Batch XLS Export (Enterprise edition only)

It is possible to Export the translatable texts into an Ms-Excel file of several source reports at once, allowing you for instance to send the text that need to be translated to external translators or revisers. Then you can import back the translation using the "Batch XLS Import" function. However, please note that the translator will be translating without context, unless you send him/her a screenshot of the source reports. In addition, the translator will not be able to resize labels, reposition objects... Therefore, you will have to check the formatting and localisation of date, currency and numbers after the import. One way to avoid this, is to ask your translators to use Crystal Translator Freelancer.

Microsoft Excel needs to be installed on the computer you will be exporting from.

To Export translatable texts from several reports at once into an XLS file:

1. Go to the menu Files\Batch Processing\XLS Export... or press Ctrl+Alt+E
   
   
   
   
2. The parameters dialog box will appear:
   
   
   In the Step 1 page, you should select the source reports you want to export.
   You can either select individual reports one by one or a whole folder with its subfolders.
    
3. If you want to select individual reports, then tick the option "individual files" and press "Add..." to select the source reports you want to analyse:

    
   Use the Ctrl or Shift key to select several reports, and press "Open"
   
   

4. The selected reports will now appear in the step 1 page:
   
   To remove a report, select it in the list and press "Remove". You can also use the Ctrl or Shift key to select several reports to be removed.
    
5. If you want to Export a whole folder of reports, then tick the option "whole folder" and then click on
   to browse a folder:
   
   Select the folder to export and press "OK"
   
    
6. The selected folder will now appear in the step 1 page:
   
   If you wish to export the reports in the sub-folders as well, tick the "include sub-folders" option.
   
   IMPORTANT:
   1) Please note that the Batch XLS Import will need the source reports in their original location to be able to verify the translation and thus import it.
   2) The TM database does not store report path but report filename only. Thus the pre-translation works only if all the reports have a unique filename. Thus, ensure that you don't have 2 different reports in 2 different folders with the same filename. If this happen, either rename one of the report or use 2 different TM databases.
    
7. Press "Next" to display the step 2 page:
   
   Select the type of properties you want to export such as "Text", "Text Formula", "Font"....
   For more information about these property types, click here
    
8. Press "Next" to display the step 3 page:
   
   Select if you want to export only the "untranslated" texts or also the the "translated" one for revision for instance. The status "translated*" will include properties from which the translation was saved for another report but could be reuse in the report being analysed, it is recommended that such texts should be revised as the context could be different. You can change the TM pre-translation options to determine if translations can be re-used between reports.
    
9. Press "Next" to display the step 4 page:
   
   Select the target language to export. The reports will be translated into this language and the untranslated text as well as the translated one will be exported (depending on the option selected in step3). It is important to select the language into which the XLS file will be translated into firstly to extract any reusable translation from the TM and secondly to set the input order (right to left or left to right) of the translated column in the Excel file.
    
10. Press "Next" to display the step 5 page:
    
    Press to select a folder and enter a filename to store the XLS file into.
     
11. Press "Next" to start the export. It may take a few minutes to process all the reports. The progress window  indicates the progress of the export. If you want to cancel the export, just press the "Cancel" button and the export will stop after completing the current report.
    
    


12. When completed, Microsoft Excel will be launched and will display the exported file:
    
    
    Compared to the Export of individual report (via the "Edit\Export to XLS" menu), this export includes two additional columns: "filename" in the first column and "report path" in the last column. These columns are necessary for the import process.