock segments		-	Locks or unlocks some or all segments in the document or in the project.
Pre-translate		-	Pre-translates a document or all documents in the project.
Return to source		-	Content-connected online projects only. Document-level events only. Exports the translated document, and sends it back to the content source. In this case, the content source defines where the translated document is saved.
Run post-translation analysis		-	Creates a new post-translation analysis, and adds a new report to the project's Reports section.
Run QA and export report on server		-	Runs QA checks, and saves a report of the warnings to the project file store on the server. Running QA is optional: if you do not run it, memoQ will save a report with the existing warnings. This is a folder on the server where you can download the files from. To do that, you need to open the project for management.
Send to Omniscien Technologies for machine translation		-	If the server is set up with an account to the Omniscien Language Studio machine-translation portal, this task sends the documents to Language Studio to be machine-translated.
X-Translate		-	Gets the translation from the previous major version of the document. This works after the document was re-imported from a new version of the source text.