How to translate XLIFF files: the complete end-to-end workflow

This guide takes you through the whole process, from exporting your XLIFF files from your course-authoring platform, uploading to Smartcat, translating and editing it with AI human workflows, and then downloading your translated file for upload back into your course-authoring platform.

When translating courses with Smartcat, we recommend using the XLIFF 1.2 file format for the best results.

There are many course-authoring platforms and learning management systems. They typically follow a similar workflow, with some degree of differentiation, when it comes to exporting XLIFF files for translation. In this section, we will use the popular platform Articulate Rise, to demonstrate how to export course content files for translation.

1. Create multiple course copies, one per each target language

First, make a copy of your Articulate Rise 360 course for every language that you want to translate it into. If you’ve got multiple languages you aim to provide your course in, be sure to make the right number of copies. The course will preserve its original language layout in every target language, so no need to worry about that.

• To copy a course, hover over the course tile in your Rise 360 dashboard, and choose Duplicate.

• Enter the name for the course (a good idea would be to specify the target language) and click Save.

2. Export XLIFF file from each copy
Export a XLIFF file for each of your course copies.

It's crucial that you have multiple course copies and also an export XLIFF file for each of these copies. You can't simply export one XLIFF file, translate it into multiple languages, and then import into Articulate. Every language copy of the course has unique identifiers, so an XLIFF file from one course won't fit a different one. Articulate Rise will return an error message and refuse to import translations if a user tries to use the incorrect export XLIFF file.

1. Open the course you’ve made for translation, click Settings in the upper right corner, and proceed to the Translations tab.

2. If you don’t need to preserve formatting, deselect Include HTML formatting. Note that you’ll have to format the course afterward if you choose to do this.

3. Click Export XLIFF file and save it.

1. Log in to Smartcat: Go to the Smartcat website and log in to your account.

2. Create a Project: Click on "Projects" in the Navigation menu, then "+ New project".

3. . Enter Project Details: Project name, deadline, source and target language(s), and project workflow. Click “Create project”.

4. Upload File(s): Click "Upload files". Then, in the new window, select the XLIFF file from your computer or drag and drop it onto the screen.

5. Start Project: Once the file is uploaded, click "Finish". Smartcat AI will automatically analyze your XLIFF file, choose the best automatic translation engine, and perform the AI translation.

As soon as your AI translation is complete – typically in seconds but no more than a few minutes – you can review and edit it, invite team members to review, or assign a subject matter expert reviewer native to the target translation language.

The review process works as follows:

1. Access Smartcat Editor: Click on “Open Editor” to review your AI translation.

2. Review segments: Look at each segment that has been translated by AI.

3. Check for quality: Ensure the translation accurately conveys the original meaning and is contextually appropriate.

4. Edit translation: If necessary, make corrections to the AI-generated translation to improve quality and accuracy.

5. Use glossary and TM: Refer to your translation memory (TM) and glossary suggestions, via the Suggestions tab to the bottom left, to maintain consistency and correct terminology.

6. Approve translations: Mark each segment as approved once they meet your quality standards.

7. Leverage QA tools: Use Smartcat's built-in quality assurance (QA) tools to identify any potential issues, such as inconsistencies or errors.

Exporting your translated XLIFF file is fast and easy.

1. Complete Translation: Click “Done” to the top right of the screen in Editor once review and QA steps are complete.

2. Export File: Click on the dropdown symbol beside the download button to the top right of the Editor screen.

3. Click on “Special formats”: Click “XLIFF”.

4. Retain naming convention: Before downloading, ensure the file name matches the original format used by your LMS platform (e.g., Articulate).

5. Save document: Save your XLIFF file to your chosen location on your computer. It will automatically download.

You can also export your translation via project settings.

Whichever course-authoring platform you use, the process for re-importing follows a similar workflow. Again, we will use Articulate Rise as an example workflow here.

1. LMS login: Log in to Articulate Rise.

2. Select course: Choose the specific course you wish to update with the translated content.

3. Go to “Course Settings”: Click on course settings to proceed with translated file import.

4. Import translated text: Scroll down to step 3 – “Import translated text” – and click on the button.

5. Upload your XLIFF file: Choose the file from your computer and upload it.

6. Review imported content: Ensure that the translated content appears correctly in the course on Articulate Rise.

For further XLIFF translation and elearning education, sign up to our free and fast Smartcat Academy course.