This technical note explains how to upload multiple documents into the Lexbe eDiscovery Platform (LEP) that have been translated on a local computer using a third party translation tool or human translation. Once uploaded, the translated version of each document will associate with the foreign language and
other versions of the documents in the Document Viewer. See Translated View for more information. Bulk upload of translated documents is an alternative to manually uploading translated documents one-at-a-time in the Document Viewer. Note. Only Power and Account Admin users have the user rights to bulk upload translated documents. The following workflow requires some Excel skill and expertise. Professional Services is available to assist or provide custom training (billable hourly). Suggested Workflow for Bulk Upload of Translated Documents Identify Documents to be Translated From the Management->Manage Custom Doc Fields page, create a custom coding section/field to tag documents to be translated. For example, Coding Section: Translation Workflow and a Custom Coding Field: Docs to Translate. To track the reason for translation create a custom text field: Reason for Translation. Code documents for translation from the Document Viewer one-at-a-time. Code many documents simultaneously using the Multi-Doc Edit feature from either the Browse or Search pages. Filter Documents Prior to Download
From Browse, display the custom coding field/columns: Translation Workflow.
Apply the filter: Docs to Translate = checked to show only those documents. For QC purposes, display the fields/columns for Title and Original Title. Download Documents to Translate to a Briefcase
Download the original foreign language versions of the documents to translate offline as follows: Select All Docs from Browse, click the Export to Briefcase button, and save to the local computer. Also export to an Excel spreadsheet the same documents exported to the Briefcase for translation (Export Log to Excel). Translation with Local Software/Services Translate each foreign document using local software or human services. Make sure that none of the translated PDF files are corrupt, password protected, print restricted, extraction restricted, etc. Save the translated documents to a sub-folder called TRANSLATED (title in CAPS). Do not add numbers or letters to the title. Create a Load File to Merge Translated Files using a Custom Excel Spreadsheet
Save the Excel spreadsheet to local computer. Rename the Excel spreadsheet using the naming format: ".mergemapping.xlsx" (e.g. Translateddocs.mergemapping.xlsx). The file must be in an Excel format with an XLSX extension, supported by the last two versions of Excel (2010 and 2013). The naming format must be followed precisely as outlined above to properly load and merge the translated files. Open the sheet. Review and keep only fields/columns Doc Id and Title. Copy to Column B in Excel (Title) the exact title of the translated documents saved in the TRANSLATED sub-folder and remove from the spreadsheet the foreign titles. The Doc Id field will map both versions to the case in LEP. Remove the first row (headers) from the spreadsheet and keep only the rows of documents and two columns. Save the Excel spreadsheet to a sub-folder called LOADFILES (title in CAPS).
Create a Unique Folder Structure Prior to Bulk Upload TRANSLATED: Includes all the translated files originally downloaded from LEP. LOADFILES: Includes the file mapping Excel spreadsheet. The load file must be saved as an Excel spreadsheet and the file name must end with the extension ".mergemapping.xlsx" (e.g. Translateddocs.mergemapping.xlsx). The Excel file will need only columns of data, no headers. Column B must match the same document titles from the TRANSLATED sub-folder or the load will fail. Compress the sub-folders mentioned above into one ZIP file. The compressed ZIP file format must have the file name ending with the extension "filename.mergedocs.zip" (e.g. BulkTranslated.mergedocs.zip). Bulk Re-Upload the Translated Documents Go to the Case->Add Case Documents
page and click the Upload button to open the Upload Dialog Box, then click the Add Files button to select the
bulk of translated documents (e.g. BulkTranslated.mergedocs.zip). Click on the Processing hyperlink at the top right of the screen to receive an email notification when the processing/upload is completed. Wait for the upload process to finish before QCing or uploading more batches of files. Generally, a bulk upload of translated documents will only take a few minutes to compete. Conduct Quality Control of Upload Documents Go to the Browse page and display the built-in field Is Translated and
the custom field section Translated Workflow (this will display the
custom field Docs to Translate).
Filter on the documents tagged as Docs to Translate = checked. The two fields should both be checked for all documents. This will indicate a translated document successfully imported for each document. Check this from either the Browse view or by selecting all records and downloading an Excel log. To review files, click on a title link to view in the Document Viewer. Inspect the original version under
the PDF tab. The translated version displays under the Translated tab. Go back to the Browse page and untag the translated documents recently uploaded using the Multi-Doc Edit feature. Select all documents uploaded and Multi-Doc edit Docs to Translate = unchecked.
Repeat the steps outline above for future bulk uploads of translated documents. Other Bulk Translation Items Translation Workflow Translation Workflow - Computer Translation of All Foreign Documents followed by Human Translation of Key Documents. See Translation Workflow for more information. Delete Translated Documents Delete translated documents (one-at-a-time) in the Document Viewer->Doc Tab, section Translation. Instead of deleting individual files from the Document Viewer->Doc tab, the user may replace an entire bulk of translated documents uploaded by following the steps described above. Alternatives to Bulk Upload of Translated Documents LEP permits the user to upload one document at a time from the Document Viewer->Doc Tab. Contact your Sales Consultant for an Auto-Translation Services quote. |