SharePoint: News Translations in a Team Site


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Editor’s note: Contributor Ellen van Aken is an experienced intranet adoption manager. Follow her @EllenvanAken

This example may be interesting for Communication employees in multinational organizations.

What was the problem?

As in many international companies, the company language is English. Most people can read that, but general survey feedback showed that employees would really appreciate to read important business news in their own language.

So the Communications team decided that those messages would be translated into 14 different languages. Hiring an external translation agency was easy, but how to handle all those primary, draft and final documents (some of which were unintelligible for the Comms team) without getting confused?

What is the solution?

We set up an external Team Site with 2 libraries:

  • One library for the primary document, in English. The agency set an Alert (Added Documents, Immediately) so they know when they have to start translating.
  • One library for the translations. The agency uploads the translations to this library, using a special naming convention, adding the language as metadata, so we can group the documents by language.
    Designated local employees then check the translations, making sure that the texts fit country and company culture. These employees have set an Alert (Added Items, Daily) so they know when they have to correct a document. They can make changes online. When a translation is OK, a box is “final” is checked.
    (Since the Alert can not distinguish beteen languages, we suggest a Daily e-mail to avoid getting too many irrelevant emails)
  • Communications has also set an Alert to the Translations library, to monitor progress. (All Changes, Daily)

All documents with”the “final” checkbox are made visible to employees in special views by language.

(for advanced users: in a separate Team Site we have created one Web Part Page per language, and “project” the documents, filtered by language, on that page using Corasworks)

What are the benefits?

This setup is not ideal, since the information is still hidden in documents and there are no Alerts per language. A truely online process with targeted news in the correct translation on people’s Homepage would be better, but that is not available at this moment. Still, this setup does help to streamline the process:

  • All documents are in one place.
  • Notification emails that “you have work to do” are being sent automatically.
  • Documents are properly tagged with metadata.
  • No confusion with loads of documents in individual emails.
  • The data can be used for KPI’s, such as turnaround time, learning curve of the translation agency, and projected costs.

Another example of how some thinking and experience with SharePoint can solve those all-too-common business problems!

This is the Source library, containing the original English document:

2013-11-03-EmployeeDirectory-01.png
Source Library, containing the original English documents.

And this is the Target Library, where the translations can be uploaded.

2013-11-03-EmployeeDirectory-02.png
Library for the translated documents