Automating Translation Project Management with Phrase

Designed to automate every single bit of translation and localization projects, Phrase will streamline your operations and increase team productivity from start to finish.

One of the main advantages of automating project management is that it allows companies to achieve greater control over processes, resources, and interactions between stakeholders. However, there’s an added benefit that not many people talk about: most businesses would rather partner up with companies that don’t rely on manual tasks.

When you have a localization project on your hands, and you want to achieve the best results with as little human intervention as possible, you need a comprehensive tool that offers smart automation. Only then can you achieve an efficient localization workflow.

With Phrase, you can set up your project and let our sophisticated technology free up the time you previously used for manual tasks, thus streamlining your operations and increasing team productivity. Here is an overview of all translation project management tasks that you can automate with Phrase.

Quality Control

Although time is of the essence in any localization project, translation quality shouldn’t take a rear seat because of rushed revisions. Phrase helps you strike the right balance between speedy output and on-spot content through the automation of quality checks and workflows.

Checks

Who likes broken placeholders or overflowing text in a CTA button? Use Phrase’s Checks feature to scrutinize all your translations for common issues like overly long wording, misconfigured placeholders, and glossary misusage. You can filter through them in the Issue List to focus on just one type of quality problem.

Don’t want to run Checks for all locales? Not a problem – choose just the ones to which you wish to apply the feature.

If Checks flags up any issues, you have the option to either stop translations from being saved (strict setting) or to still let translators save their work with problems showing on the Issue List (moderate setting).

Glossary

Glossaries are invaluable during a localization project because they contain business-specific terms and definitions that guide translators in their work, save them time, and guarantee the linguistic consistency of your content. To see how to set up glossaries in Phrase, refer to this help article.

In Phrase’s translation editor, translators will see matching glossary terms highlighted in the source text and listed with additional information in the sidebar glossary tab. This way, you can make sure that all your language teams are using the correct terms defined for each project – if they aren’t, Phrase will point it out.

Character Limitation

You can set character limits for each key so that translators can stick to a certain length – especially useful for CTA buttons, SEO metadata, and headlines. When you activate this function for a key, translators and proofreaders can see how many characters they’ve got left within the editor. No need to be manually counting characters or checking them with an external tool!

Placeholders

Are you inserting dynamic content through placeholders? Don’t lose your sleep over your linguists potentially struggling to translate around them.

A handy function within the Checks feature allows to highlight placeholders in the editor window, check if translators are making correct use of placeholders in their translators, and ensure they aren’t omitting any. Learn more about working with placeholders here.

Once again, you can choose between the moderate and strict modes to determine whether your linguists will be able to save their translations or not when Phrase flags up a placeholder error.

Review Workflow

Staying on top of source content modifications and having translators update their work accordingly can be a time-consuming, error-prone task for any localization manager. Phrase automates this process for you: whenever the source content changes, it triggers an automatic ‘unverification.’ In other words, the corresponding translations are automatically marked as unverified.

Should you need it, you can also (un)verify translations manually. You can then filter unverified translations and request your translators and/or proofreaders to revise and verify the relevant keys. We call this function Basic Review Workflow.

For those times when you need to go even further, you can implement what we call Advanced Review Workflow: this function requires, by default, that specific proofreaders sign off all content before it’s published.

Task Distribution

Most localization projects, at one point or another, involve conflicting deadlines and priorities. Managing translation workload can be painstaking and complex – which is why Phrase has automated the most important tasks so you can focus on the aspects of your job where human brainpower is indispensable.

Autofill (Formerly Autopilot)

When you really need to speed up your translation workflow and the best way forward is having your linguists review pre-translated content, Phrase’s Autofill feature comes to the rescue.

Through a combination of translation memory input and machine translation (MT), Phrase translates new content automatically. You can even choose an MT provider for each language pair you use. Next, simply set Autofill to mark new translations as unverified so you put your mind at rest that a human translator or proofreader will check its quality.

Jobs

With Phrase’s Jobs feature, you can define what content needs to be translated, when by, and who by, while ensuring that everyone knows what to do. Once you create a job, you’ll be able to find it inside the relevant project or on your Dashboard through an account-wide overview under the Jobs tab.

Translation Ordering

Are you struggling to get a translation dream team together? Forget about recruitment, translation tests, and cumbersome email exchanges: through our Translations integration, you can order professional translators from our partners Gengo and TextMaster in just a few clicks and without leaving Phrase.

The process really couldn’t be simpler! And your translations will be back with you in a matter of hours or days. Learn more about this exciting solution here.

Tracking

Any business wanting to make data-based decisions, document their progress, and build an audit trail over time requires comprehensive reports and statistics. This is especially true for software localization projects, where project managers need to orchestrate and synchronize ever-updating copy, freelance translators with varying availability, fast product releases, and more.

Phrase offers an outline of each project’s reports and figures to keep you in the loop about your team members’ individual tasks.

Activity

You can find user-based information in the User Activity section to check, for example, who has been active and when, and how many words they have translated. The word count is based on the chosen source translation for all translated and checked words, including symbols and numbers.

Reports

If you want a general summary of an entire project, you can head to Project Report to get a fast understanding of its scope. To continually check and refine how automated translation suits each specific translation process, look at the “extended statistics” section.

For a summary of each language’s progression, open the Languages Reports, click on a certain tag, and see certain key groups’ progress in the available languages (e.g., for specific features).

Check out Phrase’s tracking features for more detailed information.

Team Management

Long behind are the days when translation involved spreadsheets and online documents for which each translator needed to request access from the project manager. With Phrase, on top of tracking user activity and project statistics, you can invite users to specific projects, group users in teams, set up roles, and define permissions for each role.

User Roles and Access Control

Phrase includes several user seats that you can use to create profiles or roles for other users, such as:

  • Owner
  • Administrator
  • Project Manager
  • Developer
  • Designer
  • Translator
  • Guest

A specific set of access rights can be defined for each role, and it’s also possible to overwrite a user’s default role to assign them a project-based role or a custom role instead.

While managers, developers, and designers have access to all languages by default, when it comes to your linguists, you can limit access by language and by task (i.e., translator vs. reviewer). Simply define their individual language access rights in their profile or when you invite them to collaborate in your project – learn how here.

Teams

Phrase is all about automating tedious manual tasks, so we don’t want you to have to assign access rights by hand to every single translator working on the same project, especially if it’s a sizable one! Simply head to the People dashboard, group them as users of the same team, and batch-assign permissions. You can then edit your teams from the Team tab within the People section.

Once you create a team, you have the option to add already existing freelancers from your account or to invite new users. All you have to do is enter their email address.

Just as easily, delete users from an account and remove them from all projects within that account. Don’t worry – revoking their access rights won’t lose you any information about them or their work.

With Phrase, team management capabilities are almost endless. Learn all the ways you can leverage them here.

Spaces

Spaces is one of the features within Phrase that localization managers love the most. It allows you to optimize your workflow by logically arranging projects within folder-like virtual locations. This feature proves especially useful to create a time-saving structure in accounts with multiple projects.

Add, delete, edit, and rename any Space in just a few clicks from the Projects tab, and assign users automatically to an entire Space instead of individual projects.

Spaces also come in handy when you need to set up glossaries for your projects because you can assign a Glossary to a Space. This way, all projects within that Space will highlight matching Glossary terms in the source text whenever a translator works on them.

Ready for a project spring-clean? Have a read of this helpful how-to guide and start organizing them now.

Keeping Everyone Informed

Communicating smoothly and regularly with every person who plays a part in your localization project will determine its ultimate success. Save time by automatically contacting and alerting other project stakeholders about every change or update, or when anything is ready for review or completion. Setting up notifications is super quick and easy.

Alerts Triggered by Various Events

You can choose to subscribe to specific events and receive automatic notifications directly in Phrase or via email.  Phrase groups these alerts by project and language within the last 12 hours to group multiple events that belong together.

To keep everyone else in the loop, you can use webhooks that notify stakeholders of different actions that take place within Phrase. A webhook is a function within Phrase that lets you distribute notifications to external providers, such as chat clients, project management applications, and other external APIs.

You can submit status updates and event occurrence alerts to other tools, such as your Slack channel. For example, your translators can receive a notification when a developer or a product manager uploads a screenshot for reference, when a job needs revising, etc.

Notifications Only Triggered by Jobs

From the Jobs tab, when you manage your localization workflow, and you want to tag a team member in the comments section, you can mention them by typing @username. If you type @job, every team member will receive an alert.

Zapier Integration

Are you a Zapier fan? Fantastic! This powerful tool for integrating online services with one another works smoothly with Phrase. By logging in to Zapier, making a Zap in your account, and searching for Phrase, you can combine them to create alerts or ‘triggers.’

Once that’s ready, you’ll receive triggers every time a job is created, started, and/or completed in Phrase. Here is a demo video of the set-up steps.

Slack Integration

Allow your team members to receive automatic notifications directly in Slack of actions and events that take place in Phrase. You can set up these alerts to appear in specific Slack channels or send them as direct messages to individual team members.

Something really helpful about the Slack Integration is that you can choose whether or not you want to send alerts in real-time. If you don’t, simply choose between other frequency options, such as every 4 hours or daily.

Jira Integration

No project is free of issues, but that’s not a bad thing if you manage and resolve them efficiently. Our Jira integration makes incident management incredibly easy for agile companies so they can avoid bottlenecks by allowing cross-collaboration between the support team and other teams.

Getting started is very straightforward. Simply log in to your Jira account directly from Phrase, connect your translation jobs to Jira tickets, and:

  • Create issue tickets from triggered alerts;
  • Update existing issue tickets as new information arises;
  • Close, reopen issues as needed;
  • Get notifications directly in Jira every time a translation job starts or finishes.

Go For Efficient Translation Project Management with Phrase

When you automate manual tasks, the immediate consequence is the standardization of your processes, which translates into fewer errors and a boost in productivity.

Moreover, you can re-deploy human assets to more valuable activities that require human judgment, track progress as processes are running, and generally stay on top of your project management. Long-term, you will also notice a reduction in costs associated with a decreased manual intervention.

Phrase is the most comprehensive automation tool for localization project management, with new features constantly being added to streamline your workflow even further each time. If you have any questions about particular integrations or automation functions, just let us know!

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