30/07/2024

A translation is the result of many small steps within a process chain. This begins with commissioning the project, continues with the provision of relevant information and requirements to the service provider, and ends with the delivery of a finished translation. There are some complex intermediate steps where human input is required: this is particularly important when preparing files for translation with translation memory systems or quality checks.

At other points in the translation process, however, there is potential for automation. Repetitive tasks, such as importing and exporting files or creating orders in the customer portal when content is moved from one tool to another (e.g. from the CMS to the CAT tool), can now be completed automatically. Performing these steps manually not only costs a lot of time and patience, but every manual intervention also represents a risk, as errors can creep in during repetitive tasks. For this reason, effort is being made in translation to automate avoidable manual tasks in the process chain.

This usually involves using new technology and software. The advantage of automated processes is that they are consistent and precise. They increase efficiency, accelerate projects and reduce errors. This enables people to concentrate on complex and creative tasks.

But implementing this is often difficult, which can cause technical and corporate complications, even within departments. When automating processes between two different parties – such as clients and service providers, as is the case with translation – many more aspects need to be taken into consideration. In an ideal scenario, you should first evaluate whether automation is possible and worthwhile.

Fortunately, a technical solution is already available for exchanging data between editorial systems and translation technology. The Association of German Editorial and Management System Manufacturers (Verband Deutscher Redaktions- und Content Management System Hersteller, DERCOM) developed its own interface for precisely this purpose: the Common Translation Interface (COTI) (only available in German). It has three levels for different applications. While level 1 still requires manual export, import and exchange of files, levels 2 and 3 enable different levels of process automation between the client and translation service provider.

From COTI level 2, it is possible to link the tool on the client side (e.g. an editorial system) with the tool on the translation service provider side (e.g. a CAT tool or a translation management tool, such as oneTask). This means that both sides have access to a shared folder or service and the tools can store and retrieve files and exchange information independently without either of the parties having to intervene. Files no longer need to be manually imported or exported before or after the translation, and compiling project information (e.g. languages and delivery dates) and commissioning the translation can also be automated. From level 3, the interface can even do without files altogether and communicate information between the tools using just pure data. Below we look at the pros and cons of introducing an interface for automation.

Advantages:

• No more human errors during repetitive tasks
• Significant efficiency gains for repetitive tasks, such as exporting and importing
• Save time when creating internally managed translation projects

Disadvantages:

• Procuring an internal CAT tool, including the necessary IT infrastructure and licences
• In-depth CAT tool knowledge and staff required for administration
• Assignment of translation projects and placement of orders with service providers may still have to be done manually or additional automation may be required
• Terminology management must also be done internally

Advantages:

• No more human errors during repetitive tasks
• Significant efficiency gains for repetitive tasks, such as exporting and importing
• Clients do not have to learn to use a customer portal
• Placing orders is quicker and simpler
• No separate, internal CAT tool, no admin and no tool knowledge required
• Project creation and the project-specific set-up of CAT tools, including workflows and quality checks, can be fully outsourced to translation service providers.

Disadvantages:

• If there are several translation service providers, splitting orders is technically more complex.

In addition to direct connections using an interface, it is also possible to automate translation processes in other ways. In practice, particularly complex process steps are simplified by specific programming. In terminology management, for example, manually checking and then processing the company’s own terminology databases can be partially automated. Depending on the size of the terminology database, several thousand entries in different languages may need to be scrutinised, a task which is time-consuming and susceptible to errors. oneword combats this problem with script-based partial automation at several points. Targeted, automated analysis makes it possible to quickly gain an overview of the clean-up potential in a database. The necessary corrective measures that are identified and initiated from the analysis can also be simplified by partial automation, for example by automatically checking the corrections before they are added to the database. This service is called oneCleanup. We also use scripting to simplify translation-related terminology work for everyone involved, such as adding foreign-language terminology, and to clean up translation memories.

Last but not least, there are also options for automation when using additional software that is customised to simplify certain process steps. For national corrections and reviews, for example, we rely on our online review platform oneReview: Automated workflows and centralised real-time access for all parties involved make complex review processes efficient and less susceptible to errors. The links to common CAT systems also automate project creation and the final transfer of changes to the document and your translation memory.

The automation of translation processes, especially through interfaces such as COTI, offers considerable advantages, such as increased efficiency and a reduction in errors. It enables repetitive tasks to be processed smoothly and takes the pressure off everyone involved, leaving more time for complex and creative tasks. Remember that every purchase and connection also comes with costs and technical effort. However, the advantages clearly outweigh the disadvantages in most cases.

Would you like to find out more about your individual options for automation, connecting your tools to our systems, interfaces or other options for process optimisation? Then feel free to get in touch with our contact person for process management at e.tillmann@oneword.de.