Working on post-layout check tasks

Guideline contents:

Why is the post-layout check not a linguistic step?

How to complete a post-layout check (PLC) task?

PLC task workflow and checklists

How to mark up a PDF in a post-layout check task?

What is a post-layout check (PLC)?

When our clients need fully formatted content for print, such as product catalogs, manuals, brochures, and promotional materials, we provide Desktop Publishing services after the translation is completed.

We follow the translation workflows to the letter in our CAT tool, leveraging all of the linguistic benefits of this including translation memories, terminology, concordance search, structured reviews, etc. Only once the translation workflow is complete is the content exported and sent to our Desktop Publishing team for final layout and formatting.

Post-layout check is a review of the final translated and fully formatted PDF file against the source file made by a linguist to spot errors in content completeness and accuracy (deletions, insertions, faulty replacements/hyphenations/line breaks) that might have been introduced during the typesetting stage.

Key steps to follow:

• Review translated materials that have undergone DTP/layout work to spot errors in content completeness (deletions, insertions, faulty replacements) that might have been introduced during the typesetting stage
• Adhere to Unbabel’s generic PLC checklist as well as task instructions and reference material we have provided
• In case of content completeness errors spotted:
  • Insert comments in the typeset files following Unbabel’s standard guidelines for the DTP team to address these in the project deliverable 
  • Follow specific instructions on how to provide feedback as shared with you on the task
• Do not provide linguistic feedback (i.e. feedback on the quality of the translation) as part of this task. Any linguistic amendments should have already been addressed as part of the translation/review task.

On occasion, you are expected to:

• Provide a shorter version of a translated phrase to fit layout restrictions.
• Assess linguistic changes requested by the client following the DTP provision, and if they are of a confirmed and/or preferential nature, inform the PM so a project TM update can be arranged.

Why is the post-layout check not a linguistic step?

As the post-layout check takes place in the final PDF file not in the CAT tool, it is not suitable for introducing linguistic changes that may introduce Project or Translation Memory match inconsistencies or those that do not meet the terminology requirements of the client.

If you do spot any linguistic errors, you will need to mark them up as per the PLC mark-up guidelines and you must also inform the Project Manager that your review includes linguistic changes. 

How to complete a post-layout check (PLC) task?

When completing a post-layout check task you will be provided with a copy of both the fully formatted PDF source and target files.

In the review you are checking the target file layout against the source file, comparing the translated materials that have undergone DTP/layout work to spot errors in content completeness (deletions, insertions, faulty replacements/hyphenation/line breaks ) that might have been introduced during the typesetting stage.

It is important that you review the target file with a keen eye to spot any of the following:

• All text is translated unless otherwise instructed.
• If any text from the source file is missing, truncated, or incorrectly hyphenated.
• If the target text is too long for the allocated space.
• All reference and appendices numbering or lettering is correctly sequenced, e.g. 1, 2, 3, or A, B, C, etc.
• Any symbols in the source file are reflected in the target file.
• Any trademark symbols used reflect the placement and formatting of the source e.g. superscript or subscript.
• For Chinese, Japanese, and Korean target files the last line does not contain only a single character.
• For Polish, Czech, and Slovak target files text lines do not end with one or two letter words.

How are post-layout checks assigned and performed?

Post-layout check tasks are offered via Port and the time is calculated as a percentage of the time required by DTP to perform the file layout.

Post-layout checks are a single and final review round and as always accuracy and completeness are of utmost importance.

After you have accepted a post-layout check task, the final formatted PDF target file and the source file will be sent to you securely for review.

What software is required for a post-layout check?

To correctly mark up any changes required you will need to use Adobe Acrobat Reader.

If you don’t have Adobe Acrobat Reader, you can download it for free from the Adobe website (https://acrobat.adobe.com/us/en/acrobat/pdf-reader.html). You can save the installer and run it either from your download bar, download folder, or the location where you saved it. When the installation is completed you can start Adobe Acrobat Reader and use this to open the formatted PDF files to perform your post-layout check tasks.

What to do when you notice errors?

If you notice any errors, these must be marked up in the PDF by following the instructions in How to mark up a PDF in a post-layout check task. It is important to always use the correct type of mark-up for the error that you have spotted as Desktop Publishing Artists may not be speakers of the target language.

Corrections sent as text via email, screenshots, or handwriting on printed versions are not accepted. Any changes submitted like this will be returned to you to be correctly implemented in the PDF.

You will need to save your changes in a copy of the target file with the text <_reviewed> at the end of the file name.

How to finish your task

Once you have completed your post-layout check and correctly marked up the target file with any required amendments (following the instructions on How to mark up a PDF in a post-layout check task?) please return the file to the Project Manager using the same secure method that was used to send the file to you.

You must also inform the Project Manager if your marked-up file includes any corrections for any linguistic errors. 

If you have completed the check and there are no amendments to be made, simply email the Project Manager to confirm that the target file is 100% correct and that no changes are required.

You can also mark your task as Finished in Port to help with your task management.

Always remember to delete copies of any client files once you have returned the final files to Unbabel.

PLC task workflow and checklists

Summary checklist to use when working on a post-layout check task.

Note: If you have any project-specific communication or queries please contact your Project Manager, these must never be added in the post-layout check.

How to mark up a PDF in a post-layout check task?

The following are the types of changes to mark up along with instructions on how to mark them up using the Adobe Acrobat Comment toolbar.

• Open the Comment toolbar to mark up your changes.
• Save your reviewed file with _reviewed added to the file name.
• Delete text using Strikethrough.
• Replace text using Add note to replace text.
• Insert new text using Insert text at the cursor.
• Mark up formatting changes using Highlight.
• Mark up layout changes using Sticky notes.

Remember when working on PLC tasks…

• Always use the correct mark-up tool for any changes that need to be implemented.
• Only use the correct tool for each change to be made.
• Do not use more than one tool to mark up a single change.
• No additional text needs to be added and no explanation for the changes is required.
• When inserting text only add the text to be inserted, do not add any additional instructions.

Open the Comment toolbar to mark up your changes

To mark up any changes you will need to use the Comment Toolbar.

Once you have opened the target PDF file in Adobe Acrobat Reader:

1. Select Tools.
2. Select Comment.

The Comment toolbar will now be displayed above your file and you are ready to start marking up your file using the tools listed below.

Save your reviewed file

Ensure that you always save your change to a file with the words <_reviewed> at the end of the filename and before the file extension.

For example, any changes required to the ‘Product launch brochure.pdf’ should be saved in a file called ‘Product launch brochure_reviewed.pdf’.

Delete text

If any text needs to be deleted from the target file, highlight the text and use the Strikethrough tool.

1. Highlight the text to be deleted.
2. Select the Strikethrough icon.

The text will be displayed with a red strikethrough line and this text will be removed from the final version. Do not add any unnecessary comments.

Replace text

If any content needs to be replaced in the target file with alternative content or space needs to be added between two words, use the Add Note to Replace Text tool.

1.  Highlight the text to be replaced.
2. Select the Add note to replace the text icon.
3. Type the text to be added in the Replace text, Add a comment… field.
4. Select Post.

Note: to indicate a new paragraph should be inserted within replaced text, select Enter in the Replace text, Add a comment… field.

To add a space between two words, highlight both words and add the words with the space included in the replace text field.

Insert new text

If new content needs to be added including text, sentences, or paragraph breaks, use the Insert Text tool.

1. Place the cursor at the point where the text needs to be inserted.
2. Select the Insert text at the cursor icon.
3. Type the text to be added in the Insert text, Add a comment… field.
4. Select Post.

Note: to indicate a new paragraph should be inserted within the text, select Enter in the Insert text, Add a comment… field.

Markup formatting changes

To denote a formatting change for existing text, use the Highlight text tool.

1. Highlight the text that requires reformatting.
2. Select the Highlight text icon.
3. Type the formatting instructions in the Highlighted text, Add a comment… field.
4. Select Post.

Note: To select text within a single column hold down the CTRL key and drag to highlight.

Mark-up layout changes

If changes are required to the layout or design of the document, use the Sticky Note tool.

1. Select the Insert text at the cursor icon. This will show the comment icon in place of your cursor.
2. Click to place the sticky note at the point where the layout issue is located.
3. ype the layout instructions in the Sticky note, Add a comment… field.
4. Select Post.