UPDATED JANUARY 2025

In this article, we'll explore essential best practices for document translation. We've highlighted two key options to help streamline and improve your translation process.

Option 1 - Translation directly in Workiva

1. Begin by setting up the format and link of the first document in Workiva
   a. Start by creating and formatting the first version of your document in Workiva.
   b. Ensure that numeric and text links, tags, and formatting are fully established.
   
   
2. Once ready, duplicate the Document
   a. Make a copy of the first document.
   b. Rename the new file.
   
   
3. Begin translating in Workiva
   a. Start translating the document.
   b. As you translate, periodically check to ensure that links and tags remain intact.
   c. Use Workiva’s preview to identify and address any potential issues early.
   d. If desired, you can use the existing translation tool within Workiva and include a translation glossary by uploading product names, acronyms, and key terms unique to the business to help you during the process.
   
   
4. Finalize and Validate
   a. Once the translation is complete, perform a final validation to confirm that all links and tags are still functional and properly aligned with the translated content.
   b. Make adjustments if any discrepancies arise.
   
   
5. Generate Final Outputs
   a. Generate reports in both languages from Workiva.
   b. Ensure the outputs meets ESEF formatting and compliance requirements.
   
   
6. Submit your reporting
   a. Finalize and submit the dual language report to the relevant authorities.
   
   > This option allows translation to begin without requiring additional setup, reduces the risk of disrupting the structure of the original document when handled carefully and ensures that critical links and tags for regulatory or reporting requirements remain intact.

Option 2 - Translation Outside of Workiva using External Translation feature (with XLIFF)

1. Prepare Your Document in One Language 
   a. Finalize the content in the primary language (e.g., English or French). Previously, dual language setups required users to build tables in both languages directly within the spreadsheet. However, this is no longer necessary if you are using an external translation tool.
   b. Ensure the spreadsheet is complete and well-structured.
   
   
2. Export Content for Translation
   a. Use the External Translation feature (XLIFF) to export the document for your Translation Management System (TMS)
   b. Include all necessary elements : tables, narratives and key data points.
   
   
3. Translate Content Using External Tools
   a. Import the exported file into your TMS.
   b. Perform translations within the tool, ensuring linguistic accuracy and context.
   
   
4. Import Translated Content Back to Workiva
   a. Once translated are complete, import the file back into Workiva.
   b. Ensure that translations are mapped correctly to the original content. 
   
   
5. Review and Validate Translations
   a. Check that the translated content maintains formatting, numerical consistency and design.
   b. Use the Workiva preview feature to verify alignment across languages.

6. Convert to Live and Adjust Formatting
   a. Convert the translated content to live within Workiva.
   b. Make any necessary formatting or layout tweaks to ensure a polished appearance.

7. Tag in Multiple Languages (if required)
   a. Use XBRL tagging for both the primary and secondary language outputs, if needed.
   b. Validate the tagged content to meet ESMA regulations.

8. Submit your reporting 
   a. Finalize and submit the dual language report to the relevant authorities.
   

   > Following this approach ensures that numeric linking and formatting are maintained, eliminating the need for replication

Tips for Success:

• Use external translation only after the primary language content is finalized.
• Avoid duplicating tables in spreadsheets to simplify the process.
• Leverage Workiva’s translation features to maintain consistency and accuracy.