In this article, we explain what steps to take if you use a translation service. The translation service could be either:
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An external translation agency
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Translators who work in your organization and who use professional translation software.
Note
This workflow does not apply if you have translators who are using Paligo to add the translation. For details on the steps to follow in that scenario, see Workflow for Internal Translation.
The basic workflow when using a translation service or professional translation software consists of several stages (described below and shown in the workflow diagram).
With this workflow, the idea is that you prepare your content in the source language and then send it for translation. While the content is being translated, you should not update the source language content. This is because the translation needs to be in sync with the source language version of the content. If you need to update and publish your content in the source language while waiting for translations to be completed, see Update Content when Translation is Not Finished.
Before you start working through the stages of the workflow, make sure that you know how to change the state. You will need to change the state of your content at various stages, so that people know that the content is being translated.
You can create translation packages to send to translation service providers. When the translation work is done, the translators return a translation package to you and you can import it into Paligo.
When your content has been reviewed and is ready to be translated, you can send it to your translators. The way to do this varies, depending on how the content is going to be translated:
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Send the content to the translators.
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If you are using a translation service, Export a Translation Package in Paligo and and then send it to the translation service.
If you use one of Paligo's translation integrations, such as Phrase , the translation package is sent automatically when you export it. However, you must notify the translation service that you sent the translation package. The translation software will not notify them automatically.
Note
Some translation softwares, such as Crowdin or LanguageWire, have a different type of integration. They detect when your topics change to the In Translation state and the content becomes available to translators at that point.
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If translating internally, we recommend that you use Translation Assignments, as these are tracked in Paligo.
The internal translators can use Paligo's Translation View to add the translations for your content, see Working in Translation View.
The translation package that you will send to your translation service is a zip file that contains your text. It is in a format that is suitable for your translation service's software, and this is usually a standardized XML format called XLIFF.
Note
The translation package does not include images or variables. if you are using these and they need translating, send them to the translation service separately.
For more details on translating images, see Translate Images.
To learn about using translation variables and sending them to translation services, see Translate Variables. The variables need to be translatable variables, so you may need to convert your existing variables if they are of a different type.
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When the translation service return the translation package, see Import a Translation Package.
Again, if you use one of Paligo's translation integrations, the content will import automatically. But you will need the translation service to notify you when they have completed a translation. There is no automatic notification.
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Check and Approve the Translation
If it is incomplete, send it back to the translation service as a new package and let them know it needs more work.
Tip
For more details, see About Translating.
When the translators have completed their work, import the translation into Paligo, see Import a Translation Package.
Your next step will vary, depending on the state of the content that the translation service provided. Typically, it will be either "confirmed and locked" or "confirmed" (this is true for Phrase, other vendors may use different terminology):
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Confirmed and locked files will import as 100% translated and 100% approved. The proofreading is done, so you only have to change the state to Released in Paligo, see Change the Status.
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Confirmed but unlocked files will import as 100% translated, but not 100% approved. You will need to review and approve the translation, see Check and Approve the Translation.
Note
Typically, Paligo updates the index for topics automatically. But for publications, you may have to trigger the re-indexing manually. This is usually due to some of the topics reusing external components, and the external components do not get re-indexed automatically.
Manual re-indexing is explained as part of the procedure in Import a Translation Package.
Paligo has an Ignore current translation status option that allows you to control what translations are imported. Depending on your requirements, you can use Ignore current translation status to:
The following sections explain how the Ignore current translation status setting affects what translations Paligo imports. For instructions on how to start a translation import and set the Ignore current translation status, see Import a Translation Package.
When you import a translation package, Ignore current translation status is off (clear box) by default. This means the translation process will work like this:
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You create an export and send it to the translation service.
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The translation service work on the translations and return them.
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You import the translations back into Paligo with Ignore current translation status off (clear box).
The benefits of only importing translations for updates are:
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The import process is faster and more efficient as Paligo imports less content
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The translation import only affects topics that have updated content. This is better for managing the release of content, as Paligo knows those topics have changed and records the changes for all publications where the topics are used.
But there is also a limitation:
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Some translation changes may not be imported. For example, translators will translate the topics with updates and they also make some changes to translations in other topics that do not contain updates. With Ignore current translation status off, any translations to other topics are ignored.
If you do not want the other translations to be ignored, you can can set Paligo to import all of the translations that come back from the translators.
When you import a translation package, you can choose to turn Ignore current translation status on (checked box). If Ignore current translation status is on, the translation process works like this:
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You create an export and send it to the translation service.
Important
Paligo remembers which text fragments have updates in the source language. It knows these are the text fragments that will need new translations.
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The translation service work on the translations and return them.
The translators work on the translations for the text that has changed since the last release. While they are working on the translation, they may make changes to the translations for other topics too. For example, if they notice some translation errors in topics that were translated previously. They fix the translations there too.
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You import the translations back into Paligo and choose to check the Ignore current translation status box. For instructions, see Import a Translation Package.
Important
Paligo imports all of the translations for all of the text fragments. It does not restrict the import to the text fragments from step 1.
The benefit of importing all translations is:
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Paligo imports all translations, including those for text fragments that did not change in the source language.
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No translations are ignored.
But there are also some limitations:
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The translation import is less efficient and may take longer.
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Updated translations may be imported into topics that Paligo was not expecting to be updated. These could affect topics in other publications that have already been released.
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