Similar to office folders that contain paper files, a OpenTM2 folder contains a number of related documents or document files, respectively. A folder, for example, might contain all documents of a specific translation project, or any other collection of documents that belong together.

Each folder has a number of properties, such as the source and target language, or references to the dictionaries and Translation Memory databases to be used for analysis and translation of the documents in the folder. By default, all documents in a folder have the same properties, but you can specify individual properties for each document.

Contents 1 Overview and terminology 2 What you can do with folders 2.1 Prerequisites 2.2 Calling sequence 2.3 Results 3 Analyzing all the documents in a folder 3.1 Prerequisites 3.2 Calling sequence 3.3 Options and parameters 3.4 Results 4 Closing a folder 4.1 Prerequisites 4.2 Calling sequence 4.3 Results 5 Counting the words in all documents of a folder 5.1 Prerequisites 5.2 Calling sequence 5.3 Options and parameters 5.4 Results 6 Creating a folder 6.1 Prerequisites 6.2 Calling sequence 6.3 Options and parameters 6.4 Results 7 Dictionary Selection window 7.1 Options and parameters 8 Translation Memory Selection window 8.1 Options and parameters 9 Creating a subfolder 9.1 Prerequisites 9.2 Calling sequence 9.3 Options and parameters 9.4 Results 10 Renaming a folder 10.1 Prerequisites 10.2 Calling sequence 10.3 Options and parameters 10.4 Results 11 Deleting a folder 11.1 Prerequisites 11.2 Calling sequence 11.3 Options and parameters 11.4 Results 12 Deleting a folder exported to the eqf\export subdirectory 12.1 Prerequisites 12.2 Calling sequence 12.3 Options and parameters 12.4 Results 13 Exporting a folder 13.1 Prerequisites 13.2 Calling sequence 13.3 Options and parameters 13.4 Results 14 Importing a folder 14.1 Prerequisites 14.2 Calling sequence 14.3 Options and parameters 14.4 Results 15 Importing a XLIFF folder 15.1 Prerequisites 15.2 Calling sequence 15.3 Options and parameters 15.4 Results 16 Importing a folder into controlled folder 16.1 Options and parameters 17 Opening a folder 17.1 Prerequisites 17.2 Calling sequence 17.3 Results 18 Searching and replacing text across several documents in a folder 19 Viewing the properties of a folder 19.1 Prerequisites 19.2 Calling sequence 19.3 Results 20 Changing the properties of a folder 20.1 Prerequisites 20.2 Calling sequence 20.3 Options and parameters 20.4 Results 21 Viewing the details of a folder

Overview and terminology

You can send all the documents in a folder to another OpenTM2 user.

Folders that are sent or exported contain a number of documents, associated dictionaries and Translation Memory databases , and optionally an accompanying note to the recipient.

To work with a folder that has been exported by another user, you must first import it into OpenTM2.

Exporting folders is also useful to make backup copies of your translation material.

When creating a folder you can select Controlled folder handling. Selecting this option means that you are the project coordinator responsible for this folder. It enables you to specify, and change at any time, all properties and details for the folder, including the translators for the documents to be imported into this folder.

The originator and translator that you specify for the folder also outline the way the folder is taking until it is received by the actual translator, for example, from project coordinator to the vendor, to translator A, to translator B who actually translates the folder contents.

The specifications you make with regard to controlled folder handling appear on various windows and extend your possibilities concerning a folder and its contents. For example, you can export only the documents that are to be translated by a specific translator, a task that was not possible before controlled folder handling was introduced.

Users who are not authorized for controlled folder handling have only restricted rights.

What you can do with folders

OpenTM2 includes a number of processing functions for folders, which you can access by selecting a folder from the “Folder List” window and then selecting a choice from the File, View, or Utilitiesmenu.

Prerequisites

At least one folder must exist, except if you import a folder.

Calling sequence

Select the “Folder List” window from the main window. The “Folder List” window is displayed.

Results

This window displays a list of the available folders. When you select a command from one of the menus, you are taken to another window where you can specify processing options.

Analyzing all the documents in a folder

Documents that are to be translated must first be segmented. Segmentation is done during analysis of a document. You can analyze all the documents in a folder at once.

Prerequisites

• The folder must contain at least one document.
• If you intend using dictionaries to perform analysis, at least one dictionary must exist.
• If you intend using Translation Memory databases to perform analysis, at least one Translation Memory must exist.

Calling sequence

Select:

1. The folder from the “Folder List” window
2. Analyze… from the File menu

The “Analyze Documents” window is displayed (see Figure 44 described in Analyzing documents using Translation Memory databases)

Options and parameters

• Documents to be analyzed

This box lists all the documents in the folder.

For a description of all other options, see Analyzing documents using Translation Memory databases and Analyzing documents using dictionaries.

When you have selected the desired options, click Analyze to begin analysis of the documents.

Results

All documents in the folder are segmented. Depending on the options you selected:

• Terminology lists may be created
• Dictionaries may be extended
• Translation Memory databases may be extended
• A file containing untranslated segments may be created
• Segments in the documents may be automatically substituted

You can now begin translating the documents by opening a document, see Translating a document.

Closing a folder

To start to work with a document, you must first open the folder containing the document. Then the “Document List” window is displayed. Closing a folder means to close the “Document List” window, which takes you back to the “Folder List” window.

Prerequisites

The “Document List” window of the folder must be active.

Calling sequence

Select:

1. The “Document List” window of the folder you want to close
2. Close from the system menu of this window

This takes you back to the “Folder List” window.

Results

You can begin working on documents in other folders or any other tasks in OpenTM2.

Counting the words in all documents of a folder

OpenTM2 provides a facility for counting the number of words and markup tags in all documents in a folder before and after translation. You can also perform this task for selected documents in a folder (see Counting the number of words in a document).

Prerequisites

The folder must contain at least one document.

Calling sequence

Select:

1. The folder from the “Folder List” window
2. Count Words… from the Utilities menu

“Count Words” window (see Figure 47 described in Counting the number of words in a document) is displayed.

Options and parameters

The options and parameters are the same as described in Figure 47 in Counting the number of words in a document.

Click Count to begin counting words.

Results

The results are displayed in the “Word Count Results – Original” window or in the “Word Count Results – Translation” window which are explained in Figure 47 descriebed in Counting the number of words in a document.

When you close this window, you are returned to the “Folder List” window. If you selected the output option File, the results are also saved in a file with the name you choose.

Creating a folder

Grouping documents in a folder is recommended whenever:

• A number of documents belong to the same translation project.
• You use the same Translation Memory databases for a number of documents.
• You use the same dictionaries for a number of documents.

A folder also makes it easier to export or import a group of documents.

Prerequisites

• Decide for which documents, dictionaries, and Translation Memory databases you wish to create a folder.
• At least one language support file must be installed.

Calling sequence

Select:

1. The “Folder List” window in the main window
2. New… from the File menu

The “New Folder” window is displayed.

Figure 79. New Folder window

Options and parameters

The options you specify are used for all documents imported into this folder. If individual documents need other properties, you can specify these when importing the documents.

On the “Properties” page:

• Name

Type a name of up to 8 alphanumeric characters for the new folder.

• Description

Type up to 40 alphanumeric characters that describe the folder.

• Disk drive

Select the drive where the folder is to reside.

• Use existing folder as model

Click Yes… if the properties of the new folder are similar to an existing one. This takes you to the “Use existing Folder as Model” window, where you can select an existing folder as a model for the new folder. Click Select to return to the “New Folder” window.

• Translation Memory to be used

Select a Translation Memory to be used for the documents in the new folder. To create a new Translation Memory, type in its name.

• Source language

Select the language of the original documents.

• Target language

Select the language into which the documents are to be translated.

• Markup

Select a markup table name from the available names in the box.

• Editor

Select an editor from the available names in the box.

• Conversion

Select a conversion from the box that is to be used for all documents in this folder.

• Dictionaries to be searched

The selected search dictionaries are shown in the list box. The order in which you select the dictionaries determines the order in which they are searched. You can select up to 10 dictionaries. To select or deselect dictionaries press the Select… button which will open the dictionary selection window.

You can also deselect dictionaries by double-clicking the dictionary name.

• Translation Memory databases to be searched

The selected search Translation Memory databases are shown in the list box. The order in which you select the Translation Memory databases determines the order in which they are searched. You can select up to four Translation Memory databases. To select or deselect Translation Memory databases press the Select… button which will open the Translation Memory selection window.

You can also deselect Translation Memory databases by double-clicking the Translation Memory name.

• Stop search at first memory with exact match

Select this option if the search for memory segments should stop at the first memory containing an exact match. This avoids duplicate exact matches from subsequent Translation Memory databases in the list. Without this option OpenTM2 will extract matches from all selected Translation Memory databases.

On the “Admin” page:

• Controlled folder handling

Select this option if you are the project coordinator responsible for this folder. Clicking this option enables you to fill in all fields on this page and the “Project Info” page. For more information on this option, refer to Controlled folder handling.

• Password

Type a password of up to five alphanumeric characters. This password protects your folder from being changed by unauthorized people on the “Folder Properties” window.

• Project coordinator

Specify your name and e-mail address in the appropriate fields.

• Originator

Remains empty until this folder has been exported for the first time. After an export it contains the name and the e-mail address of the person who last exported it.

• Translator

Specify the name and the e-mail address of the person receiving the folder next. This can be a vendor or the actual translator.

The “Project Info” page enables you to specify all necessary information about the project reflected by this folder. Always specify a shipment number to ensure that you always get a correct Calculating, Preanalysis, or Redundancy Report (see Creating reports). If you specify the shipment number at a later point of time using the “Folder Properties” window, any documents that the folder then contains need to be exported and imported again to guarantee a correct report.

Click Create to create the new folder.

Click Cancel to leave this window without creating a new folder.

Results

If you clicked on Create, the folder is created, an empty “Document List” window is displayed, and the folder can be filled with documents. If you entered a new Translation Memory name as a folder property, you are prompted with the “New Translation Memory” window, to specify some more parameters.

Dictionary Selection window

Options and parameters

Figure 80. Dictionary Selection window

• The Available listbox shows the names of the available dictionaries. To add a dictionary to the listbox either double-click the dictionary name or select it using the keyboard and press the “Enter”-key.
• The Selected listbox lists the names of the selected dictionaries. To remove a dictionary from the listbox either double-click the dictionary name or select it using the keyboard and press the “Enter”-key.

Press the OK button to leave the selection window and return to the previous window or press the Cancel button to leave the window and discard any changes made to the list of selected dictionaries.

Translation Memory Selection window

Translation Memory Selection window

Options and parameters

Figure 81. Translation MemorySelection window

• The Available listbox shows the names of the available Translation Memory databases. To add a Translation Memory to the listbox either double-click the Translation Memory name or select it using the keyboard and press the “Enter”-key.
• The Selected listbox lists the names of the selected Translation Memory databases. To remove a Translation Memory from the listbox either double-click the Translation Memory name or select it using the keyboard and press the “Enter”-key.

Press the OK button to leave the selection window and return to the previous window or press the Cancel button to leave the window and discard any changes made to the list of selected Translation Memory databases.

Creating a subfolder

When your folder list is in Explorer-like tree view, you can create subfolders to each folder. You can then import documents into the subfolders like into any other folder. You can even create a subfolder for a subfolder.

Prerequisites

Your folder list must be in Explorer-like tree view.

Calling sequence

1. Double-click the folder for which you want to create a subfolder. The contents of this folder is displayed.
2. Click in the area containing the folder contents.
3. Click New on the File menu.

The “Create a New Subfolder” window is displayed.

Figure 82. Create a New Subfolder window

Options and parameters

The options you specify are used for all documents imported into this folder. If individual documents need other properties, you can specify these when importing the documents.

• Parent (Sub)Folder

Contains the name of the folder or subfolder for which you are creating a subfolder.

• Subfolder name

Type up to 40 alphanumeric characters that describe the subfolder.

• Settings of parent (sub)folder

Displays the properties of the folder or subfolder for which you are creating a subfolder.

• Subfolder-specific settings:If your subfolder is to differ in one or more properties from its parent folder or subfolder, specify them in the appropriate fields.

Click Create to create the new subfolder.

Click Cancel to leave this window without creating a new subfolder.

Results

If you clicked Create, the subfolder is created and added, in the tree view, as a subfolder to its parent folder.

Renaming a folder

OpenTM2 enables you to give a folder a new name.

Prerequisites

The folder to be deleted must not be open (that is, the “Document List” window for the folder must not be displayed).

Calling sequence

Select:

1. The folder from the “Folder List” window
2. Rename from the File menu

Options and parameters

• Rename to

Type a new name for the folder.

Results

If you select Rename, the folder and any references to it are renamed.

Deleting a folder

When you delete a folder, it is no longer listed in the “Folder List” window, and all subfolders and documents in the original and the translated version are also deleted. You might want to delete a folder when you completed working on the documents in the folder, exported it, and no longer require it. Also, if you have backed up the contents of the folder, you can delete the folder to free disk space on your workstation for other purposes.

You can also delete a folder during or after export. For more information, see Exporting a folder and Deleting a folder exported to the eqf\export subdirectory.

Prerequisites

The folder to be deleted must not be open (that is, the “Document List” window for the folder must not be displayed).

Calling sequence

Select:

1. The folder from the “Folder List” window
2. Delete from the File menu

Options and parameters

None.

Before deleting the selected folder, OpenTM2 prompts you to confirm that you want to delete the folder and its contents:

• Select Yes to delete the folder.
• Select No to leave the folder unchanged.

Results

If you select Yes, the folder and the documents in it are deleted. The disk space it occupied is freed. Dictionaries, markup tables, and the Translation Memory databases associated with the folder or its documents are not deleted.

Deleting a folder exported to the eqf\export subdirectory

When you export a folder, OpenTM2 writes the data to a file in the \eqf\export subdirectory on the selected drive. If you no longer need this exported folder file, you can delete it.

Prerequisites

• The folder must have been exported to eqf\export
• The exported folder must still exist on the drive that you selected when exporting the folder.

Calling sequence

Select:

1. The “Folder List”window in the main window
2. Delete Exported Folder… from the Utilities menu

The “Delete Exported Folder” window is displayed.

Figure 83. Delete Exported Folder window

Options and parameters

• Delete

In this box, select:

1. The drive where the exported folder resides. The Folder list box displays all folders previously exported to the selected drive.
2. The folder to be deleted from the Folders list box. To see more information about the exported folder, click Details…. The information is displayed in the “Folder Details” window.

Click OK to return to the previous window.

To leave the exported folder unchanged, click Cancel.

To delete the exported folder, click Delete. For each selected exported folder, a message window prompts you to confirm that you want to delete the exported folder:

• Select Yes to delete the exported folder.
• Select No to leave the exported folder unchanged.

If there are no more exported folders selected to delete, click Cancel to return to the “Folder List” window.

Results

If you confirmed to delete the exported folder in the \eqf\export subdirectory, it is deleted and cannot be reimported.

Exporting a folder

The main purpose of exporting a folder is to make documents available to other users or on other systems. Other translation material, such as dictionaries and Translation Memory databases, can also be exported, either as part of a folder, or separately.

Exporting a folder is the easiest way of distributing translated material from one OpenTM2 user to another, and it is the recommended way.

You can also include a note for the recipient. This note could, for example, include instructions about which document to translate first or when the translation is due. The recipient can display this note when importing the folder.

When you export a folder to a diskette drive and the folder data volume exceeds the capacity of one diskette, the system writes the data to as many diskettes as necessary.

You can also export the folder as a XLIFF package to allow translation outside of OpenTM2. The export as XLIFF package only exports the translatable parts of the documents together with matching memory proposals. As not all parts of the documents are contained in the XLIFF package it cannot be used to transport or backup a folder. XLIFF packages can only be imported into the folder from which they had been exported.

Prerequisites

The folder to be exported must exist.

Calling sequence

Select:

1. The folder from the “Folder List” window
2. Export from the File menu

The “Export Folder” window is displayed.

Figure 84. Export Folder window

Options and parameters

On the “General” page:

• Select subfolders and documents to be exported

To export only selected subfolders and documents of this folder. You can then select these subfolders and documents from the list box. You can extend or limit your selection by clicking Select allor Deselect all, respectively.

• Select documents by translator

To export only the documents that are to be translated by a specific translator. Select one of the translators listed.

• To

Specify the drive and directory to which you want to export your folder. You can also click Browse to display the “Browse for Folder” window on which you can select the appropriate drive and directory.

• Export as

Export format for the folder. Either select “OpenTM2 Folder (FXP)” for exporting in the standard TranslationManaer format or “XLIFF folder” to export the folder as XLIFF package for the translation outside of TOpenTM2.

On the “Options” page:

• Word-count data only

To export only the history log file (HISTLOG.DAT) of the folder. For more information on this file, refer to Overview and terminology.

• With dictionaries

To export the folder with the dictionaries associated with this folder.

• With Translation Memory

To export the folder with the Translation Memory database associated with this folder.

• With search Translation Memory databases

To export the folder with the Translation Memory databases that are only used to search for matching segments.

• With document Translation Memory databases

To export the folder with all the Translation Memory databases defined for the folder and its documents.

• Export folder as

To export the folder under a different name.

• Export using folder short name

To export the folder under a short name. This is useful if you later want to import the folder into a system that recognizes only file names with a length of eight characters plus a 3–character extension.

• Export in non-Unicode format

This option exports the folder in a format which is compatible to TP5.5.1 and TP5.4 (non-Unicode versions of TM). Older versions of OpenTM2 can not use folders exported in non-Unicode format due to changes in the file structure. If you use this option the segmented files, contained dictionaries and memories are converted to ASCII and stored in TP5.5.1 format.If you import a folder which is in non-Unicode format you will need to organize the contained memories and dictionaries after the import is completed to be able to use them.

• Add note

To add some explanatory text for the recipient of the folder. You type the text in the “Add Note to Folder” window that is displayed when the exporting function is started.

Your note is saved and included in the exported folder.

• Delete the folder after export

To delete the folder after it is exportd. This option can only be selected when all documents in the folder are being exported. After the export file is created, the system prompts you to confirm that you want to delete the folder. If you selected the Select subfolders and documents to be exported option, the Select documents by translator option, or both, you cannot all documents are exported and the folder cannot be deleted.

• Export as master folder

To export the folder as master folder. This option can be used to make a backup of a master folder or to move a master folder to another machine. If you export a master folder without specifying this option, the folder will always be imported as a child folder. This option is only active for master folders.

• Originator

Specify your name and e-mail address. Make sure that you filled in these fields before exporting the folder.

Note: Only the option “With Translation Memory” can be selected when exporting the folder as XLIFF package.

If you selected the required options, select Export to start the export procedure. If you selected the Add note option, you are prompted with the “Add Note to Folder” window to type your note for the recipient. To save the note in the exported folder, click Add to start the export of the folder.

If you selected a diskette drive and the data volume of the folder exceeds the capacity of a diskette, you are prompted to insert as many diskettes as necessary.

Results

Export as OpenTM2 folder:

• The folder is exported, including all material you selected. If you exported the folder together with documents, any markup tables used by documents are also exported.
• OpenTM2 stores the exported folder in one file in the specified directory. From this directory it can be reimported. The file has the folder name and the extension FXP
• If you selected the Delete the folder after export option, the folder is deleted, including all documents in it However, the referenced markup tables, dictionaries, and Translation Memory databasesare not deleted.

Export as XLIFF folder:

• The translatable information of the documents in the folder is exported as XLIFF package. Translation Memory proposals are added to the XLIFF package when the “With Translation Memory” option has been selected. The XLIFF package can be translated outside of OpenTM2 using a XLIFF translation editor. The translated XLIFF package has to be imported into the original OpenTM2 folder before the translated documents can be exported using document export.

Importing a folder

When translations are prepared centrally before being distributed to individual translators, you are strongly recommended to use folders as the means of distributing this material, because all related translation material (documents, dictionaries, and Translation Memory databases) can be included in one folder.

Before you can start to work with material that has been exported, you must import the material in OpenTM2.

A folder exported to a diskette drive can span more than one diskette. The system prompts you to insert the diskettes into the diskette drive in the same sequence they were used during export.

Prerequisites

Ensure that there is sufficient free disk space on your system.

Calling sequence

Select:

• The “Folder List” window from the main window
• Import… from the File menu

The “Import Folder” window is displayed.

Figure 85. Import Folder window

Options and parameters

You can import a folder from any drive that is defined to your installation.

On the “General” page:

• From

Select:

• The drive where the folder to be imported resides.
• The folder from the Folder box. When you have selected a drive, this box shows the importable folders on this drive.

• Options

Select:

• With dictionaries

If you wish to import all dictionaries that were previously exported together with the folder. If there are no dictionaries in the folder, this option cannot be selected.

• With Translation Memory databases

If you wish to import all Translation Memory databases that were previously exported with the folder. If there are no Translation Memory databases in the folder, this option cannot be selected.

• Import folder as

If you wish to import the folder under a different name.

• To

Contains the drive on which OpenTM2 resides. If you have several OpenTM2 installations, select the appropriate drive.

• Import from

Select “OpenTM2 folder (FXP)” for the import of OpenTM2 folders.

The “Details” page contains information about the selected folder; it cannot be changed on this window.

• Name

The name of the folder.

• Description

Additional information about the folder.

• Date of export

The date and time when the folder was exported.

• Translation Memory

The name of the Translation Memory referenced in this folder.

• Markup

The name of the markup table used.

• Export options

This field can contain Selected documents only if the folder was exported with this option, otherwise this field is empty.

• Documents

If the folder contains documents, their file names are displayed here.

• Translation Memory databases

If the folder contains Translation Memory databases, their names are displayed here.

• Dictionaries

If the folder contains dictionaries, their names are displayed here.

• Note

If the folder contains a note, it is displayed here.

To print a copy of the details, click Print.

To begin importing the folder, click Import.

If you import the folder from a diskette drive and the exported folder was written to more than one diskette, you are prompted to insert the diskettes in the sequence in which they were inserted during export.

Results

The folder is imported. It is added in the “Folder List” window, and you can start using its contents or the imported dictionaries for document analysis.

If the folder contains a dictionary with the same name as an existing one, you are asked whether the dictionary is to be ignored, or to be imported and automatically merged with the existing one. If the folder contains a Translation Memory with the same name as an existing one, you are asked whether the Translation Memory is to be ignored, or to be imported and automatically merged with the existing one. An imported folder also contains the markup tables of the folder and document properties. During import, markup tables in your system are overwritten if they have the same name and the markup table in the folder is a more recent one.

If you import a folder that already exists but the content of one or more of its documents differs from the existing ones, the “Set Document Processing Options” window is displayed. You can then decide for each document whether it is to be imported. When you open the imported folder, the “Document List” window displays the details arrangement defined by the sender.

Importing a XLIFF folder

Use the folder import in XLIFF format to import XLIFF packages translated outside of OpenTM2.

Prerequisites

The original XLIFF package has to be exported from a OpenTM2 folder. The original OpenTM2 folder has to exist.

Calling sequence

Select:

1. The “Folder List” window from the main window
2. Import… from the File menu

The “Import Folder” window is displayed.

Figure 86. Import Folder window

Options and parameters

You can import a folder from any drive that is defined to your installation.

On the “General” page:

• From

Select:

• The drive where the XLIFF package to be imported resides.
• The folder from the Folder box. When you have selected a drive, this box shows the importable folders on this drive. The folder box will only list XLIFF packages which have been created by OpenTM2. The box shows the folder names and not the names of the XIFF package files.

• Options

Select:

• With Translation Memory databases

If you wish to import the translated segments contained in the XLIFF package to the Translation Memory databases of the folder or document.

• To

Contains the drive on which OpenTM2 resides. If you have several OpenTM2 installations, select the appropriate drive.

• Import from

Select “OpenTM2 folder (FXP)” for the import of OpenTM2 folders.

The “Details” page is empty for XLIFF folder imports.

Results

The translated segments contained in the XLIFF package replace the corresponding segments of the documents. The document completion ratio is updated accordingly.

If the “With TranslationMemory databases” option has been selected, the translated segments from the XLIFF package are also added to the TranslationMemory of the folder or document.

Importing a folder into controlled folder

Figure 87. Controlled Folder Password window

This window is shown whenever a folder is imported into an existing controlled folder and the folder being imported is not a child of the controlled folder.

Options and parameters

• Password

Enter the password of the controlled folder into which the folder should be imported.

• OK

Checks the given password and checks it against the password of the controlled folder. If the password is correct, the folder import starts. If the password is not correct, the folder import window is shown.

• Cancel

Closes the “Controlled Folder Password” window and returns to the folder import window.

• Help

Gives information to help you to interact with this window.

Opening a folder

You open a folder to see which documents it contains. You can then select a document to work with from the “Document List” window.

Prerequisites

The folder must exist.

Calling sequence

Select:

1. The folder from the “Folder List” window
2. Open from the File menu

Alternatively, double-click the folder to open it. The “Document List” window is displayed.

Results

A list of documents in the selected folder is displayed. From this list, you can start document-related functions by selecting one or more documents and an action from one of the menus. For further information see What you can do with documents.

Searching and replacing text across several documents in a folder

OpenTM2 provides a Global Find and Replace function, which works across several folders or across all or some documents of a folder.

This function might be helpful if you are looking for a particular piece of text whose source document you are not sure of. Also, you may need to change a particular wording, but do not want to type the new text manually at each occurrence. OpenTM2 can search through a series of documents to locate the required text and change it as specified.

Any change is automatically reflected in the associated Translation Memory to be available for future translations. Note that OpenTM2 searches and changes only pieces of text that can be translated. Markup tags cannot be changed. Wildcard search as well as AND / OR combinations of the search terms are possible. For information on how to search and replace text, refer to Searching and replacing text in documents.

Viewing the properties of a folder

The properties of a folder are:

• Folder name

The name of the folder.

• Document format

The format of the documents contained in the folder.

• Source language

The language of the original documents in the folder. A different language can be specified for individual documents in the folder.

• Target language

The language of the translated documents in the folder. A different language can be specified for individual documents in the folder.

• Description

The description of the folder. The description can be up to 40 alphanumeric characters long, including blanks. This description is for your use and is not used by OpenTM2.

• Editor

The text editor used (default value STANDARD).

• Memory

The Translation Memory associated with the folder. This Translation Memory is searched during segment matches and is updated when documents in this folder are being translated.

• Dictionary

The dictionaries associated with the folder. These dictionaries are used in conjunction with the selected exclusion lists during analysis. They are also used for looking up a term. The order in which you select the dictionaries determines the search order associated with the folder.

• Conversion

The conversion to be used for all documents in this folder.

• Translation Memory databases to be searched

The Translation Memory databases to be searched for segment matches in addition to the Translation Memory to be used and updated during translation. These additional databases are not updated during translation.

Prerequisites

The folder must exist.

Calling sequence

Select:

1. A folder from the “Folder List” window
2. Properties Summary… from the File menu

Results

A document in HTML format is displayed containing a summary of the folder properties.

Figure 88. Folder Properties document

If you want to view more properties or change the properties of a folder, refer to Changing the properties of a folder.

Changing the properties of a folder

When you create a folder, you must define its properties before you can work with the folder. Some of them can be changed later.

The properties defined for each folder apply to all documents in the folder unless individual document properties have been set. It is sometimes not advisable to change the properties of a folder. In particular, you should not change the Translation Memory associated with the folder when you have started translating a document. You can change the associated dictionaries, if necessary.

Prerequisites

• The folder must exist.
• If you want to change the properties of the folder, it must not be open.

Calling sequence

Select:

1. The folder from the “Folder List” window
2. Properties from the File menu

The “Folder Properties” window is displayed.

Figure 89. Folder Properties window

Options and parameters

On the “Properties ” page, the selected properties are shown in the respective fields. The Name field and the Short name field cannot be changed for an existing folder.

The following fields contain the currently assigned names. They can be changed by selecting another name from the respective list box.

• Translation Memory
• Markup
• Editor
• Source language
• Target language

For the Translation Memory to be used, you can also type a new name in the respective field.

The dictionaries to be used in the folder are selected as follows:

• The Dictionaries to be searched list box shows the selected dictionaries.
• To select or deselect dictionaries press the Select… button, which will open the dictionary selection window.
• Dictionaries can also be deselected by double-clicking the dictionary name.

The Translation Memory databases to be searched in the folder are selected as follows:

• The Translation Memory databases list box shows the selected Translation Memory databases.
• To select or deselect Translation Memory databases press the Selected button, which will open the Translation Memory selection dialog.
• Translation Memory databases can also be deselected by double-clicking the Translation Memory name.

If the folder is protected by a password, you can only change the fields on the “Admin ” page if you know the password.

• Controlled folder handling

If it is a folder for which controlled folder handling was selected during its creation, this check box is selected. For more information on this option, refer to Controlled folder handling.

• Password

If the folder is protected by a password, type the password assigned to this folder.

• Project coordinator

Contains the name and e-mail of the project coordinator. You can change the fields if you are the project coordinator or allowed to perform the tasks of the project coordinator.

• Originator

If this folder has not been exported yet, the Name and the e-mail fields are empty. If this folder was exported before, the fields contain the name and e-mail address of the person who last exported it.

• Translator

Select or specify name and e-mail address of the person to receive the folder next.

The “Project Info” page contains information about the project. You can change all fields if you are the project coordinator. If the folder is protected by a password, you can only change them if you specified the correct password on the “Admin” page.

If you change the shipment number or specify one for this folder for the first time, export and import again any documents that this folder already contains. This is necessary to get a correct Calculating, Preanalysis, or Redundancy Report (see []Creating reports]]).

The “Admin” page contains also two buttons for the maintenance of the folder history log. The folder history log contains all information concerning the folder history and is vital for the creation of calculation reports.

• The “Delete history log” button deletes the complete history log. No calculation reports can be performed for this folder anymore. Use this button only when an existing folder is re-used for another translation job or for another shipment and the counting information of the previous shipment is not required anymore.
• The “Clean history log” button tries to reduce the size of the history log by removing superfluos entries from the history log.

To save the changes of the properties, click Change.

To leave the “Folder Properties” window without changing the properties, for example, if you only wanted to look at the folder properties, click Cancel.

Results

If you select Change, the folder properties are changed according to your specifications. Otherwise, they remain unchanged. You are returned to the previous window.

If you entered the name of new Translation Memory, the New Translation Memory is displayed to specify the characteristics of this Translation Memory.

If you changed a markup table name, it is strongly recommended that you analyze the documents in the folder again. For more information how to select a Dictionary or a Translation Memory, refer to

• Dictionary Selection window
• Translation Memory Selection window

Viewing the details of a folder

In the “Folder List” window, you can display additional information about a folder. You can define which details you want to be displayed and in which order.

The displayable folder details are as follows:

• Name

The name of the folder.

• Description

The description of the folder.

• Updated

The date when the folder properties were last changed.

• Markup

The markup table defined in the folder’s properties. This markup table is used for all documents in the folder unless a different markup table is specified in the properties of a document.

• Translation Memory

The Translation Memory associated with the folder.

• Drive

The disk drive where the folder resides.

• Dictionary

The first dictionary in the list of dictionaries associated with the folder.

• Editor

The text editor used (default value STANDARD).

• Source language

The language of the original documents in the folder. A different language can be specified for individual documents in the folder.

• Target language

The language of the translated documents in the folder. A different language can be specified for individual documents in the folder.

• Search Translation Memory

The Translation Memory databases to be searched for segment matches.

You can toggle between two display modes:

• Display the names only
• Display selected details

You can change the arrangement of the folder details in the “Change Details” window described in Viewing and changing the details of a list item.