Send multiple components to translation

When you select multiple files to send to translation at the same time, you can choose to create a separate translation submission for each file. For example, if you select five maps and go to the Selected Components panel, you can select the Translation option and you can specify if you want to send them all in one translation job or split them up. Components can include maps, DITA topic files, and images.

By default, a translation coordinator can select any unlocked component and send it to translation.

  • However, an administrator can remove the ability to send a component to translation unless it has been approved.

If an administrator sets the optional TranslationApprovedOnly feature to true and enables it:

  • In the Components browser, when using the right-click or Options menu, the Translate option cannot be selected if the component is not approved.
  • If the topic is approved, for example a map, but the references are not:
    • The coordinator sees errors for those components that are not approved.
    • The translation job can't be created until one of the following occurs:
      • The TranslationApprovedOnly feature is not enabled (set to false).
      • The coordinator approves all referenced components.
      • On the Translate component screen, the coordinator clears the Include referenced components option.

The option to create separate jobs after you select multiple files is only available from the Selected Components panel. If you create a translation from the Translations tab, you won't have the option to create separate jobs for each file.

Tips and tricks

  • Before the Translate button becomes active and can be clicked, you must set a value for all required fields and attributes. Required fields are marked with a red asterisk.
  • Inspire now supports content references to ditabase topics. A ditabase topic is a composite topic. Before maps, ditabase was used to collect multiple topics and structure them within a single topic file.
    • If you send a file to translation and:
      • The file has a conref to a ditabase topic
      • You include all referenced components
    • ⇒ The translation targets are created and the links are valid.
  • If you need to translate a source component that's written in a language that isn't English, follow the steps in Translate to English first.

  • When you send a component for translation, Inspire creates a target copy of the component in a new language sub-folder. When creating the target copy, Inspire ensures content that is read from Right-to-Left displays correctly.

    For the topic's language, Inspire sets the Reading property in these cases:
    • If it doesn't exist yet
    • Only if the language Reading property is rtl (Right-to-Left)
    • For example: <concept id="concept_guid" xml:lang="ar-Ar" dir="rtl">
    • Inspire makes no changes if the language Reading property is ltr (Left-to-Right)
  • Options can vary. When sending files to translation, you may see different tabs depending on the selections you choose:

    • Details. All translation jobs require you to add information on this tab.
    • Attributes. You only see this tab if you are sending additional details about the job to a GlobalLink application that Inspire can communicate with. You must select one of the following options on the Details tab, in Translation Project.
      • GlobalLink Portal (formerly Transport)
      • PD Rest
    • Components. All translation jobs require you to specify source files on this tab.
    • Reference only. You only see this tab if you are sending reference files to GlobalLink Enterprise (formerly known as Project Director). On the Details tab, in Translation Project, you must select PD Rest.
    • Publish. If you normally publish your content after the translation process is complete, you can automate this step in a translation request. When you create the translation job, you can use the Publish tab to schedule publishing automatically when the translation is complete.
  • If a user is an administrator or has been added to the can_unlock_system module property, they can unlock a component with a red system lock after it's been sent to translation.
    • The component being translated is unlocked and remains in the translation job.
    • Users can edit the content and this may cause issues when the component is returned from translation

To send multiple components to translation:

  1. Select components.
  2. Enter translation details.
  3. Optionally include attributes.
  4. Add components.
  5. Optionally include reference components for GlobalLink Enterprise (PD).
  6. Optionally configure automatic publishing of translations.
  7. Send to translation.

1. Select components

  1. Select Components_TopMenuOpt Components.
  2. In the Folders pane, navigate to the folder that contains the components you want to translate.
  3. In the Components pane, select the checkbox for each component you want to translate.
  4. On the Selected Components pane, click Translate translate_icon.
  5. On the Create Single or Multiple Translation Jobs screen:
    • To create a separate translation submission job for each file, select Yes.

      • You fill out the information on the Translate component screen once for all separate jobs.

        This means all files in the separate jobs need to have the same requirements, such as the target language(s), due dates, export configuration, and translation project.

      • Each job is named differently based on the name of the source component.

      • Except for the name and component, all separate jobs share the same submission details.

      • Multiple translation jobs are created. One job per selected file.

      • You receive a notification for each job separately.

    • To create one job that contains multiple files, select No.

      • You fill out the information on the Translate component screen once for all files in the one job.

        This means all files in the separate jobs need to have the same requirements, such as the target language(s), due dates, export configuration, and translation project.

      • The job is named using the first component listed.

      • One translation job is created that contains all files selected.
      • You receive one notification for the job.

2. Enter translation details

1. On the Translate component screen, select the Details tab.
2. In Name, enter a unique name for the job using 100 characters or less.
3. Optionally, in Description, add details about this component using 1000 characters or less.
4. Optionally, to automatically populate options on this screen, select a Translation Configuration.

  • If you choose a Translation Configuration, you must continue with these steps to review the settings and ensure the required information has been added.
  • You can change any details that are automatically added by a Translation Configuration.
5. To identify how the translation work will be completed, choose a Translation Project. Depending on how your organization configures Inspire, you would select one of the following:

Choose from:

  • The method for sending the files (PD Rest Api, Manual, GlobalLink Portal, GlobalLink Connect)
  • The client or vendor name

6. If you selected a Translation Project that uses integration with GlobalLink Enterprise (PD Rest Api), select the Translation Workflow to use in GlobalLink Enterprise (formerly known as Project Director) .

Choose from:

  • Pseudo - content is translated using machine translation
  • Human - content is translated using a human linguist

  • Pseudo review - content is translated using machine translation and reviewed by a human linguist

7. If your administrator has enabled the feature, you may see an option called Pivot to English.

  • The Pivot to English checkbox always appears when you create a translation from Translation Management.
    • By default, this option is checked when you translate a non-English component.
    • If the component you are sending to translation is in English, the Pivot to English checkbox is not selected by default.
  • If you create a translation job in another place, such as in the Components browser:
    • The Pivot to English checkbox only appears when you translate a non-English component.
    • The Pivot to English checkbox is hidden when you translate an English component.

  • The Pivot To English feature only works if both of the following conditions are true:

    • An Administrator enables either the PivotToEnglish option or the PivotToEnglishGB option
    • The language in the source component is NOT English
  • If you need to include a translation to English before the Target language, select Pivot to English.
  • If you don't see this option, skip this step.
8. To select the language you want this component translated to:

a. In Translation Target, click Select Languages.

b. On the Select translation languages screen, select any of the following:

Choose from:
  • Language groups - To see only groups, click the Collapse down arrow next to the group names in bold. To see the languages in a group, click the Expand sideways arrow next to the group name in bold. Select a group to automatically include all the languages in the group.
  • Individual languages - To see an individual language in a collapsed group, click the Expand sideways arrow next to the group name in bold. Select an individual language from a group or from the language list below the groups.
  • Tip: By default you see all of the groups and individual languages. You can use the buttons in the title bar to quickly collapse all groups and then re-expand them all.

In Translation Target, to create a request that doesn't fail, you must:

  • Select a target language that is different from the language used in the source components.
  • Select a target language that exists in your project configuration in GlobalLink Enterprise (formerly known as Project Director).

If you submit a translation request for a language pair that does not exist in GlobalLink Enterprise, you see a failure notification. If the language pair cannot be found, the translation job will not be created in Inspire.

c. On the Select translation languages screen, click Select.

Result: The languages you chose are listed after Select Languages.
9. In Export Configuration (Translation), select Translation unless you've created a custom export configuration you want to use instead.

An administrator can choose an export configuration to be shown automatically as the default. If you need to use something other than the default, you can select another option.
10. Optionally, to Ignore Content Attributes. select one of the following:

Choose from:

  • Use configuration - this is the default setting. It tells Inspire to check the Translation Attribute Management settings to ignore only the attributes that your organization has identified (marked with Ignore as content change set to True).
  • All - this setting tells Inspire to ignore all topics where the content hasn't changed but the attributes did.
  • None - this setting tells Inspire to send all content to translation regardless of attribute changes.

For example, if the only changes made to a topic are attributes used to define where page breaks are, you don't want to run this topic through translation again and incur unnecessary costs.
11. In Due Date, use the calendar to select a date in the future.

To add a time, next to 12:00 AM, select the checkbox and then select a time from the list.

12. To include content for translation only if it has a specific profiling attribute, click Add Filter.

If an administrator has set a default filter value, that attribute is already chosen on the Filter Profiling Attributes screen. You can do any of the following:

a. Leave the default value, click Select, and you are finished with this step.

b. Leave the default value and select additional attributes you want included in this job. Click Select.

c. Clear the default value and select different attributes you want included in this job. Click Select.

d. If there is no default value already selected, select the attributes you want included in this job. Click Select.

Any component that doesn't include the attributes you select won't be sent to translation.

13. To let Inspire add components to this job automatically if any topic references them, leave Include referenced content selected.

If you clear this option, you also disable the Export Configuration (Translation) list. In this case, only the components listed on the Translate component screen, on the Components tab, is sent for translation.
14. To translate content in the source components that isn't XML, such as images, select Translate Binary.

15. If your organization is using DITA specializations in Inspire, you can include a custom schema file in the translation job by selecting Include Schema.

Tips:

  • You only see this option if you select a Translation Project that uses the PD Rest Api.
  • This option is helpful if an Administrator has uploaded a custom XSD and you want to include it in a translation job so the vendor can parse your XML files.
16. If there was an issue with a previous translation and you want Inspire to translate files again, you can select Force Translation of All Components

Tips:

  • You only see this option if you select a Translation Project that allows it.
  • If any files were previously translated and there have been no changes, Inspire won't translate the files again, even if you select them.
  • Using this option forces translation and overwrites the previous translation of all files in this job.
17. If you selected a PD Rest Api configuration in Translation Project, you can add the Inspire Translation Job Id to the Submission Name by selecting Prepend Translation Job Id to Submission Name.

This lets you see the Inspire Job Id in GlobalLink Enterprise (formerly known as Project Director) .

3. Optionally include attributes

If the Translation Project type you select has attributes associated with it, you'll see an Attributes tab.

You only see this tab if you are sending additional details about the job to a GlobalLink application that Inspire can communicate with. You must select one of the following options on the Details tab, in Translation Project.
  • GlobalLink Portal (formerly Transport)
  • PD Rest

Translation attributes are created by your organization. Therefore, the attributes shown in the example screen above are different from what you see on the Attributes tab.

  1. On the Translate component screen, click the Attributes tab.
  2. For all required information that's marked with a red star, enter information in each text box.
  3. Optionally, for attributes no marked with a red star, do one of the following:
    • Under each label, enter information in the text box.
    • Leave the option empty.

4. Add components

Tips and tricks

  • You must add at least one unlocked component.
  • If a component is locked for review, you can add it to the translation job ONLY if the TranslationLockSourceDisabled option is set to True. Administrators can follow the instructions in Allow locked review components to be translated.
    • If a locked review component is added to the translation job, the content sent is the same as what existed at the time it was added to a review.
    • No review comments or changes are included in the content sent to the translator.
  • For components that aren't binaries (images), the source languages must all be the same.
  • For binary components (images), you can add images translated into other languages if your administrator allows it.
  • When you Add Components, on the Select Components panel, you can set the number of components listed per page. At the bottom of the list, next to Items per page, from the dropdown menu select a quantity.

    Inspire remembers how you customize this setting. The next time you open the Selected Components panel, Inspire uses your choice instead of the default. If you want Inspire to forget your customization and return to showing the default number of Items per page, you must re-select the default or clear your browser's cache.

  1. On the Translate component screen, select the Components tab.
    You see the components you selected in the Components browser.
  2. Optionally, to add more components, click Add Components...
    1. On the Select Components screen, in Folders, navigate to the folder that contains the component you want to add.
    2. In Components, select the file(s).
    3. Click Select.
  3. Optionally, to remove a component from the list, click Remove .

5. Optionally include reference components for GlobalLink Enterprise (PD)

You only see this tab if you are sending reference files to GlobalLink Enterprise (formerly known as Project Director). On the Details tab, in Translation Project, you must select PD Rest.

  • Reference components are not locked in Inspire.

  • Reference files aren't returned from GlobalLink Enterprise.

  • You can send the same files for translation and reference only. This is helpful when the linguist might need to refer to the original, such as a map, when making changes.

  1. On the Translate component screen, select the Reference only tab.
  2. Click Add Components...
  3. On the Select Components screen, in the Folders pane, navigate to location of the components you want to send as a reference.
  4. In the Components pane, select the checkbox for each component you want to include as a reference.
  5. On the Select Components screen, click Select.
    Results: You see the reference files listed.

6. Optionally configure automatic publishing of translations

To configure automatic publishing of translations:

  1. On the Translate component screen, select the Publish tab.
  2. In Publish translated source components when, select Translation language is completed.
  3. Click Add Publish Configuration...
  4. On the Publishing Configurations screen:
    1. Select the type of deliverable you want to create for the completed translations.
    2. Click Select.
    When the translation completes, Inspire creates a publish request using the properties of the publish configuration you select. This results in the translation created as a published deliverable and imported back into Inspire.

7. Send to translation

  1. On the Translate component screen, verify you've added all the required information by looking at the Translate button and seeing if it's enabled (blue) .
    If the Translate button is greyed out , you haven't added all the required information. Go back to each tab and look for fields with a red star. Ensure you've completed each required setting.
  2. Click Translate
    Results:
    • Each job is named differently based on the name of the source component.
    • Multiple translation jobs are created. One job per selected file.
    • You receive a notification for each job separately.

    • Inspire creates a folder for each language you select. The folder's location is based on the component you select for translation.

    • Inspire creates a target language component and puts it into the new language folder. A target language component is created for each language you selected.

    • Inspire sets the Reading property ("ltr" or "rtl") as it is specified in the language definition when creating target components for translation.

    • When you complete a task that triggers a notification, such as managing translation jobs, the Slack and email message bodies contain:
      • The notification with ten or less Issues, Errors, and Warnings.
      • A link at the bottom of the message [See Full Version].
      • You can click the [See Full Version] link to expand a section under the link with the full details.

    • When you click Translate, you may see warning messages that a component was not included in translation job because:

      • It is already active in another translation job for the same language
      • Its content does not require translation

      Now, you also see Job IDs in the warning messages:

      • The component [COMPONENT NAME] was not included in translation job [ID, JOB NAME, TRANSLATION LANGUAGES] because it is already active in another translation job [ID] for the same language: [ID].
      • The component [COMPONENT NAME] was not included in translation job [JOB NAME, TRANSLATION LANGUAGES, ID] because its content does not require translation.
    • Translation starts with the non English components.

    • The second job for a translation pivot contains the same number of files as the first.

    • If an English component is locked, the entire job fails.

    • Images remain linked to the original language. For example, if the source is in German, images remain linked to the German source components.

    • When that job has a State of Completed, Inspire automatically creates another job to send the English source files to be translated into the Translation Target language.
    Is a component not being sent to translation? Here are a few things to check:
    • Inspire won't send a component to translation if it's already been translated and there aren't any changes. The only exception occurs when you select the Force Translation of All Components option to overwrite a previous translation.
    • Files may have been excluded due to a filter or an export configuration.
    • Files can have a tag called TranslateNotRequired to exclude it from jobs. For more information, read Exclude a file from translation using a component tag.

    Completed jobs

    • Translation coordinators receive an email notification that the translation was completed.

      The email notification contains the following information:

      • The status. If the job was successfully Completed or Cancelled in GlobalLink Vasont Inspire. For example:
        • A translation job that you requested from GlobalLink Vasont Inspire for [17563] "DSLQR_Map" (fi-FI) has been successfully created.
        • The translation job [17563] "DSLQR_Map" (fi-FI) was cancelled in GlobalLink Vasont Inspire by "janedoe@mycompany.com".
        • The translation job [17563] "DSLQR_Map" (fi-FI) was successfully completed.
      • The translation job ID. (For GlobalLink Enterprise and TransPerfect jobs.)
      • The translation job Name.
      • A list of target Languages used in the translation job.
      • User Name of the account that completed or cancelled the translation job.
    • If you selected the Pivot to English, in Translate to English first, refer to the Results section.
    • In the email notification, you can use the link to zip file to download deliverables.
    • When translation creates a zip, you see the file name as Translate-{Job Name}-{date/time}.zip.