Streamlining the User Assistance localization process

Streamlining the User AssistanceLocalization Process: Graphics & MultimediaCecilia Dobner & David ThomassonProcess Analysts Manager - Localization Services Publishing Technologies 2011 Autodesk Abstract visualization using Autodesk(R) 3ds Max(R) software.

Expiration Date: 2099-01-01

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1Introduction Who am I?How I started, how I got here

My evolution at Autodesk

My role today

2011 Autodesk 2Todays trends and Autodesks responseGraphics are growingGraphics translation cost doesnt have to be so highCollaboration between UA teams: Dev and LocQuick turn-around timeCost savings and fast moving into marketThinking global Cooperation Videos are growing 2011 Autodesk 3Documentation Localization Cost Split

2009 Autodesk 4Cost considerationsGraphics + Multimedia localization cost is a small fraction of total documentation localization costs

Costs can be reduced by using graphics instead of creating new text

Costs will increase if existing text is replaced by new graphics

Costs are increasing due to new voiceover movies

2011 Autodesk 5AgendaGraphics Automations

Videos

Saving cost with Visual Elements 2011 Autodesk 6Automations

7AutomationsIntro / Overview

Benefits

Scripted or Manual

Demos

Requirements

2009 Autodesk 8Intro / OverviewScreenshot > Scripts to automate screenshot capture

Annotated and Composite graphics > Flash/Captivate projects to automate the localization

2009 Autodesk 9BenefitsMinimize the amount of time needed to produce localized images

Minimize the amount of time needed to update images from one release to the next

Minimize the gap between release of English product and localized

Improve quality

Reduce the peak resource demand

Support Authoring teams by providing English screenshots

2009 Autodesk Minimize the amount of time needed to produce localized images after the release of the localized screenshooting builds

Minimize the amount of time needed to update images from one release to the next: scripts can often be reused from release to release with minimal updating work required

Help improve quality

Reduce the peak resource demand; the script creation can occur on the English builds, before the localized screenshooting builds are available

Support Authoring teams by providing English screenshots; part of the script creation process involves testing the scripts on the English UI-freeze build

10Scripted or ManualScriptedManualPreparation(language independent)45min/unit15min/unit(not neededfor all images)Execution(per language)3min/unit15min/unitAverage process times

These times take into account all related project overhead:Setting up virtual machines Downloading buildsInstalling builds

2009 Autodesk 11Screenshot Automation Demo

2009 Autodesk 12Flash Annotations Loc Project

2009 Autodesk 13How does it work?Text layer

Graphics layer

Mask layer

Background layer

Comp guide layer

Greenland Icecap 2009 Autodesk Text layer: with dynamic text boxes visible as unique strings in Strings panel, at right of Flash screenGraphics layer: allows expansion of the table cells at the left to accommodate longer translationsMask layer: consists of white rectangles hiding the English text in the original imageBackground layer: contains the original flat imageComp guide layer: contains the original flat image for reference if a new image is used in the Background layer

Text can be changed from one language to another by changing the Stage language in the Strings panel14RequirementsMinimum 3 languages

Need for screenshots to be reused next release, with updated UI

Minimum 20 localizable screenshots

Type of documentation: tutorials are the best fit for scripting

Nature of the software: some applications are more difficult to script than others

2009 Autodesk 15Videos

16Different Video FormatsCaptivate VideoCamtasia VideoVideo with Audio 2009 Autodesk Captivaterecords a screenshot each time the UI changes, along with timing and cursor positioningthe resulting video is a stylized reproduction of the original actionall components of the video are editable and replaceablewell suited to more formal instructional videos, and videos that may need to be edited and updatedwhen used with scripted screenshooting, can minimize the time from loc UI freeze to release

Camtasiarecords UI interaction like a video recorder with up to 30 screenshots recorded per secondthe resulting video is an exact duplicate of the recorded actiona recorded sequence has less potential for editing and updatingwell suited to videos that benefit from a more human feelmost localization time is spent after release of loc UI freeze, so longer time to release, but overall cost is comparable

17Samples CaptivateCamtasia

Notice how.Cursor movement: Captivate is generated, Camtasia is recordedDrawing Area motion: Captivate is a succession of stills, Camtasia is full motionAnimated Graphics: Camtasia makes it easy to add animated graphics

2009 Autodesk 18Captivate vs. CamtasiaCaptivateCamtasiaBackground screenshots are individually replaceableNAEasy update when UI is updatedLow localization time afterlocUI freezeClosedCaptions export/import for translationCallouts export/import for translationTable of Contents + InteractivityControl over timing and precisionFidelity of user experienceAuthoring time requiredEasy to useLowpurchase costLocalization cost is independent of amount of editing and calloutsLow localization cost 2009 Autodesk 2 perspectives: AuthorsLocalization

Background Captivate - only need to replace the screenshots that show itCamtasia need to re-record the sequence

Easy update when UI is updated Captivate - videos can be created using early builds and then just replace the background screenshots with those showing the final UI.Likewise, videos from a previous release can be easily updated by simply capturing new screenshots from the new UICamtasia need to re-create the video every time the UI is updated

Loc Time after loc UI freeze Camtasia ~ 5 times longer than CaptivateCaptivate - involves only executing scripts, then replacing screenshots in CaptivateCamtasia loc videos need to be created from scratch once loc UI freeze build is released

Closed Captions export/import for translationCaptivate Closed Captions (subtitles) can be exported as XML (or .doc)Camtasia - Closed Captions (subtitles) can be exported as .srt (common subtitles format which is easily translated)

Callouts export/import for translationCaptivate callouts (annotations) can be exported as XML (or .doc)Camtasia - callouts (annotations) cannot be easily exported for translation

Table of Contents + InteractivityCaptivate is more full-featured in this regard

Control over timing and precisionCaptivate every element in the project including the cursor is individually editable for timing and locationCamtasia recorded footage can be edited, but not cursor

Fidelity of user experienceCaptivate final video is generated with mathematical precision, so doesnt look like the interaction of a real personCamtasia video is actual recording of a real person, so looks more natural

Authoring time requiredCamtasia is generally faster to get a usable result, but when editing and updating is taken into account total time would be similar on average

Easy to useCamtasia is more intuitive and faster to learn

Purchase CostCamtasia - $299 vs. Captivate - $799Captivate can be obtained as part of the eLearning suite

Localization cost is independent of amount of editing and captionsCaptivate regardless of project complexity localization is simply the batch replacing of screenshots and calloutsCamtasia the more complex the project is, the more time it takes to localize, since the project needs to be fully recreated for each language

Total localization costCaptivate more preparation time needed in writing/updating scripts, less execution time after loc UI freeze, less time needed for future updatesCamtasia less preparation time, more execution time after loc UI freeze, more time needed for edits and updates19Video with Audio Initially we used expensive linguistic experts familiar with each language to do the video engineering work

Costs were significantly reduced by using a process that allowed engineers without linguistic expertise to synchronize localized audio with localized video

2009 Autodesk 20Audio Runsheet example

2009 Autodesk 21New technologies: Text-To-SpeechBenefits:Avoid reliance on individual voice talents, for the duration of the projectAvoid voice talent and studio recording costsAvoid costly delays when rework is needed

Challenges:High cost of professional TTS systemsEstablishing guidelines on acceptable qualityManual post-editing to achieve acceptable quality 2009 Autodesk Saving cost with visual elements23Words vs. Annotated image11 new words

Global image with 5 words of calloutsUsing 1 annotated image instead of writing 12+ new words will result in a saving.

(Replacing 11 existing words with a graphic will actually increase the cost.)$2212languagesAssumptions $0.16 per new word 12 languages annotated image is created in Flash by author 2009 Autodesk 24Words vs. Screenshot44 new words

ScreenshotUsing 1 screenshot instead of writing 44+ new words will result in a saving.

(Replacing 44 existing words with a screenshot will actually increase the cost.)$85Assumptions $0.16 per new word12 languages screenshot would be refreshed twice12languages 2009 Autodesk 25Words vs. Composite76 new words

Screenshot with 12 words of calloutsUsing 1 composite image instead of writing 76+ new words will result in a saving.

(Replacing 76 existing words with new ones will actually increase the cost.)$146Assumptions $0.16 per new word 12 languages screenshot would be refreshed twice composite image is created in Flash by author

12languages 2009 Autodesk 26Words vs. Animation with Captions543 new words

Animation15 screens + 50 words in captionsUsing 1 animation of this type instead of writing 543+ new words will result in a saving.

(Replacing 543 existing words with new ones will actually increase the cost.)$1040Assumptions $0.16 per new word 12 languages 15 background screenshots in animation 50 words of captions in animation UI would be refreshed twice

12languages 2009 Autodesk 27Words vs. Animation with Voiceover2,290 new words

Animation15 screens + 300 words of voiceover + closed captionsUsing 1 animation of this type instead of writing 2,290+ new words will result in a saving.

(Replacing 2,290 existing words with new ones will actually increase the cost.)$4,400

Assumptions $0.16 per new word 12 languages 15 background screenshots in animation 300 words of voiceover + closed captions UI would be refreshed twice

12languages 2009 Autodesk 28RewardsUse more Graphics with no extra cost

Use more Videos with no extra cost

Receive final screenshots from localization team

Later freeze date for screenshots in docs

Fewer questions from localization team

Think Global Cooperate 2009 Autodesk Use graphics instead of new text where possibleAvoid visible English strings that are not essential to the messageReduce the number of localizable screenshots in animationsAdd closed captions to voiceover videosProvide Audio Runsheets for voiceover videosProvide Steps-to-Reproduce documents where necessaryAssist with art tagging in the Content Management System of choicePost all source data for Localization teams

29ToolsSilkTest: used for screenshot scripting

Flash and Captivate: used for annotation and composite automations

ImageMagick: used for post-editing automations

AutoIT: general Windows automation 2009 Autodesk Q&A 2009 Autodesk cecilia.dobner@autodesk.com 2009 Autodesk

2009 Autodesk 33