Support FAQ (Word version)

Frequently Asked Questions
Subscription Management
Words
Licenses
Account
GeoWorkz Directory
Job Posting
Connecting to the Translation Workspace Server
Translation Workspace Web Interface
User Management
Asset Management
Sharing Linguistic Assets
Translation Workspace Clients
XLIFF Editor
Microsoft Word Plug-in
Online Review Client
Translation Workspace Tools
Translating
Supported Formats
Best Practices
Chat Functionality
Match Rates
Context Matching
Fuzzy Matches in an Empty TM
Interoperability
When creating a Translation Memory (TM) from non-Translation Workspace legacy data, is it better
to use a TM export or to use bilingual files to populate the TM?
Subscription Management
Words
How do I track my word usage?
You can view the amount of words remaining for your tenancy in the current billing period by logging in to
GeoWorkz.com and clicking on the Translation Workspace button. The number of words remaining is
displayed in the Subscription Usage section. This display is updated every night.
How does word metering work?
The words balance in a tenancy is consumed as content is translated using TMs owned by the subscriber.
Translation Workspace reports the tenancy’s daily word usage. When the subscriber’s TMs are queried
during translation, words are debited from the purchased words balance. If the TM is made available to
users outside the tenancy by issuing an Asset Alias token, the queries made by those users are debited
from the original TM owner’s purchased word balance. Users are not charged for work they do using TMs
owned and aliased to them by other tenancies.
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How are words counted for Analysis Reports in Chinese, Japanese, Korean, and
Thai?
For Chinese, Japanese, Korean, and Thai, Translation Workspace counts all characters, both ideographic
and non-ideographic characters, as well as punctuation but not white spaces. The counting technique used
is determined from the language setting of the source content.
How does word metering work for Chinese, Japanese, Korean, and Thai?
Translation Workspace programmatically applies a ratio to system-generated character counts before
passing information to the metering engine used for word usage charges. The word usage shown in the
Translation Workspace section of GeoWorkz.com will therefore have already been adjusted downward for
Chinese, Japanese, Korean, and Thai.
These per language ratios are as follows:
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Chinese (Simplified): 2.8 characters to one word
Chinese (Traditional): 2.8 characters to one word
Japanese: 3 characters to one word
Korean: 3.3 characters to one word
Thai: 6 characters to one word
What if I need more words than available in my subscription this month?
After more words have been translated in the tenancy than your plan allows for, the tenancy will be billed
for "overage." Every plan has a pay-as-you-go option for additional words above the base allocation (this
is called ―overage‖). If additional words are required, you are billed on a per word basis for each additional
word. For example, a subscriber may be on a plan that has an allocation of 30,000 words monthly. If the
subscriber uses 31,000 words in a given month, 1,000 words are billed as pay-as-you-go words. Refer to
the subscription agreement for the pay-as-you-go word rates.
Word overages will be charged in the next billing cycle. You can change your plan to one that includes
more words, but it will not take effect until next billing cycle.
What if I don’t need all the words in my subscription this month?
Words that are not used within the month expire and cannot be rolled over. You may opt to change to a
new subscription plan with fewer words. From the Translation Workspace section at GeoWorkz.com,
click on the Modify Your Subscription and Options dropdown menu and select Change Your Plan.
The new plan selection will be reflected in your next billing cycle.
Is fuzziness considered in word metering?
TM match percentage is not a factor in metering, as only source words in opened segments are counted.
If one project is translated into more than one language, will the words be
consumed multiple times?
Word metering is based on the number of words in the source segment multiplied by the number of target
languages. If you translate a document into multiple languages, the same words will be consumed as
many times as there are target languages.
Licenses
How do I add licenses to my subscription?
You can change your subscription at any time to include more licenses. After logging in to
www.GeoWorkz.com, in the Modify Your Subscription and Options drop-down list, select
Add/Remove Licenses. Select the number of licenses you want to add to your plan, and continue to
checkout. Additional licenses are available immediately and are prorated to the end of the month. You can
add/remove licenses in increments of 1 through 10. Note that the number of additional licenses you select
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here will replace the number you have currently. If you have 3 additional licenses currently and select 5
additional licenses, you will now have 5 additional licenses.
Adding or removing additional licenses does not affect your base plan licenses. If you have a base plan
that includces 10 licenses, and you purchase 5 additional licenses, then replace those 5 additional licenses
with 3 additional licenses, you still have 10 licenses in your base plan. So in this case you go from 15 total
licenses to 13 total licenses.
I’m a Freelancer and I want to add more licenses to my account. How can I do
this?
Freelancer accounts cannot have additional licenses added to them. You must upgrade your account to an
agency or enterprise account in order to have additional licenses.
How do I remove licenses from my subscription?
You can remove additional licenses that you have added to your subscription. The maximum number of
licenses that can be removed is equivalent to the number of additional licenses that you have added. After
logging in to GeoWorkz.com, in the Modify Your Subscription and Options drop-down list, select
Add/Remove Licenses. Select the number of additional licenses you want to have in your plan, and
continue to checkout. For example, if you want to remove all of your additional licenses, you would select
the top line, $0/Monthly. These changes will take effect on your next monthly billing date.
If you have licenses scheduled to be removed, Translation Workspace will first remove licenses that are
unassigned. If you have not unassigned a sufficient number of licenses to match the number of licenses
you have removed, Translaton Workspace will remove (on the billing anniversary date) assigned licenses,
in order of the longest period of time since they were last used. To ensure no disruption to your users,
make sure that any additional licenses you want to remove are unassigned before the effective date of
their removal. To reduce the number of licenses in your base plan, you would have to change to another
plan with fewer licenses (using Change Your Plan from the Modify Your Subscription and Options
drop-down list).
Fixed and Floating Licenses
An admin can assign ―Fixed‖ licenses to users in the Administration > License Management tab of the
Translation Workspace Web interface. These Fixed licenses stay assigned to the user until the admin
manually removes them from the ―Licensed users‖ list. Users that do not have a Fixed license will get a
―Floating‖ license assigned to them when they login, if there are licenses available. This license will be
assigned to the user for the duration of their session (plus a 15 minute period after the session ends,
during which only that user can login again with that license).
If a user logs in, but is denied access because there are no licenses available, they can either wait until a
license frees up, or their subscriber can purchase additional licenses at http://www.geoworkz.com, which
become available immediately. Note that the subscription user always has a license assigned, which
cannot be removed.
Automatic Floating license assignment applies to logins at both http://www.geoworkz.com and Translation
Workspace (either to translate.translationworkspace.com directly, or from the Translation Workspace
clients).
The Resources > License Management tab in the Translation Workspace Web interface is where
admins can manually assign and remove Fixed licenses. The admin can view a list of users without
licenses, and move them to the list of licensed users. This list indicates whether the licenses are Fixed or
Floating. It also indicates how many licenses the tenancy has, and how many of these are available at the
moment. The admin cannot manually remove a Floating license. If the admin wants to free up a Floating
license, since Floating licenses cannot be manually removed, the admin could see from the list of users
with licenses which users have Floating licenses, and could tell a user to log out, freeing up the license.
Alternatively, the admin could inform the GeoWorkz subscriber (who might be the same user) that more
licenses are needed, and the subscriber user could purchase additional licenses.
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Account
How do I view my Transaction History?
You can view your transaction activity in the My Account section of GeoWorkz.com. This Transaction
History tells you the amount for every transaction, and what has been debited from your credit card or
PayPal account.
How do I cancel my account?
You can cancel your account via a Cancel button in the Translation Workspace tab of at
GeoWorkz.com. Your cancellation will take effect at the end of your current billing cycle—monthly or
yearly. When your account is cancelled, your assets will be deleted, and your tenancy deleted, so export
any assets you need to keep prior to the cancellation date. Annual plans have no cancellation fee. If you
are on a monthly plan, you will be subject to a cancellation fee equal to 3 months of your subscription fee.
How do I change my payment method information?
If you need to switch to another payment method, choose to edit your payment details from the ―My
account‖ section of Geoworkz. This change will become effective on your next billing date.
I received a notice of non-payment. What should I do?
If a payment fails, you will be informed via email. Possible causes of a failed payment include expired
credit card, over credit card limit, or cancelled paypal account. If any of the information is incorrect or
expired, please update. If the payment still cannot be processed, you will receive two additional notices
informing you of the failed payment attempt. You can always remedy a failed payment by entering valid
payment information in the My Account area of Geoworkz. Your account must be made current within 10
days from initial notification or access to your assets will be suspended for all users until the payment is
made.
How do I change my GeoWorkz password?
Translation Workspace and GeoWorkz use the same credentials. Each user can change their password at
any time. To change your password in GeoWorkz, login to GeoWorkz.com and click on your My Account
page. Click on Edit Account Information. That will open up the Edit Account page with your account
details.
Enter your new password in the Password and Retype Password fields and click the Save button. Your
password is now updated.
How do I updgrade my account before my yearly anniversary?
If you signed up for a yearly plan and want to increase your subscription level immediately, rather than
waiting for your anniversary date, this must be handled by Customer Support. Please use the Contact Us
form to initiate the process.
How do I get a copy of my Invoice?
GeoWorkz.com is a subscription service, which means that your account is automatically invoiced and
payment collected. When this occurs, an Account Statement is automatically sent to the email address you
specified on GeoWorkz.com, in the My Account tab.
The GeoWorkz Account Statement indicates a 0 balance because it reflects payments that have already
been made, as compared to an Invoice which would indicate an outstanding balance due. The Account
Statement automatically emailed to you from GeoWorkz.com fully conforms with tax and accounting
requirements worldwide, and includes: statement date, invoice number, a description of services provided,
service cost and account balance, GeoWorkz tax address and VAT ID (if applicable), and your billing
address and VAT ID (if applicable).
If you did not receive this Account Statement or have accidentally deleted it, please submit a support
request indicating the date and amount of the invoice / payment for which you need the statement resent.
If you need to update the email address associated with your GeoWorkz.com account, please log in to
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GeoWorkz.com and then click on your name at the top of the page to go to the My Account tab and edit
your account information.
GeoWorkz Directory
How do I create/modify/delete my GeoWorkz Directory listing?
You can edit your Directory listing information at any time by logging in and going to Directory > My
Profile and clicking Edit.
Job Posting
I’m a subscriber. When I apply for a job, why does it ask me questions?
If you are a Translation Workspace subscriber but not yet a Lionbridge vendor, when you click the Submit
Bid button, you will be directed through the Lionbridge vendor qualification process. For more information
on the qualification process, please refer to the ―Want to become a Service Partner?‖ links at
https://partners.lionbridge.com.
Note: Be sure you have filled out a GeoWorkz Directory profile before applying for a job, as information
from your profile is automatically used by the Lionbridge vendor qualification process.
How do I know the status of my applciation to become a Lionbridge Vendor?
Your Lionbridge Vendor Status is displayed in your Directory Profile.
Note: Your Lionbridge Vendor Status information is visible only to you. It does not display for those
viewing your Directory Profile.
The following statuses can be reported:
• Not Yet Applied – You haven’t gone through the vendor application process yet. A link is provided for
you to do so.
• Not Yet Reviewed – You have submitted your vendor application, but your application has not been
reviewed.
• In Progress – A review of your vendor application is in progress.
• Application Reviewed. Not Accepted – Your vendor application has been reviewed, but because
Lionbridge does not currently need someone with your experience and expertise, your application has not
been accepted.
• Newcomer – You have completed the vendor application, signed the SLA to the Service Partner Portal,
and have read the ―Getting Started with Lionbridge Guide.‖
• Authorized – You’ve been authorized to work on Lionbridge projects and you have successfully
completed your first project.
• Authorized Legacy – You have successfully completed Lionbridge projects in the past.
If you haven’t applied to become a Lionbridge supplier, so you can bid on Lionbridge jobs posted to the
GeoWorkz Marketplace, you can click Click Here to Apply and you will be taken to the Lionbridge portal
where you can register to be a Lionbridge supplier.
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If you are a Free Trial user, when you click to apply, you will get a popup prompting you to upgrade
immediately to paid plan, so you can become a Lionbridge supplier.
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Connecting to the Translation Workspace Server
How do I connect to the Translation Workspace?
Connect to Translation Workspace server at http://translate.translationworkspace.com using a web
browser. You will be prompted for your username, password, and tenancy, provided to you by your
GeoWorkz Subscription Manager.
When you connect from the Word Client Plug-in, XLIFF Editor, or the Translation Workspace Tools, you
must also supply the server address translate.translationworkspace.com. Do not prefix the domain with
―http://‖
My company or Internet Service Provider requires a proxy. How do I connect?
In rare cases, you might need to enter a proxy address in the login screen. For example, if you are inside
a corporate network, your connection might be through a proxy server. Your network administrator can
tell you if you have to use a proxy. Enter the proxy name and the proxy port in the Proxy address field of
the login dialog of Translation Workspace. Your network administrator will also tell you the proxy port to
use. For example, if the proxy name is proxy.mycompany.com and the proxy port is 8080, please enter
proxy.mycompany.com:8080 in the Proxy address field.
I can’t log in. How do I get help?
In order to login to GeoWorkz.com or the Translation Workspace, you need a username, a password, and
a tenancy. If you are a Subscription Manager, you set these credentials during the account creation
process. If you are a Translation Workspace user, please contact your Subscription Manager. If you have
forgotten your credentials, use the Forgot Username, Forgot Password, or Forgot Tenancy link(s) on the
login page. If you are still experiencing issues, please click the Contact Us link at the bottom of any
GeoWorkz.com page and send us a message describing the problem.
Before contacting Support, follow these steps to troubleshoot your connection:
1. Did you connect your computer to the Internet? If not, please connect to the Internet and repeat the
login.
2. Did you enter the right server name: translate.translationworkspace.com?
3. In very rare cases, it might be necessary that you enter a so called proxy address, usually if you are
inside a corporate network. This never applies when using direct dialup connections to the Internet.
Your network administrator can tell you if you have to use a proxy. Please enter the proxy name and,
if necessary, the proxy port in the Proxy address field of the login dialog of Translation Workspace.
Your network administrator will also tell you the proxy port to use. If the proxy name is
proxy.mycompany.com and the proxy port is 8080, please enter proxy.mycompany.com:8080 in
the Proxy address field.
4. If the issue persists, please ensure that Translation Workspace (.dot and .dll) are ―safe‖ files in your
Local Firewall Software
Follow these steps to add a proxy server:
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Click on LAN settings....
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Check Use a proxy server for your LAN.
Do I need permanent connection to the Internet?
Translation Workspace is a Live Assets system, designed to give users access to TM, glossaries and review
packages over the Internet. This has a number of advantages:
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Users don't have to store and manage large translation databases on their local computers.
Subscribers can share assets with other subscribers in real time, so additions and changes are
reflected instantly for any user connected to a shared asset.
Translated files can be reviewed online and changes can be reflected instantly
Updates to the system are applied automatically to the server-based system components
Updates to the translation client applications (Word Plug-in and XLIFF Editor) are pushed
automatically to users
All users need an Internet connection to access Web-based functionality and server-based assets. Without
an Internet connection, the following features and functionality will not be available:
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TM and glossary management (import, export, search, statistics)
TM and glossary updates
TM and glossary access through the Word Plug-in or XLIFF Editor
Online review package creation, access and updates
User management, role management, license management
Reports
Client application download
Online help
GeoWorkz Directory
System updates
GeoWorkz account access
What to do if you lose your Internet connection
If translators and editors temporarily lose Internet connectivity while working in the Word Plug-in or XLIFF
Editor, the best approach is to wait for it to return before continuing to work. This guarantees that they
get the latest matches from server-based TMs and glossaries. However, if connectivity is lost for a long
period of time or during a particularly time-sensitive assignment, users have a options that allow them to
complete their work and update assets when their connection returns.
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The following tips and best practices describe how translators working in one of the client applications can
prepare for loss of Internet connectivity, and how they should work if they lose their connection.
Working in the Microsoft Word Plug-in
The Word Plug-in will not allow you perform any functions without an Internet connection, so you will not
be able to open segments, pre-process or post-process files until your connection returns.
If working on an assignment in the Word Plug-in client, make sure your files are pre-segmented when you
start work. Your project manager or customer may hand off pre-segmented files, but if not, it is a good
idea to pre-segment them yourself before you start. This will allow you to continue working through an
Internet connection outage by simply entering your translations directly into the target section of each
segment. Again, you will have to work directly on your files in Word without using any of the Translation
Workspace add-in functions. If you try to use any of the Translation Workspace features, you will be
prompted to connect to a Workspace server.
When your Internet connection returns, update your server assets by using the ―Clean to Target
Language‖ feature and make sure the ―Store Translations to TM‖ option is checked in the Document
cleanup window after you add files to clean.
If you do not have pre-segmented files and are working on a time-sensitive assignment in the Word client,
you can translate your files by simply overwriting source text, and then post-aligning source and target
files using a third-party aligner when finished. This is a solution of last resort, as it requires substantial
additional effort and can result in leverage loss when producing TM from post-alignment.
Working in the XLIFF Editor
The XLIFF Editor client will allow you to continue accessing segment open/close features without an
Internet connection, but no batch functions will be available. You will be able to translate files with limited
functionality and update your associated TMs after your connection is restored. You can update the TM
either segment-by-segment (recommended if only a few segments need updating) or by using the ―Add to
TM‖ batch function and processing entire files.
Summary
Working with an Internet connection is required in Translation Workspace. The above suggestions for
working through Internet connection outages are not intended to be permanent solutions for working
offline. When working offline, users are not able to contribute to or receive matches from shared project
assets, impacting the user's individual productivity, the productivity of a virtual team and the quality of
the working TM for the project in question. Whenever possible, a user should wait for a lost Internet
connection to return before working in one of the Translation Workspace clients. However, in the case of
prolonged connection loss, users do have options that insure their ability to stay productive and meet
project deadlines.
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Translation Workspace Web Interface
User Management
How do I create a user in the system?
As the subscriber or admin user of your tenancy, you can create system (or admin) users who can login
and work in Translation Workspace. In addition to working within Translation Workspace, these system
users can authenticate at GeoWorkz.com and access training and other resources there. For details on
creating users and assigning them roles, see the Guide to Purchasing and Managing a Subscription at the
Documentation page of the Support area at GeoWorkz.com. Details of Translation Workspace roles are
given in the Users and Roles topic in the Translation Workspace Web interface help system.
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How do I assign a license to a user?
A user must have a license assigned in order to login to Translation Workspace. You assign licenses to
users in the Administration > License Management tab of Translation Workspace. For details, see the
Assigning Licenses topic in the Translation Workspace Web interface help system.
Asset Management
What are Live AssetsTM?
Your linguistic assets (TMs and glossaries) can be thought of as "live" because they can be updated from
anywhere at any time by subscribers with access permissions. Updates are instantaneously available to
all. Based on ground-breaking asset sharing privacy functionality, globally-distributed teams of linguists
can contribute to and reference centralized assets in real time, introducing key efficiencies into the
production process. Live Assets are self-maintaining, facilitating process-driven management and
eliminating costly synchronization work. With near-zero latency and response time measured in
milliseconds, Live Assets increase speed of work, reduce internal language asset management costs, and
contribute to lower overall localization spend.
Does Translation Workspace support TMX?
Yes. Translation Workspace TMs do support TMX. Translation Workspace supports both TMX 1.1 and 1.4b
formats.
How do I change my Translation Workspace password?
Translation Workspace and GeoWorkz use the same credentials. Each user can change their password at
any time. To change your password in Translation Workspace, login to translate.translationworkspace.com
and click on your user account name link in the top right corner of the page.
That will open up the Edit User dialog with your account details.
Type and re-type your new password in the Enter Password and Retype Password fields and click the Save
button. Your password is now updated.
How do I set/update attributes of a linguistic asset?
TM attributes and their values are additional information saved along with translations in a translation
unit. This information is only saved in the TMs, not in the translated files. Attributes are used to classify
the translation units inside the TMs, so that during the retrieval of the translations from the TM, some
translation units can be preferred over others. For details on setting up and using TM attributes, see the
Translation Memory Attributes topic in the Web interface help system.
An alternative to using TM Attributes to classify the TUs is to use TM Linking. You can find more
information on TM Linking in the TM Management training and in the TM Linking topic in the help system.
Glossary attributes are labels that you can add to glossary records. They can provide context or
background information, translation instructions, semantic and grammatical data, and so on. Attributes
can be defined either at the language level (across multilingual glossaries) or at global record level (across
a language). In order to make common tasks easier, such as searching, importing, exporting, and general
maintenance, you should use the same attributes for all languages. For details on setting up and using TM
attributes, see the Glossary Attributes topic in the Web interface help system.
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How do I create an online review task?
The Translation Workspace Online Review Client is a Web-based application that enables reviewers to
validate translation using standardized procedures. It provides an administrator’s interface to configure
the reviewer’s environment. The administrator can use this interface to manage the review packages,
workgroups, QA models, and so on.
To prepare material for review, you must create packages, which contain the translated files that clients
are going to review. You create a review package in the Translation Workspace Web interface by selecting
a Workgroup and then the Review Package… option from the Create New menu. For details, see the
Online Review topic in the Web interface help system. Also, take the ―Online Review Management ‖ selftraining course, accessed in the Training & Tutorials section of the Support tab of GeoWorkz.
What are Background TMs, premiums, and penalties?
One of the most powerful and unique features of Translation Workspace is its capability to allow TMs to be
freely combined and grouped together. This way you can create ―super-TMs‖ from different sources while
keeping the underlying information strictly separate. Prioritize the highest quality reference material by
applying a penalty on less reliable or legacy sources.
Every working TM can be associated with any number of background TMs. From the user's point of view, a
background TM is a read-only TM that cannot be edited directly, but contains additional translations that
can be leveraged. Technically, background TMs can be reference TMs as well as working TMs for a
different group of users, so the possibilities of combining TMs are truly endless.
Premiums and penalities increase and lower the priority of a background TM, respectively. When there are
several translations with similar match values, the Translation Workspace system will suggest the
translation from the TM with the highest premium or lowest penalty first.
Premiums and penalties are added to the match value to calculate the match with the highest priority but
are denoted distinctly in the Translation Workspace Clients. For example, a match value of ―100+2%‖
signifies a 100%-match from a TM with a 2% premium. A match value of ―100-2%‖ signifies a 100%match from a TM with a 2% penalty.
Penalties are also reflected in word counts. Less reliable fuzzy or full matches will be counted with a lower
match value. Although premiums could be reflected in word counts, Translation Workspace does not count
them, as it would be unfair to increase the matching value of a fuzzy just because it is more reliable.
Combining reference TMs
Multiple reference TMs can be linked to the working TM with different premiums and penalties based on
the reliability and quality of their content.
For example:
 If the reference TM has been fully approved and its translations can be used without review, link it with
a premium of +1%.
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If the translations from the reference TM are generally acceptable, but must be reviewed by the
translator, link it with a penalty value between -5% and -10%.
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If the reference TM is a deprecated or unapproved version, link it with a penalty of -15%.
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Combining working TMs
Multiple working memories can also be linked in the some project.
Different working TMs can represent the different stages of a project (Translation, Review, Validated). In
this example, the different working TMs may be accessible to different groups of users (translators,
reviewers, validators).
The Translation Workspace system of premiums and penalties assures that not only all translations are
available to everyone on the project at any time, but also that the version of a translation from the more
advanced project stages will override versions from earlier stages.For example:
 If a second working TM is used at a later project stage, link it with a premium between +1% and
+10%.
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If the second working TM is used at an earlier project stage, link it with a penalty between -1% and
-10%.
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If the working TMs are used to distinguish components or versions, select a value between -5% and
-10% for each of the TMs.
Why can’t I use the TM Maintenance Editor?
The TM Maintenance editor requires certain permissions. If you cannot access the editor, your role for the
TM does not include the requisite object permissions.
What is the “Unknown Styles or Fonts” email?
If you import a TM in which there are styles or fonts that are undeclared in the TM header, you will get an
email like this:
Subject: Translation Workspace TM import uknown styles or fonts
Unknown styles or fonts during import of Sample_TM.txt into database UI_Legacy1:
unknown_font [13]
This is telling you that there is a font that has not been declared in the header section of the file of the TM
you are importing. You can use the number in the report (for example, ―13‖ in ―unknown_font [13]‖), to
find the segment in the file you imported. This can alert you to translations from the TM that are missing
styles or fonts or that might be corrupted.
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Sharing Linguistic Assets
What is Asset AliasingTM?
Asset Aliasing is the process of sharing linguistic assets between subscribers, without risk. The owner—or
publisher—maintains control of their linguistic assets and can decide how long other subscribers—or
recipients—should have access to them. Identities of both the issuers and recipients are protected during
the aliasing process.
How do I make my linguistic assets (TMs, glossaries, and review packages)
available to others?
Asset Aliasing is the process of sharing linguistic assets between subscribers, without risk. You make your
linguistic assets available to users in other tenancies by generating an access key (or ―token‖) for the
asset and sending it to users you want to use the asset. This is called ―publishing‖ the aliased asset. The
receiver of the token can then ―subscribe‖ to the asset. The receiver of the token can also, in turn,
generate another access key for the linguistic asset, and can send this second access key to another user.
In this way, suppliers can share their assets with LSPs, who can then share the assets with translators.
Note that when a translator stores a translation in an aliased TM, the word usage is applied to the tenancy
of the original asset owner (that is, the publisher) of the TM alias.
Users with sufficient permissions can view lists of published and subscribed assets. These lists contain the
name of the tenancy that published or subscribed to the asset, but not of the individual user who
published or subscribed.
For instructions on publishing and subscribing to aliased assets, see the Translation Workspace Web
interface help system topic on Aliasing Assets. Also, take the ―Asset Aliasing‖ self-training course,
accessed in the Training & Tutorials section of the Support tab of GeoWorkz.
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How do I grant/remove access from a linguistic asset?
Users with sufficient permissions can add and remove users as members of linguistic assets. Select the
asset in the asset tree, either add the user or select a user who is already a member, then click Remove.
You can control what level of access a member of an asset has via the role that you assign the user. A
user's role determines her or his permission to perform operations on the asset (for example, read, write,
export). For details about roles, see the Roles topic in the Web interface help system. Also, take the ―User
Management‖ self-training course, accessed in the Training & Tutorials section of the Support tab of
GeoWorkz.
When you alias an asset for users in other tenancies, you can control what operations they can perform on
the asset (for example, import, export, connect background TMs to the aliased TM). You can also revoke
the alias at any time. For details, see the Asset Aliasing topic in the Web interface help system. Also,
take the ―Asset Aliasing‖ self-training course, accessed in the Training & Tutorials section of the Support
tab of GeoWorkz.
In the case of aliased assets, who gets charged – the issuer or the recipient?
When an asset is aliased, the original asset owner (that is, the publisher of the alias) is charged for the
usage of that TM.
As a translator, what access do I have to the TM and glossary data on the
server?
Your rights depend on the role you have been assigned for a particular asset or workgroup. As a
translator, you will have access to reference all translation assets, including TM segments and glossary
terminology, that are linked to the active working TM to which you have been given access rights. Opening
each segment in a translation client will identify where the translation and/or terms are coming from.
Background assets are accessible to translators for searches and leverage purposes, but not in writing
mode.
Most asset settings, such as penalty settings, segmentation rules, and colour settings are not accessible to
translators, but are determined by the asset owner in the server.
Do translators stay anonymous during the whole translation process with
Translation Workspace?
Translators remain anonymous to the publishing tenancy when they are working with aliased assets. The
segments they store into the source of the aliased TM do not have their user name attached. Only the
tenancy name is seen.
Back to top
Translation Workspace Clients
Which translation client should I use?
If the content you are translating is in markup language format (for example, XML, HTML, MIF, or DOCX),
the XLIFF Editor is the preferred client. XLIFF is an XML-based format created as an open standard for
localization, and is being used by more and more enterprises. The XLIFF Editor provides an ideal
environment for translating tagged formats, having key capabilities such as tag protection, and supports
standard-compliant segment level metadata like status, comments, and context.
The XLIFF Editor is used to prepare the files for translation, translate the files, check for most obvious
errors, and convert the files back into their original format. The XLIFF Editor connects to the Translation
Workspace and to the Live Assets available to the user.
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Translators accustomed to working with Microsoft Word can also use the Microsoft Word Plug-in. Easy to
install, with a smaller footprint than other translation solutions, this Translation Workspace Client gives
translators who are Microsoft Word users a familiar environment that they can start using immediately.
The Microsoft Word Plug-in can also be used to prepare files for translation, translate files, check for most
obvious errors, and convert files back into their original format. The Word Plug-in connects to the
Translation Workspace and to the Live Assets available to the user.
How do I download and install a Translation Workspace client?
There are two translation clients available: The Microsoft Word Plug-in and the XLIFF Editor.
Whichever translation client you choose, you only need to install it once. When new updates become
available, you will receive a notification when you login to the Translation Workspace server through your
client, and the new version will be automatically installed on your system.
You can download the most recent Translation Workspace clients from either the GeoWorkz.com website
or from the Translation Workspace server. On the GeoWorkz.com website, go to the Download page in
the Support section. Or, on the Translation Workspace server, go to the Download page off the
Resources menu in the toolbar at the top.
For installation instructions, see the Installation topic in the appropriate help system (Word Plug-in or
XLIFF Editor). These help systems are available from the Documentation page accessed by clicking the
Help button in the Resources menu at the top of the Translation Workspace Web interface.
Should batch tasks be run using Translation Workspace Tools or the Translation
Clients?
Conversion to the translation formats (RTF/XLIFF) of a quantity of files can be done either in Translation
Workspace Tools (for RTF or XLIFF formats), or in the XLIFF Editor (for XLIFF formats).
Analysis and Auto Translation batch tasks on XLZ files should be done in the XLIFF Editor. Analysis and
Auto Translation batch tasks on RTF files should be done in Translation Workspace Tools. We do not
recommend batch processing files in the Microsoft Word Plug-in, as processing files in Microsoft Word
prevents you from using Microsoft Word during the batch operation.
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Why is there a discrepancy in word counts between the analysis I ran in the
Translation Workspace Tools and the XLIFF Editor?
There can be several reasons for a discrepancy, including a difference in the analysis process used by
Translation Workspace Tools (which uses the Microsoft Word Plug-in DLL) and the XLIFF Editor (which
uses its own process). To remove the impact of these differences, we suggest that you choose the XLIFF
Editor Batch operations functionality to run your analysis of XLZ files.
XLIFF Editor
When I run a spell check, the XLIFF Editor reports that an Exception occurred Cannot find proofing tools for X language. How can I resolve this?
This issue can be resolved by configuring the Xliff Editor to use the correct speller. In the XLIFF Editor,
select Tools> Spell check Configuration
In the dialog which appears please select the language. Note that you will need to ensure that this
language Proofing tools are installed. These can be installed via the MS office installer.
When I open a segment I see text in red which are just numbers. What are
these and how can I view them in full context?
These pieces of Text are Translation Workspace Internal Tags shown in Minimal Content.
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In order to view the full text show full editor tags must be selected. This can be done in the following
manner. View >Segment View Tags > Full +ID:
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Where can I find more help on using the XLIFF Editor?
The XLIFF Editor includes a help system which you can access from the Help button in the toolbar. You
can also access this help system from the GeoWorkz.com Support area, and from the Help item in the
Resources menu in the toolbar at the top of the Web interface. Also, take the ―Translation Workspace
Client - XLIFF Editor‖ self-training course, accessed in the Training & Tutorials section of the Support tab
of GeoWorkz.
Microsoft Word Plug-in
Does Translation Workspace work with Office 2007 and/or Windows 7?
The Translation Workspace Microsoft Word Client Plug-in works on Office 2007 and Microsoft Windows 7.
The Word Plug-in works under Office 2007, except for the following keyboard shortcuts::
 Alt+ Num- (Open next untranslated segment)
 Alt+ * (Translate to next non-100%-match)
Make sure to enable the 'Visual Basic for Applications' option when installing Office 2007.
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How do I know whether the Translation Workspace Microsoft Word Client Plugin was installed successfully?
After you have installed the Translation Workspace client, restart Microsoft Word. In Word 2007, you
should now see the Translation Workspace tab at the top:
Clicking the Translation Workspace tab displays the Word 2007 ribbon:
This ribbon contains buttons and menus for performing the commands you will use.
What should I do if I don't see the tab or ribbon after installing the Microsoft
Word Plug-in?
The Translation Workspace template may not be attached to your document or not activated. Go to your
Tools/Templates and Add-ins menu and make sure the Translation Workspace template is in the list of
attached templates and is activated.
 Open Microsoft Word(Office XP, 2003), and go to Tools > Templates and Add-ins.
 For Microsoft Word 2007 go to the Word Options > Add-Ins > Manage > Word Add-ins and click
Go
 Add the 'WorkspaceforWord.dot' to the Global templates and add-ins list.
 Ensure the checkbox beside WorkspaceforWord.dot is checked.
Note (Office XP, 2003 users): If you cannot immediately find the WorkspaceforWord.dot template from
the default location when using the Add... option, try and locate it in C:\Program Files\Microsoft
Office\Office\Startup\WorkspaceforWord.dot. If it is there, move it to the default location: C:\Documents
and Settings\<WIN-USERNAME>\Application Data\Microsoft\Templates, and try adding the template again.
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Also, ensure that the TradosX.dot template (TRADOS6.dot) is unchecked, so all keystrokes in Microsoft
Word activate Translation Workspace tasks only.
If you still can't see the Translation Workspace toolbar, there may be a conflict with MS Outlook.
If you have Outlook opened and you are using Microsoft Word as your e-mail editor, the Translation
Workspace menu and toolbar will not display in Word at startup. This is due to the fact that Outlook opens
a hidden Microsoft Word instance.
To avoid this problem, either:
• Disable Microsoft Word as your e-mail editor
• Launch Microsoft Word before opening Outlook
If the template is in the list and activated, but you still can't see the Translation Workspace menu or
toolbar, you are most likely running a virus scanner which is blocking the Translation Workspace
functionality. To check this, go to your virus scanner and add the WorkspaceforWord.dot file to your list of
safe files. After restarting your system and Microsoft Word, you should now see the Translation Workspace
menu and toolbar.
What should I do if I see the Translation Workspace menu, but not the toolbar
in the Microsoft Word Plug-in?
In this case, the Translation Workspace template is activated, but the toolbar should be made visible in
the View > Toolbars menu (in Word 2003):
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Where can I find more help on using the Microsoft Word Plug-in?
The Microsoft Word Plug-in includes a help system which you can access from the Online Help button in
the Translation Workspace menu. You can also access this help system from the GeoWorkz.com Support
area, and from the Help item in the Resources menu in the toolbar at the top of the Web interface. Also,
take the ―Translation Workspace Client - Microsoft Word Plug-in‖ self-training course, accessed in the
Training & Tutorials tab of the Support section of GeoWorkz.
Hotkeys conflicts between Translation Workspace and other CAT Tools
In some instances Translation Workspace and other CAT Tools use the same Hotkey functionality for core
translation tasks. Therefore please ensure to deactivate any other CAT Tool’s word templates when using
Translation Workspace and visa versa. In Word’s Templates and Add-Ins dialog, ensure to deselect all
other CAT Tool Add-ins.
When I attempt to clean some doc or rtf files Translation Workspace reports
corrupted segments. How can I fix these?
Typically Translation Workspace reports issues when Translation Workspace tags have been removed or
added incorrectly to the bilingual file. The best way to identify corrupt segments is to run a QA clean up
check report. In the report provided by Translation Workspace a list of corrupt segments will be detailed.
Please check the report for issues and then resolve the issues in the bilingual file.
For example in the screenshot below its possible see that Translation Workspace tags have been altered.
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When I try to connect to the server from the client, it says "Invalid Translation
Workspace Client Version.” What should I do?
Usually when there is a new Translation Workspace client version available for download on the server, it
is automatically installed at your next connection. However, there may at times be time that you attempt
to connect with an old client version installed on your computer.
If your installed version is too old, they automatic synchronized with the current server version will not work, and
you will get the following error message: "Invalid Translation Workspace Client Version".
You should upgrade your version by following these instructions:
1. Close Microsoft Word (and MS outlook if Microsoft Word is set as default Editor).
2. Download the installation file (Download pagetab on the Translation Workspace server).
As I am closing a file I’ve been translating, it says "Can’t open Clipboard.”
What should I do?
If Word crashes while you are working on a file, and if when reopening the file one of the segments was
activated, you may get an error message "Can't open Clipboard" when attempting to close it.
Go through the steps below in sequential order (only try step 2 if step 1 didn't solve your problem):
1. Connection with the Translation Workspace server may have been lost while your segment was open.
a. Revert your previous action (if you try to close segment) to restore Translation Workspace
variables (use edit undo).
b. Do not use „Close segment, don’t save― or „close segment and delete translation―, but the
Close and Store, or use any Translation Workspace action (Concordance search, e.g.), that
triggers a login at the server.
2. Run the Repair function.
a. Run the Repair function (Translation Workspace > Current Document > Repair menu) on
the document with the corrupted segment.
3. A hidden instance of Microsoft Word may be running.
a. When Microsoft Word crashes, it sometimes doesn’t kill the whole application and keeps a
„zombie― Microsoft Word process. This hidden Microsoft Word application is possibly still holding
an open clipboard handle which generates the error message.
b. This process is only visible in the Task list. Go to the Process tab in your Windows Task
Manager and remove all winword.exe processes.
c. Restart Microsoft Word and try to open a segment.
4. Translation Workspace Client may be corrupted.
a. Re-install the Translation Workspace client (possibly the template got corrupted simultaneously
with the segments).
b. Restart the system.
c. Open up Word with an empty document.
d. Type "This is a test.", and try to open this segment.
e. What happens now: can you open the segment without problem or do you again get the
clipboard error message?
Note: This error can be caused by another application which captures the clipboard content. It is
important to close it, otherwise the error won’t go away. Related to the Error: Another application has
locked the clipboard section below
As I am translating, it says "Another application has locked the clipboard.”
What should I do?
This error message most often appears when 'GetRight(r) Download Manager' software is installed on
your machine.
De-activate the application when working with Translation Workspace solves the problem.
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If you are using a virtual machine, de-activate the clipboard synchronization option under the VM
additions.
If you are using Parallels Desktop for Mac, turn off clipboard synchronization via the "Parallels Tools" menu.
When opening a segment, it says “missing set source.” What should I do?
When trying to open a segment, if you get the error message "missing set source" the connection to the
Translation Workspace server has probably been interrupted at some point or something else corrupted
the Translation Workspace segmentation. When opening a segment, Translation Workspace creates
bookmarks to identify source text, translated text and the whole segment. These bookmarks or some of
the segment information (for example, source text) are actually missing so that the segment can't be
opened.
To correct the issue you need to remove all the remaining Translation Workspace bookmarks from the file.
Go to the Insert > Bookmark menu in Microsoft Word to open the Bookmark dialog.
Remove all the bookmarks named LPBM91_Orig, LPBM91_Segment, LPBM91_Trans.
Now you should be able to open a segment.
Online Review Client
How do I access the Online Review Client?
You launch the Online Review Client from the Online Review button in the toolbar at the top of the
Translation Workspace Web interface. This brings up the Online Review Client in the browser. Select the
review package on the left, then the individual file you want to review from the Files display on the
bottom.
Where can I find help on using the Online Review Client?
For details on using the Online Review Client, see the Online Review Client help system, which you can
access from the Documentation page via the Resources menu at the top of the Translation Workspace
Web interface. Also, take the ―Translation Workspace Client - Online Review‖ self-training course,
accessed in the Training & Tutorials section of the Support tab of GeoWorkz.
Translation Workspace Tools
What is the ML Assistant, and how do I use it?
The Markup Language Assistant provides an intuitive and interactive way for you to identify localizable
content within a tagged file such as XML, HTML, or SGML. The "parsing rules" are stored as a "Profile" in a
configuration file. This file is saved in XML format, which advanced users can also create or manually
update in a text or XML Editor.
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The Markup Language Assistant allows advanced users to benefit from the power of XPath expressions.
The ML Assistant also allows you to define XPath expressions with conditional parsing rules based on
attribute values for HTML and XML files.
For details on using the Markup Assistant, see the Markup Language Assistant Dialog topic in the the help
system for the Translation Workspace Tools or the Microsoft Word Plug-in. Also, take the ―Translation
Workspace Tools‖ or (for a more advanced course) the ―Advanced ML Assistant‖ self-training course,
accessed in the Training & Tutorials section of the Support tab of GeoWorkz.
What is a word count analysis?
A word count analysis is a report on the amount of leverage you get for a document from the selected TM
or TM set. This report can include leverage information for each match type, as well as the name of the TM
(foreground or background) that provides the match.
Can I perform an analysis to generate word counts?
Every user can generate word counts on the Translation Workspace server. Because word count analyses
is a CPU-intensive operation, you should use discretion when running it.
Rules regarding the use of the word count function:



Use to Send Analysis Result as Email option for best results. You will receive your analysis results
by mail as soon as the server has processed them. The Word client plug-in reserves Microsoft Word for
the time that it is processing the analysis on the server, but the email option frees Microsoft Word as
soon as the data inside the files is sent to the server.
Be aware that analyses for accounting purposes should always run on the whole project and are likely
to generate somewhat higher leveraging than what you will see on a partial analysis of individual
batches.
Always activate the Use Analysis TM/Delete Analysis TM option to get optimal (fuzzy matching)
leveraging results from the shared TM.
What tool do I use to perform word count analysis for supported file types?
Analysis can be conducted using the Translation Workspace Tools, Microsoft Word Plug-in, or XLIFF Editor.
Access the Document Analysis dialog from Analyze at Start > All Programs > Translation
Workspace > Tools > Translation Workspace Tools. In the Word Client, Plug-in, select Current
Document > Analyze or Documents > Analyze. In the XLIFF Editor, use the Analyze tab in the Batch
Operations dialog off the TM menu. For details, see the help system for the Translation Workspace Tools
or for the client you are using.
When I analyze my project files, the results show only repetitions.
This happens when the Analysis TM created during a previous analysis wasn't deleted.
Delete the Analysis TM before analyzing the files by selecting the Clear Analysis TM checkbox from the
Analyze tab/dialog.
How does Translation Workspace count words?
The analysis result reports only categories of fuzzy matches. While translating, the exact match percent is
displayed instead.
Translation Workspace analysis results will keep the matches in industry standard categories, but inside
the matching categories there can be variation. The variation inside categories is largest when the matches
are below 75% matches.
You can adjust the minimum match percent setting in the Microsoft Word Plug-in by selecting Translation
Workspace Settings > Configure Client and entering a number in the match percent field. You can also
freely adjust the minimum match percentage of the concordance search. These settings are user specific,
and have no effect to how Translation Workspace works for other users.
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Does the order in which files are analyzed affect the word count?
The weighted word count of each individual file depends on the order in which the files are analyzed. The
latest analysis files will leverage from the content of all the previously analyzed files, both for repetitions
and internal fuzzy matches.
How can I check what word count options have been run?
You can verify the settings used when Document Analysis was run by looking in the header of the XML log
file. Check this line:
<Analysis Date="20080213T154444Z" AnalysisID="642738" CATTool="Translation Workspace"
ATM="yes" ClearATM="yes" IgnoreTrans="no">
Where:
• ATM = Use Analysis TM
• ClearATM = Clear Analysis TM
• IgnoreTrans = Ignore existing translations
These settings correspond to the following option settings in the Analyse tab for a selected TM in the Web
interface:
Note that this information exists in the XML file, but is not displayed in the browser view. It also isn’t
included in the plain-text and HTML version of the word count log.
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How do Translation Workspace and industry standard analysis categories
compare?
To see how Translation Workspace word counts compare with those of other industry standard translation
tools, see the Guide to Migration and Interoperability (accessible from the Guide to Migrating Linguistic
Assets link in the Documentation page on this Support site).
In the word count analysis dialog, what does "Ignore Existing Translations"
do?
Selecting "Ignore Existing Translations" allows word counting of the file in a normal way, excluding any
content in the file which has already been translated.
What are format changes?
Format changes are things like tag differences, case differences, and punctuation differences. Segments
with only format differences are considered as 95-99% matches. They are 100% matches with differing
formats.
Can the penalty for differing formatting be set to zero for ML file types?
Yes. The format penalty can be set to zero. Do this in the Penalty for different formattting setting in
TM > Properties > Advanced tab in the Translation Workspace Web interface.
Back to top
Translating
Supported Formats
Can I translate PPTX and XLSX files directly in Translation Workspace?
Yes, PowerPoint and Excel files can be translated in Translation Workspace. These need to be converted to
XLZ or RTF format for translation. See the Word Client Plug-in or the Translation Workspace Tools help
systems for the conversion steps. For other details, see the Filters and File Formats Guide.
I get a “Format Detection” dialog when opening a segment. What should I do?
When I try to open the first segment in a new file, the following ―Format Detection‖ dialog appears:
―If seems as if this document contains formatting and tagging of segments in an external style. We have
to convert these styles to proceed.‖
This dialog indicates that the file you're trying to translate has been prepared for Trados™, Wordfast, or
some other translation tool, but not for Translation Workspace. Although Translation Workspace can
recognise Trados™ styles, it requires its own styles for translation.
Click Cancel. Then convert the file using the Change Tagging to Translation Workspace Format
option from the Current document menu (or the same option from the Documents menu if you want to
convert a batch of files).
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Best Practices
What is the best practice for dealing with draft translations?
With Asset Aliasing, there will often be multiple translators sharing a TM, so segments translated by one
translator are immediately available to be recycled by other translators. Leaving "first draft segments" in
the TM for a long time can create two types of issues:
 Increased risk of spreading mistakes
 Extra work for other translators who see "draft segments" proposed as fuzzy or 100% matches
Suggested solution 1: Changing the review process
Rather than doing a first draft translation and then proofreading the work after completing all the files
allocated, translators should review their work and run the spellchecker at least twice a day then update
the draft segments in the TM with these proofread segments. This reduces the time a draft segment stays
in the TM, therefore, the chance of it being reused is relatively low.
Advantages of storing draft segments: Translators can leverage from their own work done in the
translation "session".
Disadvantages of storing draft segments: Draft segments entered in a TM even for a very short time
results in a risk of being reused.
Suggested solution 2: Don't store segment in memory
A translator unsure about the translation of a segment should not enter it into the TM. Instead, use the
Close segment, don’t save feature which lets Translation Workspace users save the segment for later
review, without storing it to the TM.
Advantages of not storing draft segments: There is no risk of draft segments being reused.
Disadvantages of not storing draft segments: Translators cannot leverage from their own work done
in the current translation "session".
Suggested solution 3: Mark the translation as tentative
If translators cannot find a satisfactory solution, they should enter a query and mark the queried term
with a query marker (for example, +++ or /// or ***, or any other marker that you normally use or agree
on). If the term is marked, the segment can be entered in the TM because the query marker will indicate
that the translation is tentative.
Advantages of storing tentative segments: Translators can leverage from their own work done in the
translation "session".
Disadvantages of storing tentative segments: Leveraged segments include the query marker, which,
if not agreed to by all parties using the asset, may be confusing.
My client provided me with TTX files file for translation. How can I use the
XLIFF Editor to translate these files?
The XLIFF Editor has a filter to convert TTX files to XLIFF for translation via the XLIFF Editor. In order to
open these TTX files in the XLIFF Editor follow these steps:
1) In the XLIFF Editor, click File > Open.
2) In the dialog which appears select to view "All files".
3) Browse to the TTX files and open.
4) The Setup TTX to XLIFF Conversion dialog will convert these files to XLIFF for translation via the
XLIFF Editor.
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Chat Functionality
What is the Chat Function?
The Chat function allows all collaborators on a project, within the same tenancy, to have quick and direct
communication. For example, collaborators can query terminology or check why a certain translator or
proofreader decided on a particular translation.
Despite being a great help in bringing a remote team closer together, the Chat function can also be quite
disruptive if not used with consideration.
Consider these guidelines when using chat:
 Only use the chat to discuss project-specific topics, not for personal communications or social
announcements.
 Direct your chat messages only to the people directly involved.
How can I check if my entire file has been fully translated?
This can be checked via Translation Workspace QA tools . Go to Start > All Programs > Translation
Workspace > Translation Workspace Tools > QA tools. In the Quality Assurance Tools dialog
select the Omission check box and run the check on your files. Translation Workspace will provide a
report which can be reviewed to ensure all segments are translated.
I’ve finished translating my files and reopen them in Word. Why do I only see
the localized segments and no source segments?
After opening a localised file the user can only see the Target segments as in screenshot below.
In order to view both source and target strings all formatting marks must be active in the word client In
order to do this the user should select the Formatting option as below.
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How do I add my translations to the TM?
There are two ways to save translations to the TM. Translation Workspace, with Live Assets, is designed
to have translations automatically saved to the TM during translation. In order to save translations
automatically, you simply need to translate and use any of the functions that include Store.
There is also the option to clean the bilingual file to target after translation is done. This can be done in
both clients and in a batch function. For more information on this function, please refer to the relevant
documentation.
How can I check if all my files will clean correctly?
This can be checked via Translation Workspace QA tools. Go to Start > All Programs > Translation
Workspace > Translation Workspace Tools > QA tools. In the Quality Assurance Tools dialog
select the Cleanup check box and run the check on your files. Translation Workspace will provide a report
which can be reviewed to ensure all files will clean correctly.
How can I modify a locked segment?
Locked segments can be modified in the Word Client Plug-in. The steps to do this are to select the
segment and go Current Document > Unlock Current Segment.
In the XLIFF Editor, you can control whether a segment can be translated by checking or clearing the
translate checkbox at the bottom of the segment editor.
Every time I open a segment the Terminology window appears. How can I stop
this occurring?
This functionality can be changed in the Client Configuration dialog. To access this dialog from the Word
Client Plug-in go Settings > Configure Client. The following dialog will appear. In this dialog de-select
―Terminology Window Always on Top.‖
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How do I restore unclean files after I’ve cleaned them?
During the clean-up process Translation Workspace creates a *.bak file which can be renamed to the
original file name to restore the unclean file, if you have selected the Create .Bak Copiesbak copies of
Input Filesinput files option on the Translation Workspace Document Cleanup dialog
Does Translation Workspace find multiple fuzzy matches?
Yes, Translation Workspace always suggests the highest match first, but you can navigate between all
available matches by using the Get Next Match and Get Previous Match features.
These features are accessible from the Translation WorkspaceTranslation ribbon directly, and from the
Translation menu:
or from the Translation Workspace ribbon:
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What is the difference between “Open next non-100% match”, “Open next untranslated segment” and “Translate to next non-100%-match”?
A brief description of each of the functions are available below.
Open next untranslated segment
This opens the next segment (from the current cursor position) that is still untranslated. You can use it to
check whether any text was left unsegmented or untranslated in your document.
Open next non-100% match
This opens the next segment (from the current cursor position) that is not an exact match. This function is
affected by the TM Settings in the Translation Workspace web interface. If the Include Only Context
Matches in Batch Translations option is enabled, only 101% matches are skipped. The function will
stop on 100% matches. If the option is disabled, the function will skip both 100% and 101% matches.
This function should be used when you want to review segments for which you don't get an exact match
during interactive translation. It can also be used by proofreaders to locate translations that were newly
added during the project.
Translate to next non-100% match
This translates all segments beginning with the current cursor position for which the TM offers a unique
100% match. Segmented and unsegmented strings are checked against the TM. If a unique exact match
exists, the string is autotranslated and Translation Workspace moves to the next segment. If no match
exists in the TM, the function stops. The segment with a non-100%-match is then opened.
This function is affected by the TM Settings in the Translation Workspace Web interface. If the Include
Only Context Matches in Batch Translations option is enabled, only 101% matches are translated.
The function will stop on 100% matches. If the option is disabled, the function will translate both 100%
and 101% matches.
This function can be used when you want to update the document with latest TM content.
Match Rates
How are different level matches prioritized?
The prioritization in which matches are presented is as follows:
1. 101% match according to most recent date
2. 100% match according to most recent date
3. Fuzzy matches according to matching percentage and date
Penalties or Premiums applied on linked TMs can interact for all matches. For example, a 101% in a linked
project with a penalty of –1% will appear as a 101-1% match, which is equivalent to a 100% match in
terms of priority ordering. A 95% match in a linked TM with a premium of 3% will appear as a 95+3%
match, which is equivalent to a 98% match in terms of priority ordering.
Context Matching
What is context matching?
Context matching is an advanced technology featured in Translation Workspace that allows it to store a
translation along with the specific textual context in which the segment occurs in the TM.
Context information allows for highly accurate re-translation of unchanged passages in an updated
document, for instance. This option allows you to re-create the translation of a document with a very high
level of accuracy at a later time. Short, ambiguous sentences that usually require a different translation at
different points in the text can easily be identified by taking their respective context into account.
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A context match is identified as a 101% match in a translation client, as well as in the word count
analysis.
Context matches can be enabled or disabled for each project.
Context matches have a high level of accuracy so your productivity to review them will increase. Given the
higher reliability of these matches, on some projects you may even not be requested to review them.
As a context match (101%) has a higher priority than an exact match (100%), it will always be proposed
first to the translator.
Be aware that the use of context matching has some particular consequences:
 Even if one instance of a particular segment is modified and saved to the TM, several other
(unchanged) translations may still reside in the memory, if that same segment occurred in multiple
contexts (locations).
 The translator may not necessarily get the update d translation from the TM as the first suggestion, if an incontext match already exists in the TM.

An older 101% match will have priority over a more recent 100% match. This means that if you
correct a segment that appears several times in a document, but are using a TM made from the
previous version of this document, you will NOT get your correction as first choice segment if there is a
101% match in the TM.
Fuzzy Matches in an Empty TM
How can you have fuzzy matches against an empty TM?
Performing a word count in Translation Workspace using the Use Analysis TM option will almost always
include fuzzy matches, as Translation Workspace not only analyzes the source files against the available
TM, but it will also look for fuzzy matches in the source files themselves. In other words, it will look for
similar, recurring sentences in the source material. It will do so by building up an "Analysis TM" during the
word count process. Fuzzy matches can then occur within one file or between multiple files.
In fact, this process is a more accurate representation of what the translator will encounter as the TM is
being built up during the translation phase.
For example, suppose the following three sentences occur in your source document:
1. Click the Start button to initiate the process.
2. Click the Print button to initiate the process.
3. Click the Start button to initiate the process.
Translation Workspace will count these as, in order: no match, fuzzy match, and repetition.
How can I ensure that Translation Workspace matches Trados segmentation?
The Translation Workspace segmentation engine is very similar, but not exactly the same as the one in
Trados. Typically you won't encounter any issues due to different segmentation. However, if you want to
be fully compatible with the Trados segmentation, you can always pre-segment your files using the Trados
option Segment Unknown Sentences. For an in-depth comparision of Translation Workspace and
Trados features, see the Guide to Migration and Interoperability, accessed via the ―Guide to Migrating
Linguistic Assets‖ link on the Documentation page of the GeoWorkz Support area.
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Interoperability
When creating a Translation Memory (TM) from non-Translation Workspace
legacy data, is it better to use a TM export or to use bilingual files to populate
the TM?
Either method stores your translated segments into the Translation Workspace TM, however if you have
the bilingual source files, we do recommend using them to create the TM. By converting legacy bilingual
content into the TW format and cleaning it into the TM you populate the TM with 101% matches, resulting
in maximum leverage/translation quality. If you create the TM by importing a legacy TM file, you lose the
context of the file and thus cannot get 101% matches on these segments.
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