information package for reviewers -...

Information Package

for Reviewers

Author: Customer Care Team

Date of publication: April 2014

Latest update: June 2015

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Table of contents

1 – Introduction

A. Document purpose

B. Compatible browsers with review.cogen.com

C. Getting started

2 – Review process using review.cogen.com

A. Access screen to the list of files to be reviewed

B. Online review – editing screen

1. Explanations about the editing screen:

2. How to review the document:

C. Completing the review process (3 clicks)

D. Quality assessment

E. Working offline

1. Export files

2. Working in the Word format (.docm files)

3. Importing your work back onto the portal

4. Important remarks

3 – Display Tips and Tricks

4 – FAQ

A. How can I directly access a specific segment?

B. If the review is done in Spain, and the Window options are in Spanish,

then the display will show in Spanish?

C. What does the term modified, resp. new below the TM box mean?

D. What is the meaning of the green and light blue background colors used

in the edited 3rd column?

E. How to cancel a correction?

F. What is the purpose of the Acknowledge all modifications button?

G. What is the purpose of the Remove all unchanged reviewer segments button?

H. Preview pdf in the target language

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1 – Introduction

A. Document purpose

The purpose of this document is to provide reviewers with a user guide for

review.cogen.com, Cogen’s online review platform. This review platform offers an easy-to-use

and effective working environment which can be accessed through an Internet browser without

using any computer-assisted translation tool.

B. Compatible browsers with review.cogen.com

The online review platform review.cogen.com is compatible with the following browsers:

Chrome, Firefox 2.6 or later, and Internet Explorer 9.0 or later. JavaScript must be enabled.

C. Getting started

When a project is ready to be reviewed, you will receive two emails:

- one from the system with your login and password (only at the first project).

- one from the Cogen Account and Project Coordinator with a link to the platform.

2 – Review process using review.cogen.com

For each project to be reviewed, you will receive an email from the Cogen Account and

Project Coordinator containing the following information: the project reference, three links,

the number of pages in the original document and the desired delivery date.

Click on the 1st link (red rectangle on the example here below) to access the review platform.

Click on the 2nd one if you wish to access this instruction.

Click on the 3rd one to access a shorter information guide.

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When the project is made up of several files, the link provides access to the list of files

to be reviewed :

A. Access screen to the list of files to be reviewed

You now have access to the file names, their review status, the percentage of segments

reviewed and various icons.

The two important ones at this stage are the editing icon and the offline review icon :

- editing icon : opens a drop down menu with two options: “Check out and edit”

and “Open for reading only”. By selecting “Check out and edit” you will access the

editing screen -> see B-Online review – editing screen.

- offline review icon : allows you to download the editor content into a Word file to

review it offline and afterwards import your work back into review.cogen.com

-> see E-Working offline.

When the project is made up of only one file, the link provides direct access to the editing

screen:

B. Online review – editing screen

If you choose to complete the review process online, click on the editing icon

and select “Check out and edit”. This will take you to the file content.

1. Explanations about the editing screen:

It is divided into different columns:

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1. the left-hand column contains information about the segment:

ID-number

: icon to create a bookmark (see below FAQ: A-How can I directly access a

specific segment?)

: opens the segment log, which shows all modifications done to a segment:

: indicates that the segment is locked -> no modification is allowed on these

segments, nor remarks/comments been added.

: indicates that this segment is repeated in the document and gives the

ID-number of the other segments (which are hidden)

2. the second column contains the source text (Original text)

3. the middle column contains the translated text (Translation)

4. the right-hand column is reserved for the reviewer’s changes (Review)

-> this is where you work.

5. the next column contains two icons:

-icon: used to edit a segment (or simply double click on segment in the

Review-column) : the translated text will be automatically copied into the review

cell. You can then edit the content.

Remark: the purple items are tags that cannot be deleted ( ).

-icon: used to introduce a comment about a segment. These comments will

be automatically sent to the translator at the end of the review process.

6. the number that appears as a percentage on the far right of the screen shows the

translation memory match rate of what has been sent to the translator:

: a box showing 0%and “new” indicates a totally new content.

: a box showing 100% indicates that the content has been fully reused

from the translation memory.

: a box containing another pourcentage and “modified” indicates that

the content has been partial retrieved from the tranlation memory and has been

modified by the translator.

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2. How to review the document:

1. To edit a segment double-click on the cell in the Review column or use the pencil .

Terminology: When the “Display terms” option at the bottom of the page is

ticked, the terminology database (if available) is searched.

The terms found in the terminology database (= glossary) appears in a results

window. Should you not agree with the term proposed, please inform the Account

& Project Coordinator by clicking on the envelop-icon.

2. To save any changes, click on the “Save” button or double click in another segment.

Should you not wish to save your changes (= keep the original translation), click “Cancel”.

3. You can make a specific comment about the segment using the icon .

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C. Completing the review process (3 clicks)

Please make sure you go through all the pages in the document before closing it.

1. To complete the review process, please click on the “Close + Check in

changes and release” button.

This will lead you back to the list of files. The status of the file is “Reserved for review”

and can be selected (see the status of the file named “IX.mif”).

If you wish to be get back in the file to modify something later on, you can click on the

“Close” button. The status of the file is greyed and cannot be selected (see the status of

the file named “Introduction.mif”). You can still access the file via the editing icon .

If you do not wish to get back into the file, “check in” your changes. To do this, click on

the editing icon again. The small drop-down menu will offer two options: “Edit” and

“Check in changes and release”. Click on the latter to release the file. (Edit would lead

you back to the editing screen.)

2. Then, please indicate that the review is complete by changing the status of the

file from “Reserved for review” to “Review Done” (see status of the file named

“Glossary.mif”).

3. Finally, validate this change through the icon .

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Warning: Once the file is validated in “review done” status, only the Cogen Account &

Project Coordinator has the necessary rights to return the file to its original status “reserved

for review”.

A notification that the review is fully completed will be automatically sent to the Cogen

Account & Project Coodinator only when all the files statuses are set to “Review Done” (status

validated).

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D. Quality assessment

A quality assurance form will appear during validation of the change in status.

You can rate the quality of the following criteria:

‘Accuracy’, ‘Technical Terminology’, ‘Style’ and ‘Grammar & Spelling’.

You can also provide a general remark if you wish.

The quality ratings are as follows:

0 – not rated, 1 - unacceptable, 2 - poor, 3 – acceptable, 4 – good, 5 – excellent.

The first three criteria are set to 0 and the fourth to 5, by default.

Change those values according to your assessment. Then click on the “Save” button.

This window appears for each change in file status to allow you to provide remarks and

ratings for each file. However, it is not mandatory to rate every single document. An assessment

of the last file reviewed may be sufficient to provide us with your overall rating for the

translation as a whole. In this case, simply close the quality assurance forms by clicking on the

cross in the top right-hand corner or by clicking the “Cancel” button.

Each form can be opened again at a later stage by clicking the icon (second icon to

the left of the file name, available when the file is in “Review done” status).

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E. Working offline

You can choose to download the content into a Word file to work offline

(you might have a slow Internet connection or just feel more comfortable using Word than the online page).

It is possible to export the content file by file or in a batch mode.

Please keep in mind that the online functionalities are not available offline

(term recognition, display filters,…)

1. Export files

A. File by file

Please click on the icon and select “Check out and

export”:

Make sure that “export notes” is ticked, then click on “Export

offline review file”.

B. In batch mode

If you wish to export more than one file at a time, please use

the “Offline review” button at the bottom of the page:

Make sure that “export notes” is ticked, then click on

“Download selected”.

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2. Working in the Word format (.docm files)

A zip file will then be downloaded to your computer. Save it at a convenient location and unzip it to be able to open the Word file(s).

The Word file(s) contain(s) the segments which need reviewing:

The table contains similar information to the online portal:

- Id column:

o segment Id

o translation memory match rate of what has been sent to the translator

(100% indicates that the content has been fully reused from the translation memory; 0% indicates a totally new content)

o the lock (see segment Id 1) indicates that the segment is locked and thus, cannot be edited

(no comment can be added either)

- Source column: original text

- Translation column: translation text to be reviewed

- Review column: this is where you work

The “Notes” line below, enables you to indicate some comments if need be (double click on the “review” column to insert your

comment).

To review a segment, please click on the green arrow between the “Translation” and the “Review” column (see first segment, Id 0).

The translation is now copied in the review column (see third segment, Id 2) and you can edit the content.

Once you are done with the editing/review process (or if you want to import the work you have done), please run the spell check,

then save your file(s).

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3. Importing your work back onto the portal

A. File by File

Click on the icon .

Select “Import offline review file”.

You must now click on the “Browse” button, select your

reviewed file and click on the “Upload” button.

You then need to complete the review process just like the

online review (see 3.C.d) by clicking on the editing icon

and select “Check in changes and release.”

Please do not forget to indicate that the review is complete

by changing the status of the file from “Reserved for review”

to “Review Done” and validating this change through the icon

.

B. In batch mode Click on the “Offline review” button to re-open the window:

Tick the files to be uploaded

Click on Batch upload files: “Browse…”, it will open a “Choose

File to Upload” window.

Select the files to be uploaded back onto the portal and click

“Open”

If you are certain that you are done with the review, tick

“Check in changes and increment state after upload”. This

will upload the files back, change the status into “review

done” and validate the new status = nothing can be done

any more on these files! (If you wish to still be able to open

the files on the portal, do not tick it.)

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Click “Upload”. The files-info disappears. Please close the

window.

You are now back on the list of the files-screen. The status of

the files are “review done” if you incremented the state after

upload, “reserved for review” if not.

A QA-form opens. Please fill in it to give us your ratings

about the translation. The ratings will be applied to all files.

Should you wish to adapt, please simply open the form via

the second icon on the left:

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4. Important remarks

If you started working online before exporting the file, the Word file will contain the changes

already made:

online view:

view in the offline Word file:

But once a file has been exported for offline review, you should no longer work online as the

import of the Word file will erase all changes done in the editor, which would then be lost.

The status of the file is greyed to indicate that the file is no longer available online:

If you click on “Edit” via the editing icon , a warning appears:

Click YES if you want to continue online, with the risk to lose some changes.

Click NO to stop the operation.

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3 – Display Tips and Tricks

Lines per page and navigation: The number of segments that appears on the

page can be changed (from 10, up to 200 lines per page). An indication of the

number of pages is also available. Click on each figure to move from one page to

another or go to a specific page if wished.

Please make sure you go through all pages before checking in the changes!

Filter view: It is possible to filter the content to be reviewed based on various

criteria. To do this, click on the “Filters” button and set the filter settings in the

filter settings window.

The filters can be particularly useful for excluding locked segments or 100%

segments from view (i.e. segments identified as being identical to the translation

memory). In this case, tick “Hide locked segments” and replace the value 100

with 99 in the last field in the settings window.

Click on “Reset filters” to come back to the original view.

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4 – FAQ

A. How can I directly access a specific segment?

Should you wish to get back to a specific segment later on, you can create a

bookmark by clicking on the star icon (top left corner of the first column),

then enter a bookmark name.

To go back directly to this segment, simply click on “Jump to bookmark” on the

top-right corner and select the bookmark you wish.

B. If the review is done in Spain, and the Window options are in Spanish,

then the display will show in Spanish?

The only languages available in the interface are English and German.

If someone clicks from a non-German PC, it will be displayed in English.

C. What does the term modified, resp. new below the TM box mean?

On the right side next to each sentence you can see the "match value" of the sentence. This match

value comes from the translation memory.

New means that the sentence was translated from scratch in this project.

Modified means that a similar but not identical sentence has been translated in a previous project.

100% means that it was a sentence which is 100% identical to some sentence translated in a

previous project.

You can filter these match values and, for example, hide 100% matches, so you can concentrate on

sentences that were new in this project and do not review sentences that might have been reviewed

already in the last project.

D. What is the meaning of the green and light blue background colors used

in the edited 3rd column?

For a better overview the portal structures the text according to the original paragraphs with

2 different background colors.

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E. How to cancel a correction?

If you have not saved your changes yet,

clicking the Cancel button will discard them.

If you have already saved your changes,

double-click the segment to edit the text and access the Editor window again,

delete the segment content, and then click Save.

If you want to consult the history of the changes done in a segment, you can click on (on the

left column). This opens the segment log, which shows all modifications done to a segment:

F. What is the purpose of the Acknowledge all modifications button?

This button allows you to acknowledge all changes of the person that worked on the file before you.

By clicking on this button, you confirm that you have checked all these changes and agree with them

or have given alternative suggestions. These changes will then no longer be highlighted.

G. What is the purpose of the Remove all unchanged reviewer segments button?

If a reviewer (or yourself) has copied segments from the translator to the reviewer column without

changing them, then this can be a problem for filtering changes. In this case you can remove all

these identical segments by clicking on this button.

H. Preview pdf in the target language

The option to preview the translation in a published layout is not available, not even with a price

surcharge.

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Head Office:

COGEN s.a.

Rue du Bosquet, 8

B – 1400 Nivelles

Tel. +32 67 89 25 25

Fax +32 67 89 25 23

[email protected]

Cogen is active in Austria, Belgium, Canada, Denmark, Finland,

France, Germany, Ireland, Italy, Japan, Luxemburg,

Norway, the Netherlands, Sweden, Switzerland,

United Kingdom and United States.

More countries to be added soon…

information package for reviewers -...

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