memoQ online project - Translations

In an online project, you manage the entire life of each document in the Translations pane of the memoQ online project window.

To process a document in an online project:

  1. In the Translations pane, import the document.
  2. Run preparations: pre-translation, analysis, maybe X-translation after you reimport a document from a new version.

    Preparation steps may be automatic: If the online project was created from a template, pre-translation and analysis usually runs automatically after a document is imported. To see the settings of the template: Go to the Overview pane, and click the Project settings tab. (This tab is available only after the project is launched, and runs on autopilot.)

  3. Assign each document to translators and reviewers. You can choose from users who are known to the memoQ server. On the document level, this is where you can watch the progress while the translation is going on.

    Mind the languages: If the project has two or more target languages, you need to assign the documents separately for each target language. Choose the target language from the Target language drop-down box at the top right. Or, choose All languages there, and switch the list to Structure mode. Then you'll have a list for each target language.

  4. When all tasks are completed on a document, you can export the translation from the list.

Export may be automatic, too: If the project is created from a template, memoQ server may automatically export the documents after the last task was done on them. To find the documents that were exported automatically, check the Files pane.

Normally, the Translations pane gives you a simple list of documents. Even in that list, you find detailed information on the document status, the assignments, the progress, the document versions. You can switch the list to Structure mode. In the Structure mode, documents are grouped by target language and folder (if complete folders were imported).

You can filter the list for documents that you need to see. For example, you can look at documents assigned to a specific user. Or, you can sort the list by deadline, document name or user role. Choose this from the Sort by drop-down box.

Requires memoQ project manager: You need the project manager edition of memoQ to manage online projects.

You need to be a project manager or an administrator: You may manage online projects only if you are a member of the Project managers or Administrators group on the memoQ server – or if you have the Project manager role in the project.

How to get here

First, open an online project for management:

  1. On the project management dashboard, locate the project you need to manage. Search for the project if necessary.
  2. Click the name of the project.
  3. On the Project ribbon, click Manage. A new memoQ online project window opens. In most cases, the Translations pane appears automatically.

    Then, choose Translations:

  4. On the left, click the Translations icon. The Translations pane appears.

To view the list in a structure of languages and folders, click Structure above the list. The list will change as follows:

To view more details about the selected document, click Details above the list. The Details pane appears on the right:

The Details pane remains on. If you select another document, it will show the details of that document. If you select several documents, it will show the details that the documents have in common.

What can you do?

Important: When you are managing an online project, you cannot open a document by double-clicking its name. To view and edit document contents, you need to check out a local copy of the project. To check out a local copy of the project you are managing, use the Check out icon in the memoQ online project window. See the main topic for the memoQ online project window to learn how.

Cannot create or use views: In online projects, you cannot create or use views. This is why there are no tabs in the Translations pane of the memoQ online project dialog, and only the documents are listed. If you need to split up large documents, see how to slice a document.

Content-connected projects are different: 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.

In an online project, the document list shows the following information about each document:

  • Name column: It shows the name of the document. If the Structure mode is on, this is where you see expandable groups of languages and folders. If a document has embedded objects, it can also be expanded, so that the embedded objects are shown below the document. If you are viewing all languages, and the Grouping mode is on, each document is an expandable group. If you expand the document name, you'll see each target language under the document.
  • Document status icon: It can indicate whether the translation is in progress, or that the translation is complete, or that Review 1 is complete, or that Review 2 is complete. To learn the status, move the mouse pointer over the icon. memoQ will display the status message in a bubble.
  • Workflow status icon:
  • Icon Status
    Unknown
    Translation (not started)
    Translation (in progress)
    Review 1 (not started)
    Review 1 (in progress)
    Review 2 (not started)
    Review 2 (in progress)
    Completed
  • V: Shows the current version of each document. The first number shows the version of the source text. The second number shows the version of the translation.
  • #: This column shows the number of segments, words, or characters in each document. You can choose which. Normally, memoQ shows the number of words.

    To choose from Segments, Words, or Characters: Right-click anywhere in the document list. Point to Base progress on. From the menu, choose Segments, Words, and Characters. The change affects the entire project. (You cannot change the unit for just one document.) memoQ will use the count of your choice to display document sizes and to compute the progress on the documents.

  • Target language: The three-letter code of the target language of the document (ger, hun, eng etc.)
  • Progress: Shows a progress indicator for each document. It displays the progress of the Translator, the Reviewer 1, and the Reviewer 2 in various shades of green. If you move the mouse pointer over the indicator, three numbers appear. The first is the progress of the Translator, the second is the progress of Reviewer 1, and the third is the progress of Reviewer 2. The numbers are percentages. memoQ computes the progress from the number of segments, words, or characters - depending on your choice. Normally, memoQ uses the word counts.
  • Translator: The name of the translator for the document. This is the name of a user on the memoQ server.
  • Deadline (T): The deadline of translation for the document (optional). If the deadline is approaching within 24 hours, an orange indication is displayed next to the deadline. If the deadline is overdue, the indication marker turns red.

    The background color of the deadline cell also shows the workflow status of the document:

  • Grey: Work was not started on the document;
  • Blue: Work is in progress;
  • Green: Work has finished, the document was delivered;
  • Light red: Work is overdue.
  • Orange: Work is due within 24 hours.
  • Reviewer 1: The name of the 1st reviewer of the document (optional). This is the name of a user on the memoQ server.
  • Deadline (R1): The deadline of Review 1 for the document (optional). The background color of this field also shows the workflow status of the document (see above).
  • Reviewer 2: The name of the 2nd reviewer of the document (optional). This is the name of a user on the memoQ server.
  • Deadline (R2): The deadline of Review 2 for the document (optional). The background color of this field also shows the workflow status of the document (see above).

    When a participant is assigned to a document, there's also an icon that shows the type of the assignment:

  • D: The document was sliced (split up into several, more manageable parts). The master document is highlighted in yellow. Its slices appear under the D line as normal documents. The name of each slice includes the segment range. Example: Document: 1-30. To hide or expand the list of slices: Click row of the master document.
  • : The document was assigned through FirstAccept, and no-one has accepted it yet. In the Translator cell, memoQ shows multiple. To see the list of users who can take this document, click next to the Translator cell.
  • : The document was assigned to a group of users through GroupSourcing. All users in the group can work on the document. To see the list of users who can work on this document, click next to the Translator cell.
  • : The document was assigned to a single user. In the Translator cell, memoQ shows the name of the user. (You see this when the document was offered through FirstAccept, but a user has already accepted it.)
  • : The document is not assigned to anyone.

At the top of the list, click Details. The Details pane appears. It will always show extensive details for the selected document.

The Details pane contains:

  • Document type: The format of the original source document (Word, XML, HTML, etc.).
  • Import path: The folder where the document was imported from.
  • Export path: The folder and name where the document is supposed to be exported. memoQ will export the translated document in that folder if you click Export (stored path).
  • Filter configuration: The filter configuration that was used when the document imported.
  • Size: The size of the document in segments, words, and characters (all of them).

    If there are embedded objects or images in the document: The Details pane shows information on the master document, as well as the number of embedded objects or images. In this case, you can expand the master document like a folder. The embedded objects appear in the list like separate documents. To learn more about an embedded object, click it in the document list.

  • Assignments and deadlines:
  • If the project has two or more target languages, you must still select one document for one target language. The Details pane will show the assignments for that target language only.
  • The workflow status of the document is also there. It can be Not started, Translation (not started), Translation (in progress), Review 1 (not started), Review 1 (in progress), Review 2 (not started), Review 2 (in progress), and Completed.
  • A table with each user role (Translator, Reviewer 1, Reviewer 2), the user the document is assigned to, and the progress
  • Under the table, there are two icons. To assign the document to a user or change the existing assignment, click Assign. To pre-translate the document from the translation memories and LiveDocs corpora, click Pre-translate. This is different for embedded images, which have one icon only: Prepare image localization pack.

To view the list in a tree: At the top of the list, click Structure. There will be one group for each target language. Under a target language, memoQ shows the main folder, and then the subfolders and the documents themselves.

Each group can be expanded or collapsed. Click the arrowhead icon on the left of the name of the target language or the folder.

When a document contains embedded objects, memoQ imports them as separate documents. In this case, the document itself becomes a "folder". To see the embedded objects, you need to expand the document.

When a document is sliced up, there is a master document. The master document cannot be assigned. Its slices appear below it like in a folder. The sliced document can also be expanded and collapsed.

To return to the flat list: At the top of the list, click Structure again. The headings of the target languages and the folders will disappear.

After you import several folders in the project, there may be documents that come from different folders but have the same name.

If you are not viewing the list in the Structure view, and you see identical names: At the top of the list, click Path.

If Structure was turned on, Path turns it off. The list will be almost the same as the plain document list, but memoQ shows the differences in the paths of documents that have the same name.

To return to the flat list: At the top of the list, click Path again. The relative folders will disappear.

To copy the names and paths from the file list: Select the files you want. Right-click one of them. At the bottom of the context menu, point to Copy Path.

  • To copy the full path (example: "D:\customer\project\htm\file1.htm" and "D:\customer\project\txt\file3.txt"), select Copy file name with absolute path or press Ctrl+Alt+F.
  • To copy only the differing part of the paths (example: "\htm\file1.htm" and "\txt\file3.txt"), select Copy file name with relative path or press Ctrl+Alt+R.
  • To copy only the file names (example: "file1.htm" and "file3.txt"), select Copy file name or press Ctrl+Alt+C.

You cannot edit documents directly in the online project. Double-click a document. The Edit document message appears. You can:

  • Check out project: memoQ creates a copy of the project on your computer.
  • Open local copy: Only if you already checked the project out. memoQ opens the copy on your computer.
  • Open document in WebTrans: Only if memoQWeb is set up on the server. Opens the document in a browser window, in memoQ's online translation editor.
  • Cancel: Closes the message.

Add the user to the project participants in the People pane.

Next to the document, choose the user from the Translator, Reviewer 1, or Reviewer 2 drop-down box. You can also add new users to the project here: In the drop-down box, choose Add people. memoQ will switch to the People pane, where you can add the new users. Then you need to go back to the Translations pane, and assign the users.

Select the documents in the list.

On the Online Project Workflow ribbon, click Assign. The Assign selected documents to users window opens.

Go to the People pane, and add all the necessary users to the project. Make sure that everyone has a role and at least one target language. To learn more: See Help about the People pane.

Select the documents.

On the Online Project Workflow ribbon, click the Assign label below the Assign icon. From the menu, choose Auto-Assign. The Auto-assign documents window opens.

  • Import (Online Project ribbon): Imports one or more documents, and adds them to the project. An Open window opens. You must choose the documents from your own computer. You can select several documents, and they don't have to be the same format. memoQ will use the default filter and the default filter configuration for the format of each document.
  • Import with options (Online Project ribbon, opens from Import): Imports one or more documents, and adds them to the current project. This time you can choose or configure the filter that memoQ uses to import the document. After you choose the documents in the Open window, the Document import options window opens. You can make changes to the document filter, or even select a different document type. To learn more, see Help about the Document import options and the Document import settings windows.
  • Import folder structure (Online Project ribbon, opens from Import): Imports an entire folder, complete with subfolders (from your own computer). Opens the Add folder structure window. memoQ will import all supported files from the selected folder and its sub-folders. You can also choose and configure the document filter for each file. To learn more, see Help about the Add folder structure window.
  • Remove (Online Project ribbon): Removes the selected document or documents from the project. The document is deleted from the project database, but will not be deleted from its original location.
  • Reimport (Online Project ribbon): Reimports the selected document(s). memoQ will import the document from the original location where it was first imported from. If the document is no longer there, you can choose another folder and file. memoQ will assume that this is a new version of the source document. The major (first) version number of the document will increase by one.
  • History/reports (Statistics/Preparation ribbon, opens from Versions): Opens the History/reports window. You can view the previous versions of the document, and get reports about them.
  • Open in WebTrans (Online Project ribbon): Select a document, then click this command to open the document in WebTrans, which opens in your web browser. You can view the document and edit it, without checking out a local copy of the project. Once in WebTrans, you can click the WebTrans link in the browser window. That will open the Online tasks page, and you can continue working in WebTrans.
  • Export bilingual (Online Project ribbon, opens from Export): Starts the Bilingual export wizard to save the document contents in a bilingual document. It can be a two-column RTF, a bilingual Word document, or XLIFF. To exchange documents with another copy of memoQ - or with another memoQ server - use the memoQ XLIFF format.
  • Export (choose path) (Online Project ribbon, opens from Export): Exports the translation of the selected document or documents. For each document, memoQ will open a Save as window. You need to choose a folder and a name for each translated document. If a document has errors, memoQ displays a warning, and does not export the document.
  • Export (stored path) (Online Project ribbon, opens from Export): Exports the translation of the selected documents to a pre-set location. For each document, this location is shown in the Export path column. If a document has errors, memoQ displays a warning, and does not export the document.
  • Confirm and update rows (Statistics/Preparation ribbon): Use this after you receive (and import) a reviewed version of one or more documents. This command will write the translations in the master translation memory. (To learn more, see Help about the Translation memories pane.) When you click this command, the Confirm and update rows window opens. You can choose to confirm segments in a document or in the entire projects, and you can also choose to confirm all segments or just the ones that were confirmed by a translator or a reviewer. To learn more, see Help about the Confirm and update rows window.
  • Omniscien Technologies (Statistics/Preparation ribbon): Sends the selected documents to the Omniscien Language Studio machine translation portal for machine translation. Omniscien Technologies processes the documents, and sends them back; then the documents are automatically updated. When you click this link, the Omniscien Technologies jobs window opens.
  • Prepare image localization pack (Statistics/Preparation ribbon, opens from Image Pack): This command works only if embedded images were imported from a document. To use it, select images first. The image localization pack contains transcripts of the text labels from the images. Translators will be able to translate those texts. When the translated localization pack is sent back to you, use the Import localized images command to import the localized images. You can't see image localization commands if there are no localizable images in the project.
  • Wrap up (Online Project ribbon): Indicates that the project is finished, and there will be no more work on it. On the Dashboard, it will no longer appear on the list of active projects. However, it remains available. To remove the project altogether, use the Dashboard to send it to the server's Recycle Bin.
  • Statistics (Statistics/Preparation ribbon): Counts segments, words, and characters over the entire project or for the selected documents. Checks the source documents against the translation memories and LiveDocs corpora of the project, and counts the matches. (This is called analysis.) When you click Statistics, the Statistics window opens. To learn more, see Help about the Statistics window.
  • LQA reports (Statistics/Preparation ribbon): Prepares a report from the feedback that the reviewers added to the documents. This is called Linguistic Quality Assurance (LQA). The LQA reports window opens. To learn more: See Help about the LQA reports window.
  • Pre-translate (Statistics/Preparation ribbon): Pre-translates the selected documents from the translation memories and LiveDocs corpora in the project. When you click the command, the Pre-translation window opens. To pre-translate documents in an online project, all required translation memories and LiveDocs corpora must be on the same memoQ server.
  • X-translate (Online Project ribbon): Use this after you reimport a document from a newer version of the same source text. The command will retrieve the matching translations from the previous major version of the document. When you click this, the X-Translate window opens. To learn more: See Help about the X-Translate window.
  • Change export path (Online Project ribbon, opens from Export): For the selected documents, this command changes the pre-set path where the Export (stored path) command exports the translated document. When you click this, the Change export path window opens. To learn more: See Help about the Change export path window.
  • Assign (Online Project Workflow ribbon): Assigns the selected documents to translators and reviewers. When you click this, the Assign selected documents to users window opens. To learn more: See Help about the Assign selected documents to users window.
  • Auto-assign (Online Project Workflow ribbon, opens from Assign): Attempts to assign the selected documents to translators and reviewers automatically. When you click this, the Auto-assign users to documents window opens. To learn more: See Help about the Auto-assign users to documents window.
  • Change workflow status (Statistics/Preparation ribbon): Use this only if you need to send the document back to an earlier workflow phase (to send it back to the translator, for example). When you click this, the Change workflow status window opens. Here, you can set the workflow status of a document. To learn more: See Help about the Change workflow status window.
  • Get changes from source: Checks the content source for changes. New documents are imported, changed documents are reimported, and deleted documents are removed from the memoQ project. If new content is added, memoQ creates a new analysis and progress report. In addition, memoQ always pre-translates new documents, and performs X-Translate when a changed document is reimported. When documens are removed, memoQ creates a new post-translation analysis report (before removing the document). You can view these reports in the Reports tab of the Overview pane.
  • Test getting changes: Simulates the Get changes from source command. You will get a "What if" report. This way you get information about new, changed and deleted files in the content source. There will be a progress log, which contains messages about new documents to import, changed documents to reimport, and documents to remove.
  • Send translation to source: Exports and sends the selected documents or all documents back to the content source. A document is sent back only if it can be exported. Whenever translations are sent, memoQ creates a new post-translation analysis report, available from the Reports tab of the Overview pane.

When you finish

To make changes to the documents, resources, or settings or the project, or to see reports, choose another pane:

Or, to return to Project home or to the Dashboard: Close the memoQ online project window. Before that, make sure you save your changes.

When you make changes to an online project, the changes will happen on memoQ server, not on your computer. It is possible that several users make changes to the project at the same time.

Some changes are not saved automatically. When there are changes you need to save, the green tick mark icon at the top left will become orange:

To save changes to the online project, click this button.

To get the changes that others made to the online project, click this button:

Make sure you save your changes before you click this.

Switch windows: You can open several online projects for management. Each online project opens in a separate window. To switch between them and the Dashboard or Project home (if you have a local project open): press and hold down Alt, and press Tab a few times until you get to the window you want. Or: On the Windows taskbar, click the memoQ icon, and then click the window you want to switch to.