Project Management (Project Details)

The relationship of the organization, and groups and projects in Quick PE

The relationship between the organization, and groups and projects in Quick PE is roughly as follows.

• A project manager can create one or more groups in his or her organization.
• The project manager can see a list of the groups registered in the organization to which he or she belongs. Even if you are not a member of a group, you can change the details of the group by referring to the group list and its details screen.
• For each group, select the accounts that will participate in the group (as a project manager or a linguist) and the MT engines to be available. Also, register your project reference information (style guides, glossaries/LAC glossaries, prohibited term bases, and translation memories/LAC translation memories) as required.

• Can create multiple projects in a group.
• In Project Details screen, you can select the necessary information for the project from the accounts, MT engines, and project reference information available for each group, then upload the files for translation (source file) and set up the detailed information for the project.
• Project managers and linguists can only view a list of projects in which they are involved. They will not be able to view projects in which he or she is not a participant.

Settings in Project Details screen (basic information)

In Basic Information section of Project Details screen, you can set the following items. 

• Group name: The groups created in the organization to which the current project manager belongs will be displayed in the drop-down list. The project must belong to one of the groups. The pull-down list enables suggestions for text entry, so that if you enter a partial group name, only the corresponding item is displayed.
• Project name: Any text to identify the project
• Translator: Select a translator who will post-edit the file. Use [Add] button to add a line to set the translator and file. Click [Select] button to see the list of accounts in the group that have linguist role, and select the appropriate translator.
• File: Select the source file to work on this project. You can set multiple files in a project. The supported file formats and upper limits are described below.
• Reviewer: Select the reviewers who will review the files after the post-editing is completed. The reviewer has no assignment to any file and can review all files in the project. Click [Select] button to see the list of accounts in the group that have linguist role, and select the appropriate reviewer.

• Machine translation engines (MT engines): A project manager can select from a drop-down list of three MT engines; "First priority", "Second priority" and "Reverse Match Rate", and configure the required and optional settings of each MT engine. Please see the detailed explanation in the related section below. Only the MT engines set to be available for the project at the group level will be shown. The engine name(s) displayed on the drop-down list is the identifier defined for each organization that the user belongs to.
  
  • First priority ( Selection required ): The language direction for this MT engine is treated as the project's language direction. The source language must match to the language of the source file. The first priority MT engine automatically inserts the output of its processing into [Modify Target Text] column of the segment to which the translation from the translation memories was not applied during the file import process, and also displays the output in [Machine Translation Engine①] area of [Translation Reference] pane.
  • Second priority (Option): The output from the second priority MT engine is displayed in the [Machine Translation Engine②] area of the [Translation Reference] pane. You don't need to select this item if it is enough for you to get the machine translation result from only one MT engine.
  • Reverse match rate ( Selection required ): Automatically executes the reversal translation of the translated texts in [Modify Target Text] column to the source language during the file import process, and calculates the percentage (%) of the resulted texts that matches the texts in [Source Text] column. The calculated percentage is displayed in [Reverse Match Rate] column. MT engine for Reverse match rate can be freely selected from the drop-down list. You can select an engine which is different from the one selected for "First priority". However, the language direction must be set as the reversal of the language direction set for the first priority. (For example, when "English to Japanese" is set for the first priority MT engine, the reverse match rate MT engine must be set as "Japanese to English".)

Files and word count that can be uploaded

You can upload more than one file in bulk. Please note that there are the following restrictions;

• Supported file format and extensions
  
  • Bilingual file: xlf, xliff, sdlxliff, mqxliff
  • Text file: txt
  • Microsoft Office file: docx, xlsx, pptx
  • PDF file: pdf
  • HTML/XML file: html, htm, xml
  • Image file: tiff, tif, jpg, jpeg, png, bmp
  • Subtitle file: srt
  • Comma/tab delimited file: csv, tsv
• File size/character count: You can upload multiple files of up to 100MB of each. There is no limit to the number of files. Please keep the number of characters in each file to less than or equal to 150,000 characters (if it exceeds 150,000 characters, the machine translation processing will fail with the file after it has been uploaded and an error message will be displayed). In this counting, blanks will be counted and the count does not vary on the language (both "HELLO" and "こんにちは" will be counted as 5 characters).

• PDF/Multi-page TIFF restrictions : You have the following upper limit per file depending on [Use OCR] setting. For files larger than the limit, the machine translation processing will fail after the upload and an error message will be displayed.
  
  • [Use OCR] OFF (Not using OCR): You can upload files up to 500 pages per file.
  • [Use OCR] ON (Using OCR): You can upload files up to 200 pages of A4 paper size per file. Note that this may differ from the actual number of pages in the PDF/TIFF file.
• If the file is password protected, a processing error occurs. Please unprotect your password before uploading.

About machine translation of PDF files

For PDF files, only the contained texts are extracted and processed by the machine translation. Although you can specify whether OCR (Optical Character Recognition) is used for the extraction, we recommend that you unselect [Use OCR] check box because PDF files tend to produce more accurate translations when texts are extracted without OCR. The machine translation results are output in the file format specified in [Output File Format] (docx, xlsx, pptx).

About machine translation of Image files

For image files, only the contained texts are extracted and processed by the machine translation. OCR (Optical Character Recognition) is automatically used for the extraction. You cannot proceed without using OCR.
The machine translation results are output in the file format specified in [Output File Format] (docx, xlsx, pptx).

Settings for each machine translation engine

The following required and optional settings must be configured for each machine translation engine selected. Switch the settings of each option to check and compare the outputs, and choose the setting that you think best.

• Required Settings
  • General Model/Custom MT Model: List of the general models (engine type and language pair combinations) and any custom MT models created using the MT learning services and registered in LAC
  • Source Language: Language of the source file
  • Target Language: Language of the translated file
  • Domain: Domain defined by SAP Translation Hub
  • Language Pair: Language pair you want to use
• Optional Settings
  • Formality: This is a DeepL specific option. Select the sentence end expression of the translation from the following. This is only valid for some translation languages including Japanese, and the translation results will change for those languages. This option is not available for all language pairs. The default value is "default (automatic)".
    
    • default (automatic)
    • for a more formal language
    • for a more informal language
    • for a more formal language if available
    • for a more informal language if available
  • MIME Type: Specifies whether the machine translation engine translates text as "text/plain" (plain text) or "text/html" (text containing tags (such as HTML tags)). The default value (recommended) is "text/plain" (plain text).
  • Custom Trained Model: Custom trained models created using MT learning services and registered in LAC. Only models whose language direction is identical to the project's language direction are displayed.

• • Custom Glossary Model: Custom glossary models created using MT learning services and registered in LAC. Only models whose language direction is identical to the project's language direction are displayed.
  • Translation Method: An option specific to SAP Translation Hub. If you select "SAP MLTR + SAP MT", MT is performed by combining the global translation memory (MLTR) and MT. If "SAP MLTR" is selected, MT is performed without MT. Therefore, when the source text which is not found in MLTR, the translation result will be blank. The default value (recommended) is "SAP MLTR + SAP MT".
  • Maintain formatting (bold, italic, etc.): Specifies whether the format information (inline tags and their positions) should be retained as much as possible during the machine translation process. The default value (recommended) is "No" (not maintain formatting). Please see the detailed explanation in the related section below.
  • Exclude Numeric Segments From Translation: Specifies whether to translate segments whose source text consists only of numbers (like,
    ".", ",", "-", "100", "100.00", "1,000.00", "-1,000.00"). The default value is "No" (do not exclude from translation). If you specify "Yes" (exclude from translation), the source text is used as the translation text in such segments. Settings this to "Yes" is effective for example Word files which include tables with numeric values.
  • Remove Hyphenation: Specifies whether to perform the machine translation of a long word as a single word without a symbol (hyphenation) when the word is wrapped at the end of the line. The default value (recommended) is "Yes" (removes hyphenation).
  • Output In Bilingual Format(Word/Excel/Text/SRT): Outputs the translation as a bilingual format of the source and translation texts only when the source file format is Microsoft Word, Excel, text, or subtitle file (.srt). The default value is "No".
  • Send Formatting Tags To MT: Specifies whether or not to take full advantage of the processing ability of each MT engine to machine translate the source text and formatting information together when the source text contains any formatting information (inline tags and their positions). The default value varies depending on the selected MT engine. When you select "Yes", the machine translation is executed appropriately without separating the meaning of the source text by the tag within the ability of each engine, and the position of the tag is properly reproduced in the translated text. If this setting's machine translation cannot be completed successfully due to damage to tags, etc., the machine translation will be executed with reference to another option "Maintain formatting", so the machine translation itself will not cause an error.

Optional settings: Yes/No for "Maintain formatting"

This system recommends to select "No" for the required setting [Maintain formatting]. The following example illustrates the reason:

[Example] Assume that there is the following source text created in Microsoft Office Word; let us explain about the case of translating this into Japanese and English.

In the machine translation, the formatting information (bold) is treated as an inline tag as follows:

If you select "No" for the required setting [Maintain formatting], the inline tags are moved to the end as follows before performing the translation process. The formatting information (bold) will be lost, but the text will be translated with the correct interpretation.

Translated result is as follows:

On the other hand, if you specify "Yes" for [Maintain formatting], the translation process is performed by dividing the text into three sentences (segments) in order to maintain the formatting information as much as possible.

The text will be processed segment by segment, then the machine translation results are as follows:

In the translation, the original inline tags are restored to look like the following. The formatting information (bold) will remain, but the translation will deviate from the source text.

About language names

The names of the languages displayed on the drop-down list will change depending on the selected machine translation engine. Please kindly note that the names are determined as per the machine translation engine.

About Kawamura NMT engine type

There are eight types of models (combinations of types and language pairs) for Kawamura NMT. The characteristics of each type are listed below. Please select the one that best suits your purpose.

• General NT: Engine can be used for the translation in any field/purpose of the source documents.
• Patents NT: Engine built specifically for patent translation, and supports specific terms and phrases.
• Finance Services: Engine built specifically for financial services translation, and supports specific terms and phrases.
• Finance NT (IR/Disclosure): Engine built specifically for the translation of IR/disclosure information related to financial service, and supports specific terms and phrases.
• Legal documents NT: Engine built specifically for the translation of legal documents, and supports specific terms and phrases.
• Science: Engine built specifically for translation in fields suitable for academic papers mainly in biological and medical fields, and supports specific terms and phrases.
• Patent decision etc.: Engine built specifically for the translation of notices of reasons for refusal of patent applications and decision information, etc. among patent-related documents, and supports specific terms and phrases.
• News: Engine built specifically for the translation of news, including new words, new topics and current topics, and supports specific terms and phrases.

About the Generative AI Engine

The generation AI engine has the following nine functions. Please select the appropriate function based on your purpose, as the characteristics of each function are described below.

• Translation: You can use AI-generated translation. (Japanese and English only)
• Grammatical correction: This function automatically corrects grammatical errors and typos in text.
• Readability Improvement: This feature adjusts the structure, vocabulary, and expressions of a text to make it easier to read.
• Summary: This feature allows you to quickly summarize long texts and complex reports.
• Copywriting: This function generates catchy slogans and content for use in marketing and advertising.
• Press Release: This feature assists in creating press releases necessary when announcing new products or services.
• Polite Style: This function automatically converts text into polite style (using the "desu/masu" form).
• Plain style: This function automatically converts text to the plain style (formal style).
• Execute arbitrary instructions: This function performs processing based on arbitrary instructions.

Settings in Project Details screen (reference information)

In Reference Information section of Project Details screen, you can set the following items;

• Style guide: Select the style guides to use for the project. A project manager can select the style guide whose language direction is identical to that of the project's first priority MT engine, among the style guides available at the group level. Even if more than one style guide are selectable, you can specify only one of them (i.e. you cannot apply more than one style guide for each project). Making selection is not required.

• Glossary/LAC Glossary: Select the glossaries to use for the project. A project manager can select the glossaries whose language direction is identical to that of the project's first priority MT engine, among the glossaries available at the group level. If more than one glossary are selectable, you can specify multiple of them. Making selection is not required.
• Prohibited term base: Select the prohibited term bases to use for the project. A project manager can select the prohibited term bases whose language direction is identical to that of the project's first priority MT engine, among the prohibited term bases available at the group level. If more than one prohibited term base are selectable, you can specify multiple of them. Making selection is not required.
• Translation memory/LAC Translation memory: Select the translation memory to use for the project. A project manager can select the translation memories whose language direction is identical to that of the project's first priority MT engine, among the translation memories available at the group level. If more than one translation memory are selectable, you can specify multiple of them. Making selection is not required.
• Inconsistency check: By the radio button, specify whether the inconsistency check should be done in the verification processes in File Editor by linguists (translators and checkers). If you select "Enable" here, the inconsistency check will be performed for the entire file when executing the verification in File Editor. The inconsistency will be detected for verification when the translations (in [Modify Target Text] column) in multiple segments are not identical for the identical (100% match) source texts (in [Source Text] column) of the segments.

About the online TM (Translation Memory) functionality

As of XMAT 2.0 (released in April 2022), the online TM functionality has been enabled in Quick PE. You can update a TM (or LAC TM) whose  [Allow Update] is checked on the Project Details screen with the post-edited contents in File Editor. When you click the [Save] button on File Editor , only the segments displayed on the screen with [Edit Status] “ Fixed” will be reflected.

Updating and exporting TM/LAC TM

The following settings/processes are available for the TM and LAC TM selected in the project.

• Specify TM to update: You can specify only one TM to update with the post-edited contents in Qucik PE's File Editor. Please check [Allow Update] of the TM you want to update.
• Export as tmx file: Allows you to export the latest contents of TM into tmx file format. Click [Export] button in each line. You can export the latest contents at the time of click. If any inline tag (formatting information) is included in the source text, the icon on File Editor will be replaced by the tag in the tmx file as follows.

How to reuse translation memory (TM)

The procedure to update the TM with the post-edited contents in File Editor and reuse TM in multiple groups/projects is as follows;

• How to reuse with LAC TM (LAC language assets)
  
  1. Register a language asset (TM or glossary) in LAC.
  2. To make language assets available as TM in Quick PE, set [TM] under "Using Data in Quick PE" area to “Enabled” on Language Asset Details screen. If it is set to “Disabled”, the TM cannot be selected in Quick PE.
  3. Click [Settings] button of “LAC Translation Memory” in Reference Information section in Quick PE's Group Details screen, and select the desired language asset. You can select multiple assets with different language directions.
  4. Create a project by clicking [+ Create new project] button on Group Details screen or Project List screen, and, in Project Details screen, select the desired TM from the available TM list set in Step 3.
  5. Check [Allow Update] box of the TM to update with the post-edited contents.
  6. Click [Start Project] to begin the file import process. When the File Editor is displayed, please do your post-editing as necessary.
  7. When clicking [Save] button, only segments whose [Edit Status] is “ Fixed” will be reflected into the TM. This updates the LAC's language assets in real time.
  8. To reuse a TM in another project in the same group: Select the TM in another Project Details screen. The latest contents at the time the project was started on this screen is referenced as TM.
  9. To reuse a TM in another group: Select the TM in another Group Details screen, and also select it in Project Details screen which belongs to that group. The latest contents at the time the project was started on this screen is referenced as TM.
• How to reuse without LAC TM
  
  1. Upload tmx files from your local drive/environment to register TM in “Translation Memory” in Reference Information section in Quick PE's Group Details screen. You can register multiple TMs without any restriction for the language directions.
  2. Create a project by clicking [+ Create new project] button on Group Details screen or Project List screen, and, in Project Details screen, select the desired TM from the available TM list set in step 1.
  3. Check [Allow Update] box of the TM to update with the post-edited contents.
  4. Click [Start Project] to begin the file import process. When the File Editor is displayed, please do your post-editing as necessary.
  5. When clicking [Save] button, only segments whose [Edit Status] is “ Fixed” will be reflected into the TM.
  6. To reuse a TM in another project in the same group: Select the TM in another Project Details screen. The latest contents at the time the project was started on this screen is referenced as TM.
  7. To reuse a TM in another group: First, export the most recent TM in Step 5 into tmx file. Second, in another Group Details screen, register (upload) this tmx file as a TM, and select the corresponding TM on Project Details screen which belongs to that group.

Notes on changing group details after registering a project

Some of the information in Group Details screen can be changed after you have created a project that belongs to the group. The scope of influence varies depending on the information.

<Basic Information>

• Group name: Can be changed. The group name displayed on Project Details screen will change.
• Participants (project managers and linguists): Can be changed, however, the participants will be actually kept as they are for the projects unless updating the participants on Project Details screen.
• Machine translation engines: Cannot change the machine translation engine that is already selected on Project Details screen. Can be changed those engines which are not selected on Project Details screen.

<Reference Information>

• Style guide, glossary/LAC glossary, and prohibited term base: Can be changed, however, these style guide, glossary, and prohibited term base will be actually kept as they are for the projects unless updating the relevant information on Project Details screen.
• Translation memory/LAC translation memory: Can be changed (deleted) basically, however, cannot be changed (deleted) if the translation memory is being used in an already started project.

Start the project

Once you've set up your project and click [Start Project], the import process of the files will begin. The project is now open to the linguists (translators and reviewers) and ready to be post-edited in File Editor.

• Please note that once you click [Start Project], the following information cannot be changed any more.

• Group name
• Translator and file
• Reviewer
• Machine translation engine and its language direction
• Translation memory/LAC translation memory

You can still make changes to the following information. Click [Change Project] button after making changes.

• Project name
• Style guide, Glossary/LAC glossary, Prohibited term base: The changed information will be referenced when a linguist executes a validation and re-translation functions in File Editor after this making of changes.
• Inconsistency check (Enable/Disable): Inconsistency check will be done depending on the changed setting when a linguist executes a validation function in File Editor after this making of changes.

Processing time of machine translation

Please note that the machine translation processes (file upload, extraction of the text information, and machine translation) will take some time. This time depends on the size, contents, and format of the files to be processed, the system load status at the time of processing, the network communication status, and the machine translation engine selected. This is because each engine handles requests differently. 

Completing and deleting projects

•  When you start a project, [Complete] button will be displayed at the bottom of the screen. Click to change the project status to "Completed", then all settings on the project details screen cannot be changed. Click [Resume] button, then you can change the settings of Project Details screen again. 

• • You can delete a project. If you delete a project, you will no longer be able to access the files registered in the project, so we recommend you to download the translations from File Editor screen before deleting the project.