Proofreading Tool User Guide

Proofreading Tool User Guide


InstallationPlease contact CBG for details on how to obtain and install the CBG Proofreading Tool. Once you have it installed, it will automatically update when new versions are released.


OverviewCBG proofreading tool is standalone tool for external and internal users that don't use Transtool but perform review/revision work on ORG/TRA job files.


Opening a document

  1. Start the program by double-clicking cbgpread.exe.
  2. Open menu “File” > “Open” and select the document (.org file) to proofread.

The material is divided into segments. The text starts on segment 2.

In the Proofreading tool, there are several windows.

In the center you can see the current segment, the original to your left, the translation to your right. You are only able to amend the translated text, not the source text. You can only amend the current segment. Do not include any extra comments here. Only make necessary changes to the text, so the result is what should be used in the final product. Your changes should follow the source text. Do NOT delete or change any codes or special characters found in the material.


The toolbar

 By clicking the up and down arrows (or by using the commands [Ctrl]+[Up] and [Ctrl]+[Down]) you can go to the segment before or after.

The third button from the left is used to go to a specific segment number.

 The fourth button is used to skip the duplicate segments, the 100% match segments will still be visible.

 The fifth button affects which segments are visited. When depressed, only segments which were not 100 % matched are visited. By default, the button is not depressed, and all segments are visited.

The next button opens the search dialog.

 The next button is used to hide tags and other codes in the segment. Note that when the button is depressed, the text becomes read-only. It can only be used for visualization purposes.

 The last button is used to display images related to the current segments (see screenshot below).


On-screen informationAt the bottom left, you can see on which segment you currently are, and how many segments there are in total.

If there is a message for the current segment, and if this message does not appear completely because it is too long, you can click on it and a window will appear with the full comment.

In the bar where it says “Current segment”, you can find information for some segments.

The colour represents:

Current segment This means that the segment was a new translation.

Current segment - Duplicated of #XX
(where XX refers to the parent segment)

This means that the source text of the current segment appeared in a previous segment (the parent) in this job, so the translation has automatically been copied from the parent segment. The segment was locked for the translator (for consistency), but sometimes duplicate segments need to be different from their parent segments due to the context.

Current segment - Similar of #XX
(where XX refers to the parent segment)

This means that the parent segment is almost the same as the current one. It is marked to keep consistency in the translation as much as possible.

Current segment - Full match

This means that the translation for this segment comes from our translation memory and was locked. Our translator did not revise it.

Current segment - Fuzzy match

This means that part of the segment was found in our translation memory. Since it was not a 100% match, the translation had to be updated according to the source text.

Current segment - Blocked/ignored

All the segments marked in this way are locked and do not have to be translated. Since they are part of the source text, they appear in the document, but you do not have to do anything. Skip them.


The length restrictions barThe length restrictions bar displays information regarding the restrictions of the current segment. If a segment exceeds the length limit, the bar will turn red.


Images and HTML reference materialThe “View” > “Images and HTML” function opens an image/HTML viewer. If the current paragraph has any reference image or HTML file that could provide some extra help to the translator, this image or HTML file will be displayed in this image viewer. When proofreading the “Images and HTML” window will open automatically on paragraphs with images, and close on those without. If the new menu option “View” > “Automatically show images and HTML” is unchecked, the reference window will not open. The setting is not remembered between Transtool sessions. If a specified image is not found, an error message is shown in the reference window.


CommentsComments can be added for segments.

  1. In any segment, press [Ctrl]+[F2] to open the “Segment comments” dialog window (see screenshot).
  2. The window shows earlier comments at the top. The latest comment is at the bottom.
  3. The cursor is automatically placed in the “Add comment” text box.
  4. When a comment has been written, use [Ctrl]+[Enter] to add it and close the window, or [Ctrl]+[Shift]+[Enter] to add it and keep the window open.
  5. Click “Close” to close the window. This will save the changes (added comments). Using [Ctrl]+[Enter] with no comment text has the same effect.
  6. Click “Cancel” or press Escape to close the window without saving any changes.

 It is possible to edit the comment. Click the “Edit” button, in the comment window (see the image below) select the comment you want to edit and click “OK”.


Exporting corrections/commentsWhen you are done with your revision, you can export all comments through the menu item “Tools” > “Export corrections/comments...”.

You will get an Excel XML file that you can then open in Microsoft Excel. This report contains only the segments that include a correction or a comment (corrected duplicates are not exported, unless there is a comment). The exported file includes a column with word support, paragraphs with changes in the translation, paragraphs with comments and paragraphs with WS suggestions.


Colours explanationWhen exporting comments (menu "Comments" > "Export corrections/comments"), paragraphs will be coloured grey if they are locked (100 % matched) and pink if they are fuzzy (fuzzy matched, similar).


Initial translations in the comment reportWhen exporting comments (menu "Comments" > "Export corrections/comments"), there is a column that contains the old translation from before proofreading.

Note that the rules for what is considered to be the old translation are a bit complicated, and could lead to confusion.

  • Every time a paragraph is changed and saved, the previous version of the text is saved in the TRA file.
  • As of this version of CBG Proofreading tool, the paragraph history includes the information that this change was made in CBG Proofreading tool.
  • In order to find the version of the paragraph from before CBG Proofreading tool, the export looks at the history and finds the latest version that was not edited in CBG Proofreading tool (i.e. that was edited in Transtool).


  • It does not work with documents edited in earlier versions of CBG Proofreading tool.
  • If the translator writes "X", the first proofreader changes it to "Y", and the second proofreader changes it to "Z", then the export will show "X" as the initial translation.
  • If the translator writes "X", the first proofreader changes it to "Y", then a translator change the paragraph in Transtool to "Q", and then finally a proofreader changes it to "Z", then the export will show "Q" as the initial translation.


The terminology and segment history windowsThe terminology and segment history windows are located on the right side of the window.

The terminology window displays the terms translators were provided with (word support).

The segment history displays the older versions of the segment and the changes made in CBG Proofreading tool can be compared. The A, C, P buttons toggle between comparing to current text and comparing to previous text while the green check-button reverts the current text to the one selected in segment history.

Only versions created after a certain time will be shown. That certain time is the first time the document is opened in CBG Proofreading tool. The time is saved with the document, so if it's closed and reopened, the first time is remembered.


Review help windowIt is possible to show text in the Review help window that could be helpful for the reviewer. For instance the translation to the additional language can be displayed.


AB Volvo gradingWhen a document is closed in CBG Proofreading tool, if the feature is enabled then the tool will ask "Are you finished?". If the user answers "Yes", then they are required to grade the translation. The grade can be viewed/edited from both Transtool and Proofreading tool.


Quality assurance metricsThe only quality assurance metrics standard available at the moment is the J2450 standard.


J2450Adding J2450 dataIf J2450 is enabled, when a comment is added to a paragraph in the Proofreading tool, there is a non-obligatory option to specify the category and severity of the error being flagged. For example:

In the example above, the user has found a spelling mistake that he/she considers serious.

On clicking "Add comment and close" or "Add comment", the comment and the J2450 details are saved to the Transtool file.

If the category is not specified, the severity value will not be saved. If the category is specified but the severity is not, the user will not be able to save the comment. Also if there is no comment added, only a category, the user will not be able to save the error/comment.


Export list of correctionsIn Transtool in the "CBG Tools" menue, there is an option "Export J2450 corrections..." This option creates an HTML file which contains a list of the corrections along with the J2450 details of each one.


Export quality reportThere is an option in the Proofreading tool (Comments->Export J2450 quality report) and in Transtool (CBG Tools menue->Export J2450 quality report). This option creates an Excel file which contains the quality report. The user still has to fill in some of the fields to complete the report:

  • Customer reference
  • Document type
  • Subject area
  • Translator
  • Reviser
  • *Quantity of words in source text - this value should be set to the number of words that have been proofread, not necessarily the total number of words in the file

*The last value is the only essential one in order to calculate the final score.


Word support change suggestionsThis feature is available in both Transtool and the CBG Proofreading Tool.

If the document was exported with WS suggestions enabled, then the user can right-click in the WS to get a context menu with four options:

  • View suggestions (disabled if there are no suggestions yet)
  • Suggest new term
  • Suggest modification (disabled if no WS term is selected)
  • Suggest removal (disabled if no WS term is selected)

All options open the same dialog with slight differences:

  • At the top is a list of suggestions. Right-clicking on a suggestion gives the user the option to "undo" it. Choosing this will remove the suggestion immediately.
  • If one of the "Suggest" items was selected, a term pane is shown with source and translation text boxes.
    • "Suggest new term" - text boxes are empty
    • "Suggest modification" - text boxes are filled in with the selected term
    • "Suggest removal" - text boxes are filled in with the selected term, and read-only
  • At the bottom are two buttons to close the interface
    • The first button changes caption depending on the action it performs.
    • Cancel closes without suggesting anything. Note that "undo" isn't cancelled.

Suggestions are document-wide, but TT and PRT keep track of in which paragraph the suggestion was made. If there are any WS suggestions in the document, then "Comments" > "Export corrections/comments" will add a column for WS suggestions. A suggestion is exported for the paragraph where it was made (even though it is document-wide). All paragraphs with WS suggestions are included in the export.

Saving and deliveryWhen closing the program the .tra file will be automatically saved and updated.

Please deliver only the .tra file to us.