Creating Foreign Language Correspondence^M

• Assign a foreign language to an account or contact person

  Different languages can be specified for both oral and written contact with either an account or selected contact persons. That language will then be preset for new mails automatically.

  1. Open the  Account and go to the  General tab, then select a Language other than the standard language for that account.
  2. Enter a different language for a contact person under  Account >  Contact person.
  3. The suggested oral and written salutations will change automatically.
  4. If you have the "Translations"^M module, you will be able to enter foreign language mail templates. Appropriate templates with matching cover letters and attachments will be automatically offered for any correspondence with accounts or contact persons with a non-standard language.
• Assign a foreign language to letters or emails

  Letters or emails can be assigned a foreign language regardless of the language of the addressee.

  1. Open a new  Mail from the function bar or from another record.
  2. If the foreign language is not already preset based on the account, select a  Dictionary in the centre of the toolbar of the  Text tab.
  3.  Text templates and  Attachments will automatically be suggested in that language, provided that a version has been entered.
     Note: If no translation has been entered, the original language text will be called up.
  4. When prompted for attachments, select either All, None, or Select.
  5. If you are not using a  Text template with translation, insert your own text into the letter or email based on the  Dictionary.
• Insert translations into text documents

  Translate only real text in the text templates, not database references. Item texts or other texts that originate from database references should be added to the respective items or templates (Create foreign-language item texts).

  1. Display the  4D expressions in a text document to distinguish between database references and pure text (prior to Version 12.1: on the toolbar of the  Text tab).
  2. A  Dictionary matching the selected language will automatically appear in the toolbar (prior to Version 12.1: select first).
  3. Highlight the text you want to translate and click on  Dictionary.
  4. In the field Translation text , mark the word or compound term for which you need a translation suggestion, or enter the term directly in the field Search words .
  5. Double-click to select the best of the suggested translations or enter  New translation.
  6.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Insert dictionary references in text documents

  Translations can also be entered as references to your own dictionary. If the approved translation of an original text changes, it is not necessary to correct each translation individually, but only the entry in the dictionary. References are particularly suitable for templates, but can also be used in text documents.

  1. Show the  4D expressions in a text document to distinguish between database references and pure text (prior to Version 12.1: on the toolbar of the  Text tab).
  2. A  Dictionary matching the selected language will automatically appear in the toolbar (prior to Version 12.1: select first).
  3. Highlight the text you want to translate and click on  Dictionary >  Replace with dictionary reference.
  4. To ensure that the translation is capitalised at the beginning of the sentence, select  Dictionary reference (first letter upper case).
  5.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Create new translations

  New translations can be added with the appropriate authorisation both directly in the dictionary and during the translation itself. The languages offered are defined by a user with administrative rights on the  Administration tab under  Languages.

  Enter new translations in the dictionary

  1. Go to the  Configurations tab and select  Translations >   Dictionary and the language in question.
  2. Enter your Search terms in the original language.
  3. Click on  New to enter a new translation. In the comments fields, enter information such as the exact context of use or the source of the translation. Your own translations are labelled with a .
  4. Translations can be entered for individual words, compound terms or phrases.
  5. Close by clicking Save.

  Enter new translations from texts or text templates

  1. Go to the  Templates tab on the function bar and click on  Text templates to select a template or to open a  Text document.
  2. Select a  Language in the centre of the toolbar.
  3. Highlight the text you want to translate and click on  Language >  Dictionary.
  4. Double-click the text in the "Translation text" field.
  5. Add your own translation as  New translation.

  Enter new translations in the item text fields

  1. Go to the  Home tab on the function bar and click on  Items to find the item you want.
  2. Select a Language for the customer above the item texts.
  3. In the item text box, highlight the text you want to translate and click on  Dictionary.
  4. Double-click the text in the "Translation text" field.
  5. Add your own translation as  New translation.
• Export and import translations

  Import or export lists of translations in CSV format.

  1. Go to the  Configurations tab, then select  Translations >  Dictionary and select the target language.
  2. Click on  Save translations from your own dictionary to your hard drive and select an external filing location.
  3. Open the CSV file, then edit and save the data.
  4. In the dictionary, click on  Load translations from the hard drive into your own dictionary and select the external file.
  5. New and edited entries will be input as new entries.
  6. Delete obsolete translation from the list.