APRIL 2022: This story remains for historical purposes only. For updated instructions on translating documents in Smartling, please see Translating a document in Smartling: Step-by-Step instructions (JMP Docs)
You will need access to Smartling before completing this process.
Note#1: There is no support from a non-English language to another language in Smartling. (E.g. From Japanese to German) If you need this done, contact Cary marketing as it can be done fairly easily outside the system.
Note#2: There is currently a bug that is not allowing us to submit some multiple languages at once. You will need to submit it again to the same job via the "Add to job" tab when you need another language added.
Note#3: To do the following, you must use Internet Explorer or MS Edge. If you need to know the GMS process for Macs, contact the web team.
Note#4: If you are translating a non-IDML file, e.g. Doc/Excel/PPT/PDF, please skill Step 1 and go directly to Step 2.
- GMS Preparation - Copy English files to your OneDrive using these steps:
- Go to GMS (English version) and copy all files in the “View Archived Source Documents” (Gray Folder)
to your personal OneDrive folder. Let Jonathan Bryant know if you need to know the process for Macs.
- Create a “Translations” folder to store your source files to be translated in your OneDrive. (To access your OneDrive, find it on your local computer or go to onedrive.com and sign in at the top right with you SAS credentials.)
- In GMS, create a "Deliverable" under the English asset "Activity" by copying the existing English "Deliverable".
- Create new job in Smartling under JMP – Docs
- Click "Job" at the top
- "Request Translation" on the right side
- You should get a pop up similar to below and you will need to add the following information.
- "Files" - Upload needed file(s) for translation. For a PDF file, please upload the IDML file. Multiple formats are supported.
- NOTE: Multiple files translations are also supported!
- "Job Name" - Please follow naming convention: "Content name – Date initiated (today's date)" -- (E.g. JMP 17 Collateral - 28Aug2019)
- "Project" - stays as JMP - Docs
- "Description" - Please add a brief description of what you are translating
- "Target Languages" - Select which language(s) you would like to translate to
- Click "Next" button
- Cost Estimate and due date are generated automatically.
- "Workflow" - There are multiple workflows you can choose from in Smartling depending on the content. The content owner is responsible for choosing the appropriate workflow. The default workflow as of Feb 2022 is "Smartling Language Services (95%+ Skips Review)" which does NOT include Desktop Publishing Services. "Smartling Language Services (95%+ Skips Review)" will use Smartling's translation vendor, Smartling Language Service (SLS) as the translation vendor and skip any reviews that have a 95% match or higher. Japan is the only exception that will not use this service and it will use "Smartling Language Services" without any review skipping.
- Other Workflows are as follows:
- JMP Docs Internal – all languages – depends on content but used for translations for our internal reviewers to translate themselves
- Smartling Language Services - MTPE (recommended) - this was created to utilize Machine Translation with a post-edit translator fro Smartling, then internal review to save money. SAS is currently using this method for general content (not highly technical) to save money and time.
- JMP Docs Machine - does a machine translation and then lets our internal reviewers review it
- JMP Docs Master - not currently being used
- JMP Docs Offline - goes to translation vendor "Password"
- JMP Docs Offline (No Skipping Review) – always for Japanese
- JMP Docs Offline without Review – Danish, Dutch
- Smartling Languages Services - DTP -SLS Translation Vendor and also includes Desktop Publishing Services. Please use this when translating IDML files. (which creates PDFs)
- Smartling Language Services (with Technical review) - Used when very technical content is used and has an extra step to include that languages tech reviewer.
- Click "Authorize Job" and continue to the next step!
- For Smartling Language Services vendor: Go to the job you just created. Add the job attachment you created from step 1 above (GMS files which include the IDML/INDD/English PDF, Links/images, all zipped)
For PASSWORD vendor only: Depending on vendor please send an email to:
- Password (pms@password-eu.com) with OneDrive link to English PDF for translators to reference.
Dear ,
For your reference, here is a link to English PDF for job name I just submitted.
Please let me know if you have any questions.
Kind regards,
- You will receive an email like the following that the file has been translated and is ready for you to download. Not getting notifications? Make sure they are turned on in your notification profile.
- To complete the Desktop Publishing service: When you receive the email from VENDOR (noting that the translation is complete), download the translated IDML file from Smartling, and place it in the “View Documents” (Brown Folder)
in the GMS deliverable you created for your local language. Skip to #10 if you are using Smartling Language Service vendor.
- For Password vendor only (#6-9):
Create a folder named GMS<#> - - , along with the linked images and English A4 pdf. Example: GMS91589-JMP-FactSheet-Korean where GMS<#> is the "Deliverable ID" in GMS. Put all these files (including the English pdf for reference) in a folder called – "To-Vendor" and package them. Compress (zip file) these documents - GMS91589-JMP-FaceSheet-Korean.zip
- Upload the zip file into your Translation folder in OneDrive.
- Right-Click on the zip file and Share with VENDOR.
- Use this text as a template to send the files via OneDrive. Right-click on the file to share/email it.
Hi, here is the link to the for translation into . Included are linked files and PDF of English layout for reference. Note: The GMS job number for this translation is .
When you work on this IDML file, please add GMS.
Example: GMS99131.0719 to the footer at the bottom of the last page. And change the date in the line above to the current month and year. Please return zipped file to original OneDrive location.
Note: You may need to adjust based on the OneDrive note character limit.
- Translation vendor will complete desktop publishing services.
- When the translation vendor is finished with working on the IDML file, you will receive an email saying that the files are now available.
- Download the zipped file and unzip.
- Open the PDF to make sure that the month and year have been updated on the final page of asset. If date is not correct, contact translation vendor to correct and resubmit.
- Create a folder called "From-Vendor" in the “View Documents” (Brown Folder). Put all the final files from the translation vendor in this folder. (in this example, the ”GMS91589-JMP-FactSheet-Korean” folder)
- Send the final PDF to web team to upload to DAM. Publish related web pages as needed and test.
- Now that asset is available in local language initiate planned promotions (i.e. web landing page, social campaign, email blasts, etc.).
- "Close" the Smartling job - By doing this, it confirms the job's translations are officially being used somewhere (JMP.com/email/social/ads/etc.) and helps us manage the translations as a whole.
- To do this, you simply open up the job and click on the “Close Job” button and confirm it.
![image001.png[44].png](https://us.v-cdn.net/6038925/uploads/images/34150iF5F1D300783586A1/image001.png%5B44%5D.png "image001.png[44].png")
After that you will see the job is now “Closed” on the job list.
Finance Process
- Translation vendor will send estimates and invoices to Global Marketing Contact.
- Global Marketing Contact will confirm amount and place in Shared OneDrive folder (open translation vendor folder) and notify Carla Paquet to approve payment via the French office.
Language codes
en = English
de = German
fr = French
it = Italian
es = Spanish
zh-CN = Simplified Chinese
zh-TW = Traditional Chinese
ja = Japanese
ko = Korean
pt-br = Brazilian Portuguese
@kimsanghyun,
1. You need everything. You should be able to copy all of it (not one by one) to your onedrive and zip it up. Are you accessing it properly? Make sure you are connecting to it and seeing a window not via the browser. See here on how to do that. If you are still having trouble, contact Kristy Lynn Flynn.
2. Upload all files received from Smartling into the GMS folder. IDML files should always be provided when it's a IDML translation. If not, please request it from Smartling services at translations@smartling.com. If it's a PDF -> PDF, there is no IDML file. Thanks!
For 1, do I need to copy all image files under /Links/ folder one by one? Or just *.pdf and *.indd enough?
And for 2, files upload, if source documents in GMS are *.pdf and *.indd, should I convert *.indd to *.idml?
