Opening and reviewing files for sign-off
When you open a file for sign-off, in the Editor view, the Sign-off configuration is used. This means that the Editor view changes to the sign-off layout, Track Changes is automatically enabled, and the File Actions and Segment Actions groups (on the Home tab) show sign-off statuses only.
About this task
Opening a file for sign-off is an additional review that you can perform after a file has been opened for review. In the Editor window, the source language segments are displayed on the left and target language segments on the right. The segment status column in between the source and target segments contains information about the target segment status, for example whether the translation has been confirmed or rejected.
If you received your files for review in a package, you must first open the package before you can open the files for sign-off.
When you work with Track Changes enabled in Review mode, AutoCorrect is disabled by default. However, you can have AutoCorrect automatically enabled whenever Track Changes is enabled.
Procedure
- Go to the Projects view and select the project whose files you want to open for sign-off.
- Go to the Files view.
- In the box at the top of the Files view navigation pane, select the required target language. Project files for the target language are displayed on the right.
- Right-click the
*.sdlxlifffile to be reviewed and, on the context menu, select Open for Sign-off. The file opens in the Editor view.Note:If you are working with a Trados GroupShare server-based project, you will be prompted to check out the file from the Trados GroupShare Project Server. Select Check out and edit the file to check out and open the file in the Editor.
- In the Editor window of the Editor view, simply click inside the target segment and start typing. You can use standard windows text editing functionality when working in Trados Studio or you can use the available Editor tools to assist you with the review. These are the same tools that are available when the file is translated.
- Editing Tools
There are multiple text editing tools to assist you during translation. For example:
- Spell Check: You can check spelling as you type or run a spell check when you have finished translating.
- AutoSuggest: You can use the AutoSuggest tool that anticipates what you are about to type and presents you with a list of previously translated words and phrases that also begin with the characters you have typed so far. If one of the words or phrases matches what you were about to type, you can select it and it is inserted into the current segment.
- Tag Formatting Tools
There are multiple tag formatting tools to assist you during review. For example, you can:
- Press Ctrl + ,(comma) to display the QuickPlace drop-down list where you can transfer tags, numbers and other elements from the source segment to the target segment.
- Insert tags. Click the button on the QuickInsert toolbar of the tag you want to insert.
- Copy and paste tags. Press Ctrl+C or right-click and select Copy from the context menu. Press Ctrl+V or right-click and select Paste from the context menu.
- Translation Memory (TM) Tools
By default, Trados Studio automatically performs a translation memory lookup whenever you place the cursor in an untranslated segment (one for which the translation has not been confirmed). The best translation memory match is automatically placed in the target segment and, if the match is a 100% match, the translation is automatically confirmed. The percentage match is displayed in the segment status column. If you want to edit the translation, type in the target segment. When you edit the segment, the background color of the percentage match figure disappears to indicate that there was a percentage match with the translation memory which has been changed.
- Terminology Tools
If a termbase is open, when you place your cursor in a segment a lookup is automatically performed. If there is a match for a term in the segment you are translating, a red bracket is displayed above the term in the source segment and a match is displayed in the hitlist in the Term Recognition window. You can press Ctrl+Shift+L to display a list of translations for the terms and insert them into the target text.
Note: When you open a file for review or sign-off, one of the review modes (Track Suggested Changes or Translation Quality Assessment) is activated by default.
- Editing Tools
- Approve or reject the translations:
To Do the following Approve an individual translation
Place your cursor in the segment and select Confirm (Signed Off), on the Home tab, in the Segment Actions group or press Ctrl+Enter.
Approve a group of translations
Hold down the Ctrl key and click on the segment number column to select rows you want to approve. Right-click in the segment number column of the last selected row and, on the shortcut menu, select Change Segment Status > Translation Approved.
Approve all translations that have not yet been reviewed
Select the signed off icon in the File Actions group. This approves all the translations in the document, including those set to Sign Off Rejected, and sets all the translations to Signed Off.
Note: If you perform this action, your file will also be saved and closed.Reject a translation
Place your cursor in the segment and select Reject Segment (Sign-off Rejected), on the Home tab, in the Segment Actions group or press Ctrl+Shift+Enter.
- When finished reviewing the file, in the Tools tab, select Verify from the menu bar to check for any errors in the file.
- In the menu bar, select File > Save to save the file, and then select File > Close to close it.
- If there are still translations that are not approved or rejected when you close the document, a prompt is displayed asking you if you want to approve all the translations in the file.
- Select Yes to approve all translations, including those set to Sign Off Rejected, and set all the translations in the file to Signed Off.
- Select No to leave the translations with the current status that is assigned to them and close the file.
- Select Cancel to leave the translations with the current status that is assigned to them and keep the file open.
Note: If you do not want to be prompted with this question again, select the Don't ask this question again checkbox.
- If you are working with a Trados GroupShare project, switch to the Files view, right-click the file that you have just edited, and then select Check in.
When all segments in the file have either a Sign-off Rejected or Signed Off status, the status of the file changes:
- If there are any segments which have the Sign-off Rejected status, the status of the file changes to Sign-off Rejected to indicate that the file needs to be sent back to the translator for more work. You should send the file back to the translator in a package.
- If all segments have the Signed Off status, then the status of the file changes to Signed Off to indicate that no further work needs completing. You should generate a translated version of the file.