File and String Instructions

File and string instructions help linguists understand the content that they are translating by providing additional helpful information about the content and how it should be treated. Therefore, file and string instructions are the most basic form of "context".

String instructions belong to the source string and are presented to the translators in all languages.

File instructions belong to the source file and are presented to the translators in all languages.

You cannot set a file or string instruction for a specific target locale, but you can refer to the specific target locale in the instruction.

You cannot set a file or string instruction for a specific workflow step, but you can refer to the specific workflow step in the instruction.

Instructions are visible to all users in the Strings View via the Strings Detail dialog, and are highlighted in the CAT Tool.

Instructions are not visible to reviewers using the Review Mode.

You can upload one attachment to a string from the String Details dialog. This works similarly to Job Attachments, except the file is linked as a sting instruction to translators in the CAT Tool.

Add String Instructions

To add Translator instructions to individual strings:

1. Enter the Strings View
2. Use search or filters to locate the string
3. Next, click the ellipsis > String Instructions
4. Click Add Instructions and enter the instructions
5. Click Add

Edit String Instructions

To edit Translator instructions to individual strings:

1. Enter the Strings View
2. Use search or filters to locate the string
3. Next, click the ellipsis > String Instructions
4. Click Edit on the instruction you want to edit, and modify the instructions
5. Click Save

Delete String Instructions

To delete Translator instructions to individual strings:

1. Enter the Strings View
2. Use search or filters to locate the string
3. Next, click the ellipsis > String Instructions
4. Click Delete on the instruction you wish to remove
5. Click Delete

View String Instructions

Strings View

As mentioned above, string instructions are visible to all users in the Strings View via the Strings Detail dialog.

• Navigate to the Strings View of the Job
  • From the Job, click View Strings, or click the Strings tab and filter for the Job or search for the source keyword.
• On the string, click the 3 dots under Actions > View String Instructions

 

This will open the String Details dialog, where you can view the string instructions. From here, you can choose to edit, delete or add string instructions. Furthermore, here you can also view the string Issues and string History.

CAT Tool

String instructions appear within an orange banner above the source string it was added to.

 

Add File Instructions

To add Translator instructions to files, which automatically puts the instructions into all translatable strings in the file:

1. From a project, click the Files tab.
2. In the top-right corner of the file, click the three dots, and select Add File Instructions.
3. Add instructions or attach a file
   • You can also choose to upload an additional file as a file attachment for even further context.
4. Click Save.  

View File Instructions

Files Tab

An information icon will appear on any files with file instructions

CAT Tool

File instructions appear within the Additional Details panel of the CAT Tool beside File Instruction. You will also find a download link for any additional job attachments here.

Considerations when using Instructions

File directives

When translating content using CSV or resource file types, you can apply string instructions directly from within the source file by using a string instruction directive. The directive essentially points to the instruction and associated string. Please consult your chosen source file documentation for applicable string instruction directives.

Integration

When translating content via the Smartling API or other integration, string instructions can also be configured from within the integration, if this is not done so automatically. Please consult your Solutions Architect or developer for more on including string instruction functionality within your integration.

Placeholders 

If your content contains dynamic content that you want to exclude from translation, such as discount amounts, names, or footer information, you can use placeholders to secure this text and exclude it from translation. This is a preferred method over adding an instruction to "not translate" a term within a string.

HTML 

If your content includes HTML, Smartling will automatically capture and reformat the HTML into numbered tags in the CAT Tool so linguists know they do not have to translate the HTML. This means you do not have to add a string instruction to direct linguists not to translate the HTML. Linguists in the CAT Tool have the option to toggle tags to reveal the HTML, should they wish to do so.

Character Limits

If you want to instruct translators to translate within a certain character limit, it's best to apply the character limit to the string using the Add / Remove Length Limits function under string Actions. This will flag the character limit to the translators in the CAT Tool as they translate. Quality Checks can also be configured, so an error will flag if translations exceed the character limit.

Issues

If a translator opens a source Issue requiring clarification or further context to translate a string, it might be worth considering adding a string or file instruction in addition to answering the Issue. Although Issues are visible to all linguists working on a translation Job, the information could be missed to all linguists unless they check the Issues' panel in the CAT Tool. Adding an instruction will ensure the information will not be missed, as it will appear highlighted in orange, above the string, as shown above.