Create translation and review tasks for project contributors and keep track of their progress.
Nick Ustinov avatar
Written by Nick Ustinov
Updated over a week ago

Tasks are created in the project scope to translate or review the chosen keys by one or more contributors.


Creating a new task

There are two ways to create a task.

First, you can select multiple keys in the editor by ticking checkboxes next to their names and then choosing Create task... from the bulk actions menu. This will open the task creation page with a predefined task scope, limited to the keys you have just selected.

Alternatively, open your project and proceed to the Tasks page:

Click Create a task to open the task creation wizard.

New task wizard

After clicking Create new task, you will be presented with the following screen:

  • Title — the name of your task that will be visible for all assignee. For example, "Translate from English to French" or "Review Dutch".

  • Description — additional optional information about the task. Here you may provide instructions and explanations for the assignee.

  • Due date — optional deadline for the task. Choose a date using the calendar.

  • Task type — can be either Translation (translate from the source into the given target language) or Review (check the existing translations for the chosen languages).

Once you are ready, click Task options.

Task options

  • Lock translations — when enabled, only the task assignees will be able to modify the translations added to this task.

  • Include admins as assignees — include yourself and other project admins to the task. This way you will be able to track the progress from the incoming tasks widget.

  • Auto-mark items as completed on edit — this option was hidden and had a default value "True" before February 2021. When this option is enabled, all items added to the task will be automatically marked as completed once the translation is saved. When this option is disabled, the users will see two buttons: one to save the translation, and another to save the translation and mark the item as completed in the task.

  • Auto-close languages — when creating a task, you can select one or more target languages. For each language a separate sub-task will be created. Therefore, if this option is enabled, the sub-task will be closed once all translations for the specific language are completed.

  • Auto-close task — when enabled, the task will be automatically closed once all sub-tasks are closed.

  • Tag keys as the task is completed — when enabled, you may provide one or more tags that should be assigned to the keys added to this task. The tags will be added only once the task is closed.

  • Allow for this task to be used as a template — this task can be used as a base when creating other tasks (see below for more details).

  • Restrict assignees to custom translation statuses — this option will become visible if you have custom translation statuses enabled. When enabled, you'll be able to choose which custom statuses will assignees be able to add to the translations. Please note that by default only the project admins can assign or unassign custom translation status to/from translations. However, if you create a new task and enable this option, the assignees will be able to toggle the chosen statuses in the scope of the task. Once the task is closed, the assignees without admin permissions will not be able to toggle the statuses anymore.

Click Scope and assignees once you are ready.

Scope and assignees

  • Task scope — adjust the filter to choose the keys that should be added to the task. By default, all untranslated keys are added but you can provide other criteria as needed.

  • Source language — choose the language that the assignees should translate from. For review tasks, this is a language to use as a reference.

  • Target languages — choose one or more languages that the assignees should translate into. For review tasks, this is the language that has to be reviewed.

  • Assignees — choose one or more project contributors to participate in the task. For every contributor you can choose which languages they have to work with. As you define the task scope and select target languages, the system automatically adds all possible assignees for each language. As potential assignees are displayed, you can click each language box to review or add/remove assignees prior to creating a task:

A couple of things to note when changing the task source language:

  • Once you have selected a task source language, it can no longer be picked as a target language for the same task.

  • Contributors can be assigned to the task when they have at least reference language access rights to the task source language and contributable language access rights to the task target language. Learn more about contributors' access rights in the corresponding article.

  • It is not possible to create multiple active tasks with the same scope (i.e. same keys) simultaneously where target languages are the same, even if the source language is different.

  • It is possible to create multiple active tasks with the same scope (i.e. same keys) simultaneously if language pairs are different.

Finally, once you are ready, press Create task. All assignees will be notified about a new task assigned to them.

The newly created task will be displayed on the Tasks page:

Chained tasks

It is also possible to create chained tasks thus introducing multiple revisions cycles. To learn more about this feature please check the corresponding article.

Task templates

To speed up the process of creating typical tasks, you can utilize templates. These are regular tasks but with a special option allowing them to be used as templates.

In order to create a template, proceed to the Tasks page and click New task. Fill in General information as usual:

Proceed to the Task options step and enable Allow for this task to be used as a template option. Enter the template's name in the text field below:

Proceed to the third step, set up task scope, languages, and assignees as needed. Create the task and your template is ready!

Now, when creating new tasks you will see a Create task from template dropdown on the General information step:

Choose a template, and general information will be automatically populated for you. It may be adjusted as necessary:

Please note that Task options will be locked and you will not be able to modify them:

Target languages and assignees will also be inherited but the scope can be changed as needed:

Template-based tasks have a special notice in their description saying which task was used as a template:

Template with two chained tasks

You can also create a single task template containing two chained tasks (translation and review). To achieve that:

  • Create a new translation task that can be used as a template.

  • Create a new review task for the translation task from the previous step.

  • Now, when you proceed to creating a new task based on the template from the first step, it will contain two tasks!

Deleting templates

To delete a template, you should delete the original task that this template was created from initially.

Task flow

Incoming task widget

Once you assign a task to contributors, they receive notification email along with the notification in their Incoming task widget.

Translation status

The translations (items) that are included in the task have a status of completed or uncompleted. This status is changed either once a translation is updated or by clicking the status icon in the editor manually. You can learn more about other translation statuses in the corresponding doc.

Please note that if the Auto-mark items as completed on edit option was disabled during the task creation, users will see two buttons:

  • Save translation only

  • Save translation and mark the item as completed

Closing languages

If you have not enabled the Auto-close languages switch when creating a task, the contributors have to mark languages as done when they are 100% completed. Once a translator marks language as completed (using the Incoming task widget), project admins will receive an email notification.

Closing tasks

As all languages are closed (marked as completed) project admins may close the task to archive it. If the auto-close task option has been selected during the task creation, it will be closed automatically.

Task filter

Filtering keys

We've added two new preset filters in the project editor to allow you and the translators to quickly access the required keys in the editor. The Uncompleted items filter shows keys still to be done within the task (ones with the uncompleted status). The All items filter shows all task keys regardless of their status.

Filtering tasks

On top of that, you can filter the task themselves on the Tasks (not in your project editor!) page. To achieve that, click the Filter dropdown and adjust filtering options:

When simply click Apply. In the example above we've chosen to display only the active translation tasks.

Translation memory

Task assignees will see inline translation memory (TM) suggestions based on the source and target language pair selected in the task scope. After they translate the strings within the assigned task scope, new entries will be added to the TM based on the task language pair as well. For example, if the source language is French, and the target is German, then the TM entry will have French set as a base language, and German as the target.

TM leverage is now calculated based on the language pair selected in the task, so you can expect to see different results for the same task scope if you choose different source languages. Our system will look up entries that were previously translated from the selected task source language into the selected target languages.

Please note that you should not expect to see these TM suggestions in other projects. Specifically, these entries won't be shown if a project has a base language other than the source language of the task.

Task reports and vendor rate profiles

All the reports operate based on the task source language as well. Language-specific rate cards are assigned based on the matching source and target languages in the task, e.g. FR → RU rate card will be applied to the task where source is French and target language is Russian.

Task analysis

Check the Translation reports and word count to learn how we calculate the word count and how to read detailed user reports.

It is possible to browse analysis in Excel format for every task. To achieve that, proceed to the Tasks page and click on the Analysis dropdown under a certain task:

There are three types of reports available:

  • Initial analysis — available after the task creation. This report provides general information about the task, including: title, assignee, languages, words count, total number of keys.

  • Final report — available after the task is completed or closed. This report provides information about the task and total number of contributions per assignee and per language pair, including the number of translated or reviewed words.

  • Detailed translation report — available after the task is completed or closed. This report provides very detailed information on all contributions that were done in scope of the given task. Specifically, it shows who and when edited/reviewed the given key, what was the word count, what project this key belongs to, and some additional information.

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