Uploading your document

After logging into eLUNa, you will be taken to the eLUNa Intray, where you will upload the file for translation. Intrays are divided by organization and language, and display the documents currently being translated by your colleagues at your duty station.

 

1. Uploading files for translation

 

Files for translation can be uploaded to the eLUNa intray manually, by typing the related job information, or through one of the document management systems, i.e. gDoc, DCPMS or CMA.

  • To upload files manually to the eLUNa Intray for translation, follow the steps below:
  1. by default, the source language is set as Autodetect, which means eLUNa will automatically detect the language of your source file,
  2. choose your target language,
  3. select the year (the current year is selected by default),
  4. enter the job number. Do not include the year, and add the letter corresponding to your target language at the end (for example, for job 19-00012 into Arabic, enter 00012A),
  5. enter a symbol (optional),
  6. click Choose file and navigate to the file you have to translate. 
  7. click Upload.

             screenshot of the intray menus beginning with location, source menu, target menu, year, job number, symbol, choose file menu, upload button and Only my files option with check box

  • To upload files to the eLUNa Intray for translation directly through DCPMS, follow the steps below:
  1. Go to your assignment in DCPMS and click on Documents.
  2. Click on Translate next to either the Original or Edited Text.
  3. You will be taken to the eLUNa Intray, where the file and all job information will appear automatically.
  4.  Review the job information and click on Upload.

              screenshot of the DCPMS Documents pop up, with a Translate button next to the file for translation, followed by a second screenshot of the job information automatically inserted in each field in the eLUNa Intray, highlighting the Upload button that should be clicked by translators

  • To upload files to the eLUNa Intray for translation directly through gDoc, follow the steps below:
  1. Go to your assignment in gDoc and click on FileDesk.                  
  2. In FileDesk, click on the eLUNa icon next to either the Standard Submission or the Edited Text.
  3. You will be taken to the eLUNa Intray, where the file and all job information will appear automatically.
  4. Review the job information and click on Upload.

              screenshot of the gDoc File Desk option, with an eLUNa icon next to the file for translation, followed by a second screenshot of the job information automatically inserted in each field in the eLUNa Intray, highlighting the Upload button that should be clicked by translators

  • To upload files to the eLUNa Intray for translation directly through CMA, follow the steps below:
  1. Go to your assignment in CMA and click on Document Explorer to access files.
  2. Click on Translate next to either the Original or Edited Text.
  3. You will be taken to the eLUNa Intray, where the file and all job information will appear automatically.
  4.  Review the job information and click on Upload.

                          screenshot of CMA Document Explorer pop/up, with the Translate button next to files to be translated

 

2. File display in the eLUNa Intray

 

Once you click on Upload, you will see a pop-up message to let you know that the file was successfully uploaded. Click on Close and wait for your file to appear.

                                                                  screenshot of pop-up with a Close button, which reads: The file was successfully uploaded. Processing can take a couple of minutes. The document will appear automatically once it is ready

Once the document is processed, it will appear in the Intray with all related job information entered on upload, as well as some new details.

              

  1. the job number,
  2. the symbol, if any,
  3. the source language, which is automatically detected,
  4. the target language,
  5. the create date, i.e. the date on which the document was uploaded,
  6. the Editorial icon, to link your job to the edited text, if any,
  7. the file name,
  8. the expiration date for your file,
  9. the suggestions icon, which when clicked will display the percentage of segments found in the repository of documents,
  10. the Translate button, where you will click to access your file and begin translating,
  11. your user name, to identify the documents you uploaded.

If there are several documents in the eLUNa intray, check the Only my files option in the main bar to display only documents you uploaded.

                                                        screenshot of intray with Only my files option checked

   Keep in mind the following rules regarding the expiration of files:

  • Documents uploaded manually expire 7 days after the last time a segment is applied, after which no further translation is possible. However, the translated text can be exported for two more days. 
  • Documents uploaded through gDOC or DCPMS expire on the date set in the assignment. Note that: 
    • if the expiration date in gDOC or DCPMS is past due, expiration will be set 7 days from upload. 
    • If you are still working on your translation in eLUNA when the gDOC or DCPMS expiration date arrive, the date will be automatically extended for another 7 days. The file will remain active as you continue clicking on Apply.

                                      

3. Working with split files

 

If you are working with a split file, for example, because you sharing an assignment and translating only part of a document, follow the steps below to upload your part of the file manually or through gDoc or DCPMS. Your split file will appear in eLUNa under the same job number as other files within the same gDoc or DCPMS assignment, enabling sharing of the eLUNa draft memory.

  • To upload your split file manually, follow these steps:
  1. Type the job number.
  2. The system will list any files uploaded under that job number.
  3. Click Choose File, select your document and click on Upload.

           

  • To upload your split file through DCPMS, follow these steps:
  1. Go to Documents and click on Upload under Additional
  2. Click on Add files, select your split file and click on Upload
  3. Click on Translate next to your split file to upload it to eLUNa.
  4. Once in the eLUNa Intray, review the job information and click on Upload. 

                   

  • To upload your split file through gDoc, follow these steps:
  1. Go to and click on Upload file. Browse to locate your file, select Split source document under Category and click on Upload.
  2. Click on the eLUNa icon next to your split file  to upload it to eLUNa.
  3. Once in the eLUNa Intray, review the job information and click on Upload

               

  

                                  Remember to name your split file without spaces or special symbols to prevent issues with upload.

 

4. Working with multilingual files

 

By default, when you upload a file the source language is set to Autodetect. eLUNa will automatically detect the source language of the text when this option is selected. Howver, you can change Autodetect to any other language. In this case, eLUNa will not check the file language and will process it based on the source language that you selected. 

               screenshot of source language menu, with dropdown displaying the Autodetection option followed by a list of UN languages

  • Translating from a multilingual source file that also contains your target language

If eLUNa detects that the source language is the same as the target language, an error message will appear: Source language is the same as target language. If you receive this message, it is possible you did not chose the correct target language in the intray before uploading. However, if you have chosen the correct target language and you still receive this message, it is possible that the source file you are trying to upload is multilingual and that it contains text in the target language. If this is the case, close the message and select the main source language in your file. The file will then be processed in the language you selected. 

  • Translating from a multilingual source file into a different language 

If you are translating a source file that has several languages,

  1. Upload your file with the Autodetect option under Source language. eLUNa will detect the predominant text as main language and will process the file accordingly. For example, if the majority of the text is in English, the source language will be detected as English.
  2. If your source file has text in another language as well, for example, in Russian, rename the file, select Russian as Source language and reupload.

 

5. Common issues when uploading files

 

When trying to upload a file, you might get an error message that prevents you from uploading your document. The error message will describe the issue found, such as:

  • File size should not be bigger than 3MB!

eLUNa does not support files bigger than 3MB. If you receive this message, open the file and remove images, if any, since they tend to increase file size considerably. If the issue remains after removing images, split the file is two or more parts.

  • Only .docx/.xml/.xsl files are supported!

eLUNa supports only .docx, .xsl and .xml files. If you receive this message, convert the file format into .docx by following the instructions in the eLUNa FAQs. If, after converting the file, you continue receiving this message, you might have to adjusts the settings in your PC following these steps in the eLUNa FAQs.

  • Provided job number already exists in different language

Job numbers cannot be repeated across languages. If you receive this message, add the target language letter to the job number and click on Upload again.

  • File already exists

If you receive a message indicating that the file already exists, that means you or someone else already uploaded a file with the same file name under the same target language. Save your MS Word file under a different filename and try to upload again.

  • Source and target languages are the same

If you receive a message, it is possible you did not chose the correct target language in the intray before uploading. Make sure you select the language into which you are translating at the top left, to the right of the duty station. If you have chosen the correct target language and you still receive this message, it is possible that the source file you are trying to upload is multilingual. The part corresponding to each language should be uploaded separately.

  • Language combination not available

The error message appears when the source language in the uploaded document cannot be recognized as such by the system. Check the available languages chart to see if the source language of your document is currently supported in your duty station.

 

   Important reminder on how to report issues:

  • If you experience an issue that you are unable to resolve, go to Help menu at the top-right corner of eLUNA Intray and click Report an Issue. This will send an automatic message to the support team and the eLuna Focal Points.  
  • When sending the Report an Issue message, make sure to: 
    • Briefly describe the issue. 
    • Include screenshots of the error or problem found.
    • Include the file if you are unable to upload it.