System Settings: DST > Word 2000-2003

If certain parts of a Word document or the images contained in it should be hidden from the translator in crossDesk or indicated as locked, you can create templates defining how they appear in crossDesk. Their representation can be based on Word styles or be accomplished by using regular expressions.

You can select the templates while setting up a project.

Creating and deleting templates

In order to create a new template, click New, enter the name of the new template and confirm with OK. You can enter additional information on the respective template into the Description field. Click Delete to remove the selected template from the list.

The standard Word template as well as all newly created templates already contain the tags that can be used by default in Across in order to edit Word documents even before they are checked in, i.e. outside Across.

The Customize Word settings Section

The display of entire paragraphs or just characters and words in crossDesk can be controlled either via the styles used in the document or by the use of regular expressions.

In the Customize Word settings section, you can determine how various components of Word documents are to be displayed in crossDesk. It is possible to specify that text which has a certain paragraph style assigned to it should not be translated. You can also specify whether or not these paragraphs will be visible for the translator.

By clicking Add in the Customize Word settings section, you can add a style or a section (Context) to the currently selected template and for this style you can select how it should be displayed in Across.

Adding styles

First enter the name of the style, being careful to write the name exactly as it appears in Word. Then define whether the style will be a paragraph or character style and select how it should be displayed for the translator in crossDesk. In the case of paragraph styles you can specify whether the style will be classed as normal, locked, hidden or ignored. If you select Ignored, that particular style will not be considered when checking in the document, which takes pressure off system resources, but also means that it cannot be viewed by the project manager or made visible at a later point. In the case of character style you can select between read/write (i.e. display as editable field) and write-protected (i.e. display as placeable).

Attention

Please note that you can only block or hide entire paragraphs in Word, not individual characters or words. However, by using character styles, it is possible to display characters or words as placeables or editable fields (see above).

Use regular expressions.

Additionally, you can select the Context option under Style in order to lock, hide, or ignore paragraphs of the Word document by using e.g. regular expressions in crossDesk. For example, a paragraph that merely consists of a single number can be rendered through the characters ^[0-9]+$. Using this method, all paragraphs that only contain one simple number will be represented in the desired form.

Attention

Please note, that the regular expression [0-9]+ will match all paragraphs containing a simple number and not consisting of a simple number only.

Click ... to check whether the regular expression has been formulated correctly. On the one hand, you can check whether the syntax of the regular expression is correct. On the other hand, you can enter sample strings to check whether the regular expression correctly represents these sample strings.

Importing Word documents

Via Load you can select a Word document with a style that will be subsequently imported and inserted in the template. Then you can define how the respective styles are going to be displayed in crossDesk.

In the case of paragraph styles (icn_dst_word_absatzformatvorlage) you can select whether they should be displayed as Normal, Locked, Hidden or Ignored.

For character styles (icn_dst_word_zeichenformatvorlage), you can define whether these should be displayed as normal, as placeable (i.e. as a gray field that cannot be changed and can only be copied into the target text), or as an editable field.

Icons of the Word Templates

The following icons are used to display the templates:

Icon
Description
icn_dst_word_absatzformatvorlage
Paragraph style
icn_dst_word_zeichenformatvorlage
Character style
icn_dst_excel_kontext
Context
icn_dst_excel_bilder
Images
icn_dst_excel_objekte
Objects
icn_dst_excel_tabellenblatt
Document properties

Hiding Elements

For each style template and for elements and objects, you can select individually whether they are displayed in crossDesk and can be edited.

By default, images and objects are ignored at check-in. Please change this setting if you want the images and objects to be available in Across.

Objects are elements that require the use of an external application, e.g. an image processing program for non-embedded JPG files, in order to edit them. Images are elements that can be edited within Word, e.g. embedded graphics.

The Advanced Button

Using the Advanced button, you can determine whether and which document properties (see above) are to be entered in the properties of the current version.

Moreover, you can select the parsing mode for the processing of spaces.

Example sentence:

cDesk_word_erstes-zeichen-anders-formatiert

The first space in the sentence is red, i.e. it is formatted differently than the rest of the sentence.

The parsing modes proceed in different ways:

Mode
Description
Smart
The procedure to be followed is determined anew for every sentence. The following criterion is applied: if there is only one formatting area for a sentence, the Fast mode will be used, i.e. in the example sentence, the different formatting of the first space would be lost. If, however, a sentence contains several formatting areas, the Full mode will be used, and every space will be checked.
Fast
Not all spaces are checked. The information about the formatting of the spaces results from the formatting of the other formatting areas of the sentence. For the example sentence, this would mean that the formatting information of the first space would be lost, because apart from the first space, the sentence only has one formatting, i.e. only one formatting area.
As the name suggests, this mode is the fastest mode for processing Word documents.
Full
The formatting of every space of the sentence is checked and processed accordingly.

If you are sure that the formatting of spaces does not have any special function or meaning in your documents, you can use the Fast mode.

Additionally, you can select an editing mode for editable fields. Across enables the translation of certain elements in Word documents, such as hyperlinks and index entries, by means of editable fields. Editable fields appear in the form of green boxes in crossDesk. To avoid editable fields, you can generate separate paragraphs instead.