This became a painful manual process, but maybe it could have been avoided if there had been more of a discussion around the original file format, which in this case was XML. Recently, I worked with a translation agency that had received a 200 page PDF file, and they were asked to hide a list of 20 names that appeared throughout the 200 pages. The more information you have, the easier it is to accept the project, scope the effort and to get the file settings correct from the beginning. This is the opportunity for you to gain as much information as you can about how best to process the content, the journey of the content and to learn more about how best to support the native format. At the very beginning of a new project when you come across a new file type, you should spend some time with your internal or external client to discuss it.
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