Solutions, functions, knowledge

On these pages, we will introduce you to the most important functions SingleFeeder offers and the solutions the system provides as well as background knowledge for technical authoring.

 

Functions

On these pages, we will introduce you to specific questions we had in mind when developing the system and show you how we solved them with SingleFeeder.Are you missing anything? Is there a question or requirement that we missed? Then just contact us. We will be happy to look for a possible solution together with you.

Editors

Use Microsoft Word and Adobe FrameMaker as direct editors with SingleFeeder. SingleFeeder also comes with an internal editor to create simple documents and to display a preview of documents created in an external editor.

With the Word and FrameMaker add-ins - an additional menu for SingleFeeder in your editor - you can open documents directly from the database and save them to the database as well.

In addition, SingleFeeder gives you full control over the import and export from the database. This design gives you the best of two worlds: The full functionality of the editor combined with the benefits of a database to organise your documentation.

Interfaces

SingleFeeder offers the Satellite as an independent software module. With the Satellite, you can retrieve any text from your database for use in a large number of different editors and other software.

Besides Microsoft Word and Adobe FrameMaker as editors with add-ins, SingleFeeder provides interfaces with Microsoft PowerPoint and Adobe InDesign. This will allow you to import and export PowerPoint as well as InDesign documents to and from your database and cover these files with your translation process.

Publishing formats

Re-use sentences and text sections from the database with the Satellite and use them in many different editors. In the respective editor you have its full publishing functionality available. The SingleFeeder Satellite is compatible with many different text editors. Besides the standard editors Microsoft Word/PowerPoint and Adobe FrameMaker/InDesign supported by SingleFeeder, you can also use the Satellite with Windows Editor, WordPad or Notepad++ amongst many others.

Automating layout

The SingleFeeder Satellite is an independent software module to insert content from the database into new documents. In doing so, the attached formatting label, e.g. 'Header' will be inserted into the new document as well. The target document (Microsoft Word or Adobe FrameMaker) will use the formatting label to apply the formatting defined for that label in the editor to the imported text.

Cross media publishing

The SingleFeeder Satellite is a module of the authoring system to give your co-workers access to checked and published texts and images in your database. This will allow you to quickly create new documents from re-usable content - across your entire corporation. This is not restricted to words or sentences, it is also possible to re-use lengthy passages and images from the database. A double click on the respective search result will insert the text into the target document. The Satellite is compatible with many different editors. For example, use texts from your database in your e-mail software, in Microsoft PowerPoint and many different other formats, even in websites.

Changing the layout independently

SingleFeeder provides you with means to create your documents in any layout your editor can produce. To do this, use Microsoft Word or Adobe FrameMaker.

Uniform document structure

Create document templates in your editor. These templates are directly accessible from the SingleFeeder Satellite for any user - if necessary, throughout your whole company. If all users deploy the same template, all documents will be created consistently. Depending on the type of document, you can also define minimum content for your documents. With the SingleFeeder word add-in you can create document templates in Word, insert the content and then save the document to the database. This way, you will be able to create your documents quickly and consistently.

XML

SingleFeeder is an XML-based system. AAll documents in the database are saved as XML data. During import, text and formatting are separated from each other to allow one text to be combined with different formatting. All the documents can also be published as XAML documents. This leaves you completely independent of your current or any other future platform.

In many instances, this design makes it possible to format texts automatically.

Automatic tables

Automatic tables of contents and other tables are easily created with your editor. All the options your editor offers to create tables of contents, lists of images, tables and labelling are available in combination with SingleFeeder as well.

Monitoring links and cross references

With your external editor, you can insert and document links, hyperlinks as well as cross references in combination with SingleFeeder

Using media objects (images)

If your documents contain images, these will be automatically imported together with the document. You can name the images and assign the language.

Cross-language images

You can manage different language versions of an image in SingleFeeder. Depending on the target language you publish your document to, SingleFeeder will insert the images in the respective language.

Importing content

Simply import the content by saving your documents to the database. All the needed meta-information about the document will be extracted automatically. And during importing, content and format information will be separated so that they can be managed independently in the database. The import process is also independent of the document creation, so that you will also be able to import documents created by external authors to your database.

Editing content globally

SingleFeeder manages your data in a central database. Search for individual sentences directly in the database, including the respective translations. If you want to edit many sentences together, simply copy the search results to your internal editor and edit them there or even export to Excel for external editing. Every changed sentence will automatically be updated in every affected document.

Making content available across your corporation

With the SingleFeeder Satellite, an independent software module, you can give anyone in your network access to released content in the database.

Releases

Assign documents or individual sentences individual statuses. For example, sentences that have been proofread can be released for re-use by other authors this way. Of course you can also apply a status to all the sentences in your document with a single step.

Versions for content, documents and modules

Lock sentences, documents and modules with a special status against unintended editing. This allows you to create an individual workflow for your projects.

Organising the workflow

Assign your documents and its sentences individually programmable statuses. You can create any number of statuses using a plain-text description. To refine your workflow, combine different statuses for every sentence and document, if necessary. The status function keeps you highly flexible to adjust the system to your individual requirements and conventions, and even create complete workflows.

Planning, controlling and managing projects

The status function in SingleFeeder lets you manually monitor and control your projects. SingleFeeder allows you to set individual statuses using simple plain text to filter the database view for.

Variants

Use variants to insert alternating text in your document and this way adjust the document content to the actual needs whenever you publish. In Microsoft Word, use the comment function to control variants.

Variants are a helpful feature if you describe series of products that are to a large extent identical and only differ in detail. With the variant management, you will be able to cover all your variants in a single document, making document maintenance substantially easier. The variant function is available for Microsoft Word documents.

Editing content offline

Edit your documents with SingleFeeder also if you have no connection to the database, or no internet connection. To edit documents offline, open them in the editor while online and save them for later editing. When connected with the database again, save the document to the database and SingleFeeder will recognise all existing content from before.

Proof reading and quality checks

Assign content a release status to release the content that passed the quality checks for re-use by other authors. If you also translate the documents you keep in SingleFeeder, you can have the software issue a report after importing the translation file. This report will show you whether the translator left a comment in the work, whether existing translations were reviewed or whether possible text length restrictions have been exceeded.

Reporting

Always keep a perfect overview of your documentation. SingleFeeder can automatically create a number of reports for you:

  • Changed translations
  • Comments from the translators
  • Exceeded text length restrictions
  • Changed source texts
  • Error reports of imported translations

Cross referencing

The cross referencing function of the database will give you a perfect image of how documents, images, modules and variables are linked up across your entire documentation. The function will show you meta information about documents, modules, text blocks, images and variables.

  • Documents: See all images, modules and variables contained in the document at a glance. The overview will also let you know the creation date and the last change date across all translations as well.
  • Modules: See all images the module contains and a list of documents that use the module. The overview will also let you know the creation date and the last change date across all translations as well.
  • Text blocks: See all images contained in the text block.
  • Images: See all documents, modules and text blocks that use the image. In the detail view, you will also see all language versions available for that image.
  • Sentences: See for every sentence in which documents, modules or text blocks it is used and into which languages it has already been translated. Besides this, you can see when the sentence was created, when it was translated into which language and when it was edited last.

Meta information

When saving text to the database, select whether to save it as a document, a text block or a module. JDepending on the format you save your content in, the system will create different meta information, for example, whether the document contains modules or whether a text block contains images. Besides this, the status information about documents, modules and text blocks is available at any time. Organise your database in freely selectable categories. With standardised document names and a clear structure, you will always have a good overview of your data.

Text blocks

Create text blocks for texts you use often and manage them in the database. Using text blocks, you will be able to compile your documents quickly. This function is also available for the editor add-ins.

Modules

Store your modules in the database for best management. Using modules, you will be able to compile documents quickly and globally edit the document content at any time. Opposed to text blocks, modules will be automatically updated after they have been inserted into documents. This will globally update documents that contain an updated module. This function is also available for the editor add-ins.

Using modules

Open your editor to insert modules from the database directly into your document. This is a single-step procedure if you use the add-in. This will allow you to compile your documents quickly.

Finding and listing modules

The SingleFeeder cross reference shows you all modules and their usage in the database. The cross reference window shows all modules used in a specific document with their names. Also, the cross reference window lists all the usages of a selected module. To search for content in a module, simply use the search function in the SingleFeeder main module. To do this, enter a search term in the search field, and SingleFeeder will list all modules that contain the search term.

Show modules

The database view provides a list of all modules saved in the database - clearly arranged according to the file structure. From here, organise the names and categories of your modules. Click on a module to open it in the internal editor.

Granulation

SingleFeeder segments the modules sentence-based. Your benefit from this is that you can create large modules to ease module management. Saving content as individual sentences in the database and linking the respective meta information means that your modules cannot be too big for efficient re-use because you can access and edit individual sentences at any time.

Creating documents from modules

SingleFeeder covers this requirement by the module function. Create individual modules in the database and compile them to create documents.

Translating and localising content

Create your translations of SingleFeeder documents using Microsoft Excel. If you export a document for translation, SingleFeeder creates an Excel file with all the content of a particular document that has not been translated. After completing the translation, re-import the translated file into SingleFeeder. Now the translations are ready for use in the database, and they are linked to the source texts.

Connectivity with translation memory systems

The SingleFeeder database itself serves as a translation memory. This is why you will not necessarily need an additional translation memory. However, it is of course possible to translate SingleFeeder documents using external translation memory systems and import the result back to the SingleFeeder database. This will keep you the benefit of fuzzy matches in translation.

To allow this, we choose to use Excel files for the translations. They will keep you highly flexible, as Excel files can be processed by almost any system on the market. For example, the column containing the text for translation can be copied into the translation memory and processed there.

Importing translation memories

Use Microsoft Excel to import your translation memory into the SingleFeeder database.

Translating with context

The integrated translation management in SingleFeeder is designed to avoid translation repetitions. Decide for yourself, case by case, whether only to export the new content for translation, or whether to include existing translations in the translation file. If you include existing translations, the complete document will be exported. That will allow the translator to see the complete context quickly and possibly edit existing translations. In any case, repetitions will not be included in the translation file. This will avoid differing translations for a single source text.

Finishing parts of the translation early

Exporting translation content to Excel files keeps you outstandingly flexible in your translation process. Decide on demand whether to have a complete document or module worked on by a single translator, or whether to split the document up for several translators to work on it at the same time. You can simply cut parts of the translation file out and assign different priority, for example, to finish certain sections first.

By default, no sentence will be exported a second time for translation, unless you explicitly specify otherwise.

Translating complete documents, modules, or text blocks

The detailed statistics overview tells you which language a document has already been translated into and to what extent. This allows you to select missing translations automatically and only send out the missing portions to the translators. In addition, you can export multi-language projects with many files in batch mode.

Batch mode

Create all translation files of large projects in batch mode. This can be done for export and import of the translation files as well as for the target documents in the different languages. 

Terminology management

Save terminology to your database, making sure your translations are done correctly and consistently. Use lists of pairs with terminology to import them into your database. During import, you can assign the imported terminology to specific areas so that you can cover terminology in different contexts.

Automatically insert the terminology from your database to the translation files and make sure that the translators have the term you want to be used readily at hand when translating. This is particularly recommendable if you work with several different translators or if the time lag between the projects is long.

Language checks and corrections

If you need to check the translations, export existing translations from the database. This gives the translator opportunity to check the translations you have in the database. On re-importing a translated file, you can specify whether existing translations in the database will be overwritten with new ones or whether the changes will be ignored. This will also allow external staff, e.g. from your foreign subsidiary, to review texts and translations at any time later on.

Proofreading loop for the translators

Edit the translated files and re-import them into the database. This will automatically generate a correction report which contains the original and the edited translation. That makes a perfect base for feedback to the translators. Ideally, the translators can import the new translations into their external translation memory and automatically consider the changes for future work.

Calculating translation costs

The detailed statistics overview in the database tells you the expected scope of translations at any time and at a single glance. The overview will quickly show you the expected translations needed for complete projects, showing the percentage per language. For each individual document, it will even tell you how many segments, words and characters are missing for each language. The eliminates the need to create test projects only needed to evaluate the quantity of text. With this, you will have a sound base to calculate your translation costs, even as the project is evolving.

SingleFeeder will keep you in full control over the complete authoring process, including the translations.

Reverting translations

You can edit existing translations at any time. Simply review existing translation files and re-import them to the database. An automatic correction report will show the details of every change made to the translation.

Check the length of translations automatically

If required, SingleFeeder will check the length of a translation coming into the database. If, for example, a short text is 10% longer than the source text, SingleFeeder will issue a report. This report enables you to check the layout of the target document and easily spot headers or image labels that are too long for the layout space.

Restricting translation text lengths

If necessary, you may even restrict the allowed length of translations. In SingleFeeder, enter the allowed numbers of characters for the translation. This will create a formula in the translation file that highlights translations that are too long, so that the translator gets a direct feedback and you can easily check the lengths before importing the translation into the database.

Number of languages

The number of languages you work with affects the licence price. SingleFeeder can handle any number of languages. We provide you with our licence calculator that allows you to calculate your specific requirements.

Directly sending documents as e-mails

E-Mail your documents directly from the database without publishing them to the file system first. In the database, simply select the respective document and set the target language. SingleFeeder will generate the document in the selected language and mail it.

Deleting text globally

Do you want to edit parts of your documents, but they are not modularised?

No issue with the 'Delete sentences' function. Use this function to delete sentences (or individual translations) globally from all your documents.

Index

See how efficient your documentation is

SingleFeeder provides you with a detailed index on your entire documentation, telling you the following:

  • Total scope of your documentation in the source language (documents, pages, sentences)
  • Share of translated content in the database
  • Number of languages you work with
  • Your re-usage rate
  • Your database growth over the past 12 months (documents, pages, sentences)

Compare this data to your budget planning to see how you are doing and use this as a basis to make your documentation more efficient.

Goal-oriented and compatible

Once you find the same texts in translation for the second or even third time, you will note how crucial a well-thought translation management is. SingleFeeder will give you a transparent overview and full control of all your translation processes. Every translated document is exported to an Excel file: 1 the ID number of the text in the database, 2 the source text, and 3 a copy of the source text to be overwritten. This means the translations can be prepared by any system that can read Excel files. By controlling which text segments will be exported for the translation agency to work with, you can make sure that only the necessary texts are touched. There will be no unnecessary costs for multiple translations or handling existing translations anymore.

Transparent processes

Besides an unlimited number of languages, the system provides a range of helpful management functions. For example, the statistics will tell you precisely and at all times how much translation work you can expect for an individual document or a whole group of documents. Smart database design guarantees a flexible workflow and assures quality at the same time. Correction reports will give transparent information about edited source texts and translations alike to give you access to control your work at any time during the process. This makes your translation process very efficient, for example, it will allow you to start the translation with parts of documents that are already complete, while you still work on other parts. Possible changes are easily covered with a few mouse clicks later on.

Integrated translation memory

The SingleFeeder database will assume the function of your own translation memory. It also allows you to manage your terminology and will automatically insert the terminology into the translation files. This will prevent differing translations for identical content, even if several translators work on your projects at the same time. This will maintain consistency and quality.

 

Single source publishing

That means every image or sentence is saved to the database only once. And this is the basis for so-called single source publishing and document management. A major benefit of this is that it enables you to make global changes to your documents in order to maintain them. From this point on, you can use your content in any number of documents and, for example, correct typing errors in all documents with only a few mouse clicks. Besides this global access to your documents, you can of course access every individual document to add new content, for example, at any time.

Flowing with your structures

Thanks to SingleFeeder, you will now find any text in seconds an re-use it. The database is very flexible and its structure can be adjusted to your existing file structures at all times. Create the structure of your database to match the organisation of files on your file system. That will give you a flowing transition to use the new system. Besides this ease, helpful managing function perfectly round off your workflow.

Translation management

Save your cash with the integrated translation management. Redundant repeated translations are finally banned thanks to this intelligent function. SingleFeeder identifies just those texts that are not language neutral and that have actually been changed. This will substantially reduce your translation costs and leave you in full control of your entire authoring process.

 

Highlight benefits

  • Consistent translations of text and terms
  • Match translation processes at all times
  • Edit your source text also during translation
  • Merge translations at any time
  • Insert text into the translation at later stages
  • Integrated translation memory
  • Statistics for every translation work
  • Perfect overview of your complete technical documentation
  • All information in a single central spot
  • Global change management for great time savings
  • Easily update all documents with modified product descriptions
  • Make legally required adjustments globally
  • Correct typing errors in all documents with only a few mouse clicks

Large system for little money?

Wondering whether there is an authoring system out there that gives you full functionality at a licence price that precisely matches your use of the system?

Be surprised about the answer. Show presentation (German)

Well organised documentation - Setting up workflows

In this presentation, learn how to track the status of all your documents.

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Think English and write German?

In this presentation, learn how to create a foreign-language text using terms of your own language.

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Systematically cutting translation costs

In this presentation, find out how our system will help you easily and efficiently reduce your translation costs.

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SingleFeeder GmbH

Hildesheimer Str. 86A
30169 Hannover

Sales and marketing: Mirea Raap

E-Mail: sales@remove-this.singlefeeder.de
Phone: +49 (0)511 450 3725

Managing Director: Matthias Heine

E-Mail: info@singlefeeder.de
Phone: +49 (0)511 450 3635

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