WORKING with MEMOQ PACKAGES and Translating Memoq Handoff Packages in Other Tools for Translators

WORKING WITH MEMOQ PACKAGES And translating memoQ handoff packages in other tools For translators

Contents

Contents ...... 2 1 Handoff and handback in memoQ ...... 3 1.1 Setting up the project and distributing handoff packages ...... 3 1.2 Working with a handoff package: import, process (translate), and deliver ...... 4 1.3 Receiving the handback package on the project manager’s end ...... 4 2 Using a memoQ handoff package in other tools...... 5 2.1 Structure of a memoQ handoff package ...... 5 2.2 Unpacking a memoQ handoff package and using its contents ...... 5 2.3 Packing up the translated XLIFF files in a memoQ handback package ...... 6 2.4 Updating the master project from translations performed in other tools ...... 7 2.5 Troubleshooting handoff/handback problems in memoQ ...... 8 3 Package download from online projects ...... 8 3.1 Package download and import into memoQ ...... 8 3.2 Package download from memoQWebTrans ...... 9 3.3 Package download from memoQ server ...... 10 3.4 Update package ...... 10 4 Package delivery for online projects ...... 11 4.1 Complete delivery ...... 11 4.2 Partial delivery ...... 12 5 memoQ-XLIFF files in SDL Studio ...... 13 5.1 memoQ-XLIFF in SDL Trados 2007 ...... 13 5.2 memoQ-XLIFF in SDL Studio 2009 and 2011 ...... 14 5.3 memoQ-XLIFF in SDL Studio 2014 ...... 14

This guide covers memoQ 2013 R2 and higher. It contains text items from the English user interface of the program. These items are under constant verification and are subject to change without prior notification. If you are viewing this document in an electronic form – for example, in Adobe Reader –, web ad- dresses are clickable, and take you to the page described in the text. This document assumes that you are familiar with the memoQ translation environment, so it does not list every step of the procedures. For more information on performing specific actions, refer to the memoQ Help, the Knowledge Base (http://kb.kilgray.com/) and/or the Kilgray Website.

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1 Handoff and handback in memoQ

In the project manager edition of memoQ, it is easy to create projects for teams of translators. After you create a local project, you can write a name next to each document, and then create packages or handoff packages for each translator in the project. The best tool to process handoff packages created in memoQ is memoQ itself. However, memoQ uses standard file formats when putting together the handoff package. memoQ’s handoff packages can be processed in other translation tools as well. This document gives a short summary of the handoff/handback workflow in memoQ, and explains how the handoff or handback packages can be dis- assembled – in order to process their contents in other tools, or troubleshoot potential problems.

1.1 Setting up the project and distributing handoff packages

Here is how a project manager can set up a project for multiple translators and distribute it: In the project manager edition of memoQ, the project manager creates a local project, adds all documents that need to be translated. 1. In the Translations pane of Project home, he writes your name next to each document (in the Translator column). 2. Navigate to the Overview pane of Project home. In the Handoff checks section of the General tab, click Check project now, and then click Create new handoff. memoQ starts the Handoff wizard, and creates handoff packages for each participant of the project.

A handoff package contains the documents to translate, the necessary translation memories, term bases, and further resources (such as corpora) if there are any. memoQ will pack up all local translation memories and term bases that are added to the local project. If the project uses a memoQ serv-

memoQ integrated translation environment Page 3 of 14 Working with packages guide er, the handoff package also contains references to the server-based translation memories and term bases. memoQ creates one handoff package file for each project member. The files have the *.mqout extension. The project manager needs to send these files to the project members in e-mail.

1.2 Working with a handoff package: import, process (translate), and deliver

When you as the translator receives the handoff package (the *.mqout file), you need to open it in memoQ. You need the memoQ translator pro edition to do that. 1. Start memoQ, and click the Import handoff package link in the Dashboard (since memoQ 2014 R2 click Import package on the Project ribbon tab). Navigate to the *.mqout file you received from the project manager. From the contents of the handoff package, memoQ will create a new local project for you. 2. Translate the documents in the same way as you would do in a local project that you create. 3. When the documents are translated, navigate to the Translations pane of Project home, and then click the Deliver/return command on the Documents ribbon tab. memoQ creates a handback package from the documents in the project, and saves the package in a file with the *.mqback extension. You need to e-mail this file back to the project manager.

Note: The *.mqback file contains the translated documents only.

1.3 Receiving the handback package on the project manager’s end

If a team uses the project manager edition of memoQ for a project, the project manager’s computer will be the ‘hub’. This computer stores the master copy of the project where all documents are pre- sent, and where the project manager can monitor the progress of the project.

Each time the project manager receives a handback package (*.mqback file) from a translator, the project manager needs to update the master project. Here is how she can do that:

1. Open the master project in memoQ, and navigate to the Overview pane of Project home.

2. Click the Handoff/delivery tab, and then click the Receive delivery link. Navigate to the *.mqback file you received from the translator. memoQ will automatically update the documents in the master project from the handback file. Note: The delivery package only contains the translated files, no resources.

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2 Using a memoQ handoff package in other tools

2.1 Structure of a memoQ handoff package

A memoQ handoff package (*.mqout) file is a zip file in disguise. If you unzip it, it will reveal the following folder structure:

The three most important subfolders are the following:

. Translation Documents: Contains the documents to be translated. memoQ saves the documents in the MQXLZ format (a zipped XLIFF format). XLIFF is a standard bilingual document format that stores all aspects of a document regardless of the format of the original source document. An XLIFF file can accommodate any types of source documents: Word documents, Excel spreadsheets, HTML files, XML files etc. From an MQXLZ file in a *.mqout package, memoQ can create the preview of the file, and it can also export the translated document. However, these documents can be translated in any translation tool that supports XLIFF documents.

. TM: Contains the translation memories used in the project. The translation memories are included in the form of TMX files. TMX is a standard exchange format for translation memories be- tween different translation tools. Practically, any translation tool can import a translation memory from a TMX file.

. TB: Contains the term bases used in the project. The term bases are saved in the CSV (comma- separated values) format. This is not exactly standard, but it is the most generic way of storing tabular data (i.e. spreadsheets or tables). Practically, any translation tool that can manage termi- nology can also import term bases from such files. The handoff package can contain other subfolders too, but they are specific to memoQ, and are not very useful in other translation tools.

2.2 Unpacking a memoQ handoff package and using its contents

Follow these steps to process a memoQ handoff package in a different translation tool (such as SDL Trados, Heartsome, Swordfish etc.):

1. Unpack the contents of the *.mqout file. You can also use the Compressed folders feature of Win- dows. You might need to rename the file from *.mqout to *.zip. However, for most compression programs, this is not necessary.

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2. Load the TMX files into your translation tool. See the documentation for your translation tool to do this. 3. Load the term base files (the CSV files) into your translation tool (if it supports term bases). Some tools accept Excel (*.xls) files but not CSV files. To use the term bases in such tools, open the CSV files in Excel: start Excel first, and then use the Open command to import the CSV file. Excel will lead you through a wizard where you can specify the delimiter of your CSV file: it will be either a comma (,) or a semicolon (;). 4. Load the XLIFF files into your translation tool. You may have to unzip the MQXLZ file and rename the included MQXLIFF file to the XLF file extension (*.xlf). If the translation tool is project-based, create a project with the XLIFF files, and add the translation memories and term bases to the project. Note: When you want to use SDL Studio to translate the XLIFF file, you add the MQXLIFF file extension to Studio’s existing XLIFF filter. SDL Studio will then recognize the MQXLIFF file extension and import the file. 5. When you finish the translation, save the XLIFF files. You may need to change the file extension back to *.mqxliff, and replace the original MQXLIFF file in the MQXLZ file with this one. After this, you can pack the files up so that memoQ can treat them as a handback package. For details, see Section 2.3. Do not attempt to export the translated document in the original format. The XLIFF files contain the formatting data in a memoQ-specific form. This means that the original document format can only be reconstructed by memoQ.

2.3 Packing up the translated XLIFF files in a memoQ handback package

When you have finished translating the XLIFF files, be sure to save them in a new, empty folder. Pref- erably, name this folder ProjectName.YourName. Then follow these steps:

1. In the original handoff package that you unpacked in Section 2.2, there is a file called Handoff- PackageInfo.xml. Copy this file to the new folder, and rename the second copy to DeliveryPackage- Info.xml.

2. Open the new DeliveryPackageInfo.xml file in a plain text editor such as Notepad. 3. Delete almost all lines from the file, but do not delete these:

version username handoffrole project_identifier project_name

The parts in italics can change from project to project.

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4. In the file, change

7. The result will be a file with the *.zip extension. Rename the file so that it is called Project- Name.YourName.mqback. 8. Send the file to your project manager. The project manager will be able to update the master project the same way as she would when she received a handback package directly from memoQ.

2.4 Updating the master project from translations performed in other tools

If the documents in the handoff package were translated in a translation tool other than memoQ, the project manager might receive XLIFF files in the delivery. Important: If you receive a delivery package (an *.mqout file), use the standard method to update your project: go to Project home > Overview, then to the Handoff/delivery tab, and click Re- ceive delivery. Then you can locate and select the *.mqout file you received. If the other translation tool processed the XLIFF files correctly – preserving all meta-information in the XLIFF file that was originally included by memoQ –, memoQ will be able to update the documents in the master project from the XLIFF files handed back. Here is how you can update the master project from XLIFF files: 1. Save the XLIFF files from the e-mail in a folder on your computer.

2. Open the master project in memoQ, and navigate to the Translations pane of Project home.

3. Below the document list, click the Import with options… link (in memoQ 2014 R2 and higher, go to the Documents ribbon tab, choose Import > Import With Options). In the Open dialog, navigate to the XLIFF files you received. In case memoQ cannot identify and update the corresponding documents from the XLIFF files. How- ever, all is not lost if memoQ cannot update them. Here are two troubleshooting tips: (1) If memoQ complains that it cannot find the corresponding documents in your project, you always have the option to add the XLIFF files to the project as new documents. You can then confirm the contents of these new documents to the primary translation memory of the project, and then use the Pre-translate command to bring the contents of the original documents up to date. You can then export the original documents which were pre-translated from the newly imported documents (which contents were saved to the primary TM). Note: If you remove the old documents from the project and only use the received back and newly imported XLIFF files, be careful when doing this: always make sure that you can export the translated document in the original format from the new documents.

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(2) If memoQ finds the corresponding documents but cannot update them, the best practice is to create a new project, and import the received translated XLIFF files there. Use the same primary translation memory in this project as well. Confirm the translations into the translation memory. Then, open the original master project again, and use Pre-translate to bring the document contents up to date. Alternatively, you can export the document contents from the new project as well (if the export data were preserved in the XLIFF files by the other translation tool).

2.5 Troubleshooting handoff/handback problems in memoQ

If memoQ complains that it cannot update your project from a handback (*.mqback) file, you can have a workaround. Handback files are also zip files undercover, containing the translated documents only (in the XLIFF format). Unzip the handback file in a folder on your computer. Then, try updating your project from the indi- vidual XLIFF files – after all, this is what the Receive delivery command does. For troubleshooting, refer to the options at the end of Section 2.3.

3 Package download from online projects

In local memoQ projects, your project manager can create a Handoff package and sent it to you. In memoQ online projects, your project manager can use a package-based workflow. Your project manager can define if you are allowed to download packages, check out packages or if you can do both.

3.1 Package download and import into memoQ

You can receive a *.mqout file from your project manager for an online project in an email. However, you can also download the package from memoQWebTrans, and then import the package file into memoQ. Follow the steps below to import a package:

1. Go to Project > Import Handoff Package. In memoQ 2014 R2 and higher, click the Import package command on the Project ribbon tab. Alternatively, double-click the package file.

2. In the Open dialog, navigate to the *.mqout file which you received or downloaded from memoQWeb. Import the file. memoQ automatically creates the project including the trans- latable documents and resources.

3. Depending on the setup of the online project, you may receive a project TM and term base, an entire copy of the TMs and term bases of the project, or only the links to the resources. memoQ does the project setup automatically.

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In a project TM, memoQ collects all segments from the translation memories and LiveDocs corpora that give a result during translation, no matter of the quality. Project TMs are subsets of large TMs that are relevant to translation projects. A project TB only contains the terms from the project. The memoQ server performs a TB lookup for all segments, collects the IDs, and exports the found terms into a CSV file.

You also need to create a *.mqback file to deliver your translations if your project manager does not allow you access to their memoQ server. However, if you have access, memoQ will upload the package to the memoQ server automatically when you click Deliver/return (see 4 Package delivery for online projects).

3.2 Package download from memoQWebTrans

You can download packages for online projects and deliver them via the memoQWebTrans interface. memoQWebTrans is Kilgray’s web-based platform designed for translating and proofreading documents. Your project manager provides you with a user name and password to login, if you are requested to download packages from memoQWebTrans. memoQWebTrans enables you to:  download packages,  deliver return packages,  do a partial delivery. The package-based workflow involves the following steps to download a package from memoQWeb:

1. The project manager needs to enable the web translation and needs to check the Allow package creation check box in the Create new online project wizard.

2. When the package was created, you as the translator receive a notification e-mail about the package and that it is available for download. The e-mail is sent by the memoQ server (when configured) or in a separate e-mail by your project manager.

3. If you have not signed in to memoQWebTrans yet, a login window is displayed. Sign in to memoQWebTrans.

4. On the Package tasks tab, you see the assigned packages. Click the arrow button to extend a package and to see its contents:

Click on the package name. Choose the package you wish to download, then click Next.

5. Click the Click here to download the package file link. Choose the location where you want to save the package, and then save the package to this location. Click Close to close the wizard.

6. Import the package in the memoQ desktop application (on the Project ribbon tab, click Im- port package) or double-click the package file. Translate the contents of the package.

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3.3 Package download from memoQ server

If you did not receive a package in an e-mail, nor are you requested to download the package from memoQWeb, you need to check out the package from your customer’s or vendor’s memoQ server. They will also provide you with a login (user name, password and memoQ server name, if you access their server for the first time). Follow the steps below: 1. Open memoQ. Go to Project > Check Out Online Project. 2. In the Check out online project dialog, select the memoQ server from the Server URL drop- down list, then click the Select button. 3. A list of projects and packages that you are assigned to is displayed. 4. Select the project you want to check out, and then check the Download as package link. memoQ checks out the package, and opens it. It is also displayed in the project list of your Dashboard. If you are enabled to check out the online project, you can also check out the online project instead of the package. Click the Checkout project link to check out the project. If you are allowed to only use packages, then you cannot checkout the online project, only the package.

After you downloaded and imported a package, you cannot add document, or remove documents for this project.

3.4 Update package

You can also receive an Update package. This happens when the project manager added a document or removed a document in the project. Your original package is not updated, but you receive a new package as Update package for the project instead. You can check out or download an Update package the same way as the original package. If you downloaded the update package, you need to import it into memoQ. memoQ will update the existing project:

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4 Package delivery for online projects

When you are done translating, you need to deliver your translations. You can deliver all files in a fi- nal delivery, or you can do a partial delivery. You can re-deliver any document as long as the next ac- tor in the workflow has not started working. You have the following options to deliver a package:  upload the package directly to the memoQ server (there is no document synchronization ) when you are connected to the memoQ server,  upload the package to memoQWebTrans,  send the package back to your project manager in an e-mail.

Note: By default, memoQ attempts to connect to the memoQ server to send the package imme- diately. Once the file transfer was successful, the memoQ server will automatically import the return package, and update the memoQ project for the project manager.

4.1 Complete delivery

When you are requested to do a complete delivery, you need to select all files in the Translations pane, and then click the Deliver/return link to deliver all translated files. When you click the Deliv- er/return link in the Translations pane, the return package is automatically created and uploaded to the memoQ server of your customer. This is the default delivery. On upload, memoQ server process- es the files, and the project is updated. memoQ confirms the segments to the TM on delivery and updates the TM. If you have no access to the memoQ server of your customer/vendor, then you need to create a *.mqback file to deliver your translations. You can also upload the *.mqback file to memoQWebTrans. Login to memoQWebTrans, use the same credentials as you log in to the memoQ server to check out an online project. The Document list page is displayed, here you can not only download a package but also upload a package.

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4.2 Partial delivery

Sometimes you might be requested to deliver the documents at different times and not all at once. When your project manager uses the packaged-based workflow for online projects, then he has the option to allow a partial delivery of files. Follow the steps below for a partial delivery of your files: 1. After you finished the first files of the project, select the files in the Documents tab of the Translations pane. 2. Connect to the memoQ server of your customer. Select the memoQ server from the Server URL drop-down list in the toolbar. Then click Select. When you now click the Deliver/return link in the Translations pane (in memoQ 2014 R2 and higher, click the Deliver/Return button on the Documents ribbon tab), the return package is automatically created and uploaded to the memoQ server of your customer for only those files you have selected.

Note: If you have no access to the memoQ server, a *.mqback return package is created instead. You need to send this package to your project manager, or upload it to memoQWeb.

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5 memoQ-XLIFF files in SDL Studio

In many cases, memoQ users need to cooperate with users of other translation software products. For example, you might want to have your translated document proofread by a non memoQ user. Or a project manager might need to work in a team where some of the translators cannot currently use memoQ. If those colleagues of yours use an XLIFF compatible translation tool, the translation documents can be exported into XLIFF format, and handed out to the non memoQ translator or proofreader. To create the XLIFF file, click the Export Bilingual button, and choose the memoQ XLIFF option. When the finished work is received, you can “merge” the translated or proofread segments back into the memoQ translation document by selecting it in the document list and clicking the Im- port with options button. memoQ has two kind of XLIFF types: *.mqxliff and *.mqxlz. When exporting XLIFF files, you can choose the memoQ XLIFF export format options:  If you are exporting several files, you can export them into a single XLIFF file (MQXLZ) or several files (MQXLIFF).  You can choose to include the skeleton, in which case you will not need the original project or translation document at hand to be able to receive the finished XLIFF file. In this case, you need to export a MQXLZ.  You can choose to save the XLIFF file to a compressed ZIP container file with the MQXLZ file extension.  You can choose to include the major version history (see Tracking changes and version control). Note: If you want users of SDL Trados 2007 or older to translate XLIFF files created by memoQ, copy source to target where empty before exporting into memoQ XLIFF.

5.1 memoQ-XLIFF in SDL Trados 2007

If you receive a file created in memoQ, it is advisable to translate it entirely within memoQ and export the result. If you choose instead to use SDL Trados to edit memoQ XLIFF files, do the following in order to have SDL Trados accept the filters set in memoQ: 1. Create and pre-process the project in memoQ. 2. On the Preparation ribbon tab, click Copy source to target where empty. 3. Click Export, then select Export Bilingual on the Documents ribbon tab, and choose Trados-compatible bilingual doc as the file type. 4. Open the bilingual file in Microsoft Word or SDL Trados Tag editor. 5. Translate and save the file. 6. Open the original project in memoQ and import the file using the Import with options command on the Documents ribbon tab. 7. Export the file to get it into its original format.

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5.2 memoQ-XLIFF in SDL Studio 2009 and 2011

Transferring files from memoQ into SDL Trados Studio 2009 is quite simple – once you have exported the document from memoQ as an XLIFF file, you can easily open it in SDL Trados Studio 2009. The other direction, using memoQ to work on a file created in SDL Trados Studio 2009 is somewhat more complex as you can only save the file in SDLXLIFF format. However, you can always choose Im- port > Import With Options on the Documents ribbon tab, memoQ detects the SDLXLIFF format. The SDLXLIFF file will now appear in the list and you can add it to your project just as if it was an XLIFF file. Pre-segmentation is not a requirement here.

Translating memoQ XLIFF files in SDL Studio 2009 and 2011 If you receive memoQ XLIFF files, you can import them into your SDL Studio 2011 project. You have two ways to do this: 1. You receive memoQ XLIFF files (file extension *.mqxliff). Before importing the files, go to the File Type dialog in SDL Studio, then go to the XLIFF filter. Add the file extension *.mqxliff to it. Now you can import the memoQ XLIFF files. 2. You receive memoQ XLIFF files (file extension *.mqxlz). The MQXLZ file format is a compressed format. Use a ZIP tool such as 7Zip to open the package. You will find a document and a skeleton.xml file. The document is the actual memoQ XLIFF file that you can import as describe under 1.; the skeleton.xml file contains the structure/format information for exporting the document. Unzip the file, import the document.mqxliff file into your SDL Studio project.

5.3 memoQ-XLIFF in SDL Studio 2014

If you receive memoQ XLIFF files, you can import them into your SDL Studio 2014 project. SDL Studio 2014 supports the memoQ XLIFF file extension. You do not need to add it separately as in SDL Studio 2011. You can use an app from Open Exchange to enable MQXLZ import. Install the app. Then go to the File Type dialog. SDL Studio will ask you to enable the app, follow the steps to enable the app. After enabling the app, you will find a XLIFF MemoQ Kilgray category in your File types.

Note: You need to go to File Types, then choose the XLIFF filter, and remove the *.mqxliff extension from the supported XLIFF formats. Otherwise, you cannot import MQXLZ files.

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