Traditional and Modern Translation Workflow

Martin Post

Summary:

The modern translation workflow improves on many aspects of translation and localization projects: speed, quality and pricing. However, it can also lead to head-scratching and problems that translation buyers may not be aware of.

Traditional and Modern Translation Workflow

The following is an abridged version of two sections in our Translation FAQ.

The Traditional Translation Workflow: Simple, but “Monolithic”

1. The client sends a document to the translator or a translation agency (via e-mail or file sharing service).
2. The translator translates the document “in place” (essentially overwriting the content) with the translation.
3. The translator returns the translated document.

This workflow is simple and efficient, but also “monolithic”. The translated document only exists as such. If variations (longer or abridged versions) are required, the new document has to be translated in full. This is obviously problematic, as it will cost time and money. To reuse a part of the translation, the editor/reviewer would have to understand both the source and the target language and/or align the documents manually.

This also means that translating 20 documents – no matter how similar they are – constitutes 20 separate (mini) projects where “reuse” requires remembering where to find previously translated content, pasting it into the next document and ensuring that these copies were consistent. This becomes extremely ineffective as more documents, document formats and languages are added.

The Modern Translation Workflow: A “Single Source of Truth”

1. The client sends a document to the translator or a translation agency (via e-mail or file sharing service).
2. The translator or project manager uploads document into the translation management system.
3. Translatable content (“segments”) is extracted from the source document.
4. Every single sentence, heading or table cell is presented to the translator in a bilingual format (source/translation).
5. The translator will translate all segments, using internal and external resources such as translation memories, termbases and reference documents.
6. Once the translator confirms a segment, it will be stored both in the bilingual document and a central database, the translation memory.
7. Optional step: A second translator or proofreader (who may be an employee of the translation agency or the client) reviews the translation in the translation system and makes changes as required.
8. When the translation is marked as completed, the translation software will reintegrate the translated content into the original document structure.
9. The translator returns the translated document.

Advantages of the Modern Translation Workflow

• Translations are added to the translation memory automatically. This means that translated content become reusable for other documents and projects, saving time and money. For example, content from a product manual could easily be reused in a knowledge base.
• In many modern translation tools, reuse occurs automatically: Once a segment has been translated and confirmed, it is automatically “propagated” (inserted for all following instances of the segment in question). Variations that could lead to ambiguities and misunderstandings are avoided.

Potential Pitfalls

Due to tight deadlines, a client may have to edit the delivered translations directly.

Unfortunately, this will create a “fork” for all affected segments:

1. The translation of a segment as stored in the central translation memory (now outdated)
2. The translation of a segment in the document

This leads to hidden problems: While the current translation of a document may be correct and up-to-date, passing the same source content through the translation management system again will present the original, now outdated segments to the translator.

↻ 2025-11-20