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What is format checking?

Format checking is one of the quality assurance functions of Transit NXT. The Format Check function allows translators and reviewers to carry out quality checks on their work, in addition to the standard Spellcheck and Terminology Check functions.

This step is vital in achieving a final-quality project: firstly to eradicate simple typing errors (such as double spaces or missing full stops), and secondly to ensure that the layout of the translated document matches that of the source document.

Transit NXT is designed to protect document styles, formats, layouts and embedded graphics with the use of markups. These markups must be replicated in the translation to ensure that the final document matches the original.

Markups can represent simple formatting, such as bold, underline and italic font styles, as well as more complicated features such as graphics or document bookmarks. Once a project is completed and returned to its original format, Transit NXT restores the original layout, and thus the source style is maintained.

Whilst these markups can be checked during the Format Check, it is advisable to try to get them right during translation, as this will lessen the effort after the project is complete.

Where is the Format Check function?

The Format Check function can be found under the Review ribbon:

Format Checker Fucntion

It is available when the language pair is open.

How do I start the Format Check function?

The Format Check function can be started by clicking on the chequered blue flag button Format Checker Flag

In addition, the function can be started either from the beginning of the project, or from the current cursor position, e.g. if the Format Check is being resumed at a later date and you do not wish to re-check what has already been done.

To do this, simply click on the Start drop-down and select From cursor position.

Start Drop Down

(Clicking on the flag button alone will start the check at the beginning of the project by default.)

Before starting the function, however, it is advisable to take a look at the options which have been selected.

What Format Check options are available?

There are numerous quality checks available, which can be set both by the client who prepared the Transit NXT project, and by the translator/reviewer according to their needs for the job in question.

You can view these settings by clicking on the Options button.

As standard, the Markups and Length check options are selected:

Format Check Options

Markups must always be checked, but it is advisable to also check the following as a minimum, to ensure that basic formatting errors are eliminated: Leading and trailing blanks, End punctuation and Double spaces.

You may receive a project where additional options have already been selected for you:

Format Check Additional Options

In such cases, this indicates that the client wishes for all of these things to be checked. It is not advisable to deselect any of these options, as errors may be missed.

What do the Format Check messages mean?

When you run the Format Check, it will pause at any segments which contravene the check in any way – for example, missing markups, incorrect end punctuation, duplicated words, etc. When TransitNXT finds any of these things, it will display a message. These messages vary depending on the issue at hand, but the following are the most common:

Missing markups:

Missing Markups

This message will appear if a markup is not present in the target segment, though there was one in the source segment. In this example, <sup> means that a superscript font style is missing. Should this be incorrect, and needs to be amended, click No – it mustn’t be ignored. However, if this is correct and can be ignored – for example, the French “2eme” translated as “second” – simply select Yes.

Added markups:

Added Markups

This message will appear if a markup is present in the target segment, though was not in the source segment. In this example, < i > means that an Italic font style has been added. Should this be incorrect, and needs to be amended, click No – it mustn’t be ignored. However, if this is correct and can be ignored –for example, a foreign word has been italicised for clarity – simply select Yes.

Different leading blank:

Different Leading Blanks

This message will appear either if a space is missing or if a space has been added at the start of a segment. Clicking Yes will automatically change the target segment to match the source text. Clicking Yes and check will change it to match the source text, but will also exit the Format Check function so that you can double-check the segment in question. You will need to restart the Format Check by clicking on the flag button. Clicking No will allow you to leave the spacing as it is, and continue with the Format Check.

Different trailing blank:

Different Trailing Blanks

This message will appear either if a space is missing or if a space has been added at the end of a segment. The Yes, Yes and check and No options function in precisely the same way as for incorrect leading blanks mentioned above.

Different end punctuation:

Different End Punctuation

This message will appear if the punctuation at the end of a target segment does not match the punctuation in the source document. If it needs to be corrected, use the Yes or Yes and check options as necessary. If it does not need to be corrected (for example, an exclamation mark in a German text is replaced by a full stop in an English text), then simply click No and continue on with the Format Check.

Double space found:

Different Space Found

This message will appear if two spaces are found in a segment. If it needs to be corrected, use the Yes or Yes and check options as necessary. If it does not need to be corrected (for example, if the double space was used purposely in the source document), then click No and continue the Check.

How do I correct markups?

Markups are the most important part of the Format Check. They are necessary to ensure that the format of the target text matches that of the source, and sometimes affects the entire layout of a document (page breaks, for example).

Should a markup be missing and need to be added, a message will be displayed.

Point markups

Some markups are standalone, and may represent a graphic, a page break or a bookmark, etc. For example:

Cabin Movement Restrictions

In this case, the markup represents a page break. Were this to be missing, the layout of the target document would be incorrect.

To correct the segment, the quickest and simplest way is as follows:

    • Put the cursor in the appropriate position.
    • Use the shortcut CTRL+<Markup ID>, entering the number of the desired markup (in the example above, this would be CTRL+2).
    • ‘Exit’ the markup by pressing the right keyboard cursor key.

The markup will then be entered in the appropriate position, and you can continue with the Check.

Markup pairs

Some markups come in pairs, and usually represent a formatting style, such as bold or underline, which differs from the style of the rest of the segment. For example:

Markup Length Platform Retracted

In this case, the markup represents bold font style. (Having the word also appear in bold is an additional TransitNXT option – see the Transit NXT User Guide for further details.) Were this markup to be missing, the style of the target document would be incorrect.

To correct the segment, the quickest and simplest way is as follows:

      • Highlight the word(s) to which you need to apply the markup pair.
      • Use the shortcut CTRL+<Markup ID>, entering the number of the desired markup(in the example above, this would be CTRL+1).
      • ‘Exit’ the markup by pressing the right keyboard cursor key.

The markup pair will then be entered in the appropriate position, and you can continue with the Check.

Sentences with numerous markups

Some sentences can contain a large number of markups, and it can be complicated to work out where each markup should go, if they are no longer in the correct order for some reason. For example:

Protostar

In such cases, it can sometimes be easier to start again.

The following step must be carried out with caution, as it does require you to delete your translation! It is only recommended if you cannot easily fix the markups using the steps mentioned earlier in this section.

    • Make a copy of your translation (either by highlighting and using CTRL+C, or making a written or mental note).
    • Reset the segment in question by using CTRL+ALT+Backspace. Your translation will be deleted, and the markups will be restored to their correct position.
    • Retranslate the segment in question, placing your translation in the appropriate positions among the markups.
    • Mark the sentence as Translated using ALT+Insert as usual.
What do the Format Check options do?

The following is a list of all options available in the Format Check function, and what they do. These can all be selected as required.

Numbers

Transit checks that numbers in the target text correspond to those in the source. For example, if a German sentence included “2. Punkt” and the English read “Second point”, Transit would ask for confirmation on the missing digit.

Country standard

Transit checks that numbers in the target text are in line with the standard formulation in that country. For example, a German target text would require Transit to look for decimal commas. A British English target text would require Transit to look for decimal points.

Decimal delimiters

Transit looks for the decimal delimiter specified. For example, if Dot to comma is selected, Transit will search for any cases of decimal points in the source text, and inform you if the target text has not been converted to decimal commas.

This option is available when Country standard is not selected.

Thousand delimiters

Transit looks for the thousand delimiter specified. For example, if Space inserted is selected, Transit will search for any cases of thousand delimiters which do not conform to this rule. For example, Transit might find 10000 and inform you that it does not conform (i.e. it should be 10 000).

Markups

Transit checks the markups and flags up any which are missing, incomplete, etc.

Length check

Transit checks the length of the segments and flags up any which exceed the length limits set by the client.

This option is only available on projects where length constraints have been set by the client (e.g. for software texts which must adhere to a specific character limit).

Blanks

Check for leading blanks

Transit checks the spacing at the beginning of each segment and flags up any cases where the spacing in the target text differs from that in the source text.

Check for trailing blanks Transit checks the spacing at the end of each segment and flags up any cases where the spacing in the target text differs from that in the source text.

AutoCorrection

Transit automatically amends the target text to match the spacing in the source text.

We do not recommend that this is used as standard, as it removes the opportunity for the translator to decide whether there is a genuine reason for the discrepancy in spacing.

Miscellaneous

Find empty segments

Transit finds any target segments which contain no text.

Find unaltered segments

Transit finds any target segments which are 100% identical to their corresponding source segment. This allows a translator to find any segments which they may have inadvertently marked as Translated before having been translated.

Find unaltered segment parts

Transit finds any individual sections of a target segment which are identical to a section of the corresponding source segment. This allows a translator to find any segments which may inadvertently not have been completed.

Check for protected words

Transit checks that any protected words are correctly handled. This is normally a setting which is created bythe end client. This allows the translator to ensure that, for example, brand names are not translated but are left as per the source document because they are in the protected words list.

Check that UPPERCASE segments are translated as UPPERCASE

Transit checks that segments which are completely uppercase in the source text are also completely uppercase in the target text.

Check that segments with standard capitalisation are not translated as UPPERCASE

Transit checks that segments which contain normal capitalisation in the source text are not fully translated in uppercase in the target text.

Check for duplicate words

Transit searches for any two words next to each other which are identical, e.g. “I walked along the the road.”

Check one-letter words

Transit searches for all one-letter words so that they can be confirmed as correct.

Check for double spaces

Transit searches for all examples of double spaces and flags them up for possible correction.

AutoCorrection for double spaces

Transit automatically amends the target text to match the spacing in the source text.

We do not recommend that this is used as standard, as it removes the opportunity for the translator to decide whether there is a genuine reason for the double spacing.

Check end punctuation

Transit compares the punctuation at the end of each target segment with that in the corresponding source segment and flags up any discrepancies.

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