Translation Workflow

Create and Configure a Workflow

This article will walk you through the following actions:

How to Create a Workflow

  1. Go to a project
  2. Click the gear icon > select Project Settings.
  3. On the left side, click Workflows to enter the Workflow Configuration
  4. Click Create Workflow > select either Add Project Workflow or Add Account Workflow.
  5. The Add New Workflow dialog appears. Complete the fields.
    1. Add a workflow Name (visible to all users)
    2. Select an appropriate Content Type from the dropdown menu (only visible in the Workflow Configuration)
    3. Do one of the following: 
      • For a Project-level workflow, select all languages set up in the project that this workflow will apply to. 
      • For an Account-level workflow, select both a Source Language and any pairing Target Languages. To pair languages with an additional source language, click Add Source Language, and select pairing target languages from the dropdown. Note: selected languages must already be listed in your Language Configuration.
    4. Choose a Workflow Template: Translation (CAT Tool) or Transcreation (Transcreation Tool)
    5. Select Managed by Smartling Language Services is SLS are your vendor
  6. Click Create

Your workflow will be created and depending on which template you choose, you will have one of the following:

Translation Workflow

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Transcreation Workflow

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Configuration

Manage Step

Click the downward arrow on any existing step to configure the step.

Step Name

Type to edit. Updates made to the Settings (below) are applied to this step.

Translation Provider

For translations steps. Choose human translators (SLS, a vendor or translation resource users) or Machine Translation from the dropdown (or create your own MT Profile).

Step Type

Edit, Review, or Post-Machine Revision steps only

Update the step type from the dropdown list.

Alternate MT Profile

This field is seen on a translation step when the Translation Provider is an MT Profile. Choose an alternative MT Profile from the dropdown list of all MT Profiles on your account. The alternative MT Profile will automatically translate content if the Translation Provider MT Profile fails for any reason (e.g. invalid API key, unsupported language, placeholder or tag inconsistency). You can add as many MT Profiles as required, with the prioritization order being from first listed to last.

Fallback Method

This field is seen on a translation step when the Translation Provider is an MT Profile. Choose an option from the dropdown to automatically move strings to another workflow, if errors are flagged, and content cannot be machine-translated. 

Errors

If the Translation Provider MT Profile and/or Alternate MT Profile fails to translate string with a validation error 3 times in a row within 30 mins.

Validation error: this happens when the MT returns a translation which one or more of the following:

  1. an empty string
  2. a string containing a different number of placeholders compared to the string
  3. a string containing a different number of tags compared to the source string
  4. a string containing different tags in translation compared to the source

When a string fails with a validation error, Smartling creates an issue for the string, so you are aware that it can't be translated by the chosen Translation Provider. The Fallback Method takes effect at the same time.

Fallback Method Options

The Fallback Method dropdown includes the following options:

  • A translation step (human translation or MT profile)
  • A decision step
  • If the step is in an account-level workflow, options are a step in another account-level workflow, or in the same workflow.
  • If the step is in a project-level workflow, options are a step in a project-level workflow in the same project or in account-level workflow, or in the same workflow.

The Fallback Method workflow should support all source and target languages from the original workflow.

Settings

Users can revise content

  • On: allows users to type and make edits to translations in the translation field in the CAT Tool
  • Off: locks the translation field for editing. Linguistic users cannot type or make edits to translations. Users can insert translations from the Language Resource panel, but cannot edit. This is useful if you want resources to review translations but not edit.

Automatically submit edits by users

  • On: submits translations to the next step once the user saves the string, or clicks Saves All.
  • Off: users must click Submit to submit the translations to the next step. It is recommended that users click Save All before clicking Submit.

Users can reject content to another step

  • On: allows users to select a step to send rejected content to (excludes decision steps). By default, rejected content is sent back to the translation step. Only resources assigned to a step with the Resources can reject and edit published content option enabled will be able to reject published content. Enable to choose a step from the workflow. If no results are found, that indicates there is no step before the current step you are editing.
  • Off: reverts to default behavior - rejected content is sent to the translation step.

Users can reject and edit published content

  • On: allows users to reject or update published translations, either in the CAT Tool or Strings View/List View (excluding Quick Edits or TM updates).
  • Off: users cannot reject or edit published strings in the CAT Tool or Strings View/List View (excluding Quick Edits or TM Edits). 

Enable content assignment

  • On: all content must be assigned before resources can work on it.
  • Off: all content will be available for all resources to use.

Allow claiming by linguists

  • On: translation resource users will view and claim translation tasks in Available to Accept (recommended if content assignment is off and multiple users work on the same locale in the same step).
  • Off: translation resource users will view all available work in Current Work (recommended if you prefer to assign linguists to tasks)

Allow offline work: Users can export an .xliff file of assigned content, part of Translation Memory and project Glossary.

Automation

TM Match Skipping (Edit, Review, or Post-Machine Revision steps only)

On: automatically moves strings to the next step in the workflow if the TM Match is at least the percentage indicated in the field below.

Off: strings must be submitted to the next step by the resource assigned to the step.

Pre-publish strings

  • Never: strings are only published when they are submitted from the final step in the workflow.
  • On save: strings are published when the user saves the string.
  • On submit: strings are published when the users submit the translations.

Idle Strings (Edit, Review, or Post-Machine Revision steps only)

Send an email notification and/or automatically move strings to the next step in the workflow if they have been in the step for a set period. For more information, read Idle String Rule.

CAT Tool Pre-Populate

  • Pre-populate TM Match Threshold (%): Minimum fuzzy match % for which pre-population will occur.
  • Pre-populate TM matches if score is above 0%: Pre-populate translations with TM matches above 0%
  • Pre-populate Machine Translation if there's no TM match available over 0%: If the above option is enabled, you might want to also enable MT should there be no TM matches above 0% available. 

Enabling this setting will override the user's preferences in the CAT Tool.

Add Steps

To add steps to a workflow:

Click Add Steps (right), and click the + to add a step before or after each step.

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Workflow Step Types

If you clicked on a + anywhere before a Translation step, you will see the following step types:

  1. Decision: automatically routes content to different workflow steps, based on user-defined rules. Learn more about Decision steps here.
  2. Pre-Translation: Pauses the flow of content before translation. Strings are held in the step until an Account Owner or Project Manager submits them to the next step in the Strings View. Useful for reviewing translation costs before any work begins.

If you clicked on a + anywhere after a Translation step, you will see the following step types:

  1. Decision: automatically routes content to different workflow steps, based on user-defined rules. Learn more about Decision steps here.
  2. Edit: Allows Translation Resources to make revisions to translated content in the CAT Tool.
  3. Review: Allows Translation Resources to review translated/edited content for quality in Review Mode (default).
  4. Post-Machine Revision: Allows Translation Resources to revise Machine Translated content. It is important to note that translations completed on this step type are not saved to the Translation Memory.
  5. Workflow Hold: Pauses the flow of content after translation. Strings are held in the step until an Account Owner or Project Manager submits them to the next step in the Strings View. Useful before the publishing step if you want to wait until all your content is translated, and publish everything at once. Recommended step if translated content requires DTP before publishing.

Edit, Post-Machine Revision, and Review all have similar settings, but have different rates and affect where SmartMatched strings enter the workflow.

Choose a step and click Next to configure the step (see Manage Step).

Manage People

  • On a workflow step, click the downward arrow and select Manage People. From here, you can manage the users you have access to the step for each language. If you don't have any users assigned to the language on that step, you will see a direct link to the Teams page where you can add a user and specify workflow assignments.
  • Choose a language from the Users per language dropdown.
  • Give the user access to the step by selecting the checkbox beside their name.
  • Remove user access to content in that step by unselecting the checkbox beside their name.
  • Click Done.

These steps are also useful if you want to pause access to content for a certain user without unassigning them from each task under Teams. Another use case is if you want to onboard users to Smartling without them seeing any content on their dashboard, you can add the user and specify workflow assignment via Teams and unselect their name here so they won't see any content on their dashboard, but still gain access for testing and training. When their ready to start working on your content, follow the above steps and select their name.

When assigning users, you will only see those who are available to work in the step. A user is considered available if they have been invited to the project and are set up to translate the selected language. Agency translators will not be displayed. To add a new user or manage a particular user’s access to languages and workflow steps in detail, use the Team page. See Manage Users and Agencies for more information.

Delete Steps

On a workflow step, click the downward arrow and select Delete Step.
All users, agencies, and MT configurations will be unassigned from the step. If there are still strings in the step, they will be submitted to the next step.

Workflow steps can only be deleted under the following conditions:

  • There are no strings in the step.
  • There are no users, agencies, or MT configurations assigned to the step.
  • If the selected step is the only Translation step in the workflow, it cannot be deleted.
  • If the selected step is a Translation step on a workflow branch, the other steps on the branch must be deleted first. Learn more about Workflow Branches and Dynamic Workflows.

Edit / Delete / Copy Workflow

Click the ellipsis (3 dots) beside the workflow name to edit, delete or copy the workflow.

Edit: Here you can rename the workflow, update the content type, update language pairs, or update SLS as the vendor (it is recommended to select this checkbox on a workflow step-level, rather than here, on a workflow-level).

Delete: This action cannot be undone. All linguists and agencies will be unassigned from the workflow. All unpublished strings will be unauthorized. This means that for any languages in progress using that workflow, the content will be removed for that language, and you will see No Content under the progress column. To re-authorize the content for that locale, remove the language from the Job (under Actions) and re-add the language. You cannot delete a project's default workflow, and you cannot delete a language's default workflow. Only Account Owners can delete account-level workflows.

Copy Workflow: Duplicates the workflow.

The copied workflow will have the same scope as the original workflow. For example, a copy of an account workflow will also be an account workflow, except if the user creating the copy is a Project Manager, in which case the newly created workflow will be a project workflow.

Creating a copy of a workflow is one way to have variations with different steps (for example, translation and editing versus translation, editing, and review) or for different translation resources. Other approaches may be easier to maintain depending on your organization's needs. Contact your Customer Success Manager for personalized guidance.

Next, learn how to Change a Default Workflow for a language

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