Translation Assistant Administrator's Guide PDF

Translation Assistant

Version 3.0

Administrator's Guide

December 2023 www.lexmark.com

Contents

Change history.............................................................................................. 3

Overview........................................................................................................ 4

Understanding Translation Assistant..............................................................................................................4

Supported formats and languages..................................................................................................................4

Getting started...............................................................................................7

Deployment readiness checklist......................................................................................................................7

Installing the application.................................................................................................................................... 7

Conﬁguring

the application.........................................................................9

Conﬁguring the application settings...............................................................................................................9

Appending a footer text to each translated page..................................................................................... 10

Using the application...................................................................................11

Printing the translated document....................................................................................................................11

Sending the translated document as an email attachment.................................................................... 12

Troubleshooting...........................................................................................14

An error occurs when processing the document...................................................................................... 14

Cannot print the translated document or send it as an e‑mail attachment........................................ 14

The application is not responding................................................................................................................. 15

Garbage text is printed..................................................................................................................................... 15

Page breaks are incorrect in the translated document............................................................................15

Frequently asked questions.......................................................................17

Notices.......................................................................................................... 19

Index.............................................................................................................20

Contents 2

Change history

December 2023

• Added new languages supported for printing to DOCX format.

June 2023

• Added information on the following:

– Adding up to ﬁve target languages per translation job

– Appending footer text to all pages of the translated

ﬁles

– Translations quota

• Updated the application settings that you can modify.

• Updated source and target languages.

October 2022

• Updated the deployment readiness checklist.

• Added information on the supported output ﬁle formats.

• Updated the supported original languages.

• Added instructions on the following:

– Printing the translated document

– Sending the translated document as an email attachment

April 2022

• Initial document release.

Change history 3

Overview

Understanding Translation Assistant

Lexmark

Translation Assistant is an Embedded Solutions Framework (eSF) application that lets you scan

documents in an original language and translate them to a target language. You can then print or email the

translated documents.

Translation Assistant uses optical character recognition (OCR) to recognize text in a scanned document and

submit it to Azure Cognitive Services for machine translation.

This document provides information on how to use, conﬁgure, and troubleshoot the Translation Assistant eSF

application.

Note: Lexmark also oers the Translation Assistant web portal. This cloud solution lets you upload ﬁles in an

original language and translate them to a target language. You can then download or email the translated

documents. For more information, see the Translation Assistant Portal chapter in the Lexmark Cloud Services

Administrator’s Guide.

Supported formats and languages

Output ﬁle formats

• PDF

• DOCX

Notes:

• OCR processes PDF and DOCX documents

dierently

and may produce

dierent

outputs.

• Translation Assistant supports adding a footer text to all pages of the translated

ﬁles.

You can also

choose to translate the footer text. If this feature is enabled in the Translation Assistant Portal, then

Translation Assistant supports only DOCX mode, and PDF mode is disabled. For more information, see

“Appending a footer text to each translated page” on page 10.

• Translation Assistant works best with nonstylized text. For documents with graphics, PDF is the

recommended format.

• Avoid using documents that include stylized, script, or handwritten text, or text that overlaps images.

Supported source and target languages

Afrikaans Fijian Kannada* Pashto* Sesotho

Albanian Filipino Kazakh Persian* Sesotho sa Leboa

Amharic* Finnish Kinyarwanda Polish Lower Sorbian

Arabic* French Khmer* Brazilian Portuguese Latin Swahili

Armenian* Canadian French Korean Portuguese Swedish

Assamese* Galician Konkani Punjabi* Tahitian

Latin Azerbaijani Georgian* Central Kurdish* Queretaro Otomi Tamil*

Overview 4

Basque German Northern Kurdish Romanian Latin Tatar

Bangla* Greek Cyrillic Kyrgyz Russian Telugu*

Bashkir Gujarati* Lao* Latin Samoan Thai*

Latin Bosnian Haitian Creole Latvian Cyrillic Serbian Tibetan*

Bulgarian Hausa Lithuanian Latin Serbian Tigrinya*

Traditional

Cantonese

Hebrew* Macedonian Slovak Tongan

Catalan Hindi* Malagasy Slovenian Turkish

Literary Chinese Latin Hmong Daw Latin Malay Arabic Somali Latin Turkmen

Simpliﬁed Chinese Hungarian Malayalam* Spanish Ukrainian

Traditional Chinese Icelandic Maltese Rundi Upper Sorbian

ChiShona Indonesian Maithili Russian Urdu*

Croatian Inuinnaqtun Maori Cyrillic Serbian Arabic Uyghur*

Czech Igbo Marathi* Latin Serbian Latin Uzbek

Danish Inuktitut Cyrillic Mongolian Sindhi Vietnamese

Dari* Latin Inuktitut Traditional

Mongolian*

Sinhala Welsh

Divehi* Lingala Myanmar* Slovak Xhosa

Dutch Luganda Nepali* Slovenian Yoruba

English Irish Norwegian Arabic Somali Yucatec Maya

Estonian Italian Nyanja Spanish Zulu

Faroese Japanese Odia* Setswana

*Printing DOCX ﬁles is not supported in these languages.

Supported auto‑detect source languages

Translation Assistant can automatically detect the following languages on uploaded source documents:

Afrikaans Divehi Hebrew Central Kurdish Persian Latin Swahili

Albanian Dutch Hindi Lao Polish Swedish

Arabic English Hungarian Latvian Brazilian Portuguese Tahitian

Armenian Estonian Icelandic Lithuanian Romanian Thai

Bulgarian Finnish Indonesian Macedonian Russian Turkish

Catalan French Inuktitut Latin Malay Cyrillic Serbian Ukrainian

Simpliﬁed Chinese Georgian Irish Maltese Latin Serbian Urdu

Traditional Chinese German Italian Traditional Mongolian Slovak Latin Uzbek

Croatian Greek Japanese Myanmar Slovenian Vietnamese

Czech Gujarati Khmer Norwegian Arabic Somali Welsh

Overview 5

Danish Haitian Creole Korean Pashto Spanish Yucatec Maya

Overview 6

Getting started

Deployment readiness checklist

Make sure that:

The printer is a multifunction product (MFP) with a 4.3‑, 7‑, or 10‑inch screen.

The printer ﬁrmware is running on 076.xxx or later.

A printer hard disk or intelligent storage drive (ISD) is installed.

The OCR license is valid.

The printer is enrolled in Lexmark Cloud Services.

Note: For more information, see the Lexmark Cloud Services Administrator’s Guide.

Lexmark Cloud Services accounts have been set up for all users.

Translation Assistant is enabled for your organization.

Installing the application

Note: The installation and deployment of applications are done in Lexmark Cloud Services.

To install Translation Assistant, create a conﬁguration and then deploy the conﬁguration to the printer.

Creating a conﬁguration

1 Access the Lexmark Cloud Services dashboard.

Note: For more information, see the Lexmark Cloud Services Administrator’s Guide.

2 Access the Fleet Management web portal. Do either of the following:

• From the Lexmark Cloud Services dashboard, click the Fleet Management card.

• From your current web portal, click on the upper‑right corner of the page, and then click Fleet

Management.

3 Create a conﬁguration. Do either of the following:

• Click Conﬁgurations > Conﬁgurations, and then click Create or click Create Conﬁguration.

• Click Printers > Conﬁgure > Create conﬁguration.

4 Type a unique conﬁguration name and description.

For example, Install Translation Assistant with Cloud Authentication.

Notes:

• Installing the Translation Assistant application also installs the Cloud Authentication application in the

printer, unless a newer version of the Cloud Authentication application is already installed.

Getting started 7

• If the Cloud Authentication application is already installed in the printer, then the application settings

are overwritten with the new values from the installation.

5 From the Apps tab, click Select Apps.

6 Select Translation Assistant, and then click Next.

7 Click Done.

8 If necessary, click the application name, and then change the conﬁguration settings.

Note: For more information, see “Conﬁguring the application settings” on page 9.

9 Click Create Conﬁguration.

Deploying the Translation Assistant conﬁguration to the printer

1 From the Fleet Management web portal, click Printers, and then select one or more printers.

Note: Make sure that the printers meet the requirements for installing Translation Assistant. For more

information, see

“Deployment readiness checklist” on page 7.

2 Click Conﬁgure > Deploy conﬁguration.

3 From the Deploy Conﬁguration window, select the Translation Assistant conﬁguration that you created, and

then click Deploy Conﬁguration.

Note: The list of

conﬁgurations

is sorted according to the last

modiﬁed

date, with the most recent

conﬁgurations

listed at the top of the list.

Notes:

• Deployed conﬁgurations cannot be edited, but can be copied and saved as a new editable

conﬁguration.

For more information, see the Lexmark Cloud Services Administrator’s Guide.

• After the

conﬁguration

is deployed, the application settings can no longer be

conﬁgured

from the Fleet

Management web portal. The application settings can be conﬁgured from the Embedded Web Server.

For more information, see

“Conﬁguring the application settings” on page 9.

Getting started 8

Conﬁguring

the application

Yo u c an

conﬁgure

the application through the Fleet Management Portal before deployment or through the

Embedded Web Server after deployment.

You can modify the following application settings:

• Default Target Language

• Default Mode

• File Format

• Icon Text

• Welcome Screen Up Icon

• Translation Timeout

Note: Translation Timeout is how long the application waits for the translation to complete. By default, the

application waits for 300 seconds. You can adjust this value to as low 30 seconds.

• Scan Settings

Note: You must set Scan Settings to Show so that you can change the scan settings.

• Default Number of Copies

• Default To

• Default Subject

• Default Message

• Default Filename

• Default Source Language

Note: You may need administrative rights to conﬁgure the application.

Conﬁguring the application settings

From the Fleet Management web portal

Note: You can conﬁgure the application settings from the Fleet Management web portal only if the

conﬁgurations are not yet deployed to the printer. For more information, see

“Installing the application” on

page 7.

1 From the Fleet Management web portal, do either of the following:

• Click Conﬁgurations > Conﬁgurations.

• Click Printers >

Conﬁgure

> Manage

conﬁgurations

2 Click the

conﬁguration

name.

3 From the Apps tab, click Translation Assistant.

4 Conﬁgure the application settings.

5 Click Save Changes.

Conﬁguring the application 9

From the Embedded Web Server

1 Open a web browser, and then type the printer IP address in the address ﬁeld.

2 From the Embedded Web Server, click Apps.

3 Click Translation Assistant > Conﬁgure.

4 Conﬁgure the application settings.

5 Click Apply.

Appending a footer text to each translated page

Note: Only users with the Translation Assistant Administrator role can enable this feature. If this feature is

enabled, then it applies to all Translation Assistant users in your organization.

1 From the Translation Assistant web page, click on the upper‑right corner of the page.

2 Select Append footer text to each page of translated ﬁle.

Note: Translation Assistant only supports DOCX ﬁles if you select this option.

3 Type the footer text.

4 To translate the footer along with the document, select Translate the footer text.

5 Click Save Settings.

Conﬁguring the application 10

Using the application

Printing the translated document

Note: Make sure that you have not exceeded your translations quota. If you have exceeded your quota, then

contact your administrator.

1 From the printer control panel, depending on the printer login conﬁguration, do either of the following:

• Tap your badge on the card reader.

• Touch PIN Login or Secure Login, and then enter your login credentials.

2 Load a document into the automatic document feeder (ADF) tray or on the scanner glass.

3 From the home screen, touch Translation Assistant, and then accept the User Agreement and Privacy

Policy.

4 Select an original language, and then touch Next.

5 Select one or more target languages, and then touch Next.

Notes:

• If the source language is French Canadian, then DOCX output ﬁles are not supported.

• You can select up to ﬁve target languages.

6 Select Print, and then touch Next.

7 Enter the number of copies, and then touch Next.

8 If necessary, change the scan settings, and then touch Done.

Notes:

• For example, for documents printed in landscape orientation, select Landscape in the Scan Settings

menu.

• You must set Scan Settings in the application settings to Show so that you can change the scan

settings. To change the scan settings, from the Embedded Web Server, click Apps > Translation

Assistant > Conﬁgure, and then set Scan Settings to Show.

• Charges apply after the scanning is completed and the document starts uploading. Canceling the

translation job after the scanning is completed does not cancel the charges.

9 If you are scanning from the scanner glass, then touch Send, and then wait for the translation to complete.

If you are scanning from the ADF, you do not need to touch Send.

Notes:

• If you are scanning multiple pages, then touch Scan the next page when prompted.

• If you want to scan pages using the ADF and scanner glass in one translation job, then set Custom

Job to ON. If you want to use only one scanning source, then set Custom Job menu to OFF.

10 From the translation summary screen, do either of the following:

• Touch Exit.

• Touch > New Translation to start a new translation.

Using the application 11

Sending the translated document as an email attachment

Note: You must have available translations quota to use Translation Assistant. Contact your administrator if

you have exceeded your translations quota.

1 From the printer control panel, depending on the printer login conﬁguration, do either of the following:

• Tap your badge on the card reader.

• Touch PIN Login or Secure Login, and then enter your login credentials.

2 Load a document into the ADF tray or on the scanner glass.

3 From the home screen, touch Translation Assistant, and then accept the User Agreement and Privacy

Policy.

4 Select an original language, and then touch Next.

5 Select one or more target languages, and then touch Next.

Note: You can select up to

ﬁve

target languages.

6 Select E‑mail, and then touch Next.

7 Enter the email address and other information, and then touch Next.

Notes:

• Use a comma or a semicolon to separate multiple email addresses.

• By default, the email address of the logged‑in user is included as a recipient and is required. You can

add more email recipients.

8 If necessary, change the scan settings, and then touch Done.

Notes:

• For example, for documents printed in landscape orientation, select Landscape in the Scan Settings

menu.

• To cha n g e the ou t p u t

ﬁle

format, touch Send As, and then select a

ﬁle

type in the Scan Settings

menu. For more information, see the

“Supported formats and languages” on page 4.

• You must set Scan Settings in the application settings to Show so that you can change the scan

settings. To change the scan settings, from the Embedded Web Server, click Apps > Translation

Assistant > Conﬁgure, and then set Scan Settings to Show.

• Charges apply after the scanning is completed and the document starts uploading. Canceling the

translation job after the scanning is completed does not cancel the charges.

9 If you are scanning from the scanner glass, then touch Send, and then wait for the translation to complete.

If you are scanning from the ADF, you do not need to touch Send.

Notes:

• If you are scanning multiple pages, then touch Scan the next page when prompted.

• If you want to scan pages using the automatic document feeder and scanner glass in one translation

job, then set the Custom Job menu to ON. If you want to use only one scanning source, then set the

Custom Job menu to OFF.

• Emails do not support replies.

• If the email address of the recipient does not exist or the email is not delivered, you will not receive a

notiﬁcation.

Using the application 12

10 From the translation summary screen, do one of the following:

• Touch Exit.

• Touch > New Translation to start a new translation.

Using the application 13

Troubleshooting

An error occurs when processing the document

Try one or more of the following:

Make sure that the document orientation is set correctly

For example, for documents printed in landscape orientation, select Landscape in the scan settings.

Note: You must set Scan Settings in the application settings to Show so that you can change the scan

settings.

For more information, see the printer User's Guide.

Set Translation Timeout to a higher value

The maximum value for Translation Timeout is 300 seconds. For more information, see “Conﬁguring the

application settings” on page 9.

Retry scanning

Contact your Lexmark representative

Cannot print the translated document or send it as an

e‑mail attachment

Try one or more of the following:

Restore the default

conﬁguration

settings

1 Access the conﬁguration page for the application. For more information, see “Conﬁguring the

application settings” on page 9.

2 Click Restore Defaults to restore the default values of the settings.

3 Click Apply.

Contact your Lexmark representative

Troubleshooting 14

The application is not responding

Try one or more of the following:

Note: If the document is relatively complex, then wait for 300 seconds for the translation to complete.

Set Translation Timeout to a lower value

By default, the application waits for 300 seconds for the translation to complete. For more information, see

“Conﬁguring the application settings” on page 9.

Contact your Lexmark representative

Garbage text is printed

Try one or more of the following:

Make sure that you set the correct orientation in the scan settings

Try either of the following:

• Change the orientation of the original document from landscape to portrait or from portrait to landscape.

• In the Scan Settings menu, set Auto Rotate to ON.

Make sure that the document is loaded correctly into the ADF tray or on the scanner glass

Try either of the following:

• Make sure that the document is not upside down.

• In the Scan Settings menu, set Auto Rotate to ON.

Load only a single document at a time into the ADF tray

Multiple documents loaded into the ADF may be saved as a single ﬁle if the ﬁle format is set to PDF.

Select a

dierent

ﬁle

format in the scan settings

Depending on the ﬁle format of the original document, change the ﬁle format to PDF or DOCX.

Contact your Lexmark representative

Page breaks are incorrect in the translated document

Try one or more of the following:

Make sure to scan a single document only

Page breaks may not be detected correctly when scanning multiple pages in a document.

Troubleshooting 15

Contact your Lexmark representative

Troubleshooting 16

Frequently asked questions

What types of documents can be used with Translation

Assistant?

Translation Assistant works best on documents with plain text that have a white or light background.

Documents that are not ideal for Translation Assistant include the following:

• Stylized, script, or handwritten text

• Text that overlaps images

• Columns of text that are close together, such as in some newspapers

• Colored background or colored paper

When must I use DOCX format?

Generally, you can use DOCX for simple text documents, permission slips, and forms.

Note: Translation Assistant supports adding a footer text to all pages of the translated

ﬁles.

If this feature is

enabled in the Translation Assistant Portal, then Translation Assistant supports only DOCX mode, and PDF

mode is disabled.

When must I use PDF format?

Use PDF on documents with high image content, complicated layouts, or newsletters.

What paper sizes are supported?

Letter and A4.

Are addresses and names translated?

Possibly. Depending on how the OCR process captures the text of an address or formal name, the translation

engine may translate this text.

To what extent are the layout, structure, and formatting

maintained?

While translating text from the source to the target language, the overall length of translated text may dier

from the source. This process can result in reﬂow of text across pages. The same fonts may not be available

both in the source and target language. In general, the same font style is applied in the target language to keep

the formatting closer to the source.

Note: The documents are machine translated and may have inaccuracies in the translations.

Frequently asked questions 17

Can the application translate text that is embedded in an

image?

No.

Frequently asked questions 18

Notices

Edition notice

December 2023

The following paragraph does not apply to any country where such provisions are inconsistent with local

law: LEXMARK INTERNATIONAL, INC., PROVIDES THIS PUBLICATION “AS IS” WITHOUT WARRANTY OF ANY

KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF

MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Some states do not allow disclaimer of

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to the information herein; these changes will be incorporated in later editions. Improvements or changes in the

products or the programs described may be made at any time.

References in this publication to products, programs, or services do not imply that the manufacturer intends to

make these available in all countries in which it operates. Any reference to a product, program, or service is

not intended to state or imply that only that product, program, or service may be used. Any functionally

equivalent product, program, or service that does not infringe any existing intellectual property right may be

used instead. Evaluation and veriﬁcation of operation in conjunction with other products, programs, or services,

except those expressly designated by the manufacturer, are the user’s responsibility.

For Lexmark technical support, go to

http://support.lexmark.com.

For information on Lexmark's privacy policy governing the use of this product, go to

www.lexmark.com/privacy.

For information on supplies and downloads, go to

www.lexmark.com.

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The Software Program and any related documentation are "Commercial Items," as that term is

deﬁned

in 48

C.F.R. 2.101, "Computer Software" and "Commercial Computer Software Documentation," as such terms are

used in 48 C.F.R. 12.212 or 48 C.F.R. 227.7202, as applicable. Consistent with 48 C.F.R. 12.212 or 48 C.F.R.

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Lexmark and the Lexmark logo are trademarks or registered trademarks of Lexmark International, Inc. in the

United States and/or other countries.

All other trademarks are the property of their respective owners.

Notices 19

Index

appending footer text 10

application is not responding 15

application settings

conﬁguring 9

cannot print the translated

document 14

cannot send the translated

document as an e‑mail

attachment 14

change history 3

checklist

deployment readiness 7

conﬁguring the application

settings 9

overview 9

deployment readiness

checklist 7

error occurs when processing the

document 14

footer text

appending 10

formats

supported 4

frequently asked questions 17

garbage text is printed 15

installing Translation Assistant 7

languages

supported 4

overview 4

page breaks are incorrect 15

printing the translated

document 11

sending the translated document

email 12

supported formats 4

supported languages 4

translated document

printing 11

sending as email 12

Translation Assistant

installing 7

troubleshooting

application is not responding 15

cannot print the translated

document 14

cannot send the translated

document as an e‑mail

attachment 14

error occurs when processing

the document 14

garbage text is printed 15

page breaks are incorrect 15

Index 20