MultiTrans PRISM TermBase Manager


Tutorial, Level I


Other terminology management systems tutorials

Other MultiTrans tutorials



I. Introduction


MultiTrans is a translation environment that offers quite flexible options for creating and managing terminology. The TermBase Manager can be used to create a term record template and populate the fields easily using data from the MultiTrans TextBase and 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. 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. Locate the files you will need for the tutorial.
    1. If you have completed the MultiTrans TextBase Builder Tutorial, Level I, your TextBase and TermBase will be saved in their respective folders on the Home (H:) drive (H:\MultiTrans).
    2. If you have not created a TextBase and TermBase, create a sub-directory of your Home (H:) drive called MultiTrans TermBase Manager or another name that you wish. (For instructions, see the file Creating a sub-directory in Windows.)
    3. Download the folder MultiTrans Bases - Extractor and TermBase Manager and extract its contents to the sub-directory you created above. (For instructions, see the file Extracting files from a compressed folder.)
  2. 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.)
  3. Open your TextBase and TermBase. (For instructions, see Opening a TextBase and TermBase in MultiTrans.)

III. 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 directly from the TextBase. The contexts and sources of the source and target terms, as well as some administrative data, are automatically added to the records. 


  1. View the list of 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 2.)
  2. Examine one of the units that you think should be entered in the TermBase.
    1. Double click on maladies chroniques, for example.
    2. Under Search results in the Search tab, you will see the occurrences of this expression in the TextBase. (See Note 3.)
    3. 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. Add maladies chroniques to the TermBase.
    1. Browse the occurrences of maladies chroniques by clicking each one in the list on the Search tab. 
    2. Observe the display features of each occurrence.
      1. The source text segment and its corresponding target text segment are highlighted in yellow. 
      2. The expression maladies chroniques in the source text is indicated in blue bold font. 
      3. The searched string appears in the Selected text field below the source text.
    3. Identify an occurrence where the unit appears in a useful context and has an equivalent that you think is acceptable. 
    4. Using the mouse, highlight the equivalent in the target text. The highlighted text will appear in the Selected text field below the target text.
    5. If needed, modify the 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 4.)
    6. Add the pair of units to the TermBase, using one of the following methods:
      1. Click the Insert in TermBase icon in the Process Bar. (See Note 5.) 
      2. Hold down the Ctrl key and press the Ins key on the keyboard (i.e. Ctrl+Ins).
      3. From the TextBase Search menu, choose Insert in TermBase only.
      4. Right click the highlighted source unit and choose Insert in TermBase only from the contextual menu that appears.
    7. 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. Add monde entier to the TermBase.
    1. Search for monde entier.
      1. Do you consider this to be a term? Why or why not?
      2. If you do not believe it is a term, do you think it would still be useful to create a term record for the unit? Why or why not?
    2. Examine the occurrences of monde entier.
      1. How many equivalents for monde entier do you find?
      2. Insert the equivalents for monde entier into the TermBase, one at a time, by following the instructions above.
  4. 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?
  5. Add a number of other terms, identified in the Terminology tab, and their equivalents to the TermBase.
    1. Add the following items from the list of single words: cancer, nutrition, alimentation, diabète, sucre, calorique.
    2. Add the following items from the list of complex expressions: secteur agro alimentaire, directeur général, maladies cardio vasculaires.
    3. What are some of the challenges of adding each kind of item and its equivalent(s) to a term base?
  6. Add fruits et légumes to the TermBase.
    1. Using the Search function, find occurrences of fruits et légumes.
      1. Do you consider this unit to be a term? Why or why not?
      2. If you do not believe it is a term, do you think it would still be useful to create a term record for the unit? Why or why not?
    2. Examine each of the occurrences.
      1. How many possible equivalents for fruits et légumes do you find?
    3. Insert all of the possible equivalents for fruits et légumes into the TermBase, one at a time, by following the instructions above.

IV. Viewing term records


  1. To see the term records, click on the View TermBase icon in the Process Bar. (See Notes 6 and 7.)
  2. The TermBase Editor window opens, displaying three panes:
    1. The Process Bar, along the left-hand side, displays new options: SearchFilterNew RecordModify Record, ExportsView TextBasePrint.
    2. The list of term records appears to the right of the Process Bar.
    3. The most recently added record is open, occupying most of the screen. 
  3. Examine the opened term record.
    1. What information is included by default?
  4. Examine the other records.
    1. How are multiple equivalents (as in the case of fruit and vegetables) handled by MultiTrans?
    2. Do you think this is a useful feature? Why or why not?

V. Creating a term record template


MultiTrans automatically includes certain fields in the term records. In this section, you will identify additional fields to include in your term records.


  1. From the TermBase menu on the toolbar, choose the Field Definition Manager… option.
  2. In the Field Definition Manager dialogue box, there are four tabs which allow you to define the fields associated with the record. (See Note 8.)
    1. The Record Fields tab contains fields that apply to the whole record and all of the information on it. These fields appear at the very top of the term record and therefore apply to both the source and target terms. By default, this tab is empty.
    2. The Language Fields tab contains fields that apply to the source and target language (e.g. if you wanted to differentiate between different dialects/variants of a language). These fields appear below the language and above the term. By default, this tab is empty. 
    3. The Term Fields tab contains fields that apply to each individual term. These fields appear under the source and target terms. The Context and Source fields are listed here.
    4. The Definition Fields tab contains fields that apply the definition of the term. These fields appear under the definition field automatically created by MultiTrans. By default, this tab is empty.
  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 Field Information dialogue box, identify the features of the new field.
      1. In the Name field, enter Domain.
      2. In the Description field, you can add a description of the contents of this field.
      3. Observe the different options in the Type dropdown menu by clicking on the arrow (e.g. a text string of one line or several lines, a list of choices). Select Text String - 1 line for the new field.  
      4. Ensure the checkbox beside Visible is selected, so that this field is displayed (versus hidden) on the records.
      5. Leave the checkbox beside Mandatory unchecked, so that the user decide whether or not to fill in the field. Otherwise, the user will be forced to populate this field before continuing before navigating away from the term record.
    4. Click the Apply button to add the new field. The name of the field and its properties now appear in the Records Fields list.
  4. Add a field to the term record template at the term level.
    1. Click the Term Fields tab.
    2. Click the New button.
    3. Add a Part of speech field by repeating all of the steps above, except this time, choose List of choices from the Type dropdown menu.
      1. An empty box appears below the Type field. Click the plus sign (+) to the right of this box.
      2. In the Localization dialogue box that opens, ensure English is selected under Language, and enter noun in the Field Name field. (See Note 9.) Click the OK button to return to the list.
      3. Repeat these steps to add adjective and verb to the list. (See Note 10.)  
      4. Do you think it is useful to place the Part of speech field at the term level (versus the record level)? Why or why not?
    4. Click on Apply to return to the Field Definition Manager window. (See Note 11.)
  5. Add a field to the term record template at the definition level.
    1. Click the Definition Fields tab.
    2. Repeat the steps above to add a Source field related to the definition of the term. Choose the type of field you feel is appropriate. 
  1. Click the Close button to return to the TermBase Editor.
  2. Save the TermBase.
    1. From the File menu, select Save TermBase and then Current TermBase.


VI. Adding information to the fields of records


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

  1. Take a look at the icons, located in the upper right-hand corner of the term record. (See Screenshot 1.)
    1. Click the Show record fields icon (see Screenshot 1) to show or hide the record fields (e.g. the Domain field you created).
    2. Click the Show empty fields icon (see Screenshot 1) to show or hide empty fields.
    3. Click the Show footers icon (see Screenshot 1) to show or hide the administrative fields.
    4. Click the Show term definitions icon (see Screenshot 1) to show or hide the definitions of term. (See Note 12.)
    5. Click the Show definition fields icon (see Screenshot 1) to show or hide the fields related to the definitions.
  2. Make all of the fields visible by ensuring all of the icons have been selected. 
  3. Modify the record for chronic disease.
    1. Highlight the record in the list on the left, and click the Modify Record icon in the Process Bar. (See Note 13.)
    2. The Term Manager dialogue box that opens shows two tabs.
      1. The Term tab displays the two languages and corresponding terms that belong to this record.
      2. The Fields tab shows the fields that apply to the whole record (i.e. to both terms): in this case, the Domain field you have just added. 
    3. From the Fields tab, type Health into the Domain field.
    4. From the Term tab, click on chronic diseases and then select Modify.
      1. In the Translation tab of the Term Manager dialogue box that opens, you will see the term (chronic diseases), its language (English), and its default status (Temporary).
      2. Click on the Definitions tab. The box in this tab is empty because no definition has been identified yet. Click the New button to add a definition and its source.
        • The Add New Definition dialogue box opens. Copy the following definition and paste it into the empty Definition window of the Term definition tab: 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.
        • Click the Additional Fields tab, and enter the following reference information in the Source field: Medical Subject Headings (MeSH) (http://www.nlm.nih.gov/mesh/MBrowser.html), taken from the Dictionary of Health Services Management, 2nd ed. (See Note 14.)
        • Click Apply. 
      3. Click the Additional Fields tab, and then the Term fields tab.
        • The Context and Source fields have already been filled in. These fields are automatically created and populated by MultiTrans when you add a term from the TextBase.
        • Select noun from the Part of speech dropdown list.
      4. Click Apply to return to the Term tab of Term Manager dialogue box.
    5. Identify a reliable definition and source for maladies chroniques, and fill in all of the empty fields for the French term. (See Note 15.)
    6. Click the Apply button to close the Term Manager dialogue box.
  4. Take a look at the completed record in the main window.
  1. Complete the remaining records as needed.
  2. Save the TermBase.
    1. From the File menu, select Save TermBase and then Current TermBase.

VII. 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), or click the Search button in the Process Bar.
  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. This list will include all open TermBases.
    2. The Fields tab allows you to individually select the fields to search. Click on this tab, and check the boxes beside Context and Terms.
    3. The Languages tab allows you to specify which languages you would like to search. Click on this tab, and ensure the box beside each language is checked.
    4. The Options tab offers more advanced search functions (e.g. exact match, case-sensitive match, maximum number of results). For the moment, we will search without activating any of these options.
  4. Click the OK button.
  5. Click the Search button to begin the search.
  6. In the Results window of the TermBase Editor, you will see a list of the occurrences of fruit in the fields you have identified under Options. The record number, term, translations, field, language and TermBase are indicated in the columns.
  7. Double click one of the numbers in the Record # column to view the record.
  8. Click the Search tab to return to the search results.
  9. 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?
  10. Uncheck the box next to Match whole words, and try a search for nations unies.
  11. 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?

VIII. Wrapping up


  1. Close your TextBase and TermBase.
    1. From the File menu, select Close Session.
  2. Close MultiTrans.
    1. From the File menu, select Exit.
  3. 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 1.)
      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.
    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 how to access and use these tools, consult the corresponding tutorials: MultiTrans Translation Agent Tutorial, Level IMultiTrans TextBase Agent Tutorial, Level IMultiTrans TermBase Agent Tutorial, Level I.








NOTE 2: 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 3: 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).










NOTE 4: 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 5: If you do not see the Process Bar on the left-hand side of the TextBase Search window, click on Process Bar from the View menu.































NOTE 6: Alternatively, you can select TermBase from the View menu. 


NOTE 7: If you do not see the Process Bar, click on Process Bar from the View menu.

















NOTE 8: Some administrative fields (i.e. author of the record, creation/modification date, and status – Temporary, by default) do not appear under these tabs. However, they always appear in the records.


























NOTE 9: Although in the Localization 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. 


NOTE 10: You can use the arrows below the list to change the order of the choices. 


NOTE 11: 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 1 coming soon. 






NOTE 12: This field and any other definition fields will not be displayed unless a definition has been entered for a term.






NOTE 13: Alternatively, you can select Modify Record... from the TermBase menu.













NOTE 14: 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.













NOTE 15: 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.
















































WARNING 1: 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.


IX. 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)

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