euroscript Online Editor (XTM)

User Guide

euroscript International S.A. • 55, rue de Luxembourg • L-8077 Bertrange • Luxembourg

Tel.: +352 31 44 11 1 • Fax: +352 31 44 11 209 • e-mail: mail@euroscript.com • www.euroscript.com

R.C. Lux.: Section B 122347 • Autorisation d’établissement: 115562 • Tribunal de Commerce: Luxembourg • Capital social: 400.000 €
Management board: Mark Evenepoel, Michael Such • ID TVA LU 214 986 51
IBAN: LU07 0081 6164 7100 1003 / BIC (SWIFT): BLUXLULL
Table of Content

1 About the euroscript Online Editor powered by XTM .............................................. 3

2 About this document ................................................................................................ 3
3 System requirements ............................................................................................... 4
3.1 Local IT settings ................................................................................................... 4
3.2 Operating System ................................................................................................. 4
3.3 Software .............................................................................................................. 4
3.4 Browser/Browser settings ..................................................................................... 4
4 Login ........................................................................................................................ 5
4.1 Forgot password? ................................................................................................. 5
4.2 General Notes ...................................................................................................... 6
4.2.1 Change password ..................................................................................... 6
5 Creating projects ..................................................................................................... 7
6 Project Editor ......................................................................................................... 11
6.1 Workflow Editor ..................................................................................................11
6.1.1 Changing the workflow of a project ..........................................................11
6.1.2 Task coordination ....................................................................................14
6.2 Metrics ...............................................................................................................15
6.2.1 Downloading the metrics .........................................................................15
6.2.2 Calculating production volumes in escaepe ...............................................15
7 Working in the XTM Editor ..................................................................................... 16
7.1 Description of the XTM Editor’s user interface .......................................................16
7.2 Segment status ...................................................................................................17
7.2.1 Segment status overview .........................................................................17
7.2.2 Tool bars ................................................................................................18
7.2.3 Keyboard shortcuts..................................................................................20
8 Finishing a task ...................................................................................................... 21
9 Completing a project.............................................................................................. 21
9.1 Creating a target file ............................................................................................21
9.2 Downloading the target file ..................................................................................22
9.3 Archiving a project ..............................................................................................22
10 FAQ ......................................................................................................................... 23

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1 About the euroscript Online Editor powered by XTM
The euroscript Online Editor (powered by XTM) is browser-based CAT tool for
translation and review. It is a key component in the euroscript GCM solution.

2 About this document

This document is a basic user guide for euroscript users of XTM. It is limited to a
standard process instructions for euroscript Project Creators and Coordinators, as well
as in-house translators.
For a full description of XTM features and functions, please refer to: http://xtm-
intl.com/manuals/XTMManual.pdf

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3 System requirements
3.1 Local IT settings

3.2 Operating System

Windows XP Service Pack 3, Windows Vista or Windows 7 is recommended.
MAC OS X Lion 10.x.

3.3 Software
Spreadsheet application (e.g. Microsoft Excel) is recommended for viewing exported
lists.
PDF-viewer (e.g. Adobe Reader)

3.4 Browser/Browser settings

The speed of your internet connection will have a strong impact on the use of XTM,
so a broadband connection is recommended.
You can use one or more of the browsers listed below to access the euroscript Online
Editor.
Windows:
Internet Explorer 8+
Firefox 4+
Chrome 24+
Mac OS:
Safari 6+
Firefox 4+
Chrome 24+
Linux:
Firefox 4+
Chrome 24+
Mobile:
Safari 6+for iPad
Firefox for Android 23+

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4 Login
You can reach the euroscript Online Editor via the internet 24 hours a day from any
place in the world.
1. Access the euroscript Online Editor with the following link
http://xtm.euroscript.de:8080/project-manager-gui

 Use only the above mentioned URL to bookmark as favorite.

2. You will be presented with an input mask for your login.

3. Fill in your user name and password.
4. Click on “Login”.

4.1 Forgot password?

In case you have forgotten your password, you can reset without external help.
A new password will be sent to your login e-mail address.
1. Click “Forgot password?”
 A dialog opens.
2. Enter your user name.
3. Click “Reset password”.
 A new password will be sent to your e-mail address.

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4.2 General Notes

 After 15 minutes of inactivity you will be automatically logged out.

After your login, you are directed to your personal homepage. This is typically the
Inbox or the Projects screen.

 Never use your browser’s page-back and page-forward buttons. To navigate,

always use the links and buttons of the XTM user interface.

 A red asterisk indicates mandatory input fields.

 Make sure to save changes by pressing the “Save” button.

4.2.1 Change password

Due to data security, changing your password from time to time is advised.
Use this button to choose your own password.
1. Go to “Configuration” and “User Details”.
2. Type your old and your new password in the appropriate boxes.
3. Press the “Save” button.

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5 Creating projects
1. Press the “Create project” button.
 The following dialog will open:

2. Select the “Customer name”.

3. Enter a project name (convention: Use the escaepe Work Order ID [6 digits]
followed by a descriptive text. Example: “240947_TEXTES BLENDER DOUBLE
CLIC 2 VITESSES”)
4. Enter due date for the translation (same as in escaepe)
5. Open the drop down list “Template” and choose a template.
 You will notice that some of the fields will be pre-filled with the information
saved in the template.´

 Templates are named according to customer, language combination

and workflow. For example: the template “SEB_fr-de:
TRA(vendor)#QC(euDE)_[3]) will preset language combination to
French->German and will trigger a workflow with Translation (done
by an external vendor) and once translation is done, a correction
step (or just QC) done by an in-house translator.

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 6. Check that the source and target language(s) are correct.
7. Click “Browse” to select a file for translation.
8. Click the Plus button and then “Browse” to add a second file for translation.

 Please note that if you wish to merge files, you have to zip them in Windows
first, then select Join files and browse for the *.zip file.

 Only zip files of the same format. For example two *.docx files or two *.xls files.

9. Add Reference material in the same manner if desired. This is reference material
for the project only – not general information concerning the customer.

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 10. In most cases, the settings in sections 3, 4 and 5 do not need to be changed.

 In section 5, tag settings, you can specify the metadata that will be stored for
each translation unit in this project. Examples of a typical value to enter could
be the subject field (e.g. technical, marketing, legal).

11. Click “Create” to create the project. Click “Create & new” to create a second
project.
 XTM will start uploading the file(s) and start the analysis. The system will also
trigger any applicable notifications. The user that created the project will
receive an email notification with the Metrics attached when the analysis is
finished. Any Project Watchers for that customer will also be notified.

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  Do not close the window during file upload:

12. When the analysis is completed, download the Metrics as CSV as described in
section 6.2.1.
 Project creation is now complete and Project Coordination and Translation
may begin.

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6 Project Editor
Click on a project to open the Project Editor.

6.1 Workflow Editor

If you wish to make a change to the initially selected workflow, click on the
“Workflow” tab in the Project Editor.

 A red rectangle around a workflow step indicates that no resource has been
assigned to the step. A green rectangle indicates that this step is currently
active.

6.1.1 Changing the workflow of a project

1. In the Workflow tab, select “Show due dates”.
 Due dates are displayed below the workflow steps.
2. Click on the file icon to open a context menu and select “Change workflow / due
dates”.

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  The Workflow Editor is displayed.

3. To add a workflow step, click on the green plus icon.

4. Select the step type (for example “correct”) and check “Approve TM”. Add a due
date and time (same as in escaepe). Click on “Update”.
 The Workflow Editor will save the changes to the workflow.

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  A hash symbol (#) between two workflow steps means that the next step
cannot be started until the previous step has been completed.

5. Select the resources (users or user groups) from the drop-down list of each step.
Click “Start” to authorize work to start according to the defined workflow.

 The currently active resource(s) will be notified about their tasks by mail.
The Project Manager and any Project Watchers for this customer will also be

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 notified of these changes. Example:

 The currently active step will have a green rectangle around it.

 The task will now be visible in the Inbox of that user.

 As a project manager, you can use the green arrow to force a task to be
finished and move it to the next step.

6.1.2 Task coordination

Some workflows have a coordination task which serves the purpose of stopping the
workflow at a certain point in order for a coordinator to assign or reassign
subsequent task to a resource. Since the coordination step is a task in its own right, it
needs to be finished as well in order for the workflow to continue. Below is an
example of where a coordinator needs to decide which translator is to do the
Insertion of Customer Corrections:

1. Select the resource for the step after the active one. (Here: “Correct 2”).

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 2. Finish the active task “Task coordination” by clicking the green arrow.
3. Click “Save”.
 The Project Editor will save the changes to the workflow.
 The currently active resource(s) will be notified about their tasks by mail.
The Project Manager and any Project Watchers for this customer will also be
notified of these changes.

6.2 Metrics
This tab shows the metrics for each language in the project. The metrics are updated
in real time and show the exact progress of the job through translation, correction
and review.

6.2.1 Downloading the metrics

For escaepe purposes, download the metrics as CSV, since this format can be
converted using a CAT log converter.
1. In the Metrics tab, select “Save all as” and “CSV”:

 The download will start to your default Browser location.

6.2.2 Calculating production volumes in escaepe

1. In escaepe, access the appropriate location for uploading a CAT log (typically the
process level).
2. Upload the CSV file.
3. Convert the CSV file using the XTM converter.

 The default XTM converter will map any internal fuzzy matches to the No match
category. If you wish to map internal fuzzies to fuzzy categories, select the XTM
converter “XTM (internal fuzzies)”.

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7 Working in the XTM Editor
All pending tasks are listed on the “In Progress” tab of your Inbox:

Click on a task to open it in the XTM Editor.

7.1 Description of the XTM Editor’s user interface

5 6

1 4
3
2

1 Segment ID
2 Source language
3 Target language
4 Segment status
5 Title bar
6 Navigation panel
7 Left-hand tool bar
8 Right-hand tool bar

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7.2 Segment status

7.2.1 Segment status overview

The right hand column displays information about the status of the segment and
origin of the target text.

The background color represents the current status of the segment. The meaning of
the colors is as follows:

STATUS OF
COLOR MEANING
STEP
TO BE
TRANSLATED
TO BE
RED The segment requires the linguist’s attention.
REVISED
TO BE
REVIEWED

TO BE The segment is non-translatable or is a 100%

YELLOW
CHECKED leveraged match

The segment has been rejected by one step

TO BE
BLUE (e.g. Review) and needs to be corrected by the
CORRECTED
previous step.

TRANSLATED
The segment has been completed by the
REVISED
linguist
GREEN REVIEWED

The segment is an ‘In context exact’ (ICE)

COMPLETED match, or has been merged with the one
above

The letters in the status box refers to the original matching type and have the
following meaning:

LETTER MATCHING TYPE

U Unmatched
M Matched
I In context exact match (ICE)
N Non-translatable

The only change that you can make to the letter in the status box is to change it to
“N”, otherwise it remains the same throughout the workflow.
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 A segment showing the status of the previous, current and next step.

The status column displays the status of the previous, current and next step in the
workflow by dividing the colored block into sections. In the example above the first
step is completed, while the current and next step require attention.

7.2.2 Tool bars

7.2.2.1 Left-hand tool bar
The left-hand tool bar relates to the page or file.

Icon Action Description

Segment filtering A pop up window appears to allow you to select
and apply segment filters
Quality Assurance Checks spelling and QAs all the segments on the
page.
Quality Assurance Checks the whole document and goes to the next
page with QA warnings.
Find & Replace Brings up the Find & Replace window.

Metrics A pop-up window appears with statistics about the

translated document and progress in translation
process. Includes Matching and number of text
units.
Preview A menu appears that allows you to preview the
document as HTML, PDF, Tabular PDF or HTML
and the target file.

Customisation Customise XTM Editor functionality, appearance,

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 fonts, keyboard shortcuts and segment filters.
Help Description of all the system's functions.

7.2.2.2 Right-hand tool bar

The right-hand tool bar relates to individual segments.

Icon Action Description

Quality Assurance Checks spelling and punctuation.
Is also triggered by clicking F7 or works
automatically when moving to the next segment.
Previous incomplete Moves user to the previous incomplete translation
translations (the previous segment with a red status)

Next incomplete Moves user to the next incomplete translation (the

translations next segment with a red status)
Add comment Creates a field in the source segment to insert a
comment.
Go to previous Moves user to the previous segment with a
segment with comment.
comment
Go to next segment Moves user to the next segment with a comment.
with comment
Go to next segment Moves user to the next segment with an inline
with inline errors error.

Centralize this unit Puts the chosen segment in the centre of a page.
Merge Merges chosen segment with the unit above.

Set as non-equivalent Sets a segment (a source-target pair) as non-

in TM equivalent in the Translation Memory and will not
be reused. Clicking again undoes this action.
Segment history The pop up window has two tabs:
The first tab shows the complete history of the
segment allowing you to restore to any previous
version. There are 2 options:
1. Restore from previous version stored on
the server
2. Restore from the local backup
On the second tab there is an option to restore the
latest backup for any or all of the segments on the
page.

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7.2.3 Keyboard shortcuts
Description Shortcut PC Shortcut for Mac
Check current segment F7 F7
Remove QA marking F8 F8
Go to next segment Alt+Arrow down Alt+Arrow down
Go to previous segment Alt+Arrow up Alt+Arrow up
Go to next incomplete segment +Arrow right +Arrow right
Go to previous incomplete segment Alt+Arrow left Alt+Arrow left
Add a comment Alt+c Alt+c
Show next segment with a comment Alt+. Alt+.
Show previous segment with a comment Alt+, Alt+,
Merge with the segment above Alt+Page up ctrl + u
Set/Unset as nonequivalent Alt+/ Alt+/
Set segment as completed & go to next incomplete
Alt++ Alt++
segment
Set segment as incomplete Alt+- Alt+-
Clear the target segment Alt+Delete Ctrl+Delete (
Copy source text to target text Alt+Insert Ctrl+Shift+I
Logout Alt+Q Alt+Q
Show tag popup Alt+0 Alt+0
Write first inline tag Alt+1 Alt+1
Write second inline tag Alt+2 Alt+2
Write third inline tag Alt+3 Alt+3
Write fourth inline tag Alt+4 Alt+4
Write fifth inline tag Alt+5 Alt+5
Write sixth inline tag Alt+6 Alt+6
Write seventh inline tag Alt+7 Alt+7
Write eighth inline tag Alt+8 Alt+8
Write ninth inline tag Alt+9 Alt+9
Get next version Alt+] Alt+]
Get previous version Alt+[ Alt+[
Show metrics Alt+Enter Alt+Enter
Show find and replace Alt+f Alt+f
Run QA on this page F9 F3
Go to next page with QA warnings F10 F4
Write match with inlines (If multiple matches selects best
Alt+i Alt+i
one)
Write match without inlines (If multiple matches selects
Alt+m Alt+m
best one)
Open concordance Alt+\ Alt+\
Go to next page Ctrl+Page down Ctrl+Page down

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 Go to previous page Ctrl+Page up Ctrl+Page up
Close popup Esc Esc
Refresh page F5 F5
Insert no break space Ctrl+Shift+space Ctrl+Shift+space
Focus custom attribute Tab Tab
Undo Ctrl+z Ctrl+z
Redo Ctrl+y Ctrl+y

For a detailed description of the XTM Editor functions, see the full XTM Manual at the
following location:
http://xtm-intl.com/manuals/XTMManual.pdf

8 Finishing a task
Finish a task by right-clicking on it in your Inbox and selecting “Finish task”.
Notifications are sent to the PM, the Customer PM and any Project Watchers. The
task will be declared as „Closed“ and no longer „In Progress“.

9 Completing a project
Linguists will update the TM as they work in the Editor, so typically the Project
Manager or Coordinator can complete a project by downloading the target file(s) and
archiving the project.

9.1 Creating a target file

A target-language version of a translatable file is created automatically when a
translation or correction step is finished. Users with access to the Files view of a
project can at any time download the target version or create a new target file by
pressing the “Generate” button:

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  XTM will not overwrite when you generate a file, but create a new version of
that file. Thus, also older versions of that file can be retrieved.

9.2 Downloading the target file

1. In the Files tab, click the green “Download” button in the “Target” column.
 Your browser will prompt you to save a zip file.

9.3 Archiving a project

1. In the Projects view, click the project icon and select “Action -> Archive
project”.

 The Project will be removed from the current list of projects, but it may be
restored at a later date.

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10 FAQ
Question
Services requested are either Translation,
Correction (Revision), Review. Which service
will be requested if a simple "Translation QC"
(standard check with tool, least intense
quality check) is required?
If "Translation & Translation QC" is
requested and we translate the text inhouse,
we normally to not assign the job to a
second persion for the "Translation QC". Is it
possible to skip the Translation QC even
even it has been added by the PM as a
second step after translation?
Is it possible to add new users (inhouse
translators or vendors) and if so which
process shall we follow?
We wonder if the function that sends
automatic emails as soon as a job is due
within the next 24hrs, two times/day can be
modified by a team leader and if so, how?
Is it possible to split jobs and assign them to Yes, this is possible! Any translatable file can
two translators who work on it at the same
time?
Can we change the session timout to a
longer time frame, e.g. log off after 1 hour?
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Answer
Terminologically speaking: revision in
escaepe = "correct" in XTM;
"proofreading" in escaeepe = "review" in
XTM;
Translation in esc = translation in XTM;
Translation+QC = Translation (1 step) in
XTM OR "Translation" followed by "correct" if
the translation step is done by an external
vendor.
Yes. It is best if the Project Creator only
adds one step so you don't have to "skip" a
second step. If there are two steps and you
only need one, you can a) edit the workflow
and delete the second step b) as a project
manager/coordinator "force" the second step
to be completed. a) is recommended.
Only admins should add users. You may use
the excel sheet "vendors" on the file share.
No, this is a system setting, not a user
setting. It is now reduced to once a day
(morning).
be split into "bundles". These can then be
assigned to different users and they have
their own metrics and deadlines.
Go to Project Editor -> Workflow, select the
segment numbers and add a new end
segment number for the first bundle. XTM
will automatically create the second bundle.
The individual metrics can be downloaded
from the "pie chart icon". Then change any
due dates if necessary. Assign your linguists
to the bundles.
Is being investigated. If you use Firefox, it
should be quite easy to save your password
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 if you wish. That way, all you need to enter
is your user name.

Where exactly can files downloaded from This depends on the browser. By default in
XTM be found on a local machine? IE and FF, it is the personal Downloads
folder on C:\. This can be customized in the
browser. XTM cannot change this.

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