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Sep 303 min read

Streamlining Sentence-Level Change Detection in Translation Projects

In the fast-paced world of translation and localization, efficiency and accuracy are paramount. Recently, we faced a project that underscored the importance of meticulous attention to every change made within a document. We needed to account for every modification to each sentence—whether it was a single word or an entire segment. Estimating the word count (WC) for these changes was essential for providing a rough workload estimate and ensuring fair compensation for our linguists.


Streamlining Sentence-Level Change Detection in Translation Projects

The Challenge with Traditional Methods

Typically, one might resort to Microsoft Word's "Track Changes" feature to identify edits between documents. While useful, this method falls short when it comes to efficiency. It requires manually copying each edited sentence to calculate the word count, which is both time-consuming and prone to errors. This manual process becomes even more cumbersome when a translation memory isn't available, and we're dealing with an older version of a translation outside of Computer-Assisted Translation (CAT) tools.




Moreover, simply estimating the word count based on the number of changed words isn't sufficient. A single-word change can require a linguist to re-evaluate an entire sentence, ensuring that the modification integrates seamlessly with the existing text. This effort often surpasses the translation of an isolated word, and our estimation methods needed to reflect that.

Our Innovative Solution

Recognizing the need for a more efficient approach, we developed a custom script using VBA (Visual Basic for Applications). This script compares the source and target documents at the sentence level, automatically identifying any sentences that have undergone changes—no matter how minor.

In our demonstration, we introduced four changes in the second file to showcase how the script functions. The current version lists the changed sentences side by side in a new document, allowing for immediate comparison and review. This automation transforms a previously arduous task into one that can be completed with just a single click.

Benefits of the Script

  1. Time Efficiency: What once took hours can now be accomplished in minutes. The script eliminates the need for manual sentence-by-sentence comparison and word count estimation.

  2. Accuracy: Automating the detection of changes reduces the risk of human error in identifying and counting modified sentences.

  3. Fair Workload Estimation: By focusing on sentences rather than individual words, we ensure that our workload estimates accurately reflect the effort required by our linguists.

  4. Client Empowerment: Clients can now easily see which parts of the translation have changed, facilitating more transparent communication and efficient project management.

Future Enhancements

While the current iteration of the script is a significant improvement, we're already envisioning ways to enhance its functionality:

  • Visual Highlighting: Implementing color-coding or highlighting to showcase specific changes within sentences, providing even clearer insights.



The development of this script marks a substantial step forward in how we handle revisions and estimates in translation projects. By automating the detection of sentence-level changes, we're not only improving our internal processes but also enhancing the services we offer to our clients.

This script is particularly valuable when dealing with documents that lack a translation memory or when working outside traditional CAT tools. It allows us to focus on what's most important—delivering accurate, high-quality translations efficiently.

We invite you to experience the difference this innovation can make in your translation projects. Whether you're facing similar challenges or looking to streamline your workflows, feel free to reach out to us.


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