Translation

Approve/deny a translation request link

Once a translation has been requested, a notification will be sent to all administrative users for approval (a blue indicator will appear on the bell icon at the top right of the screen). An administrative user may approve or deny any translation request.

To approve or deny a translation request:

1. Open your Notifications Tray (bell icon at the top right of the screen) to view notifications.
2. Select the translation request that you wish to approve/deny by clicking the underlined Approve/Deny link.
   • The notification will include the title "Translation Request: [Form Name]" followed by the student name, their ID number, and the date of the request.
3. The Approve/Deny page will include:
   • Date: The date the translation was requested
   • Requested By: Name and email address of the requestor
   • Document: A link to the document that a translation is being requested for
   • Form Translation: If a form type has not been translated in the requested language previously a note will show that the form will also be translated
   • Translator Email: The email address of the first or third party translator that will be translating or review/editing automated text
   • Note for Translator (optional): An optional field to include a note to be included in the email sent to the translator
   • Automated Translation: A note will show whether or not automated translation has been enabled. If not enabled, there are instructions for how to enable automated translation.
4. Enter the first or third party translator's email address in the Translator Email*: field, and an optional note if desired.
5. To approve the translation request, click on Approve Request and Send to Translator. An email with a link to the requested document fields (and a separate email with a link to the form titles if applicable) will be sent to the email provided. You will be brought back to the page you were previously on before clicking on the notification.
6. To deny the request (e.g. request made in error), click the Deny Request button.

Once the document fields (and form if applicable) have been marked as "Completed" by the translator, the document will appear in both English and the translated language(s).

The Version History panel within a document will display the status of the translation request (Pending, Denied, Complete).

Form translation/retranslation link

Each form type (e.g. Individualized Education Plan) will only need to be translated once per language, per environment. When a form type has been translated into a given language once, that translation will be used for subsequent translations of that form type, in that language. Form translations can occur in one of two ways:

1. The first time the form type is requested within a document.
   • For example, the first time a request for an IEP to be translated in Spanish is made, the IEP form type will also be sent to the translator in a separate email to be translated in Spanish. Once the form type has been translated, the next time an IEP translation in Spanish is requested, only the modified document fields will be included.
2. When an administrator requests a translation.
   • If a form needs to be retranslated, an administrator can also request a retranslation.

To translate or retranslate a form:

1. Visit Settings (left menu) > click on Form Settings.
2. Select the form type that should be translated/retranslated.
3. Locate the Form translation: option and click the Translate/retranslate button.
4. Complete the Translate/retranslate form dialogue.
   • Language: Select the language you wish the form to be translated/retranslated to.
   • Translator Email: The email address of the first or third party translator that will be translating or review/editing automated text
   • Note for Translator (optional): An optional field to include a note to be included in the email sent to the translator
5. Click the Request Translation button to send an email with a link to the requested form type to the email provided.
6. Click Cancel to cancel the request.

Since this action can only be taken by an administrative user account, you will not need to approve/deny this request.