Keep names out of what is sent

A project with an anonymization profile: listed names are underlined in the grid and sent as stand-ins, and Copy anonymized shows exactly what would go out. A segment is translated with the names restored, the limits of the profile are shown, and a request containing a protected name in an unlisted form is refused before sending. Profiles are then built two ways, by hand and with automatic detection, reviewed, attached and updated from a new file.

1. How it works: listed names are replaced by stand-ins before sending

   With an anonymization profile attached, every name the profile lists is replaced by its stand-in before a request leaves AV. The AI model translates the stand-ins; AV puts your names back in the target. This is segment 2, step by step.

   

2. Open the project's Privacy Configuration

   Open the project and click Privacy Configuration. Names, numbers and patterns are three separate settings: names and numbers each have a Change... button, and patterns are chosen from a list. Here the profile Thornbury confidential is attached; numbers and patterns are not masked.

   

3. Open the document and point at an underlined name to see its stand-in

   Open the memo. Each name the profile lists is underlined in the source. Point at one to see the stand-in that is sent in its place: Ashcombe Housing Trust goes as Ollmere Property Sales.

   

4. Click Copy anonymized to get exactly what would be sent

   To see exactly what would be sent, click Copy anonymized on the editor's toolbar. It puts the whole document on the clipboard with every listed name replaced; there is no preview window. Three segments from it: a title with a surname, an address, a possessive.

   

5. Click in segment 2 and press Ctrl+Shift+M: names restored in the target

   Close the card, click in segment 2's target and press Ctrl+Shift+M. The AI model received the stand-ins; the target holds your names. No ⚠ mark: every stand-in was put back.

   

6. Check what is not caught: only what the profile lists is masked

   The profile masks only what it lists, in the forms it lists. In segment 9 Declan Murrow is masked, but the Trust, short for Ashcombe Housing Trust, is not listed, so it goes as written. Northern Oak is a timber grade, not a name. Edinburgh was left out of the profile on purpose.

   

7. A protected name in an unlisted form: AV refuses to send

   A name can reach the request in a form the profile does not mask there. Here segment 3's source was edited to Dear M. Wrenfield, the French form, which the profile lists only for the French side, so it has no dotted underline. Before sending, AV checks the whole request for the profile's names. It finds one, sends nothing, and says so in red. Correct the source and translate again.

   

8. Open Privacy, Privacy Profiles, Create New Profile: Manual Entry or automatic detection

   Open Privacy → Privacy Profiles and click Create New Profile. Manual Entry: you type the names; nothing is sent to an AI model; good for a short text or a known client list. automatic detection: the files' text is sent to an AI model, which proposes the names; it takes several calls (22 for this memo) and suits a long text. Either way you review every entry.

   

9. Choose Manual Entry and type each name, stand-in and French form

   Choose Manual Entry, name the profile and pick its languages. In the editor, type each name, its stand-in, its French form and that form's stand-in, and choose a category. A person who appears in several forms needs a row per form: Mr Wrenfield is its own row, with M. in French. A possessive (Tobias Wrenfield's) needs no row.

   

10. Click Check profile; decline a name with ⊘

    The attributes follow the category: gender and position for people, stakeholder and size for organisations, level for places. Click Check profile: it looks for duplicates, collisions and names left unmasked, on your PC. Edinburgh is a famous city, not a secret: decline it with ⊘ and choose Real, but not masked in this profile. It will be sent as written.

    

11. In Privacy Configuration, click Change... and choose the profile

    Save the profile and close the editor. In the project's Privacy Configuration, no profile is attached and the decision is still open. Click Change... under the profile and choose Thornbury by hand. A new project asks for this choice before it is created: a profile, or no anonymization with a reason.

    

12. Or click Change..., Build one from TM / XLIFF files with automatic detection, Run automatic detection

    The other route, on the same project with no profile: Change... → Build one from TM / XLIFF files with automatic detection. Name the profile and add the memo with From this project. The note says what leaves your PC: the files' text goes to the detection and audit models. Click Run automatic detection. Here it found 17 names in 22 model calls, for $0.57; the real run took about five minutes.

    

13. Click Review profile, correct entries and Save Changes

    The profile is written already; click Review profile to check it. Correct what the AI model guessed: Ellis is a first name only, so no gender. Give Mr Wrenfield and Mr Murrow their French form, M. Decline Edinburgh. Then Save Changes. automatic detection proposes; you decide.

    

14. Click Update from files... to add names from a new document

    A new document from the same client: in Privacy Configuration click Update from files..., add the follow-up email and run. automatic detection adds only the names that are new, five here, and leaves the profile's rows as they were. Review profile opens on the new rows. By hand, the same update is Edit... → Add Entry.

    

15. Two routes, one kind of profile: you decide every entry

    Two routes, one kind of profile, and you decide every entry in it.