Additional file upload settings

When uploading files for translation, you can set additional upload parameters for each file, such as external layout, spreadsheet, bilingual and localization file upload settings.

Please note: you have to choose settings separately for each file.

Excel files

Generally, processing files using CAT tools required the users to copy and paste content from file to file if only some rows or columns needed to be processed. Smartcat simplifies the process greatly and eliminates the need to prepare files in advance. If you click on an Excel file that was added in the first step of the project creation process, these options will be shown on the right side:

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(1) You can choose to split segments based on Sentences or Cells.

If a cell contained the following content — Lorem ipsum. Dolor sit amet. And you were to choose the “Cell-based” option, you would end up with one segment in the editor:

Lorem ipsum. Dolor sit amet.

Whereas, if you chose the Sentence-based option, the content would be split into 2 segments:

  1.  Lorem ipsum.
  2. Dolor sit amet.

It is generally better to segment by sentences as it is more helpful to your Translation Memory to have smaller segments because you will have fewer matches to entire paragraphs than you would with smaller sentence segments.

(2) This option will tell Smartcat whether to parse the excel spreadsheet horizontally (by rows) or vertically (by columns)

(3) Determines if the sheet names are included in the document upload.

(4) Determines if the hidden cells and sheets are included in the document upload.

(5) Determines if the header and footer content is included in the document upload.

(6) Determines if the comments are included in the document upload.

(7) Determines if the comments are included in the document upload.

(8) Determines if the graphics are included in the document upload.

(9) Determines if the text from shapes are included in the document upload.

(10) If you select either the “Upload selected ranges” or “Do not upload selected ranges” you are presented with the following options:

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In this section, you can decide exactly which portions of an excel file are uploaded or not to the project. To select columns, enter the names of the first and last columns you need, for example, A:H. To select rows, enter the names of the first and last lines you need, for example, 1:50. Or you can use a combination of the two. For instance, if you wanted to translate a document that had columns A-Z and rows 1 through 100 but you wanted to omit column B you would apply the following rules:

If you had selected “Do not upload selected ranges” the only column that would be included in the upload of Sheet1 would be column B. You can also create rules for each of the sheets in your excel file:

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And you can apply separate rules for each sheet like so:

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Here, in one sheet column, A would be processed and in the other, it would be column B. Smartcat gives you a lot of flexibility to deal with Excel files — no need to hide columns or copy and paste the content to be translated.

Source layout and text check

If you upload a PDF file or a scanned image to a project, the system will automatically recognize text in the uploaded files. In this case the recognition result depends on the image quality. Before you start working, you can make sure the file has been processed, and the text recognized without QA errors.

When uploading a file to a project, tick the Check and correct source layout checkbox. This way you will be able to check the recognition results and make the necessary corrections of a document before you start translating.

Please note that you have to choose settings separately for each file. The corresponding icon will be shown if you choose to correct the layout.

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Complete the project creation. Choose your file from the list and click Source layout and text check.

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Download the prepared file from Initial Files and make sure it has been properly recognized.

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If everything is right, press the Complete the layout check button. If not, make your corrections to the file and press the Upload button in the Work Files area to upload the corrected file. Please note that the corrected file may only be uploaded as DOCX.

Press the Finish the Layout Check button. You can also assign layout check task to Assignee, like any other task. Source layout and text check can be enabled in the document settings after the project is created if the translation has not been started. Click on the document settings icon:

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Then tick the "Check and correct source layout" checkbox in the dialog box.

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You can download the prepared file, then edit it, and upload the edited file as shown below: 

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Press the Complete the layout check button.

Translation layout check

A translation often happens to be significantly longer or shorter than the original. This might cause the translation layout to be distorted in the done file. To check translation layout in the translation file, tick the Check and correct post-translation layout checkbox when uploading the original file to your project.

Once the translation is done, select the document in the list and press Translation layout check.

Download the translated file from the Work Files area and check the layout.

If everything is right, press the Save button. If not, make your corrections to the file, then press the Upload button in the Work Files area and select the corrected file. Please note that the corrected file may only be uploaded as DOCX.

Press the Save button. You can also assign layout check task to Assignee, like any other task. Translation layout check and text check can be enabled after the project is created in the document settings. 

Using placeholders

You can use placeholders when uploading CSV, HTML, JSON, MQXLIFF, PHP, PO, STRINGS, TJSON, XLSX, XML localization files or when uploading RESX or INC files. Placeholders can also be used in bilingual files (TTX, XLF, XLIFF, SDLXLIFF).

Placeholders are variables that can replace certain text content, for example: names, numbers, dates, images, etc. Placeholders are also often used when localizing software, games and websites. In progress you can easily copy placeholders from the source text to the translation when working on a text, and the system will alert you if you forget one. The necessary value will be inserted automatically, without any need to rewrite software code.

Adding custom placeholders

You can add your own placeholder formats on the Placeholders tab that can be accessed from the Settings menu.

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Words and phrases or regular expressions to cover all words/phrases that meet certain requirements can be used as placeholders.

Please note that placeholder settings are valid for the whole account. If you need different placeholders for different projects, we strongly advise you against restarting markup or refreshing project files after you change your placeholder settings or their order.

Placeholder markup

To apply placeholders to a particular file during project creation, click its name in the Documents section after upload. The Settings menu will appear on the right.

Click the Use placeholders to import variables checkbox.

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Note: you have to choose settings separately for each file.

Once project creation is completed, placeholder markup will be applied to the selected files.

You can also apply placeholder markup after you have created the project.

To do this, go to the project page using the Go to project button and press the Mark Up Placeholders button. This button also allows you to refresh placeholder markup after you change your placeholders or their order in the settings.

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Please note that if placeholders were added to already confirmed segments after markup refresh, these segments will no longer be confirmed since a missing placeholder is a critical error.