Ad hoc documents

Lokalise allows you to work with document files — literally those which are not key-value based.

Dmitry Olenovs avatar
Written by Dmitry Olenovs
Updated yesterday

This feature is available from the Essential plan and above.

In Lokalise, with the Ad hoc documents project type, you can upload, translate, and download DOCX, PPTX, IDML, and HTML files.

This project type helps translate emails, articles, user guides, legal documents and ad-hoc content snippets.

Project type differences

The document-type project editor differs from Lokalise’s Web and mobile project editor. Here is the list of differences:

  • The editor enables you to preview translations. However, please note that if your project is segmented, the preview feature is not available.

  • The editor has a header that separates the keys of each file.

  • Layout, formatting, and embedded images are preserved.

  • Separate keys are created for each text unit: headers, paragraphs, etc.

  • You cannot add new keys (paragraphs) or remove the existing ones using the editor. Layout changes should be done in the original file and then re-uploaded to Lokalise. Translations will be restored from the translation memory.

  • Keys are displayed in the same order as in the uploaded file. Custom sorting is disabled in the editor.

  • Integrations with content management systems are not available.

  • Key name, description, and other properties cannot be changed.

Getting started

To get started, open your projects dashboard, click New project, and choose the Ad hoc documents type:

Also enter the project name, choose the base language (the one you'll be translating from) and one or more target languages (the ones you'll be translating into).

Once you are ready, click Create project.

Now you can upload your documents to the project!

Uploading the documents

Open your newly created project and proceed to the Upload page. Choose a file you want to upload and adjust the uploading options:

Please remember that in document files, headers and paragraphs are accounted for as keys. In other words, one paragraph = one key.

If you upload multiple language versions of the same document, and they contain minor layout differences (for example, some paragraphs are missing), Lokalise still will try its best to properly align the content without creating any weird extra keys. Learn more about this behavior in the corresponding document.

Editor overview

The project editor allows you to add new languages, perform translations, and preview files.

Each file is represented by a header and related keys. Editing, searching, and applying bulk actions is possible across multiple files simultaneously.

Files are ordered by the upload time (the most recent files are shown first). Keys have a fixed order and are sorted the same way as they appear in the original file.

Selecting files for the editor

Click the Files button in the top menu to open the Files widget.

Here you can:

  • Select which files should be currently visible in the editor.

  • Delete files from the project.

    • Please note that it will take several seconds to delete a file and no progress indicator will be shown.

  • Search for specific files.

  • Sort files in the file selector.

    • Please note that this sorting won't be applied to an order of files in the editor.

Previewing files

Previewing HTML files

You can preview HTML files by clicking the Open preview link in the file header:

A new window will be opened and the HTML file with the complete layout, styles, and images will be displayed. Please note that no scripts will be executed in the preview, so content hidden in sliders or collapsible panels may not be visible in the preview.

You can see how translations would look in the file by changing the language in the dropdown within the preview window. Untranslated parts of the file would contain the value of the base language.

The best result can be achieved if styles and images are either inlined or have absolute links.

Previewing DOCX, PPTX, and other non-HTML files

To preview non-HTML files, switch to the Bilingual mode and click Download file:

This will download a translated file for preview. If keys are empty, then a base language value would be inserted into the target file (so you can preview an original file by downloading a target file while all keys are empty).

Please note that this feature is not available for segmented projects.

Download file button is disabled by default but you can enable it in the project settings. To achieve that, click More > Settings, proceed to the Quality assurance section, and tick the Allow contributors to download target files for preview checkbox:

Project dashboard overview

Ad hoc documents type projects are displayed in a very similar way to Web and mobile projects. In the dashboard you can see the overall progress of your project as well as that of the languages. Yet, there is a small change: you can track the progress of each document in the project separately. On top of that, you can rename and remove individual documents:

Images and layout

Our platform allows you to upload documents without altering the document structure. Complete file layout and all images will be uploaded to Lokalise even though they will not be displayed inside the editor. You will get the translated document with layout, formatting and images back when you export the file.

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