MultiTrans PRISM TermBase Agent Tutorial, Level I


Other MultiTrans tutorials: Other active terminology recognition system tutorials:
MultiTrans TextBase Builder Tutorial, Level I  
MultiTrans TermBase Manager Tutorial, Level I  
MultiTrans Term Extractor Tutorial, Level I  
MultiTrans Analysis Agent Tutorial, Level I  
MultiTrans Translation Agent Tutorial, Level I  
MultiTrans TextBase Agent Tutorial, Level I  



I. Introduction


MultiTrans is a translation environment. Along with powerful alignment and translation memory functions, MultiTrans includes the TermBase Agent, which identifies terms and can insert them directly into a text to be translated (or one that is already partially translated through, for example, the Translation Agent). This feature is largely intended to complement the traditional segment-level translation memory functions.


To see how the TermBase Agent 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. You can also read information about MultiTrans's different functions by selecting MultiTrans Help from the Help menu, once you have opened MultiTrans.

II. Getting ready


  1. Save or locate the files you will need for these exercises.
    1. Create a sub-directory called Multitrans_TermBase_Agent or another name that you wish. (For instructions, see the file Creating a sub-directory in Windows.)
    2. Locate the document you have partially translated for the MultiTrans Translation Agent Tutorial, Level I and move it to this sub-directory. Or, if you have not completed this tutorial, download the file WHO obesity - text to translate - partial. This is a hybrid text; it has been partially translated (i.e. the exact and fuzzy matches have been replaced). Some of the text is in English; the remainder of the text is in French (the source language). If you would like to process the whole text, you can do so by using the document WHO obesity - text to translate.
    3. If you have completed MultiTrans TextBase Builder Tutorial, Level I and MultiTrans TermBase Manager Tutorial, Level I, your TextBase and TermBase will be saved in their respective folders on the Home (H:) drive (H:\MultiTrans).

    4. If you have not created a TextBase and TermBase, download the folder MultiTrans Bases - Agents, extract the contents and save the TextBase and TermBase in their respective sub-directories in your H:\MultiTrans folder (i.e. H:\MultiTrans\TextBases and H:\MultiTrans\TermBases). (For instructions, see Opening pre-made bases in MultiTrans.)

    5. Open MultiTrans.
      1. MultiTrans opens and asks you to enter a username. Enter the name of your choice and click the Start button.
      2. The main page you see is referred to as the Start Screen. It displays icons for various MultiTrans functions (e.g. Start SessionAnalysis) and allows you to navigate between them. (See Note 1.)
    6. Open Microsoft Word and the MultiTrans menu. (For instructions, see the Activating the MultiTrans menu in Microsoft Word and Connecting to a TextBase and TermBase file.) 

III. Using the TermBase Agent to insert terms in a text to be translated


The TermBase Agent allows you to compare the document you wish to translate with the contents of the TermBase. If a match for a term in the TermBase is found, its equivalent as it appears in the term record is automatically inserted into your text. If more than one match is found, it is up to you to decide which equivalent to use.


  1. Open the text to use with the TermBase Agent.
    1. In Word, find and open the partially translated text you produced in the MultiTrans Translation Agent Tutorial, Level I or the MultiTrans TextBase Agent Tutorial, Level I, or download the file WHO obesity - text to translate - partial.
    2. Find and select the Save As… option in Word and save the file in the same folder but with a new name (e.g. yourname_TermBaseAgent.doc). (See Warning 1.)
  2. Open your TextBase and TermBase as you would normally. (For instructions, see Opening a TextBase and TermBase in MultiTrans.)
  3. Connect Microsoft Word to your TextBase and TermBase. (For instructions, see Activating the MultiTrans Menu in Microsoft Word and Connecting to a TextBase and TermBase.)
  4. Compare the Word document with the contents of your TermBase to see what terms you might expect to see replaced by the TermBase Agent.
    1. Read through the Word document quickly to familiarize yourself with the kinds of terms it contains.
    2. In MultiTrans, click the View TermBase icon from the Process Bar, and look at the list of terms in the left-hand pane of the window to see whether these terms are also found in the Word document. (See Note 2.)
  5. Ensure your cursor is at the beginning of the text in your Word document. (See Warning 2.) 
  6. Launch the TermBase Agent to compare your text with the contents of the TermBase.
    1. From the MultiTrans menu in Word, select TermBase Agent
    2. A message is displayed indicating the progress made by the TermBase Agent. Behind it, the translations of terms found in the term base appear in blue in the text.
    3. If a term has multiple equivalents, the Select Translation dialogue box appears.
      1. This dialogue box is made up of three panes.
        • The first pane shows you the current segment with the source term highlighted.
        • The middle pane shows you the source and target terms as well as the TermBase to which any new terms will be added.
        • The bottom pane shows you the translation equivalents that appear in the TermBase. 
      2. Hover over each equivalent in the bottom pane. A small window opens, displaying information from the term record in the TermBase. 
      3. Decide how to respond to each set of translation choices you are given. You may want to:
        • select the translation you want to insert into the text, and click the Replace button 
        • select the translation you want to insert into the text, and then use the Replace All button to replace all occurrences of the term in the text with the chosen equivalent
        • click the Skip button to skip the term
        • click the Skip All button to skip all occurrences of this term.
    4. When the program has finished searching your text, click the Done button. 
    5. Notice that the TermBase Agent has automatically replaced the terms found in the TermBase with their translation equivalents, which appear in blue.
    6. Look at the text to see which terms have been inserted and where.

IV. Completing and re-reading the text


  1. Save your text with a new name (e.g. yourname_MultiTrans_done.doc).
  2. Proceed with finish translating the remaining portions of the text on your own or using one of MultiTrans’s other translation memory tools (e.g. TextBase Agent), if you have not already done so.
  3. Read your completed text and check for inconsistencies, difficulties with equivalents, and other items in the text that may require revision for content or style. When you use a translation memory tool such as MultiTrans’s TextBase Agent or a similar tool such as the Translation Agent or the TermBase Agent in MultiTrans, it is essential to read through the completed translation and check that appropriate equivalents have been used. 

V. Wrapping up


  1. Ensure you have saved your modified Word document and close Word.
  2. Save any changes you made to your TextBase and TermBase.
  3. Close MultiTrans.
    1. From the File menu, select Exit.
  4. Make a copy of your files as a backup, or transfer them to another computer.
    1. In the Home (H:) drive, create a sub-directory called WHO_Bases_yyyymmdd, (replacing the series of letters at the end with today's date), or use another name that you prefer. (For instructions, see Creating a sub-directory in Windows.)
    2. Copy your TermBase and paste it in the sub-directory you have just created.
      1. Locate the TermBase in the H:\MultiTrans\TermBases sub-directory.
      2. Copy and paste it by using Ctrl+C and Ctrl+V, or by choosing Copy and Paste from the contextual menu that appears when you right-click on a file or folder.
    3. Copy your TextBase folder and paste it in the sub-directory you have just created.  (See Warning 3.)
      1. Locate this folder in the H:\MultiTrans\TextBases sub-directory.
      2. Copy and paste it by using Ctrl+C and Ctrl+V, or by choosing Copy and Paste from the contextual menu that appears when you right-click on a file or folder.
    4. Copy your translated Word document and paste it in the sub-directory you have just created.
      1. Locate this file where you saved it earlier.
      2. Copy and paste it by using Ctrl+C and Ctrl+V, or by choosing Copy and Paste from the contextual menu that appears when you right-click on a file or folder.
    1. Make a compressed folder that contains the sub-directory created in step 3a. (For instructions, see Creating a compressed folder in Windows.)
    2. Copy this compressed folder to a USB key. Or, if the folder is less than 2 MB, send a copy as an attachment to your email.























NOTE 1: You will not be able to access the Translation Agent, TextBase Agent, or TermBase Agent from the Start Screen. For information about accessing these tools, consult the MultiTrans Translation Agent Tutorial, Level I and the MultiTrans TextBase Agent Tutorial, Level I












WARNING 1: If you are using your only copy of the source text document, be sure to follow this step to make another copy of the text before proceeding. The text in the document will automatically be replaced with the translation. So, if you do not make a copy of the document before beginning, you will lose your source text.




NOTE 2: If you like, add additional terms to the TermBase, as described in the MultiTrans TermBase Manager Tutorial, Level I.


WARNING 2The TermBase Agent processes the Word document starting from where the cursor is positioned. So, if you do not place the cursor at the beginning of your text before launching the Agent, your results will be incomplete.










































WARNING 3: It is very important that you copy everything in your TextBase folder. This includes the sub-directories Content and Indexes, as well as the TextBase file ending in .tcs. All of these files are needed to open a TextBase in MultiTrans.



VI. Questions for reflection


  • What are your first impressions about the functions and functioning of MultiTrans's TermBase Agent?
  • What could theTermBase Agent help you to do? In what kind of situation?
  • How does MultiTrans’s TermBase Agent compare to other tools you have tried? Have you found anything similar in other tools?
  • What are some of the advantages and disadvantages of using theTermBase Agent? How does this compare to a manual approach? To the Translation Agent in MultiTrans?
  • How did the replacements made by the TermBase Agent compare to what you expected to see when you compared the text and the TermBase? Were all of the replacements you expected made?
  • Did you notice any challenges in inserting terms from your TermBase into the text? If so, what were they? Were they linked to the form of the source language term, or its equivalent? Or to the meaning of the source text term or its equivalent? To something else? Did they affect whether or not equivalents were inserted and where (e.g., missing some occurrences, or inserting equivalents where they should not have been)? Or which equivalents were used? How might they affect the usefulness of this kind of tool?
  • Do you think it is important for a translator to be able to choose among a number of potential equivalents for a term? Why or why not? What kinds of information can help you to decide on an equivalent to use? Did MultiTrans give you easy access to this kind of information?
  • Do you think that there may be differences in the advantages and challenges of inserting single-word and multi-word items into a text automatically with a tool like the TermBase Agent? If so, what might they be, and how might they affect the choices you might make in building a TermBase?
  • What should you as a translator be aware of when using such a tool? What kinds of steps should you take after using the tool? (You can think about the things you observed above, or other issues that you think could be observed in other cases.)
  • Did you find that you had a preference for the automatic type of insertion done by the TermBase Agent, or the manual insertion using the TextBase Agent? What are the advantages and disadvantages of each kind of approach?


Tutorial created and updated by the CERTT team. (2011-04-13)

Tutorial updated for Prism by Trish Van Bolderen. (2012-08-30)