Translating Content

Create a Job / Request Translation

In Smartling, a Job is a translation task that progresses through a workflow. The Jobs feature allows you to group and prioritize content for translation, as well as giving you the ability to monitor the translation progress throughout completion. Jobs can be created on a file basis, or by selecting individual strings to be included in a job. You must first create a job, then authorize it to begin the translation process.

The steps outlined in this document are for Account Owner and Project Manager user functionality. Requesters can refer to this article for steps applicable to their user functionality. For GDN and Connector projects, please refer to the steps outlined in the specific integration's documentation.

If you are adding new files or strings to an existing job, you will be prompted to authorize the job again. 

How to Create a Job

The process of creating a Job in Smartling is to Request Translation. There are four areas in the Smartling Dashboard that Account Owner and Project Manager users can create a Job;

  1. The account-level Jobs Dashboard
  2. The project-level Jobs Dashboard
  3. The Files tab
  4. The Strings View

Method 1: Create a Job in the account-level Jobs Dashboard

The account-level Jobs Dashboard is located within Jobs, between Projects and Reports, seen on the top panel of the platform.

To submit content for translation, create a translation job;

  1. Click Request Translation 
  2. Complete the fields in the Request Translation Portal;
    • Upload the file for translation (required) - drag & drop or select files from your local drive
    • Enter the Job Name (required)
    • Choose the Project the Job will be translated in
    • Set a Job Due Date
    • Reference Number
    • Description
    • Choose the Target Languages (required) - type the locale or click Select All
    • Custom Field data if required
  3. Click Confirm.

Screenshot_2020-10-14_at_11.00.09.png

Method 2: Create a Job in the project-level Jobs Dashboard

The project-level Jobs Dashboard is located from a chosen Project, within the Jobs tab, between the Summary and Files tabs. The steps to creating a Job here are the same as Method 1 (above), with the exception that the Project field will not be included in the Request Translation dialog.

Creating a Job in the project-level Jobs Dashboard is preformatted for the chosen project.

Method 3: Create a Job in the Files tab

The Files tab is located from a chosen Project, between the Jobs and Strings tabs.

To submit content for translation, create a translation job do one of the following;

1) Upload a new file by clicking Upload Files and choosing a file from your local drive

or

2) Select an existing file by ticking the box on the top left corner of the file

  1. Once you have chosen a source file, click Request Translation
  2. Complete the fields in the Request Translation Portal;
    • Select a Job - by default, a new job will be created. You can choose to add the file to an existing job by clicking the dropdown a selecting an existing job name.
    • Enter the Job Name (required)
    • Description
    • Reference Number
    • Choose the Target Languages (required) - type the locale or click Select All
  3. Click Confirm.

Screenshot_2020-10-14_at_11.43.15.png

 

Method 4: Create a Job in the Strings View

The Strings View is located from a chosen Project, between the Files and Contexts tabs.

To submit content for translation, create a translation job;

  1. Use the search and filters to locate the source string(s)
  2. Select the string(s)
  3. Click Actions > Request Translation
  4. Complete the fields in the Request Translation Portal;
    • Select a Job - by default, a New Job will be created. You can choose to add the strings to an existing job by clicking Existing Job
    • Choose to include any excluded strings (if selected)
    • Enter the Job Name (required)
    • Reference Number
    • Due Date
    • Description
    • Custom Field data if required
  5. Click Confirm.

Screenshot_2020-10-14_at_11.56.18.png

By default, a Job created via the Strings View will be created for all target languages on the project. You can remove any languages from within the Job, once it has been created.

Method 4: Add Existing Strings to a Job (Classic)

If your strings have already been added to Smartling (for example, if you're using the Global Delivery Network), you can either add them to an existing job, or add them to a new job. To add them to a new job:

  1. Go to Projects (select a project) > Content > Translations (also referred to as the "List View").
  2. Near the top of the page, make sure that the In Progress status has been selected.
  3. Select individual or all strings. You can also add strings to an existing job or a new job when authorizing strings from the Awaiting Authorization status. 
  4. Click Actions > Jobs > Add/Move to Job. The Add Translations to a Job dialog box will appear.
  5. Click + Create Job.
  6. Fill out the following fields and click Create
    • Job Name
    • Due Date (optional): Refers to the due date for the entire project. To set due dates by workflow step, see Change Job Due Dates.
    • Description (optional)
    • Reference Number (optional)
  7. Once you've created the job, you'll be returned to the Add Translations to a Job dialog box. Select the Move to selected job if you wish to remove the strings from the existing job and move them to the selected one. Otherwise, the strings that are currently in the job will not be added to the selected job (for the same language).
  8. Click Add.

The Jobs Dashboard will appear, and from here, you'll be able to authorize a job and get a cost estimate.

Authorize a Job

Once you create a Job using any of the above methods, the Job will stay in Awaiting Authorization. The translations process will not begin until you click Authorize.

This will open the Authorize dialog which includes the following detail;

    • Total source words: All words, across all languages.
    • Total weighted words: Words in each fuzzy match tier multiplied by the rate discount for that tier.
    • Cost Estimate: A cost estimate will automatically be generated for that job. The cost estimate takes into account the rates to which your translation vendors have agreed, any translation memory leverage, and repeated content within the project itself. (If you see a warning icon in Cost Estimate, this indicates that some rate information is missing, and you should set the rate from within the Team menu (at the top of the page).
    • Workflow: By default, the workflow will be the default workflow for each locale. You can change the workflow of each locale in the Job by clicking Show details and choosing a workflow from the dropdown beside each locale listed.

Click Confirm.

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A job requires authorization any time unauthorized content is added to it, for example, adding new files to an existing job. Content that is already in progress or completed will not be affected by this action.

Viewing Jobs Awaiting Authorization

From the account-level and project-level Jobs Dashboard, you can view all Jobs Awaiting Authoirzatin easily by using the filters on the left. This is especially useful if you have Requester users on your account, as any Jobs they create will stay in Awaiting Authorization until an Account Owner or Project Manager user Authorizes the Jobs.

To view all jobs that need authorization:

  1. Go to the Jobs Dashboard
  2. Filter by Status > Awaiting Authorization.
  3. Click Authorize. (If a job is empty, you will not see the Authorize button.)
  4. Select the default translation workflow or choose the relevant workflows.
  5. Click Confirm.

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