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TCS-Client – Manual

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© 2016 CLS 4-Text GmbH PRD.SB.0032-07 | 2016-07-20 of 26

Confidential – Distribution prohibited without permission

PRD.SB.0032_07_EN_TCS_Client_Manual.docx

Contents

1 Overview ........................................................................................................................ 2

1.1 Purpose ................................................................................................................. 2

1.2 Scope .................................................................................................................... 2

1.3 Overview of TCS Client ......................................................................................... 2

2 Installation ...................................................................................................................... 3

3 Login .............................................................................................................................. 5

3.1 Login tab ............................................................................................................... 5

3.2 Proxy tab ............................................................................................................... 5

3.3 Logging in .............................................................................................................. 6

4 Main window ................................................................................................................... 7

4.1 Toolbar .................................................................................................................. 7

4.2 Project list .............................................................................................................. 8

4.3 Explorer area ......................................................................................................... 9

4.4 Additional functions and information ...................................................................... 9

4.4.1 Filter ........................................................................................................ 9

4.4.2 General tab .............................................................................................10

4.4.3 Messages tab .........................................................................................10

4.4.4 Others tab ...............................................................................................11

4.4.5 Availability tab .........................................................................................12

5 Managing projects .........................................................................................................14

5.1 TCS Client workflow .............................................................................................14

5.2 Viewing a project ..................................................................................................14

5.3 Accepting a project ...............................................................................................15

5.4 Rejecting a project ................................................................................................15

5.5 Requesting a proof ...............................................................................................15

5.6 Downloading a proof.............................................................................................16

5.7 Completing a project.............................................................................................16

5.7.1 Complete window ...................................................................................16

5.8 Evaluate translation ..............................................................................................17

5.9 Uploading files ......................................................................................................17

5.9.1 Upload window .......................................................................................18

5.10 Downloading files .................................................................................................19

5.10.1 Download window ...................................................................................20

6 Translation report ..........................................................................................................21

6.1 Translation Report workflow .................................................................................21

6.2 General information ..............................................................................................21

6.3 Searching in the Knowledge Base ........................................................................23

6.4 Creating a new question or comment ...................................................................23

6.5 Processing saved questions or comments further ................................................25

6.6 Viewing an answer ...............................................................................................25

7 Document history...........................................................................................................26


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1 Overview

1.1 Purpose

This document describes the functions of the TCS Client program.

1.2 Scope

This document is intended for all translators (internal and external) who work with CLS 4-Text GmbH.

1.3 Overview of TCS Client

The Translation Communication Studio (TCS) is used to manage translation projects.

To receive translation projects from CLS 4-Text GmbH, and to accept and complete these, you will require TCS Client.

Over the course of the project, all project-related communication with the project manager can be conducted via TCS Client. In addition, projects that are in progress can be saved in the TCS portal, to back up the data externally. The TCS portal is the interface between the TCS Client user and CLS 4-Text GmbH.

In addition, TCS Client also features a Translation Report and Knowledge Base. With the Translation Report function, you can send questions and comments directly to the project manager and receive answers via TCS Client. You can search for questions and answers in the Knowledge Base prior to creating new questions.

In order to use TCS Client, you will require a connection to the TCS portal. In-house users and external users access the TCS portal via the Internet.

Some of the functions of TCS Client are only available to external users. These functions are specially marked in the instructions.


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2 Installation

Note: Installation of TCS Client is only necessary in the case of external users.

Your project manager will send you the link for downloading TCS Client as well as your login data.

Double-click on the file TCSClient_v6_Setup.exe and start the installation.

Follow the instructions of the wizard. After installing TCS Client, you can start it up via the Windows Start menu (Start>Programs>TCS Client) or via the link on your desktop.

In the Start window, only one button is displayed: Connect. To connect to the TCS portal, click the Connect button (see Chapter Login).


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Once the program has been started, an icon is displayed in the notification area of the Windows taskbar (see figure below). If you minimise the program window, you must click on the icon in the notification area to expand the window again.

If the Run at Startup function is activated, TCS Client will be started up as soon as the user logs into Windows.

Note: If you do not wish to save the project files in the predefined folder on Drive C, change the storage location (see Section Others tab).


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3 Login

3.1 Login tab

The following fields are available on the Login tab.

Field Description

Host The address of the TCS portal is listed under Host. This field is

filled automatically. Please do not change the address, because

this will prevent you from being connected.

Port The port of the TCS portal is listed under Port. This field is filled

automatically. Please do not change the port, because this will

prevent you from being connected.

Username User name that was provided to you by the project manager.

Password Password that was provided to you by the project manager.

Note: The Login button is disabled until all of the fields have been filled.

3.2 Proxy tab

Select Direct connection to internet if you do not access the Internet via a proxy server. Direct Internet access is the norm for single-station computers that are not connected to a network. For this reason, this radio button is selected by default.

If Manual proxy configuration is selected, you can enter the required access information for your proxy server (authentication method, host, port, user name, password). If you do not have the required information, contact your system administrator.


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3.3 Logging in

To connect to the TCS portal, proceed as follows:

1. Click the Connect button in the toolbar.

The Login window opens (see Login tab).

2. Enter your login information under the Login tab and click Login.

If you do not have a direct connection to the Internet, but instead, require a connection via a proxy server, click on the Proxy tab (see Proxy tab). Enter the required information on your proxy server in the fields.

You are connected with the TCS portal.


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4 Main window

4.1 Toolbar

The main window appears after the user has successfully logged in. The main window is composed of the toolbar, the list of projects, the Explorer area, and an area to the right with additional information and functions. The figure above shows the TCS Client as viewed by an external user.

The table below provides a description of the different buttons on the toolbar.

Button Description

Accept The selected project is accepted. In the case of external users, the project files are downloaded from the TCS portal.

Additional Info Any available additional customer information relevant for the project is displayed.

Complete The Complete window opens (see Complete window). The selected project is set to complete. In the case of external users, this button uploads the project files to the TCS portal.

Disconnect Terminates the connection to the TCS portal.

Download The Download window opens (see Download window). The

selected files are downloaded from the TCS portal. Overwrites

existing files!

Note: Only visible for external users.

Proof directory Opens the folder where the proof is located.

Note: Only visible for internal users.

Proof download The proof is downloaded.



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Proof request A proof is requested for the selected project. For external users,

the Upload window opens and the selected files are uploaded to

the TCS portal. Overwrites existing files!

Refresh Updates the project list.

Reject The selected project is rejected.

Report The Translation Report opens. In this window, it is possible to

create new questions or comments and view answers.

Search The Knowledge Base window opens. In this window, it is

possible to search for existing questions and answers for this

customer.

Start The selected project was accepted before the files were made

available or the project was accepted via the mobile website of

the TCS Client. The Start button is displayed when the files are

available and the project is ready to be started. In the case of

external users, the project files are downloaded from the TCS

portal.

Upload The Upload window opens (see Upload window). The selected

files are uploaded to the TCS portal. Overwrites existing files!


View The files for the project are downloaded for viewing. A dialog

opens, prompting you to enter the location on your computer

where you wish to save the files.


Depending on the progress stage, some buttons are disabled (e.g. the Proof request button is disabled if the project has not yet been accepted).

4.2 Project list

Once you have logged in, the project list displays all of your active projects. The table below provides a description of the different columns in the project list.

Customer Lists the name of the customer.

Down. The icon indicates that new project files are available in the

TCS portal. These files must be downloaded (see Section

Downloading files).

End Planned delivery deadline (for Translation tasks, this deadline

takes into account the correction phase).

Language Lists the source and target languages.

Mess. If the icon is active, a new TCS message can be found in

the Messages tab.

Project Lists the project number.

Proof Indicates whether a proof has been requested, or is available.

Rep. Icons in this column indicate that there is a new entry in the

Translation Report (see Chapter Translation report).

Start Planned start date for carrying out the project.

Status Indicates the project's current status.

Task Lists the type of task for this project.

The following table provides explanations of the status in the Proof column.

[empty] The project has not yet been accepted or has the status Waiting

to start.

None The project is active, but no proof has been requested yet.


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Ready The proof has been created.

Requested A proof has been requested.

The following table provides explanations of the status in the Status column.

Active The project is in progress.

Completed The project has been completed.

Out of sync The project was accepted on a different computer, and as a

result, TCS Client cannot locate the project files. Refer to

Section Downloading files for instructions on how to download

the project files.

To be accepted The project has not yet been accepted.

To be started The project has been accepted and the necessary files have

been made available.

Waiting to start The project has been accepted, but the files needed for the

translation have not yet been made available.

4.3 Explorer area

The Explorer area is located in the lower part of the main window. The files and path for the selected project are displayed here. In the case of external users, the project folder is created when the project is accepted. Double-click on the files to open them.

Changes the view to the superordinate directory.

This opens the folder in Explorer where the displayed files are located.

4.4 Additional functions and information

4.4.1 Filter

The Tasks Filter is used to filter the entries in the list of projects.

All All projects are displayed.

Only open Active projects are displayed (Default setting at startup).


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4.4.2 General tab

Under this tab, you will find general information on the project.

The table below provides a description of the different items in the Task Info area.

Accepted (Rejected) Date and time when the project was accepted or rejected.

Created Date and time when the project was created.

Customer Lists the customer.

Project manager Lists the responsible project manager.

To be accepted by The deadline (date and time) for accepting the project. If the deadline has passed, the project is displayed in red. It will remain in your list of projects until you reject the project or the project manager assigns the project to someone else.

Viewed Date and time when you first viewed the project.

The Project info tab displays any project-specific information.

The Customer info tab displays information on the customer, if available.

4.4.3 Messages tab

As soon as a project manager has sent a TCS message, this is displayed by an icon ( ) in the Mess. column in the project list.

To mark a message as read, click the Mark as read button in the Messages tab. To send a message to a project manager, write the message in the lower text field and click Send.


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For each project, you have the option of corresponding with the project manager via messages in TCS Client. Use this function only for messages that are directly related to the project.

4.4.4 Others tab

The Accounting area displays the hours you entered and the payment date.

Working hours This lists the hours that you entered as time spent working on a

given project.

Paid on Date that the payment for the project was executed (only applies

for freelancers).

In the Settings area you can deactivate the automatic update of the project list or change the storage location for the TCS folder in the case of external users.


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The Legal Notice area displays the copyright note and the data privacy statement for the TCS from CLS 4-Text GmbH.

Changing the TCS folder

Note: This function is only available for external users of TCS Client.

The project files are saved in a predefined folder on Drive C.

Note: If files already exist in the TCS folder, these will be saved to the new folder after the change to the TCS folder. Close all of the project files so that the copying step can be carried out without errors.

To change the TCS folder, proceed as follows:

1. Click on the Others tab. 2. Click the Change Working Folder button in the Settings area.

The Settings window opens.

3. Click the button with the three dots (see 1, figure above) in the Settings window.

The Browse for Folder window opens.

4. In the Browse for Folder window, select the new TCS folder and click OK. 5. Click the Change button in the Settings window (see 2, figure above). 6. Confirm the prompt with OK. 7. Close the Settings window.

The TCS folder has been changed.

4.4.5 Availability tab

You can enter your availability status in the Availability tab. Click the button on the lower toolbar and enter your availability status in the dialog.


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Free Available for projects.

Holiday On holiday, and therefore not available for projects.

Not available Not available for projects.

Occupied by 4-Text Completely booked with projects from CLS 4-Text.

With the button, you can change the selected entry. Select the button to delete an entry completely.


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5 Managing projects

5.1 TCS Client workflow

5.2 Viewing a project

Note: The View window is only visible for external users of TCS Client. Users working within the Intranet have the option of viewing the files in the Explorer area, before accepting the project.

As soon as a new project is available for you in the TCS portal, you will be notified by e-mail. Before you accept the project, you can view the project. To view a project, proceed as follows:

1. Log into TCS Client (see Logging in).

The project list appears.

2. In the project list, select the project you wish to view. The project status is To be accepted.

3. Click the View button in the toolbar.

The Browse for Folder window opens.

4. Navigate to the storage location of your choice and click OK.


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Note: Do NOT use these files for work on the project. These files are only provided for viewing the project. The files to be used for work on the project are not downloaded until the project is accepted.

5. Confirm the prompt with OK.

The project has been downloaded for viewing.

5.3 Accepting a project

To accept a project, proceed as follows:



2. In the project list, select the project you wish to accept. The project status is To be accepted.

3. Click the Accept button in the toolbar.

The status of the project changes to Active. In the case of external users, the project files are downloaded to the user's computer.


The project has been accepted.

5.4 Rejecting a project

To reject a project, proceed as follows:



2. In the project list, select the project you wish to reject. The project status is To be accepted.

3. Click the Reject button in the toolbar. 4. Confirm the prompt with OK.

The project is removed from the project list and the project manager is notified by e-mail.

The project has been rejected.

5.5 Requesting a proof

To request a proof, proceed as follows:



2. Select the project and click on the Proof request button in the toolbar. 3. In the case of external users, the Upload window now appears. In this window, you can

select which files you wish to upload to the TCS portal (see Section Upload window).

Note: Only select the files which are relevant for creating the proof (e.g. files with the extension PK5, CRU, SDLRPX, etc.).

Note: If there are no new or edited files in your TCS directory, then the dialog appears asking whether you want to request the proof without file transfer.


The proof has been requested.


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5.6 Downloading a proof

Note: This function is only available to external users. Users in the Intranet click on the Proof directory button on the toolbar to open the folder where the proof is located.

As soon as the proof is available in the TCS portal, you will receive notification by e-mail. To download the proof, proceed as follows:



2. Select the project and click on the Proof download button in the toolbar. 3. The Browse for Folder window appears. Navigate to the location where you wish to

save the file, and click OK.

The proof has been downloaded.

5.7 Completing a project

To complete a project, proceed as follows:



2. Select the project and click on the Complete button.

Note: If you are working from within the Intranet, skip to step 4. External users should follow the next instruction.

3. The Complete window opens (see Complete window). In this window, select the files to be uploaded.

4. In the Complete window, enter the amount of time (in hours) that you spent working on the project. If you do not work on the basis of an hourly rate, enter the number 0 here.

5. Click Complete. 6. Confirm the prompt with OK.

The project has been completed.

5.7.1 Complete window

Note: The Complete window is only visible for external users of TCS Client.

All files that are relevant for the project and can be uploaded to the TCS portal are visible in this window. The table below provides a description of the different columns in the list.


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Date (local) File date of the local file.

Date (remote) File date of the file in the TCS portal.

Name File name

Remote file The status of the files, with reference to the files in the TCS

portal. For an explanation of the status, please refer to the

table below.

Send If this checkbox is activated, the file is uploaded to the TCS

portal.

Size (local) File size of the local file.

Size (remote) File size of the file in the TCS portal.

If you work based on an hourly rate, enter the number of hours spent working on the project in the Working hours field in the Accounting area. If you do not work on the basis of an hourly rate, enter the number 0 here.

With the Show unchanged checkbox, the user can select whether or not to display the files that are identical to the files in the TCS portal.

Click the Complete button to upload the selected local files to the TCS portal and complete the project.

Click the Cancel button to cancel the process and close the window.

The following table provides explanations of the status in the Remote file column.

Deleted The file exists in your local directory, but not in the TCS portal.

Newer The file in the TCS portal is newer than your local file. The line

is marked in red, because an upload could possibly overwrite

a newer version of the file.

Older The file in the TCS portal is older than your local file.

Unchanged The file in the TCS portal is identical to your local file.

5.8 Evaluate translation

When completing the Translation Correction task, the Translation Evaluation window may appear (see the figure below).

To evaluate the translation, please select one of the following options:

Excellent Good Poor Very poor

Click the Send button after selecting.

5.9 Uploading files

Note: The Upload window is only visible for external users of TCS Client.

This function is used to upload files to the TCS portal. Use this function in the following cases:


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You wish to back up files on the TCS portal while working on the project. This function can be used to back up the files externally.

You wish to continue working on the project, but on a different computer. You must first save the latest version of the files to the TCS portal, in order to download these to a different computer.

To upload files, proceed as follows:



2. Select the project and click Upload.

The Upload window opens (see Upload window).

3. Select the files to be uploaded. 4. Click Upload. 5. Confirm the prompt with OK.

The files have been uploaded.

5.9.1 Upload window

Note: The Upload window is only visible for external users of TCS Client.

All files that are relevant for the project and can be uploaded to the TCS portal are visible in this window. The table below provides a description of the different columns in the list.



Name File name



table below.

Send If this checkbox is activated, the file is uploaded to the TCS

portal.




Click the Upload button to upload the selected local files to the TCS portal.


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The following table provides explanations of the status in the Remote file column.

Deleted The file exists in your local directory, but not in the TCS portal.

Newer The file in the TCS portal is newer than your local file. The line

is marked in red, because an upload could possibly overwrite

a newer version of the file.

Older The file in the TCS portal is older than your local file.

Unchanged The file in the TCS portal is identical to your local file.

5.10 Downloading files

Note: The Download function is only visible for external users of TCS Client.

If the symbol in the Down. column appears, this could be due to the following reasons:

The files in the TCS portal are more up-to-date than the files on your computer. You have already accepted the project on a different computer and you would like to

download the files from the TCS portal onto your current computer. (In this case, the project status is Out of sync).

The project manager has made new files available in the TCS portal.

If you select the project, you will then receive the following message:

To download the new files, click on Yes and the Download window opens (see Download window). Select the files and download them.

If you would like to download the files at a later time or using the Download function, click on No .

To download files with the Download function, proceed as follows:

1. Select the project and click on the Download button.

The Download window opens (see Download window).

2. Select the files to be downloaded. 3. Click Download. 4. Confirm the prompt with OK.

The files have been downloaded.


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5.10.1 Download window

Note: The Download window is only visible for external users of TCS Client.

All files that are relevant for the project and can be downloaded from the TCS portal are visible in this window. The table below provides a description of the different columns in the list.



Get If this checkbox is activated, the file is downloaded from the

TCS portal.

Name File name.



table below.




Click the Download button to download the selected files from the TCS portal to your computer.


The table below provides explanations of the status in the Remote file column.

Added The file exists in the TCS portal, but not on your computer.

Newer The file in the TCS portal is newer than the file on your

computer.

Older The file in the TCS portal is older than your local file. The line

is marked in red, because a download could possibly

overwrite a newer version of the file.

Unchanged The file in the TCS portal is identical to the file on your computer.


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6 Translation report

6.1 Translation Report workflow

6.2 General information

Via TCS Client, it is possible to send questions and comments to the project manager and view the answers. It is also possible to view which questions were asked by other translators working on this project. In addition, you can search the customer's Knowledge Base for questions and answers from previous projects.

As soon as a question is sent to the project manager for a project, this question is saved to the customer's Knowledge Base and is visible for all other translators working on the given project. The project manager receives notification that a question is available for forwarding to the customer. The status of the Translation Report is indicated by the following icons in the Rep. column of the project list.

Icon Description

This indicates one of the following: You have created a new question for this project. Another translator working on this project has created a question, and

you have already viewed this question.

An answer has been added, and you have already viewed this answer.

(green) One or more new answers have been added, and you have not viewed these yet. Open the Translation Report for this project to view the new answer(s).


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(orange) One or more new questions have been added, and you have not viewed these yet. Open the Translation Report for this project to view the new question(s).

(green/orange) One or more new questions and one or more new answers have been added, and you have not viewed these yet. Open the Translation Report for this project to view the new question(s) and answer(s).

Select a project and click on the Report button in the toolbar. The Translation Report window opens (see figure below). In this window, it is possible to create new questions and comments and view the corresponding answers. It is also possible to view the questions of other translators working on this project.

The buttons Refresh, Add New Question and Search are located in the upper area of the window. This area also lists the customer name, the project number, and the project title.

Two tables are displayed in the centre area. The top table (1) My saved Questions (not sent to the Project Manager) lists the saved questions not yet sent to the project manager. You can edit, delete or send these questions to the project manager.

The bottom table (2) Actual Translation Report lists questions which are in progress or have already been answered. These questions cannot be edited or deleted.

An entry consists of the file information (3), the context (4), the question (5), and, when available, the answer (6). In the case of the sent questions, each column/row is marked with different colours. The following table provides a description of the colour markings:


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Colour Description

Blue You created this question.

Grey The question was written by a different translator.

Green The question has been sent to the customer.

6.3 Searching in the Knowledge Base

In the Knowledge Base, you can access any saved questions as well as questions for which answers already exist.

To search the Knowledge Base, proceed as follows:

1. Select a project and click on the Search button in the toolbar.

The Knowledge Base window opens.

2. Enter the search term in the Search for field. 3. Select which areas you would like to search in for the term. You have the following

options:

Context (in context) Question (in questions) Answer (in answers)

4. Click on the Enter button to start the search. The search is only carried out within the Knowledge Base of the selected client.

Matches are displayed in a list.

6.4 Creating a new question or comment

Before creating a new question or comment, first search for the question in the Knowledge Base (see Section Searching in the Knowledge Base) to make sure that the same question or comment will not be sent twice. To create a question or comment, proceed as follows:

1. Select the project and click on the Report button in the toolbar.

The Translation Report opens.

2. Click on the Add New Question button in the Translation Report window.


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The TCS Knowledge Entry window opens.

The table below provides a description of the different fields.

Field Description

Block No Block no. in source text

Client Name of customer (cannot be edited)

Context Relevant sentence in the source text

Date Current date and time (cannot be edited)

FileName Name of the source text file

Language Language pair

Name Translator's name (cannot be edited)

New Question Question/comment for the customer

Page Page in the source text

Project Project number (cannot be edited)

3. Enter the information in the corresponding fields and follow step 4 to save the question or step 5 to send the question directly to the project manger.

4. In order to save the question and send it to the project manger later, click Save the Question. Refer to Section 6.5, for instructions on how to further process the question or comment.

Note: Saved questions are not visible to the project manager and other translators of this project.

5. In order to send the question directly to the project manger, click Send the Question.

Note: You can no longer edit or delete questions which you send to the project manager.

The new question or comment has been created and saved in the Knowledge Base. If this has been sent, the project manager will receive a notification.


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6.5 Processing saved questions or comments further

The saved question is displayed in the Translation Report window in the table My saved Questions (not sent to the Project Manager).

To change the question click Change or validate. The editing window opens and you can change your entries. You can save your changes (Save the question) or send them directly to the project manager (Send the question).

To delete the question click Delete the question.

In order to send the question to the project manger, click Send the question. The question will then be moved to the Actual Translation Report table.

6.6 Viewing an answer

As soon as an answer is available in the translation report, the or icon appears in the Rep. column.

To view the answer, proceed as follows:

Select the project and click on the Report button in the toolbar. The Translation Report window opens and the answer is displayed in the answer field (see arrow in figure below).


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7 Document history

Version Date Modifications

1 2014-05-16 Document creation.

2 2015-01-06 Due to a new version of TCS Client, a completely new version of the document was created.

3 2015-03-09 Spelling corrections.

4 2015-06-01 Layout adaptations Chapter 6 updated Confidentiality notice added

5 2016-03-02 Chapter 4.4.4 updated Chapter 5.9 updated Chapter 6 updated

6 2016-04-18 Added chapter 5.8 (Evaluate translation).

7 2016-06-09 Chapter 5.5 updated.

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