External Translation

Last update: March 2017

A translation project typically has a number of target languages that are translated by one or more (external) translators. The process by which translators are provided with data to be translated and translators send translated data back for final processing is known as external translation.

RC-WinTrans offers four different and complementary methods of exchanging data with translators:

1.	RC-WinTrans: The translator uses RC-WinTrans to translate an RC-WinTrans translation project.
2.	QuickShip exchange (XLIFF) file: The translator uses the QuickShip Edition of RC-WinTrans and/or a third party translation tool to translate a bilingual XML (open standard) file. The XLIFF file can contain additional data to support translation.
3.	Microsoft Excel: The translator uses Microsoft Excel to translate Excel spreadsheets (*.xls) exported from RC-WinTrans.
4.	TMX files: The translator uses a translation memory system to translate TMX files exported from RC-WinTrans.

Data Exchange Method #1: Translation Project Translated with RC-WinTrans

	If the translator is in possession of RC-WinTrans, a translation project can be sent to be trans-
lated and then returned upon completion.

A project for a translator can be extracted from the main translation project using the Export | Translation Project commands from RC-WinTrans' File menu.

After the translator returns the translated project, import it into the main translation project using the Import | Translation Project commands from the File menu.

Figure 1: Diagram of the process of extracting a translation project (from the main translation project) to send to a translator and reintegrating that project after it has been translated and returned.

Creating a Translation Project for a Translator

Translation project. A translation project (also: main translation project), typically with several files to be translated and several target languages.

Translation project for translator. A translation project is created for a translator (File menu -> Export | Translation Project commands).

The translation project for the translator (2 in the figure above) is a copy of the main project
(1) and usually contains only those target languages that will be edited by a certain translator.

The data contained in the translation project for the translator is specified in the Extract Translation Project Assistant. The file extension for the target file (exported database) is *.fsmdb (data storage...)

Project packed and ready. The translation project is packed into a ZIP file to be sent to a translator.

Data Exchange Method #2: QuickShip Exchange/XLIFF File

Translate a bilingual XLIFF file using the QuickShip Edition of RC-WinTrans or any tool with XLIFF translation support can be used to translate a bilingual XLIFF file.

Additional information ("QuickShip extra data") can be included, such as:

·	notes for source and/or target texts (XLIFF standard elements).
·	re-check marker plus description text.
·	task marker plus description text.
·	translation status (XLIFF standard attribute).
·	"unique translation" flag.
·	previous source text when the source text has changed.

Additional information will be indicated to the translator in the RC-WinTrans QuickShip Edition where the user also has the ability to supplement that data before returning the completed translation work (in the QuickShip/XLIFF 2.0 file).

See also: "QuickShip (Definition)";

"QuickShip Extra Data."

Figure 2: Text to be translated and additional data is exported to an XLIFF file. After being translated, data is imported from the XLIFF file returned by the translator.

Translation project. A translation project, typically with several files to be translated and several target languages. The translation data plus extra data can be exported to a bilingual XLIFF/QuickShip file. Data can be imported into the project upon return of the file.

Export to/import from XLIFF file.

EXPORT: In the File menu, select the Export | QuickShip Exchange File (XLIFF) commands to export project data.

IMPORT: In the File menu, select the Import | QuickShip Exchange File (XLIFF) commands to import translated text and extra data.

Send/Receive. The XLIFF file is sent to the translator. Several options are available to a translator for editing/translating the file:

–	use RC-WinTrans (offers the most display and feature options);
–	use the RC-WinTrans QuickShip Edition; or
–	use any tool supporting the translation of open standard XML (XLIFF 2.0) files.

Upon return, the translated text, and any extra data included optionally, is imported into the translation project.

Advantages of Using XLIFF Files for Translation

1.	Translators and translation agencies can use a familiar tool to edit an XLIFF 2.0 file. This can be, for example, a translation memory system such as SDL Trados, STAR Transit, or memoQ.
2.	Free QuickShip Edition of RC-WinTrans lets XLIFF/QuickShip files be opened and translated. The QuickShip Edition shows any extra data included in the XLIFF file to the user. The extra data can increase understanding and communications, improving translation quality and reducing translation time and costs.
3.	Any edition of RC-WinTrans 11 (or later version) will support this file type.
4.	Only one single XML file (the XLIFF file) needs to be sent out for translation. Data can be quickly and simply exported to the XLIFF file. A selection of items can be exported and any number of items may be included, whether it is only one, a few dozen, or several hundred.
5.	The XLIFF files can include additional information such as re-check markers, task markers, notes (source and translation), translation status, and the previous source text when the source text has changed.
6.	An XLIFF file is an open standard XML file structured according to the OASIS standard (details...).

Restrictions

1.	Text cannot be shown in context (no display of dialog boxes or menu resources).
2.	The layout of dialog box resources cannot be viewed or modified.

Data Exchange Method #3: Excel Spreadsheet Translated with Microsoft Excel

	Microsoft Excel can be used to translate an Excel spreadsheet that has been created with RC-WinTrans. A spreadsheet can be created with the text to be translated and sent to a
translator. Translated text can then be imported into the translation project from the Excel spreadsheet received from the translator.

Figure 3: Text to be translated is exported to a Microsoft Excel spreadsheet. The translation data is imported from the Excel spreadsheet returned by the translator.

Translation project. A translation project, typically with several files to be translated and several target languages. The translation unit data can be exported to an MS Excel spreadsheet and translation text from the translated spreadsheet can be imported into the project.

Export to Excel spreadsheet.

To export translation units open the File menu and select the Export | Excel commands found there.
The button in RC-WinTrans' Project toolbar (shown here, right) can be used as well.

In the File menu, select the Import | Excel commands to import translated text. The button in RC-WinTrans' Project toolbar (shown here, right) can be used as well.

See also: "Import/Export (Overview)."

Send/Receive. The Excel spreadsheet is sent to the translator to be translated using Microsoft Excel. Upon return, translated text is imported into the translation project.

Advantages of Using Excel Files for Translation

1.	Excel is commonly used and therefore does not require elaborate instruction for use. Translation can begin right away using the familiar tool/format.
2.	Creating an Excel spreadsheet containing the text to be translated (or to be reviewed) is very simple, as is the process of importing the translation data from an Excel spreadsheet (back) into a translation project.
3.	Only one single file (the Excel spreadsheet) needs to be sent to a translator for translation (an RC-WinTrans translation project usually contains a number of files to be translated).

Disadvantages of Using Excel Files for Translation

While advantageous in the ways mentioned above, Excel spreadsheets do have certain drawbacks when it comes to translating software texts because the context in which the texts appear cannot be rendered at all in Excel. When using Excel spreadsheets to exchange information with translators please be sure to consider the following:

1.	Text cannot be shown in context (no display of dialog boxes or menu resources).
2.	The layout of dialog boxes cannot be viewed or modified at all.
3.	Only useful for translating stings. Other data such as font names, size data, and images cannot be edited with Excel.
4.	No dictionary support (find and get translation text) as provided in RC-WinTrans.

Data Exchange Method #4: TMX Files Translated with a Translation Memory System

A text file or TMX file can be exported from RC-WinTrans to send to a translator. The translator uses a translation memory system (e.g., Trados or STAR Transit) to translate

the file. Upon receiving the translated file back from the translator, the data can be imported into the

translation project with RC-WinTrans.