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How to handle source file addition or replacement

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Last updated: Mar 11, 2024 by Consoltec editor
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Once a GroupShare project is created, it is not possible to change its language pair, project template, translation memories or documents from FlowFit. GroupShare source document addition or replacement is only possible within the Trados Studio desktop application, with project management rights.

Additional file or new file version in FlowFit.
How to sync. it with GroupShare (without using Studio)

When a new source file is added to the FlowFit project, or a new version of a source file has replaced a previous version (file update), such file change in FlowFit cannot be reflected in the existing attached GroupShare project.

The current GroupShare project must be detached or deleted, and a new GroupShare project must be created with all relevant documents (tick or untick files in the Create Project pop-up window):

 

Additional file or new file version in FlowFit. How to add it in Studio.

GroupShare document addition or replacement is only possible within the Trados Studio desktop application, with Trados file project management rights.

 

Step 1/4: Add a new source file or replace a file version in FlowFit

  1. Open your FlowFit Project Documents tab

  2. Use the ‘’Add new document’’ icon on the top-left corner to add a brand new file

  3. Use the ‘‘Add new document version’’ option from the existing source document hamburger menu, if you’d like to replace an obsolete document by its new version

     

  4. Download these new source documents from FlowFit: they have been automatically renamed by FlowFit, so it will be best to add those renamed files in Studio.

 

Step 2/4: Create/Check workflows for the new or updated source files

 

A source document which has been replacing a previous version of it may already have a workflow.

A workflow must be created for all new source documents which do not yet have a FlowFit workflow.

  1. In your FlowFit Project Documents tab, select the new source documents and manually create a Trados workflow for each of them.

  2. In your FlowFit Project Tasks tab, ensure that all documents which will be part of the GroupShare project have a corresponding FlowFit workflow.
    Ensure that document names, workflow names, workflow language pairs and task assignees (=GroupShare users assigned to GroupShare tasks) are all accurate.

Step 3/4: Add new documents in Studio

We recommend giving the exact same source document names in both FlowFit and Studio”.

Adding documents first in FlowFit, then downloading them and adding those in Studio, will ensure to keep the same naming convention.

  1. Add new documents in the GroupShare project using the Trados Studio desktop application.

  2. Generate target files from Studio and open them to check their contents, to ensure that the new files are well prepared for the translators.

  3. Ensure all files are ‘’checked in’’ on the GroupShare server, therefore available to other users.

 

Step 4/4: Attach new GroupShare documents in FlowFit

  1. In the FlowFit Project Information tab, click on the ‘’GroupShare Attachment’’ button.
    The “GroupShare Attachment” functionality can be used as many times as necessary to attach or reattach GroupShare documents and synchronize them with FlowFit.

     

  2. Use the GroupShare target document matching section to make sure that all GroupShare project target files (.sdlxliff files) are correctly mapped with their corresponding FlowFit documents.

  3. Once all documents have a green checkmark in the Match column of the second section, click on the blue Attach button to complete the GroupShare project and .sdlxliff files attachment.

  4. Once all GroupShare files attachment is successful, a green confirmation message will appear on the top-right corner of the screen.

  5. The new GroupShare analysis will be available in the FlowFit Project Documents tab, with the updated detail of all files contained in the GroupShare project and synchronized with FlowFit.

Updated file in GroupShare.
How to attach it to FlowFit (without using Studio)

 

If a document contained in the GroupShare project is different than the one in FlowFit (for example, if the ‘’version 2’’ of a file has been added to the GroupShare project, but it is still the obsolete ‘’version 1’’ kept in FlowFit), the updated GroupShare file must either:

  • be added to the FlowFit project (see the ‘’Additional file in GroupShare’’ previous chapter)

  • be replaced in the Documents tab of the FlowFit project, as described below.

  1. Open your FlowFit Project Information tab and locate the GroupShare section

  2. Click on the green GroupShare Attachment button

     

  3. Step 1/4: Check if all files contained in GroupShare pair up with those in FlowFit

    Use the Attach GroupShare project popup window to have a full visibility of all files contained in the GroupShare project.
    The “GroupShare Attachment” functionality can be used as many times as necessary to attach or reattach GroupShare documents and synchronize them with FlowFit.
    If you see more .sdlxliff files than there are source documents in your FlowFit project, or if there is a mismatch between .sdlxliff file names and the FlowFit source documents names, take note of the exact .sdlxliff document names and adjust accordingly in FlowFit.

  4. Step 2/4: Rename or replace the updated source file in FlowFit

    In your FlowFit Project Documents tab, rename or replace the source document (i.e. ‘’FileVersion1.docx’’) which needs to match the updated GroupShare document (‘’FileVersion2.docx’’).

     

  5. Step 3/4: Create/Review the Trados workflow for the updated FlowFit source file
    In your FlowFit Project Tasks tab, ensure that the Trados workflow is linked to the source document you have renamed or replaced. The document name you see under the workflow name must reflect your changes and match the corresponding GroupShare document name.
    Use the workflow burger menu to adjust if needs be: you can reuse an existing Trados workflow and replace the document it is attached to, by choosing the Replace document, Detach document, Link a version options.

     

  6. Step 4/4: Synchronize FlowFit and GroupShare documents
    In the FlowFit Project Information tab, click on the ‘’GroupShare Attachment’’ button.

     

  7. Use the 2nd GroupShare target document matching section to make sure that all GroupShare project target files (.sdlxliff files) are correctly mapped with their corresponding FlowFit documents.

  8. Once all documents have a green checkmark in the Match column of the second section, click on the Attach button to complete the GroupShare project and .sdlxliff files attachment.

  9. Once all GroupShare files attachment is successful, a green confirmation message will appear on the top-right corner of the screen.

 

Additional file in GroupShare.
How to attach it to FlowFit (without using Studio)

If more documents are contained in the GroupShare project than in the FlowFit project (for example, if an additional extraction file has been added to the GroupShare project), the additional GroupShare file must be ‘’attached’’ to the FlowFit project to ensure the FlowFit/GroupShare synchronization.

  1. Open your FlowFit Project Information tab and locate the GroupShare section

  2. Click on the green GroupShare Attachment button

 

 

Step 1/3: Create the missing source file in FlowFit

  1. Go to the FlowFit source document creation section. This section will only be visible if more documents are contained in the GroupShare project than in the FlowFit project.
    If this section does not appear, either no additional GroupShare documents are available, or they have already all been correctly attached to the FlowFit project and there are no extra steps to take.

  2. For each GroupShare document (.sdlxliff file) to synchronize with FlowFit, tick the corresponding ’’Create in FlowFit’’ checkbox to generate a new source document in FlowFit, then click on the ‘’Attach’’ button.

 

Step 2/3: Create a Trados workflow for the new source file

 

In your FlowFit Project Documents tab, select the new source documents and manually create a Trados workflow for each of them (as described in the ‘’Create/Review the Trados workflow and tasks’’ chapter).

 

Step 3/3: Synchronize FlowFit and GroupShare documents

 

  1. In the FlowFit Project Information tab, click on the ‘’GroupShare Attachment’’ button.
    The “GroupShare Attachment” functionality can be used as many times as necessary to attach or reattach GroupShare documents and synchronize them with FlowFit.

     

  2. Use the GroupShare target document matching section to make sure that all GroupShare project target files (.sdlxliff files) are correctly mapped with their corresponding FlowFit documents.

  3. Once all documents have a green checkmark in the Match column of the second section, click on the Attach button to complete the GroupShare project and .sdlxliff files attachment.

  4. Once all GroupShare files attachment is successful, a green confirmation message will appear on the top-right corner of the screen. The analysis of the attached GroupShare document will also become available in the FlowFit Project Documents tab.

How to handle source file addition or replacement - FlowFit User Documentation - Confluence (atlassian.net)

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