Managing Translation Projects

Strings View

Strings view is available for Account Owners and Project Managers who have access to our new user experience. It is also available in beta for customers in Classic and is used in the Jobs dashboard for all customers. To learn how to search for strings in the Classic Experience, go to Search within a Project.

Strings view is in beta for all linguist roles (Translation Resource, Translation Resource Manager, Agency Account Owner). There are two ways users who have vendor roles can access this strings view. If a content owner you are working with shares a link (URL) or you can access from the classic List View via the "Strings View (Beta)" link in the upper right hand of the page. See below for more details about link sharing between roles and a new experience called "Read Only".

Requesters can access the strings view via Jobs.

This new Strings View replaces and builds on the classic "List View" (Content -> Translations).  Providing more powerful, broader views of content, more bulk actions, and some new actions not previously available.

Access Strings View via Jobs

Go to Jobs and click on a job - Under Job Summary, click View Strings

Access Strings View via Projects

Go to a Project and click on the Strings tab

Screenshot_2020-06-19_at_14.46.51.png

Edit in the CAT Tool

To open a string in the CAT tool, click Actions > Edit in CAT Tool.

This will open a new tab in your browser to access the Smartling CAT Tool. Only the language of the string selected will be available in the CAT tool. If a filter is applied in the String view, the same filter will not be applied when choosing to Edit in the CAT Tool. 

Views

There are two primary views for the new strings interface; Source and Translations. By default, you will enter the Translations view. To enter the Source view, check "Show source language only" under the Languages filter.

 The Source view is only available to content owners, not linguists/vendors.

Translation View - Search Results

Reviewing and managing strings in the translation view will allow you to carry out bulk actions across multiple languages, as well as;

  1. Viewing strings that are Awaiting Authorization, In Progress, and Excluded at the same time.
  2. Applying any filter listed on the left-hand panel.

Source View - Strings Results

Reviewing and managing your strings in the source view can be more efficient as it removes any translations from your view and allows you to focus on the source content. You can apply many actions to the source string which will be applied to your target language translations. 

When viewing by source language we show the source string and its source metadata (File/URL name) as well as a summary of its status.  Status is calculated based on the status for all the language pairs.

Search Results and Counters

Screenshot_2020-06-19_at_16.06.00.png

The counter in the results is the count of the source strings that match your filter.

When looking at multiple target languages (the default), a source string will be repeated for each row with its current translation, and that language’s status.

You will see more results (rows) than the number of the string counts shown if you are looking at multiple languages. Example:

Source  Translation Language
Hello Hola Spanish
Hello Bonjour French

The count of this result is 1 string (2 words). "Hello" is one source string, listed twice for both translations (2 words).

The translation search results use dynamic pagination. When searching across multiple languages, a result will never split a single source string and its translations across multiple pages. All of the translations for a single string will always be shown on the same page. As a result, the number of individual source strings that will be shown on a single page, and the number of results shown on a single page are dynamic. They adjust automatically depending on the total result set and the number of languages selected.

Strings View Filters

Search for strings with the filters on the left area. Reset your search with the link at the top.

The available filters will change depending on the view you are using. The following translation related filters are not available when using the Source view: Languages, Translation keyword, Issues, Assignment, Translations and Workflow.

Filter Options / Definition
Status

Select and search by the following options:

  • Awaiting Authorization – Strings are not yet authorized for translation.
  • In Progress – Strings are authorized for translation but not published.
  • Published – Translation is completed and strings are published.
  • Excluded – Strings have been excluded from translation.
  • Mixed – Strings are in different statuses for different languages. This option is only shown in Source Mode.
Languages 

Select and search by the languages configured for the project. 

Selecting Show source language only switches the Strings View from Translation mode to Source mode so you only see the source content.
Job

Filter strings by an existing job name or choose to view strings outside of a jo by selecting Not In A Job.

State

Search by strings that are;

  • Active - strings that are included in a source/original file
  • Inactive - strings that have been removed from your source/original file. See Localization Terminology for more.
  • Both - filter for both active and inactive strings
Source Keyword

Search for a word or phrase in the Source Strings column.

Use quotes to match a string exactly. For example,

"Save Preferences"
Translation Keyword

Search for a word or phrase in the Translations column. 

Key/Variant Search for string variants by looking up translations based on key or variant metadata.
File Search for file names from the File/URL column. Optionally, select Exact Match.
Issues 

Search by the following options: 

  • Any Issues – Strings that have or have had had open issues.
  • Any Unresolved Issues – Strings with an unresolved issue.
  • Any Resolved Issues – Strings with a resolved issue. 
  • No Issues – Strings with no issue.
Issue type

Search by the following options: 

  • Source – Strings that have an issue with the source. 
  • Translation Strings that have an issue with one of the translation languages. 
Context 

Search by the following options: 

  • Context – Strings that have visual context. 
  • No Context – Strings that do not have visual context.
Context Name  Search by the name of the visual context, optionally with an Exact Match.
Ingestion Warnings

String ingestion warnings are flags raised when Smartling ingests a string that appears to have a possible problem. The string will still be ingested. This filter allows you to view strings that might require further attention. The Ingestions Warnings are;

Ingestion Warning Definition Explanation
High character to word ratio

The ratio of character to words is high.

 

Commonly seen when JSON or XML files are uploaded but the translate_paths directive is not well formed. For example strings that are actually keys/names or untranslatable metadata are ingested (e.g. manual_edit_address_state_selection). See also String is wrong language.
String has HTML blocks The string has HTML block elements. This might indicate an incomplete integration. This is most commonly seen when HTML documents are captured as a single string from a key/value resource file and Smartling HTML formatting is not applied to the string. Check the file format for support of the string_format_paths directive. 
String has no words

The string has no words.

 

This warning occurs when strings have zero words, which is most commonly with strings that are just a placeholder or just HTML markup with no value in the elements. The string should most likely be excluded from translation in Smartling since translators will not be able to do anything with such strings. If you need attributes of HTML elements translated, you should consider extracting those attribute values as separate strings, ingesting them, and then reconstituting the localized/translated version in your application at run time or when preparing fully translated resource files.
String has nonintegrated placeholder

The string contains what looks like a placeholder, but it hasn't been captured as a placeholder.

 

This might indicate an incomplete integration. For the best translation results, strings that have placeholders should be uploaded with those placeholders properly integrated. See Placeholders in Files for more.

 

String is very long

Very long string (high character count). This might indicate an incomplete integration. This is most commonly seen when HTML documents are captured as a single string from a key/value resource file and Smartling HTML formatting is not applied to the string. Check the file format for support of the string_format_paths directive
String is wrong language  The project's source language is different than this string's apparent language. This flag occurs when content is uploaded with a different language than that of the source language in the project. This could mean that the content was uploaded to the wrong project or you need a new project with a new source language. If you have content sources with mixed languages you may need to re-evaluate your solution and split source content into multiple projects. It is bad for your translation memory to translate content when it's not actually the same language as the project is configured to be.
String looks like a URL

The entire string looks like a URL or email address.

 

For GDN projects please see URL Translation feature.

For other project types, strings with this warning should be carefully reviewed and possibly excluded.

 

String Instructions Type

Filter for strings that have

  • No instruction - all strings without translator instrctions
  • String has an instruction - all strings with translator instructions
  • Instruction from file - strings with translator instructions given in the source file (eg: using the #smartling.string_instructions_paths directive)
  • Manually added instruction - strings with translator instructions applied manually by selecting the string in Smartling > Actions > Edit Translator Instructions
String Instructions Text

Search for strings with specific text, eg "Do not translate...".

You must choose one of the options in the above filter first.

Hashcode  Search by a string’s unique hash code.
Domains  In a GDN project, select and search for domains in the URL/Domain column.
Assignment 

Search by the following options:

  • Pending Assignment – Strings have not yet been assigned to a resource, such as a translator, editor, or proofreader. 
  • Assigned Strings have been assigned to a resource.
Assigned To  Select and search for which resource(s) strings have been assigned to.
Translations 

Search by the following options:

  • Has translation – Strings have at least one translation. 
  • Does not have translation – Strings don’t have any translations. 
  • Translation same as source – String translations match the source copy.
Prepublish

Search by the following options:

  • Available to prepublish – Strings are available to prepublish.
  • Currently prepublished – Strings have been prepublished.
Workflow  Search by one or more project or account-level workflow steps. Click a step to select it. 
History Search by the Action taken, the Date range selected, and the User who performed the action; for example, all content excluded in the past seven days by a certain user.
Tags Select and search by one or more content tags. Alternately, select and search by No tags.

 

Features for filtering and searching

  1. Search separately by text in the source string and text in the current translation.
  2. Search for exact strings by "quoting". However this won't work for strings with placeholders or HTML markup.
    source_content.png

    Will return any string with the word “content” in it.
    source_content2.png

    Will return only the string that is exactly the single word, “content”.
  3. You can limit results to one specific File or URL by clicking the exact match checkbox.
  4. Search is not case sensitive, even exact search.
  5. All filters are combined using logical “AND”; you may get zero results when combining filters, even if an individual filter would have some results.
  6. The behavior of the History filter has been updated.  The "preselected" date ranges (e.g. last 24 hours) are now dynamic.  The URL for the filter (and eventually saved searches with that filter, a forthcoming feature) will use the range relative to the time the page is being loaded. So you can get different results if you run the same filter today vs. tomorrow (or even 5 minutes or one hour later), because it’s really last 24 hours from the time the page is loaded.  If you want to share a search or revisit a search for a specific time range use the Custom date range options to specify the exact time range.  A saved search or shared URL with a custom range should produce the same results over time (assuming nothing else changes).
  7. The History filter continues to have limitations for how many results can be returned.  The UX provides explicit feedback when a search using History is not able to be returned.  You can narrow your history or remove it from the search.

Wildcard Searching

When searching for text based fields you can use the * character as a wildcard to match anything. This is especially useful for the following use cases:

  1. To find a string that includes a placeholder. Although Smartling will show the placeholder in the string, the only way to find the string including the placeholder is to use a wildcard.
    1. Example: Hello, *
    2. Will match Hello, ${firstName}
    3. Will not match Why, hello there!
  2. To find multiple strings that are similar in the form they start with or end with.
    1. Example: Good *!
    2. Will match: Good morning!, Good evening! Good afternoon! Good job!
    3. Will not match: Goodbye! G'day! Good riddance.
  3. To refine your search for a string that otherwise results in getting too many results from our standard similar match results.
  4. To find strings that have HTML markup inside them

If you want to match an actual * character that is part of your text you can use \* to match exactly one * character in the filter.

Actions

Bulk Actions and Select All

All actions are now "bulk" actions and will apply to all selected strings. (You must make a selection before you can take any action.)

You can select/check a string on one page, navigate to another page, select other items, and then take an action, and the application will remember exactly which items you have selected, regardless of the page you are currently viewing.

You can also take an action on all of the items in a result set without navigating to all of the result pages. To perform an action on the entire result set:

  1. Select the All on this page checkbox that is in the table's header row.
    actions.png

    "All on page" checkbox:
    actions1.png
  2. Choose the Select all matching current filter option that appears after you have selected all on the page.
    actions2.png

Source Actions vs. Translation Actions

Certain actions apply to the language specific translation that is selected, while other actions apply to the source string, regardless of which language is selected. Depending on the action, and the view, the application will operate on the source string of the translation.

For example, if you are looking at a translation view result set that includes just one string that is "In Progress" across five languages, you will have five items (rows) in the result. If you choose the result for language1 and then take the action to "Add instructions", that instruction is applied to the source string. Therefore, the instruction that is added will be shown no matter what language someone is working on for that string.

String instructions are applied to the source string and are shown for all languages.

Given the same result set (1 string for 5 languages). If you select the row for language1 and then choose the action to Submit to the next workflow step, that action will only apply to the language and translation selected, since submitting, is a language/translation specific action.

Similarly - when you request translation using the translations view, you are taking actions on the specific language that is selected. If you request translation from the source strings view, the application will ask you for which languages you want to request translation.

Not all actions can be applied to all selected strings or translations.

The application will attempt to take the requested action on all selected strings. But it does not validate if that action actually can be applied. If it is not applicable, the action will not be performed and it will silently fail. No feedback is provided in this case.

Reload the page after you perform an action to see the updated results. Depending on your current filter, and the action just taken, you may get a smaller or larger result set. You may need to update your filter to see the strings or translations that you just took an action on.

Source String View - Actions

Some Language specific actions are not available in the source view. For those that are available, the application will ask you to specify the language for your action if needed.  Following is a summary of a few actions and how they differ between the string translations view and the source string view.

Action

Translations View

Source View

Request Translation

If you Request Translation in the translations view - the action applies to the specific language you have selected.

If you request translation in the source source strings view, you will specify the languages in the request translation dialog.

Change Job

Allows you to move the selected string(s) into a new or existing job.

n/a

Submit to Next Step

Allows you to submit selected strings to the next workflow step of their current workflow. n/a

Edit Assignment

If assignment is enabled on the current workflow, this allows you to assign and/or unassign the selected sting(s) to the available Translations Resources listed. String(s) must be In Progress.

n/a

Change workflow

If you change workflow in the translations view - the action applies to the specific language you selected. 

n/a

Prepublish 

Prepublishing translations will immediately publish the current translation without changing the workflow step so that you can use the current translation as if it is published. The string will continue through the workflow. 

n/a 

Reject Translation

 Allows you to send any published strings back to the translation step for revision. You can open an Issue to give further detail to the Translation Resources.

n/a 

Export

Not to be confused with downloading translations, this allows you to export a CSV of the string details, including;

String ID, Source Text, Variant, File/URL, Locale, Translation Text.

 n/a

Edit Tags Allows you to add/remove tags on a string - the action applies to source string, regardless of which language you selected because tags are source string metadata. Allows you to add/remove tags on a string - the action applies to source string; tags are source string metadata. 
Edit Character Limit Allows you to add/remove character limits for all Translation Resources to follow, regardless of which language you selected. Character limits are set on the source string and apply to all target languages. Allows you to add/remove character limits for all Translation Resources to follow, regardless of which language you selected. Character limits are set on the source string and apply to all target languages.
Edit Translator Instructions Allows you to add/remove Translator Instructions for all Translation Resources to follow, regardless of which language you selected. Allows you to add/remove Translator Instructions for all Translation Resources to follow, regardless of which language you selected.
Add Context Allows you to upload an image file for visual context for all Translation Resources to view in the CAT Tool, regardless of which language you selected. Allows you to upload an image file for visual context for all Translation Resources to view in the CAT Tool, regardless of which language you selected.
Remove Context Allows you to remove the image file for all languages, regardless of which language you selected. Allows you to remove the image file for all languages, regardless of which language you selected. 
Stop Translation Stops the translation of the selected language(s) and reverts the status back to "Awaiting Authorization".

Stops the translation of the selected source string and reverts the status back to "Awaiting Authorization". You can specify the languages in the stop translation dialog.

Recheck for Smartmatches Rechecks the translation of the selected language for Smartmatches Rechecks the translation of the selected source string for Smartmatches for all languages.
Exclude Excludes the string from translation for the selected language(s) Excludes the selected source string(s) from translation and you can specify the languages in the exclude dialog.
Restore Excluded Restores excluded string(s) and sets their status back to Awaiting Authorization for the selected language(s) Restores excluded source string(s) and sets their status back to Awaiting Authorization. You can specify the languages in the restore dialog.
Create Source String

Allows you to create a source string in the platform. The string will be created for all languages by default.
To specify the target language, you must select a language for the Language filter first.
The string will be Awaiting Authorization and will not be in a job.
To begin translating the new source string, select the string > Actions > Request Translation.

(see Request Translation above)

Allows you to create a source string in the platform. The string will be created for all languages by default.  The string will be Awaiting Authorization and will not be in a job.
To begin translating the new source string, select the string > Actions > Request Translation.

(see Request Translation above)

 Differences between roles and link sharing

 

Filters and Actions - Users

The filters and actions that are available depend on your role.  Content owners see all the filters and actions available for the Strings View and linguists see a subset of them.  Similarly the results of a filter may differ slightly between roles because of other permission differences. The application will retain the filters that can be applied for the linguist, but omit any which are not available to the linguist.  Therefore if a content owner shares a link with linguist they might see different results.

Examples of reasons why the linguist will see different results than a content owner for a given filter:

  1. Workflow (Awaiting Authorization)
    1. Linguists do not see content that has not been authorized. Any filter that includes awaiting authorization can result in different results when viewed by a content owner vs a linguist.
  2. Workflow + language permissions
    1. Linguists are given access to specific workflow steps in specific languages.  If a content owner shares a URL for a language that the linguist has no permissions to then they will not see any strings/translations.

Read Only translations for linguists

In the new Strings View linguists will have a new experience for seeing content in the projects where they have been given access to work on specific workflow steps and languages. Linguists can now see translations in all steps of a workflow before or after the steps that they have been assigned to (for the languages that have access to).

Strings in these steps they will be labeled "Read Only".  Linguists cannot edit the strings/translation when they are in Read Only steps. This gives linguists more visibility into content that might be in the steps before or after the step where they will be working.  

The workflow filter will include a shortcut to filter the Strings View for just the steps they need to work on.  In the Workflows filter click "My Steps Only" to quickly view just the strings you need to work. If workflow is configured to use "assignment" but the translation has not yet been assigned, it will simply show with an "unassigned" label. The translation will not be editable until it is assigned to a linguist. If it's not assigned to the linguist viewing it will simply show who is assigned and be un-editable.

 

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