Online Editor Instructions

A key part of our technology roadmap over recent years has been how to effectively build in Translation Memory into our workflow system.

Having the Online Editor integrated into our systems offers many benefits that we hope will allow us to operate more smoothly and focus on our client service, retention and business development.

So the value that we offer you in the Online Editor is threefold:

1. 100% free Translation Memory tool for TranslateMedia work

2. Less administration – no downloading, exporting or TM admin

3. More work – by focusing our time on client service, and your time on translation only we hope to gain more work that you can do more efficiently.


Does this mean that I can’t use my own translation memory tools and I must use the
Online Editor?

We usually encourage our linguists to work in our Online Editor, as it allows us to monitor the workflow and technical aspects of a project more efficiently. However if you prefer to use your own tools you can ask to receive the TMX file and source file in XLF or RTF format, and work inside your own tools in the usual way. On some client work TranslateMedia will have to insist on use of the Online Editor but you will be told in advance if that is the case.

What if I do not have a quick enough (broadband) internet connection?

You can ask to receive the TMX and source file in XLF or RTF format if you prefer to work offline. We understand that many translators work on computers that are not connected to the internet for security reasons, and so we accommodate this.

If I refuse to use the Online Editor can I no longer work with TranslateMedia?

No. You do not always have to use the Online Editor – use will only be enforced on some specific accounts where the client work requires it.

Can I use the Online Editor for other work?

No. At the moment the Editor is only for use with TranslateMedia work and we do not offer the ability for you to load your own projects up.

Can I use keyboard shortcuts like 0+160 for a non-breaking space, etc.?

Yes – the Online Editor supports the standard keyboard shortcuts for special characters. There are also other keyboard shortcuts, which are described in this document.

How to use the Online Editor

When you are assigned a job that requires use of the online editor you will be emailed a link to login. This link is also available in your TranslateMedia online account, on the Job screen.

Once you click on the link the Editor will open. It looks like this:


On the left-hand side you have the source text, broken down into segments and the blank area on the right is where you can enter the translations.

Different categories can be found on the right hand-side of your window:

TM matchesTranslation Memory matches
show the source and target text of matches from the Client’s Translation Memory.

To insert a match from the memory click
Ctrl+ the number that is next to the match.

In some cases 100% and 101% matches will be inserted automatically and you will not need to edit these – they have already been translated previously. Those matches will be named ‘Pre-translation’.

All the translations that you do will be added to the Translation Memory.

Context Viewer

Context is key for translation, and so wherever possible we will include a screenshot or graphic that relates to the text being translated. This might be an image of a product for an online retailer, or a photo that a caption accompanies.

term-base-lookupTermBase lookup show any matches from the TermBase (glossary).

To insert a TermBase match just click
Ctrl+Shift+ the relevant number. You can also double click on the term to insert it automatically in the segment you were working on.

You can also search the TermBase by writing in either the source or target language window. The results will update with matching results.

To add a term to the TermBase just type into the source and target boxes and click ‘Add’.

textIf a term within the segment you’re working on has en entry in the TermBase, it will appear highlighted in blue.

Please add any useful Terms to the TermBase as you translate.


concordanceConcordance scans through the Translation Memory for a specific term in the source language, and finds its relevant translation(s) within the memory.

The ‘Case sensitive’ option will search only for matches in the exact same case (lowercase, uppercase, word starting with a capital letter, etc.).

When searching for a number written in words, the ‘Numeric equivalence’ option will include results with numerical digits.

The ‘Limit’ box controls the number of results displayed.


To begin translating, simply put your cursor into the target segment of the first line and, once you have thought of a really good translation, type it in.

To move to the next segment hit Ctrl+Enter. This will put the translation into the memory and move the cursor to the next segment, so you can begin translating again. This will also activate the auto-propagation function, which allows you to automatically populate all the repetitions of an active segment with its current translation.
You will find the function in the Online Editor under the ‘Tools’ menu. By default, the function is set to ‘Always ask’, which means that when you click on a segment that is repeated throughout the text, you will need to decide how you want its repetitions to be translated. You will be able to choose from three options:


• Propagate backward and forward
• Propagate forward
• No propagation

If you don’t want to put the translation into the memory, you want to re-draft it later for instance, just use CTRL + up or down arrow to navigate up and down through the document. You can go back and edit your translations at any time before delivering the document.

You can also copy the content of the source segment into the target segment by pressing Alt + right arrow.

Use the keyboard shortcuts to insert Translation Memory and TermBase matches that you want to use, and add any useful Terms to the TermBase as you work.

IMPORTANT: Please note that if you choose to work on the XLF export of the file in your own CAT tool rather than work directly in the Online Editor, you should not join or split any of the segments in your CAT tool, as the XLF file will not import back into the Editor. Please also make sure that coding and tags included in the exported bilingual RTF file are modified or deleted.

Revising & Editing

This works exactly the same way as the translation – you work through revising the translation and editing what you feel needs to be edited.

Returning the Job

Before returning a job, whether it’s a translation or a revision, please make sure to run a QA report. ‘Run QA’ function is available from the menu at the top under ‘Tools’. You can opt for either Default or Strict QA. The report will list any potential errors that might need fixing before the job is submitted. Please make sure to address the relevant errors.

Project – At the top of the editor screen is a menu with various functions. To return a job you need to go to
‘Project’ and select ‘Submit job’. If you were revising and editing a translation you will be asked to fill out a short revision checklist when returning the job.

‘Download Preview’ allows you to download the translation done so far in the original file format.

Other Menu Functions

Tools – This is where you can set your preferences for translation propagation, access the spell checker and run a QA report
View – You can hide/unhide confirmed and locked segments and display formatting (this is useful if you want to see if non-breaking spaces have been inserted in the translation)
Help – Access to the TranslateMedia Project Manager’s contact details, a form to report bugs or errors that you experience and a direct link to this guide.


All major browsers support the zoom function to change the view. In some cases, because of the way that the matches are presented you may find you cannot fit everything onto the page in an easy to view format.

Try hitting Ctrl+- to zoom out one step. This will make the text smaller, but it will help create space in the layout for you to view everything.
We use analytics to track the screen resolutions that users of the Online Editor have and we optimise the view and settings for the majority, but we are aware that there are a huge number of different types of device connecting, with different screen sizes.

List of useful shortcuts

Navigate through segments: CTRL + ↑ or CTRL + ↓, Page Up or Page Down

Insert Translation Memory match: CTRL + TM match number

Insert Term Base match: CTRL + SHIFT + TB match number

Copy Source text into Target Column: ALT + →

Confirm Segment: CTRL + ENTER

Subscribe to our newsletter