Translation records

Translation records are linked records and are related as translations of each other in different languages. The record containing the content in the primary language is the parent record. This record containing the translated content is the child record. There can be several child records with translations into several languages. The translated content can be flagged as current, indicating it the content has been translated and is up to date, or not current, indicating the content will need translated/updated. Linked records are visible in the library on the Linked Content Panel. For more information, see Linked Content .

The status of content records with translation links is indicated in the Translation Parent and Translation Status columns in the library "Grid View". The Translation Parent column displays either a 0 for parent records, or the parent record's Content ID for child records.

The "Translation Status" column for a parent translation record can contain one of the following values:

  • No Translation: Content is not a translation parent
  • Is Parent: Content is a translation parent

The "Translation Status" column for a child translation record can contain one of the following values:

  • No Translation: Content is not a translation child
  • Current: Child content is in sync with parent content
  • Not Current: Child content is not in sync with parent content
  • Out For Translation: Child content translation is in progress
  • Not Current and Out: Parent content has changed while child content translation is in progress

Note: The "Translation Parent" and "Translation Status" columns are only visible if the columns have been added to the grid. For more information on customizing grid columns, see Work with the search results .

Note: Users must have the Allow user to see features related to content management application permission granted to view the Link Content, Link to N, and Edit Link options.

Tip: You can quickly locate all translation records by running the All Content Requiring Translation saved search.

Create a Translation Link

To create a translation record, duplicate the parent record and link the duplicate record to the parent record using a translation link. The translation record becomes the child record. Send the child record for translation to the required language.

  1. Copy the desired content records.
  2. Select the Translate checkbox from the Link Type section.
  3. Choose one of the following Translation Options: 
    • Original is parent
    • Copy is parent
  4. (Optional) Select the Translation is up to date check box. Leave this unchecked if you are creating a copy for translation.

If you already have records that are translations of each other, then you can create translation link from the record in the parent language and the translated records.

  1. Select the desired content record(s): 
    • For a single content record: Click the More OptionsMore Options menu menu and select More Tools > Link Content.
    • For multiple content records: Select the checkboxes of the content records you want to link. Click the More OptionsMore Options menu menu below the Search bar and select More Tools > Link Content.

      • Note: Once your content record(s) are selected, you will be in "Link Content Mode". The content record(s) you selected will be listed beneath the Search bar (e.g. Link to ID N1,N2,N3, ..., where N1,N2,N3, ... are the Content ID numbers of the selected records). To cancel the content linking, click Exit Link Content Mode.

  2. Select a record or group of records to link to the previously selected record(s).
  3. Click the Link to ID N1,N2,N3, ... button below the Search bar, where N1,N2,N3, ... are the Content ID numbers of the selected record(s). The "Link Content" dialog will display.
  4. Verify the selected content record(s) in the Link configuration between section.
  5. Under Link Type, select the Translate checkbox.

    6. Note: For more information on the other link types, see the following: Also See links and Content Management links.

  6. Under Translation options, select the appropriate radio button to indicate the parent record.
  7. (Optional) Select or clear the Translation is up to date check box. Both linked content records' statuses will display as "out of date" if it is cleared.
  8. Click Link.

Break Translation Link to Parent

The link between translation content records can be broken from either the parent or child record. Once the links are broken, the records exist in the library as standard records.

  1. Locate the desired content record, click the More OptionsMore Options menu menu, and select Open Details Panel > Linked Content. The Linked Content panel displays the linked records.
  2. Click the More OptionsMore Options menu menu of the linked record(s) you want to remove and select Linked Content > Delete Link.

Caution: If you delete translation links of several content records, ensure they have the same parent record. If you remove all the translation links of a parent record, its translation status is disabled.

Edit a Translation Link

The Translation Record status of linked parent and child content records indicates if the translation is up-to-date. When you edit the parent record of linked translation records, the translation status of the child records changes to Not Current and signifies the record is out of sync with its parent. Use the Send to SME job to update the child records with the translation of the updated parent record. After the SME uploads the translated record, from the Job Manager page, approve and save the record back to its library folder, the translation status becomes "Current". You can manually change the current translation status for one or more records.

Note: On the row of a child translation record, the Translation Parent column displays next to the Translation Status column.

  1. Locate the desired content record, click the More OptionsMore Options menu menu, and select Open Details Panel > Linked Content. The Linked Content panel displays the linked records.
  2. Click the More OptionsMore Options menu menu of the linked record(s) you want to edit and select Linked Content > Edit Link.
  3. Edit the link as desired.
  4. (Optional) Update the translation status by doing one of the following:
    • To set the status as "Not Current," clear the Translation is up to date check box.
    • To set the status as "Current," select the Translation is up to date check box.
  5. Click Save. The translation status is changed.

Send for SME translation

The Send to SME option allows you to send a content record to SMEs for translation. The SME receives an email with the link(s) to the individual records or the composite document for translation (and uploads the records when completed). The My Work > SME Jobs on page lists the uploaded record(s) where you can approve, reject, edit, and perform other tasks. Once the translation is approved, the Translation status of the approved records changes to Current. The Content Administrator can enable the content records. The translated records are now available for everyone to use. To learn more about sending review jobs to SMEs, see Sending SME Jobs. To learn more about approving SME jobs, see Working with SME Jobs.

Note: You can send the SME jobs to anyone and they need not be a licensed Upland Qvidian users.

Cancel translation

When a translation record has been sent out for translation, the Edit Content > Cancel Checkout option displays on the More OptionsMore Options menu menu until the record has been saved and promoted back to its library folder. Once the translation job is cancelled, its translation status will display as "Out of Date."