administering translations - wordpress.com · 2014. 8. 4. · 4.1 quick start guide 1 4.1...

4.1 QuickStart Guide

Administering Translations

This guide includes the following sections:

• “About this guide” on page 2

• “Overview of the translation functionality” on page 2

• “Translation Center walk-through” on page 3

• “How to create a translation” on page 9

• “More you need to know about translations ...” on page 12

4.1 Quick Start Guide 1

About this guide

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About this guide

This guide introduces LawPort’s Translation Center and shows Global Translators and Law-Port Administrators how to manage translation requests and create translations in the Trans-lation Center. In addition, this guide offers sections that provide a more comprehensive understanding of the translation process, including an in-depth look at the Master Publica-tion Item, an important piece of the translation puzzle.

To learn how Publishers request translations in the Publishing Wizard, refer to 4.1 QuickStart Guide: Requesting Translations.

Overview of the translation functionality

The following provides a brief overview of LawPort’s translation functionality:

• What does it do? The translation functionality allows Publication Items to be published into any language supported by your firm. Once the translation is complete, the translated item will be accessible in the views to which it was distributed.

• Where are requests made? Publishers make their request for translations in the Publishing Wizard. Users who belong to Publisher, Global Publisher, and LawPort Administrator roles can access the Publishing Wizard.

• Where are requests processed? Translation requests are processed in the Translation Center. Users who belong to Global Translator and LawPort Administrator roles can access the Translation Center.

You may be able to think of other uses for the Translation Center ...

For example, your firm may need an efficient way to produce different

versions (e.g., confidential, client-ready, summary) of a single document.

That being the case, the translation functionality could be reconfiguredinto version functionality such that Publishers request versions and Version Specialists fill their requests in a Version Center.

4.1 Quick Start Guide: Administering Translations

Translation Center walk-through

The following sections take you on a tour through the Translation Center.

ACCESSING THE TRANSLATION CENTER

To access the translation center click Tools>Translations, as Figure 1-1 below.

Figure 1-1 Accessing the Translation Center

Note: You can also access the Translation Center via the Alerts component. Refer to “Alerts Component” on page 23 for more information.



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VIEWING THE TRANSLATION CENTER

Figure 1-2 below shows the Translation Center with two new translation requests listed in the Worklist pane. As you can see, the Translation Center is divided into three panes: Worklist on the left, Preview in the top-right, and Creation in the bottom-right. The Worklist pane includes a Translation Filter (Show worklist), a Search, and a Refresh. For more infor-mation on these last three items, refer to the following:

• “Filtering translations” on page 24

• “Master Item Search” on page 27

• “Translation Refresh” on page 27

Figure 1-2 Translation Center with requests


A CLOSER LOOK AT A TRANSLATION REQUEST

Expand a translation request by clicking the in the request.

Figure 1-3 shows an expanded translation request and attempts to illustrate the parent-child relationship of a request. Translators create translations based on the Master Publica-tion Item. Language, Last Edit Date, Type, Author, Publisher that appear in the Master Publi-cation Item in the figure below represent some of the metadata that the child translations inherit from their Master. You can learn more about Master Publication Item metadata in “Metadata and Master Publication Items” on page 15.

Figure 1-3 Viewing a Translation Request in the Worklist pane

Note: The that appears in the Spanish translation in Figure 1-3 above indicates that it is a Mandatory translation. Refer to “What are mandatory translations?” on page 28 for more information.

A Translation request consists of ...

Master Publication Item(Parent)

Child Translations:French and Spanish



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PREVIEWING A MASTER PUBLICATION ITEM IN THE WORKLIST

Click on the Master Publication Item you want to preview in the Worklist. The preview will appear in the Preview pane, as shown in Figure 1-4 below.

Figure 1-4 Translation Center: Previewing Master Publication Item


SELECTING A MASTER ITEM TO CREATE A TRANSLATION

Click the to expand the translation request, as with the French translation in Figure 1-5 below.

To create a child translation of a Master Publication Item, you select the Create translation option in its Translation options menu. To view this menu, mouse over the translation

request and click the that appears on the right, as in Figure 1-5 below.

Figure 1-5 Selecting a translation request

Once you click Create translation in the menu, as in Figure 1-6 below, the Translation Wizard will appear in the Creation pane (bottom-right). To learn how to create a translation using this wizard, refer to “How to create a translation” on page 9, and to learn more about the Translation Options menu, refer to “Translation Options Menu” on page 22.



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Figure 1-6 Translation Center: Creating a translation


How to create a translation

This section shows you how to create a translation in the Translation Center’s Translation Wizard. You can think of the Translation Wizard as a paired-down Publishing Wizard.

To learn how to create a translation in the Translation Wizard, follow the steps below.

1. Fill in the fields in the Metadata tab (Figure 1-7) and then click Next. Refer to “Metadata and Master Publication Items” on page 15 to learn more about metadata.

In this tab, the Title field is a required field, and the Content Language drop-down is pre-filled with the language associated with the translation request, as with French in the figure below.

Figure 1-7 Translation Wizard Metadata tab


How to create a translation

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2. Add your translation to the Content tab, as in Figure 1-8 below, which shows Direct Input. Click Next when you are finished adding your translation.

You can add your content using any of the Storage-type options available in the tab.

Figure 1-8 Translation Wizard Content tab


3. Verify that the information in this tab is accurate. If the translation is not a Draft, but complete, click Completed in Set Status, as in Figure 1-9 below. Click Finish.

Figure 1-9 Translation Wizard Summary tab

4. After clicking Finish:

• Successfully Completed Translation will appear in the bottom-right pane if you set Completed as the status. Refer to “After Completing a Translation” on page 13 to learn more about your completed translation.

• Successfully Created Translation Item will appear in the bottom-right pane if you set Draft as the status. Refer to “After Creating a Draft of a Translation” on page 14 to learn more about your translation draft.


More you need to know about translations ...

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The information in the following sections work to provide a more comprehensive under-standing of the translation process:

“After Completing a Translation” on page 13

“After Creating a Draft of a Translation” on page 14

“Metadata and Master Publication Items” on page 15

“Editing a Completed Translation” on page 17

“When a Master Publication Item is edited or deleted” on page 18

“Waiting for Approval: A Translation Scenario ...” on page 21

“Translation Options Menu” on page 22

“Alerts Component” on page 23

“Filtering translations” on page 24

“Declining a translation request” on page 25

“Master Item Search” on page 27

“Translation Refresh” on page 27

“What are mandatory translations?” on page 28


After Completing a TranslationAfter you successfully complete a translation, the translation will become available in the views to which it was distributed. In order to access it in the view, the user’s language pref-erence in the system needs to correspond with the language of the translation (i.e., to see a French translation, the user’s language preference must be set to French). Learn how to set language preferences in the How do I view my translation section in the 4.1 QuickStart Guide: Requesting Translations.

Figure 1-10 Viewing your completed translation



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After Creating a Draft of a TranslationAfter you create a draft of a translation, it will appear listed in the Worklist pane, as with the French translation in Figure 1-11 below. To proceed with the draft, you may want to select an option from the Translation Options menu. To access this menu, mouse over the translation draft and click the that appears.

Also, keep in mind that once a translation is complete (i.e., retains the Completed status) the translation and its Master will no longer appear in the Worklist, as only items requiring outstanding translation work appear: items with a Requested, Draft or Update status.

Note: Refer to “Translation Options Menu” on page 22 to learn more about the Translation Options menu.

Figure 1-11 Translation Center: Viewing Draft of Translation

Click to access Translation Options menu


Metadata and Master Publication ItemsFigure 1-12 on page 16 attempts to illustrate the following facts about Master Publication Items and their translations:

• A Master Publication Item can have multiple translations. Think of their relationship in terms of a parent-child relationship: the Master is the parent and its translations are its children.

• Child translations of the Master Publication Item have their own individual Publication Item numbers.

• The Master Publication Item controls all of the non-textual metadata in all of its child translations. If a change is made to any of the Master’s non-textual metadata, which is listed in the figure below, that change will be automatically made to the Master’s child translations. See section below for more information.

• If, however, the textual metadata is edited in the Master Publication Item, that change is not automatically made to the Master’s child translations. Textual-type changes affect content and therefore need to be made in the Translation Center by translators. See section below for more information.

NON-TEXTUAL METADATA VERSUS TEXTUAL METADATA

The following differentiates non-textual and textual metadata in the context of translation creation and modification. These two types of metadata are listed in Figure 1-12 below.

• Non-textual metadata is controlled by the Master Publication Item and provides publishing information about a Publication Item, such as Security, Publisher, Start and End Date. A child translation will have exactly the same non-textual metadata as its Master. If a non-textual metadata change is made (i.e., end date is changed from 7/2008 to 7/2009) in a Master Publication Item, all of the Master’s child translations are automatically updated in the system to reflect the change.

• Textual metadata is metadata that has to do with the item’s content, such as Title, Description or Content. If any change is made to a Master Publication Item’s textual metadata, that change will need to be updated in its child translations in the Translation Center. Refer to “When a Master Publication Item is edited or deleted” on page 18 for more information.



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Figure 1-12 Master Publication Item (Parent) and its translations (Children)

Master Publication Item

Non-textual Metadata:Start and End DateSecurityIndexingWorkflow

German Version of Master 726

Spanish Version of Master 726

French Version of Master 726

PublisherDistributionCategorizationNotes

AuthorNon-textual Custom Field

PubItem# 726

PubItem# 862 PubItem# 878 PubItem# 892

Textual Metadata

TitleDescriptionCommentsCreation DateModification DateStorage TypeContent (i.e., WYSIWYG content, URL, etc.)Textual Custom Field (e.g., Health Warning)LanguageTranslation StatusTranslator


Editing a Completed TranslationTo locate a completed child translation that you would like to edit, you can:

• search for its corresponding Master Publication Item using the Search in the Translation Center (refer to “Master Item Search” on page 27 for help), or

• click Tools>Publish>Edit Item, select the item’s profile type (e.g., News, Document, etc.), and then click Manage Translations in the PubItem Options menu associated with the translation you want to edit, as in Figure 1-13 below

Figure 1-13 Editing a Completed Translation



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Note: As with the Spanish translation in the figure above, a translation’s title appears in black text when listed in the PubItem Search page unlike normal (non-translated) Publication Items that have blue-text, hyperlink titles that, when clicked, open the item for edit in the Publishing Wizard. Translated items can not be edited in the Publishing Wizard; they are edited by Global Translators or LawPort Administrators in the Translation Center.

When a Master Publication Item is edited or deletedFigure 1-14 displays the warning that appears before editing a Master Publication Item.

Figure 1-14 Editing a Master Publication Item warning

If you make any textual metadata edits (refer to “Metadata and Master Publication Items” on page 15) to a Master Publication Item:

• the status of all its child translations will automatically be set to Update

and, simultaneously,

• the translations requiring updates will appear in the Translation Center with the status of Update, as with the French translation in Figure 1-16 on page 20


Figure 1-15 displays the warning that appears before deleting a Master Language (Publica-tion) Item. It indicates that along with deleting the Master Item, two of its translations will also be deleted. When a Master Publication Item is deleted, all of its translations are deleted, too.

Figure 1-15 Deleting a Master Language Item warning

Note: Only users who belong to the Global Translator or LawPort Administrator roles can edit child translations and only users who belong to these roles can delete child translations and Master Publication Items.



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Update status in the Translation Center

Figure 1-16 shows a translation with a status of Update in the Worklist pane of the Transla-tion Center. To update a translation according to the edits made in its corresponding Master, click Edit translation in the Translation Options menu associated with the translation you want to update. The item then opens for edit in the Translation Wizard, as shown in the fig-ure below.

Figure 1-16 Editing a translation with the Update status


Waiting for Approval: A Translation Scenario ...The following scenario attempts to illustrate what happens to the child translations that are associated with a Master Publication Item that is awaiting approval.

1. A Publisher edits a Master Publication Item’s content in the Publishing Wizard, changing each occurrence of the word red in the item to the word green.

2. This item is then simultaneously sent to the Corporate view, as it requires approval from the Corporate view Moderators, and to the Translation Center for updating, as content edits were made to it.

3. The translator edits the Master Item’s child translations, changing red to green in each translation, and then sets their respective statuses to Completed.

4. Though the translations have been updated and reflect a Completed status, they will not appear in the view. It is their non-updated versions that appear in the view with the Status of Update, indicating to the viewer that the item is being updated.

5. The Master Publication Item has now been approved by the Moderators of the Corporate view.

6. The updated translations, because their Master has been approved, now appear in the Corporate view with the status of Completed.



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Translation Options MenuTable 1-17 lists and describes the options available in the Translation Options menu which appears in Figure 1-6. The Status for Selection column indicates the status the translation needs to be in for the option to be selectable (not greyed out). A translation can have one of the following statuses: Requested, Completed, Draft and Update.

Table 1-17 Translation Option Descriptions

Translation Option Description Status for Selection

Preview Master Shows a preview of the translation’s Master in the Master Preview pane of the Translation Center. Only Master Item of Direct Input and URL Storage Types can be previewed. (See Figure 1-4.)

Any

Edit Master Opens the translation’s Master for edit in the Publishing Wizard.

Any

Download Master Allows you to download the translation’s Master to your desktop.

Any

Create Translation Lets you create a translation of the Master. Refer to “How to create a translation” on page 9 for more information.

Requested

Link to existing item

Allows you to link a translation to an existing Publication Item.

Requested

Remove Link Removes the link that exists between a Master Publication Item and its child translation. Once the link is removed, the child translation becomes a “normal” Publication Item.

Draft, Completed

Edit Translation Opens the translation for edit in the Translation Wizard.

Draft, Completed

Set Status Allows you to set the status of a translation. The status options are Draft, Requires Update, and Completed.

Any but Requested


Alerts ComponentThe Alerts component shows alerts for both workflow and translation items. Global Transla-tors can check their Alerts Component for translation requests (Figure 1-18). You can click the alert to navigate to the Translation Center to manage the requests. If there are no requests, the component will display: You have no alerts for translation. To learn how to add the Alerts component to your MyView, refer to the Setting Up Your MyView chapter in the latest version of the LawPort Application User Guide.

Figure 1-18 Alerts for translations

Decline Translation Allows you to decline a translation. Refer to “Declining a translation request” on page 25 for more information.

Requested

Delete Translation Allows you to delete a translation. You can only perform a deletion of a translation in the Translation Center.

All but Requested

Table 1-17 Translation Option Descriptions

Translation Option Description Status for Selection



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Filtering translationsTo help you manage your translations, use the Translation Filter (Figure 1-19 below), to fil-ter translations according to one of the following:

• Show worklist to list all translation items that require translation work.

• Show mandatory only to list all mandatory translations. Refer to “What are mandatory translations?” on page 28 to learn more.

• Show items requiring update list all items that have the status of Update. Refer to the “When a Master Publication Item is edited or deleted” on page 20 to learn more.

• Search Results to list the Master Publication Items that were returned in your most recent search. Refer to “Master Item Search” on page 27 to learn about the Translation Center’s Search tool.

Figure 1-19 Filtering Translations


Declining a translation requestYou can decline a request for translation by clicking the Decline Translation in the Transla-tion Options menu associated with the translation you want to decline.

Once you click the Decline Translation option, you will need to:

1. Click OK in the warning that appears, as shown in Figure 1-20 below.

Figure 1-20 Decline Warning

2. Once you click OK, a dialog box appears into which you can enter your reason for declining the request for translation, as in Figure 1-21 below. The user who requested the translation can view your reason for declining in the Publisher’s Comments section of the Summary tab associated with Publication Item that was declined, as in Figure 1-22 on page 26.

Figure 1-21 Decline Comments dialog box



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The Summary Tab’s Publisher’s Comments section, Figure 1-22 below, shows the reason why the Publication Item request for translation into German was declined.

Figure 1-22 Viewing Translators Decline Comments


Master Item Search

You can click the in the top of the Worklist pane of the Translation Center to search for any Master Items in the system. After you click the Search, a PubItem search form will appear into which you can enter your search criteria. If any search results are returned, they will appear listed in the Translation Center’s Worklist pane, as with the Item: EPA Unveils New Analysis of Clear Skies Proposal in Figure 1-23 below.

Figure 1-23 Master Item Search

Translation RefreshClick the in the top of the Worklist pane to update the Worklist pane with the system’s latest translation requests and translation updates.



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What are mandatory translations?Mandatory translations are those Publication Item Profiles (e.g., News, Policies, Research, etc.) that your firm has mandated be published in another language. The letter M will appear next to a translation in the Translation Wizard, as with the Spanish translation in Figure 1-9, to indicate that it is a mandatory translation (i.e., that all items of this Profile type must be translated into the specified language). LawPort Administrators have access to the mandatory translation settings in the Publication Item Profile Management application, which is accessible through LawPort’s System menu.


administering translations - wordpress.com · 2014. 8. 4. · 4.1 quick start guide 1 4.1...

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