MultiTrans 4.4 TermBase Manager Tutorial,


Level I


Other terminology management systems tutorials

Other MultiTrans tutorials




I. Introduction


MultiTrans is a translation environment that offers quite flexible terminology creation and management options. The TermBase Manager can be used to create a term record template and populate the fields easily using data from the MultiTrans TextBase as well as other data.


To see how the TermBase Manager fits into the translation process in MultiTrans, consult the MultiTrans Work Flow diagram.


You can find out more about MultiTrans by consulting the MultiCorpora website at http://www.multicorpora.com. When you open MultiTrans, you can also click on the MultiTrans Help icon to read the help files providing information on MultiTrans’s different functions.


II. Getting ready

  1. Save the files you will need for the exercises:
    1. Create a sub-directory called MultiTrans_TermBase_Manager (or another name that you wish). (For instructions, see Creating a sub-directory in Windows.)
    2. Copy or move to this sub-directory the TextBase and TermBase you created in the MultiTrans TextBase Builder Tutorial, Level I. Be sure to copy or move all of the files that MultiTrans has created for this TextBase and TermBase. For a list of these files, see the MultiTrans TextBase Builder Tutorial, Level I. (See Note 1.)
  2. Open MultiTrans.


III. Creating a TermBase


If you have completed the MultiTrans TextBase Builder Tutorial, Level I, you have already created a TermBase and do not need to complete this section of the tutorial. Skip ahead to the section Creating term records and inserting information from the TextBase. If you have not completed the TextBase Alignment tutorial or wish to learn how to create a TermBase independently from the TextBase, continue with this section.

  1. Create a new TermBase and give it a name and description.
    1. Choose the New TermBase option from the General references page in the main window of MultiTrans.
    2. In the Create new TermBase dialogue box, click the browse icon (see Screenshot 1) to choose the location for the TermBase.
    3. From the list of folders that appears, choose the sub-directory that you created earlier in the tutorial. (See Warning 1.)
    4. Click the OK button.
    5. From the Create new TermBase window, enter the name, subject and description of the TermBase in the appropriate fields.
      1. For example, a TermBase created from the WHO documents related to a joint initiative with the FAO on chronic diseases could be given a name such as WHO and FAO, a subject of chronic diseases and a description such as Report on diet, nutrition and prevention of chronic diseases.
    6. Click the Create button to finish creating the empty TermBase.

The TermBase Editor window opens and displays the TermBase. The list of records on the left is empty, and the pane on the right displays the message <NO TERM SELECTED>.

  1. From the TermBase Editor, close the TermBase (File > Close TermBase > Current TermBase).
  2. If prompted, click OK to save the changes. (See Note 2.)


IV. Creating term records and inserting information from the TextBase


It is possible to create term records and quickly and easily insert terms or other units from the TextBase. The context and sources of the terms, as well as some administrative data, are automatically added to the records. In order to do this, you must first open a TextBase (a base of aligned bitexts in MultiTrans) and specify the TermBase in which the records should be created. A TextBase must be open in order to search terms and their equivalents and add them directly to the TermBase.

  1. Open your TextBase or the TextBase you downloaded at the beginning of the tutorial. (For instructions, see Opening a TextBase and TermBase in MultiTrans.)
  2. Examine the candidate terms automatically extracted from the TextBase during creation.
    1. In the TextBase Search window, click on the Terminology tab (at the top) and then on the Term Count sub-tab (at the bottom). (See Note 3.)
  3. Double click one of the units that you think should be entered in the TermBase: for example, maladies chroniques. Under Search results on the Search tab, you will see the occurrences of this expression in the TextBase. (See Note 4.)
  1. What do you observe about the form of this unit? Is this the form you would normally add to a term record? Why or why not?
  1. Browse the occurrences by clicking each one in the list on the Search tab. Find an occurrence where the unit is in a useful context and has an equivalent that you think is acceptable. The source text segment and its corresponding target text segment are highlighted in yellow. The expression maladies chroniques in the source text is indicated in blue bold font. Note that the search string already appears in the Selected text field below the source text.
  2. Use the mouse to highlight the equivalent in the target text. The highlighted text will appear in the Selected text field below the target text.
  3. If you want, you can modify terms in the text fields below the source and target text areas before sending them to the TermBase. This can be helpful if, for example, a complex term is interrupted in a text or appears in an inflected (e.g. plural or conjugated) form that you would prefer to convert to the base form in your term record. (See Note 5.)
  4. Add the pair to the TermBase using one of the following methods:
    1. Hold down the Ctrl key and press the Ins key on the keyboard (i.e. Ctrl+Ins)
    2. From the TextBase Search menu, choose Insert in TermBase only
    3. Right click the highlighted source unit and choose Insert in TermBase only from the contextual menu that appears.
  1. A message appears briefly in the status bar at the bottom of the screen to indicate that the source and target terms have been inserted in the TermBase.
  2. Click on the Terminology tab and return to the Term Count list.
  3. Search for fruits et légumes to look at how it has been translated.
    1. Do you consider this to be a term? Why or why not?
    2. Even if you do not believe it is a term, would it be useful to create a term record for the unit? Why or why not?
  4. Perform a search to find variants or different forms of a unit:
    1. Switch the direction of the language pair temporarily to make English the source and French the target, using the Language Direction option from the TextBase Search menu, choosing English as the Source Language and French as the Target Language, and finally clicking the OK button.
    2. Click on the Search tab. In the Search field, enter fruit.
    3. Click the Search Options… button and choose the Fuzzy search option in the dialogue box that appears. For the moment, leave the default value of 2 for the Maximum differences, the maximum number of characters that can differ between the string you search for and the string found in the text, and then click the OK button.
    4. Click the Search button.
    5. How many forms of fruit are found? Examine each of the occurrences. How many possible equivalents for fruits et légumes do you find?
    6. Switch the direction of the language pair back to make French the source and English the target, using the Language Direction option from the TextBase Search menu, choosing French as the Source Language and English as the Target Language, and finally clicking the OK button.
    7. Insert all of the possible equivalents for fruits et légumes into the TermBase, one by one, by following the instructions above, in step 7.
  5. Add Nations Unies to the TermBase.
    1. What modification to the French term may you want to make? Why?
    2. What modification to the equivalent may you want to make? Why?
  6. Add a number of other terms and their equivalents to the base. Try adding items from the lists of both single words (e.g. cancer, nutrition, alimentation, diabète, sucre, calorique) and complex expressions (e.g. pays en développement, Directeur général, maladies cardio vasculaires). Think about the challenges of adding each kind of item and its equivalent(s) to a term base.


V. Viewing term records


  1. To see the term records and synonyms choose the TermBase from the menu at the top of the window (View > TermBase). The TermBase Editor window opens.
  2. The list of term records appears on the left, and the most recently added record is open. What information is included by default in the record?
  3. How are multiple equivalents (as in the case of fruit and vegetables) handled by MultiTrans? Do you think this is a useful feature?

VI. Creating a term record template


MultiTrans automatically includes some fields on the term records, including the French and English terms, contexts in both languages, their sources and other administrative information (author of the record, creation/modification date, and status – Temporary by default). In this section you will choose other fields to be included in your term records.

  1. From the TermBase menu, choose the Field Definition… option.
  2. In the Field Definition Manager dialogue box, there are three tabs which allow you to define the fields associated with the record. The Record Fields tab applies to the whole record and all of the information on it, the Term Fields tab applies to each individual term and the Definition Fields tab is associated with the terms’ definitions. You will notice that the Context and Source fields are listed on the Term Fields tab; the other two lists are empty. (See Note 6.)
  3. Add a field to the term record template at the record level:
    1. Click the Record Fields tab.
    2. Click the New button.
    3. In the Fields definitions dialogue box, enter the name of a field and, if you like, a description of its contents. For example, it may be useful to include a Domain subject field.
    4. From the Type drop-down list, select the type of field that suits the data to be entered (a text string of one line or several lines, a pick list (list of choices), etc.) For example, a text string of one line would be suitable for the Domain field.
    5. If you wish the field to be displayed on the records, ensure the checkbox beside Visible is selected. (You will most likely want to see the fields in the records.)
    6. If you would like to require that a field be filled in, check the box next to Mandatory. (You may want to let the user make this choice.)
    7. Click the Apply button to add the field to the list. The name of the field, the description and properties now appear in the list.
  4. Repeat step 3 to add other desirable fields to the template at the term record level.
  5. Click the Term Fields tab to activate it.
  6. Repeat step 3 to add fields related to the terms themselves (for example, an observations field may be useful).
  7. Add a field for the part of speech containing a pick list:
    1. Create a new Term field called Part of speech.
    2. In the field Type, choose List of choices from the drop-down menu.
    3. An empty list appears below the field Type. Click the plus sign (+) to the right of the empty list and enter the first part of speech (e.g. n.). Click the OK button to return to the list. (See Note 7.)
    4. Repeat these steps until you have added all the desired parts of speech. If need be, you can use the grey arrows below the list to change the order of the choices. When you have finished, click on Apply to return to the field definition window.
  1. Click on the Definition Fields tab to activate it. Repeat step 3, above, to add a field related to the definition of the term (for example, to store the sources of definitions). (See Note 8.)
  2. Once you have defined all of your desired fields, click the Close button to return to the TermBase Editor. You have now finished creating your term record template.
  3. Save the TermBase (File > Save TermBase > Current TermBase).


VII. Adding information to the fields of records


In this section, you will add information to the fields you created on the term record template.

  1. If necessary, click on the Details tab at the top of the window to view the content of the records.
  2. To show or hide different fields, click on the icons at the top right of the term record:
    1. To show or hide the record fields (e.g. the Domain field you created), click the Show record fields icon (see Screenshot 2).
    2. To show or hide empty fields, click the Show empty fields icon (see Screenshot 2).
    3. To show or hide the administrative fields, click the Show footers icon (see Screenshot 2).
    4. To show or hide the definitions of terms (once you have added some to your records), click the Show term definitions icon (see Screenshot 2). (Note however that, unless a definition is entered for a term, this field and any associated fields will not be displayed.)
    5. To show or hide the fields related to the definitions (once you have added some to your records), click the Show definition fields icon (see Screenshot 2).
  3. Choose the record for chronic disease to complete it. Highlight the record in the list on the left, then from the TermBase menu at the top of the window choose the Modify Fields... option.
  4. In the Term Manager dialogue box, click the tabs one by one and look at the available fields. On the Source Term, Translation and Other Fields tabs, complete the desired fields and choose the correct option from the list of choices. (Don’t forget to look at all of the sub-tabs and all of the available fields — not all of them may be visible at first glance. To complete the fields for the translation, you must select the translation and click the Modify button. To return to the main part of the record, click the Apply button.)
  5. On the Definitions tab, click the New button to add a definition and its source for the term chronic disease. The definition given in the Medical Subject Headings (MeSH) (http://www.nlm.nih.gov/mesh/MBrowser.html), taken from the Dictionary of Health Services Management, 2nd ed. is the following:

Diseases which have one or more of the following characteristics: they are permanent, leave residual disability, are caused by nonreversible pathological alteration, require special training of the patient for rehabilitation, or may be expected to require a long period of supervision, observation, or care.

  1. Copy this definition and paste it into the Definition field. Then click the Additional Fields tab to enter the source of the definition in the appropriate field. (You can even format the source information and add a hyperlink to the page from which the definition was taken using the buttons at the top right of the dialogue box.)
  2. Once all of the fields are filled in, click the Apply button to close the definitions dialogue box and then the record. Take a look at the completed record in the main window. (If necessary, click on the Show Term Definitions (see Screenshot 3) and Show Definition Fields buttons to display this data.)
  3. Complete the other records as needed.
  4. Save the TermBase without closing it (File > Save TermBase > Current TermBase).

VIII. Performing searches in the TermBase


  1. In the TermBase Editor window, click the Search tab at the top of the screen (next to the Details tab).
  2. In the Search for field, enter the string fruit.
  3. Click the Options button. There are four tabs that contain options to modify your search:
    1. The TermBases tab allows you to select the TermBases you would like to search. Ensure the box beside your TermBase is checked.
    2. The Fields tab allows you to individually select the fields to search. For this search, check the boxes beside Context and Terms.
    3. The Languages tab allows you to specify which languages you would like to search. Here we will search in both languages.
    4. The Options tab offers more advanced search functions (e.g. exact match, case-sensitive match, maximum number of results, etc.). Here, we will search without activating these options.
  4. When you have finished setting the search options, click the OK button.
  5. Click the Search button to begin the search.
  6. The list of occurrences of fruit in the selected fields appears in the Results section of the window. The search string is indicated in bold. The record number, term, translations, field, language and TermBase are indicated in the columns.
  7. Select one of the results, by double clicking one of the numbers in the Record # column, to see the record. To return to the search results, click the Search tab.
  8. Repeat the search, this time checking the box next to Match whole words on the Options tab.
    1. How do these results differ from those of the previous search?
  9. Uncheck the box next to Match whole words, and try a search for nations unies.
  10. Repeat this search, this time checking the box next to Case sensitive on the Options tab.
    1. How do these results differ from those of the previous search?

IX. Wrapping up


  1. Close your TermBase (File > Close TermBase > Current TermBase) (you can save it again if MultiTrans reminds you and you want to save your changes) and then also close MultiTrans (File > Exit).
  2. Make a copy of your files as a backup or to transfer them to another computer:
    1. In My Computer or from the Start menu, find the sub-directory you created to store the files for this exercise.
    2. Make a compressed folder that contains this sub-directory. (For instructions, see Creating a compressed folder in Windows.)
    3. Copy the compressed folder onto a USB key or, if it is less than 2 MB, send a copy as an attachment to your email. 





NOTE 1: If you have not completed this tutorial, or you cannot access your base, download the ready-made database called MultiTrans Bases – Extractor and TermBase Manager and extract all its contents to your sub-directory. (For instructions see the file Extracting files from a compressed folder in Windows.)


















Screenshot 1 coming soon.


WARNING 1: It is very important to make sure that you save the TermBase in your new sub-directory; otherwise, you may have trouble finding the file later on. 




NOTE 2: This step is necessary to allow you to add directly to the TermBase from the TextBase as outlined in the following section.







NOTE 3: This is a list of candidate terms of two or more words that recur in the TextBase. These candidate terms were automatically identified by MultiTrans’s terminology extractor during the creation of the TextBase. To learn more about this function, consult the MultiTrans Term Extractor Tutorial, Level I.


NOTE 4: Remember that, as discussed in the MultiTrans TextBase Builder Tutorial, Level I, you may need to adjust the alignment of the sentences to make sure the original and translated sentences line up properly. If you make adjustments, do not forget to confirm the alignment (Ctrl + A) and save the modifications to the TextBase for next time (File > Save TextBase Search).




NOTE 5: It may be interesting to consider if (and when) you should store terms in their base forms on term records, and when (or if) it may be useful to store the inflected forms you find in the text you are analyzing. You will consider these questions and other similar issues in the MultiTrans Term Extractor Tutorial, Level I and the MultiTrans TermBase Agent Tutorial, Level I




















































NOTE 6: Some default, administrative fields do not appear in the lists; however, they always appear in the records.

















NOTE 7: Although in the Localisation dialogue box that appears when defining the list of choices both French and English field names can be entered, the option is only displayed in one language on the term record. If the MultiTrans interface is in French, then the field will appear in French, and vice versa for English. So you can enter the options in French only or English only for the moment.


NOTE 8: If you wish, you can also reorder the fields of each type (term record, term or definition) on the term record by selecting the field you want to move and clicking the red arrow buttons that appear at the bottom right of the dialogue box. The change will take effect when you display a new record.












Screenshot 2 coming soon. 































Screenshot 3 coming soon.









X. Questions for reflection


  • While doing this tutorial, what were your first impressions of terminology management in MultiTrans?
  • What can MultiTrans help you do? Under what conditions?
  • What are the main advantages or drawbacks of using MultiTrans to create term records? How does this compare to manual creation? To another tool that you know (for example, a data management program like Access or Excel or another terminology management system such as MultiTerm or LogiTerm)?
  • What criteria can be used to evaluate different terminology management systems? How would you evaluate MultiTrans based on these criteria?
  • What do you think of the possibilities available in MultiTrans when creating a term record template?
  • What do you think of the viewing options of term records?
  • What do you think of the search functions?
  • What common tasks can MultiTrans automate for you? Do you find this useful? Often? Always?


Tutorial created and updated by the CERTT team. (2010-01-29)