Introduction
Though it happens quite rarely, aside from standard translation items, you might also want to send some additional files through XTM as reference for AEM end users. Those files are not meant to be translated, as they only constitute subsidiary material (guidelines, descriptions, etc.).
One of the constraints imposed by the AEM connector is that every file/job in an XTM project has to have its corresponding job in AEM. The connector itself stores jobs pairs (AEM job ID - XTM job ID), and only a specific pair can be imported back to AEM. Therefore, it is not possible send such additional files by, for example, uploading them as a “reference material” to an already existing in XTM since they do not originate from AEM, thus not having relevant jobs there.
The only solution is to create an extra folder on the AEM side with a dummy file (in the same format as the dedicated file!), which will constitute some sort of a “container” for our dedicated file from XTM, add that folder to a project and send the project over for XTM translation. During the translation process, our dedicated file is uploaded as target to replace the dummy file. Finally, upon completion of that particular job in XTM, our additional/dedicated file is delivered to AEM.
At this point, there is yet another constraint by the connector we need to be aware of. The format of source and target files must be the same. What it means is that if an AEM source file is in the “DOCX” format, its XTM target file also needs to come back as “DOCX”. Whereas this does not pose any problem for such formats as the aforementioned “DOCX” or “TEXT”, things are different for PDF files. Once XTM receives the PDF format as source, the system automatically converts it to “DOCX” in order to properly extract text for translation. However, once the job is finished, XTM does not convert generated target back to “PDF”, thus the target file is still in the “DOCX” format. As a result, it cannot, and will not, be properly retrieved by AEM.
In the context of PDF files, there is a workaround for this problem that consists in sending a non-analyzable file as well as employing a “workflow for non-analyzable files” - a special feature in XTM. The whole process will be described step by step in the next section.
IMPORTANT!
Taking into account the said XTM constraint, we kindly recommend using a different file format than “PDF”, for example “DOCX”, to avoid setting additional workflow for non-analyzable files on the XTM side.
Guidelines
The following guide presents the process of creating a new translation project alongside incorporation of a dummy file needed for retrieving a dedicated additional file, in the PDF format, by the AEM connector.
On the XTM side, go to Configuration → Settings → Workflow → Workflow options, check Workflow for non-analysable files, and save the changes (administrative privileges required!).
2. On the AEM side, go to Adobe Experience Manager → Navigation → Assets.
3. Go to Files.
4. On the right-hand side, click Create, and then select Folder.
5. Provide Title, and then click Create. Both Private and Orderable options can be unchecked.
6. Check a newly-created folder, click on Create, and then select Files.
7. Upload a PDF file without content (this is our dummy file). XTM will treat it as non-analyzable file.
8. Go back to Adobe Experience Manager → Navigation, and go to Projects.
9. Click on Create, and then select Project.
10. Select Translation Project, and then click Next.
11. Fill in the project details in the Basic and Advanced tabs, and then click on Create.
12. Click Open.
13. In the Translation Job pane, click on three dots at the bottom.
14. Click on Add, and then select Assets/Pages.
15. Add the source content that is to be translated and the dummy file you created in the previous steps.
16. Once the files are added, click on Translation Job in the middle, and go back to your project.
17. Expand the drop-down in Translation Job and send the project to XTM in your usual way.
18. On the XTM side (Project editor → Workflow), you will see that the dummy file was not analyzed.
Such a file is not present in the Files section, and we cannot manually upload target to it.
19. By dint of enabling “workflow for non-analazyble files”, we can make use of the Set workflow option.
Since this is a file without any translatable content, the Set workflow option will “bypass” the process of converting it for the editable “DOCX” format, so it will still remain as “PDF”.
20. Choose a preferred workflow, and then click OK.
21. A newly-created workflow for this dummy file will appear.
If you will want to finish that job immediately after uploading a file, then you need to assign some resources here straightaway.
22. Go to Files, and you will see in the Target column that the actual target file can now be uploaded.
23. Search for your dedicated file, and then click Upload.
IMPORTANT!
The name of your uploaded file has to be the same as the name of the dummy file in XTM!
24. You should receive a confirmation message.
25. Go back to Workflow, and finish the job by going through all the workflow steps.
26. On the AEM side, go back to the respective project, and, in the Translation Job pane, click three dots.
27. Your PDF file has already landed in AEM. Select the file, and then click on Reveal in Assets.
28. Click on Download.
29. Provide a name, select desirable options, and finally click on Download to confirm the process.
30. Congratulations! You should now obtain your additional PDF file from XTM.