Highly Secure Translation Editor

(HSTE)
User Guide

Highly Secure Translation Editor (HSTE) User Guide

www.thebigword.com

V3.0 08/15

Highly Secure Translation Editor User Guide

Contents

Page Number

System Requirements

Getting Started

Initial Installation

Translation of Editable Documents

Highly
Secure Translation Editor
Top Navigation Menu: Home

(HSTE)
Top Navigation Menu: Support

10

User
Guide
Working with Segments: Tags

12

Main Screen

Top Navigation Menu: Tools

11

Working with Segments: Repetitions, Alternative Translations and Translation Memory Matches

13

Working with Segments: Segment Validation

14

Concordance Search and Terminology

15

Working with Split Files

16

Translation of Scanned Documents

Working on a Scanned Document

17

Transcription of Audio Files

Working on an Audio Transcription

18

Adding Speakers to a Transcription

19

Adding Your Transcription

20

Transcription Navigation

21

Saving or Completing a Transcription

22

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System requirements
To use Highly Secure Translation Editor you will need
to have the correct system requirements in place.
Please ensure your PC or Mac can meet the
specifications given in the table below.

Windows

Mac

Windows Vista SP2, Windows

7,
Highly Secure Translation
Editor
Operating System

(HSTE)

Windows 8/8.1 32 or 64 bit

Not directly supported. Highly Secure Translation Editor can be run through Windows 7+
emulation within MAC OS X.

1 Gigahertz (GHz) or faster

1 Gigahertz (GHz) or faster

DirectX 9 graphics device with

DirectX 9 graphics device with WDDM 1.0 or

WDDM 1.0 or above

above

Memory

2GB or more memory capability

2GB or more memory capability

Storage

8GB or more of available space

8GB or more of available space

Internet

Broadband Internet Connection

Broadband Internet Connection

Processor

User Guide
Video

All versions of Windows will require the latest .NET

Framework update (which is currently .NET 4.5) to run
Highly Secure Translation Editor. If .NET Framework
4.5 is not installed on your machine, you will see a
message requesting installation of the update.
Once you have installed the update, you will need to
click on the Open HSTE hyperlink again to start the
installation process.

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Getting started

To access Highly Secure Translation Editor please follow the three steps detailed below.
Step 1

Login to thebigword Globalisation Management System (GMS) with your usual

username and password: https://gms.thebigword.com

Step 2

From the dashboard select thebigword tms - Linguist Tasks.

Step 3

Move to the Current tab and select the Open HSTE hyperlink shown to the right-hand

Highly Secure
Translation Editor
side of the relevant row.
(HSTE)

Please note: You will first need to accept a job in the Offered tab before moving to the
Current tab to open the editor.

User Guide
Step 1

Step 2

Step 3

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Initial installation

The first time the editor is opened on a new

PC, an Application Install message will
appear on screen.

Click Install to proceed.

The installation will begin automatically.

When the installation has completed, the

Highly Secure Translation Editor

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User Guide

Highly Secure Translation Editor login screen

will appear. Enter the same username and
password you use to access thebigword GMS.

Once you are successfully logged in to Highly

Secure Translation Editor, the Job File
Browser will open. The Job File Browser will
display all jobs you have accepted, so you can
access all of your work from this screen.

The job selected from the Current tab (step 3,

Getting Started) will be displayed as an
Accepted Job. Double-click the job to transfer
it to the Editable Jobs window at the top.

When you double-click your translation job

under Editable Jobs, it will then open in the
main Highly Secure Translation Editor screen.

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Translation of Editable Documents

Main screen

The screen image below shows the main Highly

Secure Translation Editor screen. Simple menus and
quick navigation buttons are placed for convenient

Top Navigation Menu

access. The screen elements are described in more

detail throughout this user guide.

Source Text
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Editor

Target Text

Segment Validation

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User Guide

Translation

Translation Status

Memory

Connection

Last

Project and

Translation

Last Saved to

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Top navigation menu

Home
From the Home tab the following options can be
accessed.

Job
Save and Save to Server

Highly Secure Translation Editor

in its current form. There are two ways to save

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User Guide

This will save the project you are working on

your work:

1.

Use the Save button to save your translation

locally. By doing this, your work will remain
available on that particular machine only.

2.

Use the Save to Server button to commit

your work to thebigword server. By doing this,
your work will become available for you to
work on any machine. You will need an online
connection for this step.

A successful save is confirmed by a Save

Successful pop-up window message.

You can see information on when the file was

last saved or saved to server at the bottom
bar.

Complete

The Complete option is to be used when a

translation is finished and ready to be
submitted to the Project Manager. It will only
become fully available on the menu once all
segments in a file are translated.

Whenever the Complete option is selected,

you will be asked to confirm if you wish to
complete the file. On completion, you will not
be able to access the file again to make
further changes.

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Top navigation menu

Home
Untranslated Segments

Move to the previous or next untranslated

(0%)segments using the up and down chevron
buttons.

Non-100% Matches
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User Guide

Move to the previous or next non-100% match

using the up and down arrow buttons.

Non-Context Matches

Move to the previous or next non-context

match using the up and down chevron
buttons.

Editing
Cut

This option allows you to cut the selected

content and put it on the clipboard.

Copy

This option allows you to put the selected

content on the clipboard.

Paste

This option allows you to insert cut or copied

content.

Please note: In cases where clients have strict security

requirements, the Cut, Copy and Paste buttons will be
greyed out and these features will not be available.

Toggle Case

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This option allows you to change case from

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Top navigation menu

Home
Editing
Enable Spell Check

This option allows you to enable and disable

the spell checker.

Find/Replace
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This option allows you to search for a term or

phrase in the source or target text and replace
it with an alternative in the target text.

User Guide

Symbols

This option allows you to insert special

characters into your translation.

Settings

This option opens a new pop-up window

where you can change the following settings.
Font face
Font size
Text auto selection when opening a new
segment
Enable/disable navigation warnings when
moving from one segment to the other
Enable/disable MS Word spell checker
Tag view and display mode

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Top navigation menu

Tools
From the Tools tab the following options can be
accessed.

View
Dictionaries
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This option allows you to download and install a

number of dictionaries for use within Highly

User Guide

Secure Translation Editor.

A pop-up window will present the dictionaries

that are available. Select the dictionary you wish
to download and click the Install button.

Preview

This option allows you to view your translation

as a final document.

References

This option allows you to view client reference

documents linked to the translation, such as
style guides or instructions.

Shortcuts

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Top navigation menu

Support
From the Support tab the following options can be
accessed.

Help

Highly Secure Translation Editor

Clicking the Help button will link you to our

Product Support website (https://

(HSTE)

support.thebigword.com), where you can

view online help guides and further

User Guide

information. There is also an area where you

can quickly submit a support request should
you require technical assistance.

About

This contains high level information about

the version of Highly Secure Translation
Editor that is in use.

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Working with Segments:

Repetitions, alternative translations and

translation memory matches
Working with segments
To select and work on a segment you can click on the
numbered segment to select it. If you want to move
through to the next segment you can click on it or use
the available shortcuts.
Repetitions

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Each segment will state the number of repetitions
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present. This means that the text present within the

User Guide

segments. The number relates to how many times the

highlighted segment is repeated exactly in other

repetition occurs.
Apply the translation to other repetitions
Above the target box there is a tick box next to Apply
the translation to other Repetitions. If you wish to
apply any changes made to this segment to the other
identical repetitions present in the text (in this case
three times), leave this box ticked.
If you would prefer to apply the changes to the active
segment only, untick the box.
Alternative Translations
This feature will enable the selection of alternative
translations based upon the number of possible
translation memory matches available.
Below the segment you will see an indication of the
number of alternatives available. By clicking on the
arrow icon next to the segment, the alternative
translations will appear. Click the relevant alternative
to insert it in the target text box.

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Green

100% Context Match

Translation Memory Matches

Blue

100% Match

Translation memory matches are indicated by the

Black

70% - 99% Match

colours shown to the left of each segment.

Red

Less than 70% Match

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Working with segments: Tags

Tags
Tags are metadata containing formatting and structure information in the file. You can select whether
tags should be displayed (fully or partially) or hidden.
If displayed, tags are identified by blue tag highlights
in the source and target text.
To see what a tag represents, hover over the blue
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highlight with your cursor and the tag detail will dis-

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play in a tooltip.

User Guide

so they stay in place and are not removed during the

In Highly Secure Translation Editor tags are protected

translation process.

Placing Tags
By default, when you open a new segment all tags will
be in place in the target segment.
You can then handle tags in a variety of ways:

Keep the tags in place and type your translation

in-between them.

Delete the tags and then place them back as

you translate using the blue Insertable Tags
buttons at the top of the screen.

Delete the tags and then place them back as

you translate by right-clicking on the target text
box, selecting Insert Tag and selecting the appropriate tag pair.

Please note: If a tag is missing in a segment, a tag error

will display in red and this must be rectified before a segment can be completed. To rectify the error, insert the
missing tag using the Insertable Tags buttons at the top
of the screen or right-clicking on the target text box, selecting Insert Tag and selecting the missing tag.

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Working with segments

Segment Validation
As you translate, a number of icons will be shown at
the far right-hand side of every segment. To see what
each icon represents, hover over the icon with your
cursor and an explanation will display in a tooltip.

A red icon indicates there is a tag error within

Highly Secure Translation Editor

the segment. These segments need to be recti-

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If you try to move from a segment with a tag

User Guide

your changes or cancel to stay on the segment

fied before they can be completed.

error, you will be prompted to either discard
and rectify the error.

An amber icon indicates there might be errors

in the segment, e.g. missing punctuation, untranslated text, terminology errors, etc.
Please note: You can still complete a segment with
an amber warning.

An amber ABC icon indicates there might be

spelling errors within the segment. The relevant
words will be underlined in amber.
Please note: You can still complete a segment with
an amber warning.

The checkmark icon allows you to mark a segment as pending or complete.

The grey Revert Segment icon allows you to

undo any changes and restore the segment last
saved state.

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Concordance search and terminology

Concordance Search
Whenever a translation memory is available, you
will see an indication of its name at the bottom of
the main screen.
You can execute a concordance search by typing
the term or phrase you wish to search in the
translation memory at the top of the screen and
Highly Secure Translation Editor
pressing Enter or the magnifying glass icon.

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Alternatively, you can select the term or phrase in

User Guide

keyboard.

the source or target text and press F3 on your

A new Concordance Search window will display.

Here you can select if you want to run the search in
the source or the target text.
The Tools menu allows you to change the following
settings:
The minimum match percentage required
for a segment to be included in the result
list.
The number of results you wish to display
per page.

Terminology
The terminology feature provides the ability to
perform term validation.
Terms are identified within segments highlighted in
Red

A translation exists and is not being correctly used in the target text.

Green

A translation exists and is being correctly

Blue

The term exists in the source language but

there is no translation available in the tar-

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Working with split files

There are instances where Project Managers may

need to split a file due to its size or required deadline
in order to meet the clients requirements. In these
cases, more than one translator will be provided with
different sections of the content.
You will know you are working on a split file project
when you see a section of segments highlighted in
grey.

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User Guide

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Highly Secure Translation Editor (HSTE) User Guide

The grey highlighted segments are noneditable and indicate that another translator is
allocated to that content.
The editable parts are all of the nonhighlighted segments, which require
translation.

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Translation of Scanned Documents

Working with the Direct Edit mode

To work on a scanned document within Highly

Secure Translation Editor, you will first need to
accept your job. Scanned source documents will
open within the following screen.

File menu to save

and complete your
translation

Highly
Secure
Translation Editor
Edit menu
with
copy and paste

functionality
(HSTE)

Information regarding source and

target languages for the current job

Tools menu
User Guide

Screen and layout

Screen and layout

Translation
box

Preview of the scanned document

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Translation of Scanned Documents

Working with the Annotations mode

When completing the translation of a scanned

document, the annotations mode of HSTE may
be used.
Annotations are used to highlight an area in a
document that you will either provide a
File menu to save

translation for or indicate that the selected area

and complete your

is illegible.
Highly
Secure Translation Editor
translation

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Edit menu with

Information regarding source and

target languages for the current job

copy and paste

User
Guide
functionality

Preview of the scanned document

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Translation

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Adding a Translated annotation

To add an annotation, click the highlighted

Add button. Alternatively, you may also press
the Ctrl key on your keyboard, hold the left
button and drag the annotation as required.

Highly Secure Translation Editor

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User Guide

Moving and resizing an annotation

To move an annotation so it covers the

desired area, you can click on the highlighted
box and use your mouse to drag the
annotation to its required place.
You can also resize the box using the arrows
on the edges of the annotation box.

Editing and formatting an annotation

Once you have added your annotation, enter

your translation on the right-hand side of the
screen.
At the top of the screen you can find a
number of formatting options that you can
use to replicate the source documents
formatting and layout in your translation.

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Adding an Illegible annotation

To add an annotation for illegible text, follow
the same instructions for adding a
Translated annotation. Then simply change
the status from Translated to Illegible using
the Status drop-down menu.
The annotation box will be highlighted in

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User Guide

yellow and it will not be possible to add any

text.

Confirming an Illegible annotation

If you are working as a translator, you can
add both Translated and Illegible annotations.
If you are working as a reviewer, you will need
to review any illegible annotations and
change their status to either Translated (in
which case you will need to provide a
translation for them) or Confirmed Illegible
using the Status drop-down menu.

Deleting an annotation

If required, you can delete an annotation.

Select the relevant annotation and click
Remove. Alternatively, press the Delete key
in your keyboard.
You will be asked to confirm the removal of
the annotation.

Navigation
If you have more than one annotation on
screen, you can move from one to the other
using the navigation buttons at the top of the
screen.

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Preview

If required, you can preview the translated

document at any stage.
You can do this by selecting Preview, which
will show a list of all annotations, along with
information about their status and the page
they refer to.

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User Guide

Information panels
Annotation Info: Provides information on
the active annotation, such as the annotation
number, status and the page it is located on.
It also indicates the annotations position on
the page. If no annotation is selected, this
will be greyed out.
Summary: Provides you with the total
number of annotations present per status.
History: Provides information on the active
annotation, including the creators ID, date
and time of any changes made.
If no annotation is selected, this will be
greyed out.

Completing a file

Once the translation is complete, select File

located in the menu at the top left of your
screen and select Complete. The translated
document will then be returned to the
Project Manager.

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Transcription of Audio Files

Working on an audio transcription

Online should only be clicked when

Highly Secure Translation Editor will enable you to

you have finished your work. Once you

perform transcription work.

have marked your job as Complete,

you will not be able to return to it.

You will accept and open a transcription job in the

same way as described in pages 5 and 6. You will only
see a difference when your editor screen opens. The

Highly Secure Translation Editor

transcription screen will appear as follows.
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User Guide

The transcription screen includes the

audio recorder at the top of the
screen, which will enable play and
pause functionality split by time
frame.

In the Name and Description fields you

can identify a number of speakers within the
sound-bite. If there are not multiple
speakers, you will still need to allocate an
overall Name and Description to your
work.

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Highly Secure Translation Editor (HSTE) User Guide

The screen layout and font size can

be adjusted using the buttons and the
slider at the bottom of the screen.

The panel labelled Transcription is

where your text can be entered. A
copy and paste function is available
within this screen to allow you to
replicate any repeated content.

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To close
and save so
you can
return to the
job use the
close window
symbol.

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Adding speakers to a transcription

To attach transcriptions to a particular speaker

within the sound file you can identify them
within a time frame in the transcription. The
name and description given can be the exact
name of the individual and their role in the
conversation or just Speaker 1, Speaker 2, etc.
Once the Name and Description have been

Highly Secure Translation Editor

entered, click the Add button.
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User Guide

This will add the user (as shown) in the left-hand

side column.

This step can be repeated to add additional

speakers.
Next to the speaker label you will see the
Remove button. Click this if you wish to delete
one of the speakers you have set up.
The highlighted speaker (in the light grey)
represents the currently selected.

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Adding your transcription

Highly Secure Translation Editor

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User Guide

Once the audio is playing you are able to begin your transcription within the Transcription box. You can
add formatting to the text by highlighting the relevant areas. Highlighting prompts the formatting box to
appear so you can add bullet points, bold and colour to emphasise certain areas within your text.
Once you are happy with the text you have entered for your
transcription, you will need to add it to the transcript box.
Text is added by selecting the tab key on your keyboard.
This will add your text to the transcript box below.
To add a transcript to another speaker simply select the speaker
required from the left-hand side column and then repeat the steps
above.
Once your text has been entered into the transcript box you will
notice a red box and white cross next to the speaker titles. You can
click on the red box to remove speaker transcription.
The green arrows enable you to add information into the
transcript. Highlight the relevant speaker and then add your new
transcription and click the Insert button to continue. An orange
target icon appears to show you where the text will be inserted.
Click the tab button on your keyboard to insert.

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Transcription navigation

Within the Transcription view you can use the Find

function to locate particular words within the text.
The magnifying glass symbol is located at the bottom
of the screen.
By clicking on the magnifying glass symbol the search
box will appear for you to enter your search.
Once you have entered your search term, the
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magnifying glass will enable the start of your search.

User Guide

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Saving or Completing a Transcription

If you wish to exit the application and work on the

current transcription at a later date, you will need to
save your work.
You can do this by closing the browser window using
the cross at the top right-hand side corner of your
screen. This will save all work carried out up to the
point of exit.

Highly Secure Translation Editor

To submit your transcription you will need to mark
(HSTE)

your work as Complete.

User Guide

the top bar of your screen.

To complete your work, click on the Online menu on

This will give you the option to click Complete. Once

you have selected Complete, a pop-up box will check
that this is the action you wish to take.
Please note: Once you have marked your job as
Complete, it will no longer be accessible for further view
or edit.

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