In many companies, terminology is used in two places: to check the source document and to aid in the translation process. Therefore, there are often two systems involved: Acrolinx for the source language, and a translation tool or translation management system for the translating.
Both processes use terminology. Ideally, terminology would be maintained in one system and made available in both. This raises the question of which of the two systems should act as the master database for terminology.
This document describes how to create a roundtrip workflow for your terminology using Acrolinx as a master database and Microsoft Excel as a tool for translating and validating of terminology.
Besides being a terminology management system, Acrolinx also checks the use of terms in source documents. It also contains a high-quality term extraction component which searches documents for new term candidates. For these reasons, Acrolinx is often the leading terminology system for the source language.
Create source language terms in Acrolinx
Use Acrolinx to create and administer new terms in your source language. You can use the Term Contributor web page to propose individual terms. Those terms will be created with the status proposed in Acrolinx. The terminologist can search for newly contributed terms and classify them as preferred , admitted , or deprecated .
As soon as terms are classified, they can be loaded for document checking in Acrolinx, and they can be sent off for translation.
Acrolinx customers employ a number of different procedures to translate terminology:
Translate and validate terminology before translating documents
Terms are a critical part of your content. They are translated (e.g. by your translation agency) and validated by a Subject Matter Expert in the company (e.g. in the regional sales offices). After that, whole documents are sent to translation. This approach ensures high-quality translation, but requires extra time and resources.
Translate and validate terminology while translating documents.
While translating a document, translators translate terms when they find a missing translation. If the company disagrees with a translation, both the terminology and documents must be modified.
Leave the translation to the translator.
Translators translate terms when needed, but they do send translations to the company for validation. This procedure is not recommended.
Export Terms With Missing Translations
Acrolinx has a sophisticated set of filters to identify terms that must be translated.
Let’s assume you want to translate the domain Switches from English to German. You would use the following filter:
Show all terms with Language English and Domain Switches and Status preferred or admitted which have no translation into Deutsch .
To export, you would select Custom with the transformation Excel (Sample; configurable) . It generally does not make sense to translate deprecated terms because there is no deprecated equivalent in the target language. However, the translator and validator may suggest deprecated terms that they know of from experience. Proposed terms are normally not translated at this stage.
The resulting XML file can directly be opened in Excel 2003 and above. Save the resulting file to disk and send it off to the translator.
The translator can directly work in the Excel file and add the translation into the empty column. If needed, more columns can be added for other languages.
You will note that the first two columns A and B are hidden. They contain the term and concept UUIDs and are needed for importing the translation. They should not be modified!
Once the file has been passed back from the translator it can be passed on to the designated language expert within the company for verification.
Import of Translated Terms Into Acrolinx
You can now import the file with translated terms. Load it first into Excel and save it as Unicode Text . This ensures that Excel writes a text file with predictable encoding.
In the Dashboard, go to Import and select CSV (translations only) . This setting will then import the translations only and leave the source terms intact. Select Encoding UTF16-LE and Separator <tab> . Then select the text file and press Next .
The field mapping wizard opens. Since you only want to load the translations, you first need to tell the system what to link the terms to. Select the entry Concept UUID and click the arrow in front of Term Entry UUID .
Then you can link each translation column. Select the translation (e.g. Preferred Translation) and click Add Term Template .
A new tab on the import side is created. Now set the target status of the term (e.g. preferred ) and the language (e.g. Deutsch ). If you want to validate the translations in Acrolinx, then you should overwrite the Process Status and set it to the value validate translation . This enables you to easily find new translations later.
Then press next , then Finish .
You can save the import configuration for later use. This configuration can also be used to automate a term import from a command-line program.
The import runs in the background. A message is displayed once it is complete. You can then open the import report.
As expected, only new terms were imported. You can now view all the newly created terms in the term search.
Frequently Asked Questions
Please refer to the Knowledge Center FAQ for more answers.
Column A and B are hidden. Is that normal?
Yes. Those two columns contain the IDs that Acrolinx needs to reimport the terms. Please never change them!
Can the style sheet be adapted if I want a different output:
Yes. The XSLT transformation can be modified by your IT specialist or your Acrolinx consultant.
The Acrolinx import does not recognize my file Have you saved the file as Unicode Text ?
Have you selected the correct encoding and separator in the Import dialogue?