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Translation Workflow

Via the translation workflow, a translation of texts of exportable, multilingual and monolingual objects can also take place outside the object processing, e.g. through a translation agency. To do this, the object texts are exported automatically into XML files and imported again after translation. Fields are recorded in the translation file only if they can be managed in multilingual format (e.g. text fields, but no date fields).

Automatic changes, for instance to the identification, are linked to the export and import. If an object text was exported, for example, the identification is set to 'In translation'.

The translation workflow must initially be activated via the general system configuration.

If an object marked 'In translation' is edited again before its translation is imported, doing so requires specific authorisations. Editing creates a new version of the object, so the imported translation would only ever apply to the old version, effectively losing it.

If a text needs to be modified again after the translation has been imported, the object's identification must be manually set to 'Gap in translation' so it's picked up during the next export.

Translation Workflow Functions

In all managements in which exported objects are offered, advanced functions are available in the toolbar. In addition to functions needed for managing objects with several working languages, functions for exporting and importing object texts are also available.

Functions in Detail

Language Administration

The screen which opens for the selected objects displays a grid list of all the object's languages, with the following available actions:

Language List

  • Overview: shows all currently assigned languages, with name and translation status.

  • Add language: opens a pop-up search to select a language that doesn't yet exist. Changes are only persisted upon saving.

  • Remove language: only possible if the language isn't currently marked as Admin, Base, or Default.

Assignment per Language (radio buttons per row)

  • Set Admin language: the source language of the object.

  • Set Base language: only visible if the object is translatable.

  • Set Default language: displayed by default.

Status per Language

  • Change translation status individually: a dropdown with the values 'Not translated', 'Translation missing', 'In process', 'Translated'.

  • Bulk status change: a toolbar button that sets several selected rows to the same status at once.

  • Language usage per language (courses only): sets whether Description and Content, Description only, or Content only apply for that language.

Add Language

'Add language' is a quick bulk addition of a language to multiple objects at once, without the need for fine-tuning. Detailed configuration (setting the status, defining Admin/Base/Default) is then still carried out via Language Administration for each object.

Change Base Language

'Change base language' is a quick bulk change of the base language for multiple objects at once, without the need for fine-tuning. Detailed configuration (setting the status, defining Admin/Base/Default) is then still carried out via Language Administration for each object.

If no common translated language exists, no dropdown appears. Instead, only a message ('no common language') appears with a close button. No action is possible.

Change Default Language

'Change default language' is a quick bulk change of the default language for multiple objects at once, without the need for fine-tuning. Detailed configuration (setting the status, defining Admin/Base/Default) is then still carried out via Language Administration for each object.

If no common translated language exists, no dropdown appears. Instead, only a message ('no common language') appears with a close button. No action is possible.

Change Identification

'Identification' means the translation status of a language.

This window is a quick way to update the translation status for individual languages across multiple objects, courses for example, at once, for instance to set several courses to 'Translated' once a translation is complete, without having to open each course individually in 'Language Administration'.

Export Gaps in Translation

Texts of monolingual and multilingual objects can be exported for translation. With multilingual objects, the translation is imported directly into the source object. With monolingual objects, the object first has to be duplicated.

Export requires a base language and at least one further working language to translate into. The identification for that working language must be set to 'Gap in translation'. After calling up the 'Export gaps in translation' function, every object marked in the administration is exported. Subordinate elements, for example those assigned to a course's Components tab, can be exported automatically along with it.

All files from one export are stored as a ZIP of XML files, either in a previously specified folder or downloaded directly through the interface. A log file confirms the export or lists error messages. After export, the identification is automatically set to 'In translation'. From that point, editing is possible only for certain users, and only after confirming a warning message.

Import Translations

Translated XML files can be imported both manually and automatically at a set time. The general system configuration defines the time and the folder the files are stored in.

To import XML files, they must first be packed into a ZIP file, the file's name doesn't matter. The ZIP file is then stored in, or uploaded to, the import folder. From there, clicking the 'Import translations' icon on the toolbar of any manager, courses or course templates for example, imports every object marked as an XML file inside that ZIP.

Following a successful import, the identification is set to 'Translated' and the object appears in that language in the learner's view.

Importing a new language does not generate a new version, even for a versioned object.

Manages language-dependent attachments and links, language-specific PDFs or links, for example. Files and links can be managed separately for each language version. Available for:

  • File upload (Attachment)

  • Link (URL)

  • Source

  • Certificate

If none of these exist, the screen shows the message: "The object has no language-dependent files or links." This message appears because the screen only displays content at all when the course contains at least one upload, link, or source meta tag.

A practical example: a course has a PDF handout as an attachment. Through this menu, a German PDF can be uploaded for the German version and a different, translated PDF for the English version, rather than both language versions being stuck sharing the same file.