I think I’ve discussed Project Templates in the past, although perhaps only in passing. So let’s start off by painting a picture of the situation you find yourself in where templates come in handy. You maintain your own Translation Memories, in fact you have five you regularly use for every project but keep them separate because they are based on different sublanguages and you have some clients who adhere strictly to the minor linguistic differences. You have a couple of termbases that you also like to add to every project and you find it easier to manage the terminology for your clients in separate termbases rather than use custom fields that complicate the ability to import/export with your colleagues. You also have very specific quality assurance rules that you’ve honed over many years of translating and you know these are reliable and help you when you work.
So that’s a nice straighforward scenario that is probably followed by many of your colleagues… but then a new Project Manager with an agency you regularly work with starts to send you Project Packages for the first time, and another direct Corporate client of yours purchased GroupShare and you started to receive links to online projects. The Project Managers in question are not as experienced as you and they create their projects with default settings and their own less relevant resources, and they send them out to you. No problem you say, and you just add your own Translation Memories one at a time, your termbases one at a time, and you import your own quality assurance rules. This is all fine as Studio lets you take advantage of your own resources and your client is quite happy because you’re still turning in quality translations as you always have. But then you have to do this again… and again… and again… and it all starts to get a little tiresome. Surely there’s a way to add more resources at a time and apply them to an existing project?
Well this is where Project Templates come in. You can create a Project Template to use when you create your own projects in Studio. It’s pretty simple, you just right-click on a Project you did in the past and select “Create Project Template” OR when you’re creating your Project the very last step before you close the wizard has a prompt with three options at the bottom… use the last one “Create a new project template based on this project”:
This is a great, simple to use, feature that allows you to create a new Project by selecting the template you created and then all your Translation Memories, all your Termbases, custom filetypes, quality assurance rules, various settings based on your preferences etc. are used to create the Project. So all you have to do is add the files…. it’s a doddle! But what happens in our new scenario where you have an existing Project created by your client? You’re back to adding them all one at a time again, and setting up all your preferences!
Well, the good news is you can keep calm and handle this a better way, still using your Project Templates. You do it using the Apply Studio Project Template application that is available free of charge from the SDL OpenExchange, and the good news is it’s just been updated as well to cover even more scenarios based on Groupshare Projects and a couple of OpenExchange verification plugins. I thought the best way to show you how this works is a short video so you can watch this below… but here’s the basic idea. From the Projects View you can right-click on a Project, use the Add-Ins ribbon or define your own keyboard shortcut in File -> Options:
No shortage of options… I don’t have a keyboard shortcut set because I’m finding when I add another shortcut something else drops out my brain to compensate… too many keyboard shortcuts error!! I like the right-click the best. But whichever way works for you the next screen is the same:
It’s just one screen, organised in a neat and logical way.
Template to apply
- Select your preferred template from the drop down list
- If it’s not there you can add it with the Templates button
- Choose the Projects to apply it to
All the rest!
I didn’t want to write a manual so I’ll just note the important points here as I think this is quite easy to understand. The drop downs by each setting allow you to Keep or Overwrite the settings in your existing Project with the ones on your Project Template. These are the options for all the settings with the exception of these:
- Translation Memory and Automated Translation
- All language pairs
- Specific language pairs
These three settings have an additional option… Merge. So this means that if you wish to add your Translation Memories, Machine Translation engines and Termbases to the existing ones, so you have them all, then you can merge them. That’s it, simple. You select your template, decide how you wish the settings to be changed, and click OK. Now your clients Project contains all your five Translation Memories and your two Termbases plus the ones your client sent, you’ve overwritten all the settings for working with Translation Memories and Termbases to suit your preferences and similarly the Verification settings, and you left the Batch Processing and Filetypes as provided… all with a couple of clicks! But a “video” paints a thousand words…
You’ll notice in the video that when I applied the chosen template I received a warning message like this.
This is not a bug or a problem with the application, it’s a problem with the Studio API which needs addressing affecting overwrite and merge operations. It is a frightening looking message which you can turn off by checking the box “Don’t show this warning again” and it’s referring to a problem that can occur depending on the naming convention of your termbases. The problem is that when the MultiTerm “friendly” name is not the same as the filename for the termbase then the termbases are not opened correctly in the project. So far mine have not corrupted, but I guess it could happen… so always keep a backup.
If you create your glossaries/termbases using the Glossary Converter then you will never have this problem as the file name is used as the “friendly” name by default. But if you created the termbase from scratch in MultiTerm there is a good chance they are different. The way to workaround this problem is to rename the “friendly” name… I’m thinking this is not so “friendly” after all… to match the filename of the termbase. So if your termbase is en-de_terminology.sdltb make sure that the “friendly” name is en-de_terminology. You can do this by going to the Termbase Management View, selecting the Definition node on the left and then Edit it. In this example you can see the “friendly” name is English – German Terminology (automotive):
When I edit it, Step 2 of 5 in the termbase wizard gives me the Termbase Name window where I make the change like this:
Then click on the next button through to finish and you’re done. Alternatively rename the file English – German Terminology (automotive).sdltb which might be better and faster!! So not a huge problem, but you will get this message and should know what to do.
Have fun… it’s a great application, developed by the always calm David Pooley who many ex-SDLX users will know and love!