This section is intended for Oracle Eloqua users who are new to the Cloudwords experience. In this document, you’ll learn how to start a basic project, how to manage and track its progress in the dashboard, and then how to review the translated content and finalize your project.
Start a new project
- Navigate to <URL> and click Start New....
- Select Start New Project. The Create Your New Project page should display.
- Fill in the fields:
Project Name (required) - type the name of your project
Department (required) - select from the dropdown menu
Intended Use (required) - select from the dropdown menu
Campaign - select from the dropdown menu (optional for Professional Edition)
Project description (optional) - type a description
Priority - select from the dropdown menu
Tags (optional) - select from the existing list or add new tags
- Click Next. The Source Materials for <project name> displays.
Select Source Materials
Next, it’s time to locate the source materials you want translated.
- Click the Oracle Eloqua box to select a content source from the page list. The content assets may require a few moments to load. Source materials display the list of currently configured integrations.
Note: If Oracle Eloqua is not listed here, see Cloudwords for Oracle Eloqua: Before you start. You may need to enable the Cloudwords for Eloqua integration before you can start a project.
- Select one of two (2) delivery options for your materials:
New Asset - Each Oracle Eloqua asset selected will get a new translated copy per language.
Dynamic Content - Translations will be delivered in the pre-configured dynamic content segment per language.
Note: Cloudwords names every asset according to the original name, appending it with the target language. For example, “Project X” in French becomes “Project X (fr).” For naming dynamic content, you first need to configure the rules in Oracle Eloqua before connecting each rule to a language in the Cloudwords environment.
Note: For new assets, When first configuring the integration in Cloudwords, an administrator has to identify a single contact record for Eloqua to generate a preview of assets. Without that setting in place, the contextual preview will not be available. To set at least one contact, go to Settings > Eloqua > Select an Eloqua contact to preview assets in OneReview and click Select Contact to add the person you want.
- Clicking either of the delivery options will present you with a folder list view of all Oracle Eloqua source materials -- essentially a hierarchy list. You can toggle between three (3) tabs: Landing Pages, Emails, and Forms.
- From the folder list, click to select the source files you want to send for translation. Once you’ve selected your files, they will display in the Asset Selection list on the right-hand side of the page.
Note: Click to select the Scan for images to be translated checkbox, if you want to scan your selected assets for potential images to be translated. You will be prompted to upload a translatable image source file for each image you want translated.
- Click Continue. The Language Selection page displays.
- Select the source language from the dropdown menu.
- Next, select the target language from the dropdown menu. If you have multiple target languages, simply select them one at a time from the dropdown menu.
Note: Click Add + to add target languages separately for any individual source file.
Note: To change the target template, select "Change Target Template".
- Click Reference Materials to display any existing project reference materials, such as glossary, style guide, and translation memory. These reference materials are for the benefit of of the translation vendor, but are also available to anyone who has access to your project.
- Click Upload to select any reference files you want to upload and add to the project. The Upload Reference Material pop-up box displays.
- You can either drag and drop any files or click to choose files.
- Click Upload. If you have additional files, simply click Add Another File to upload it.
- Once you’re done, click Close. The reference files you uploaded are displayed under the Project Reference Materials header.
Note: You can add, delete, download, or replace any reference files at any time.
- Click Next. The Translation Request for <project name> displays.
Select a Vendor
The next step involves selecting a translation vendor for your project. You can make this process faster by selecting preferred vendors if your organization has done business with them in the past, if they were recommended to you, or if you found them in the vendors directory at Cloudwords.
- Select up to 5 preferred translation vendors from the list on the Translation Request for <project name> page. Simply click on a vendor to select or deselect.
- Note: You may also see an "Automatically approve bid", if it is enabled on your behalf. This option is available by selecting 1 Preferred Vendor.
- If you want to allow Cloudwords to choose any qualified vendors on your behalf, click to mark the checkbox for Let Cloudwords choose <x> vendors for me under the header Include vendors chosen by Cloudwords. (Total limit: 5 vendors per project.)
- Next, look under the Deadline for Vendors header and enter the dates and times for your bid and translation deadlines. Consult your project milestones to select deadlines that the vendor can realistically meet. The project wizard will automatically calculate a bid selection deadline based on your criteria, to assist you with project planning.
- Enter a currency from the dropdown menu under Project Currency.
- (Optional) If you have a purchase order number to reference to your project, you can enter or select it from the Purchase Order Number dropdown menu.
- Enter any additional information in the text field under Notes and Instructions for Vendors.
- Click Next. The Workflow & Followers for <project name> page displays.
After selecting a translation vendor, the Workflow & Followers for <project name> page displays. Here, you can choose a workflow for your project as well as designate project followers.
- Click to select a workflow name and read its description. For simplicity’s sake, this documentation describes the Basic 1-Step Workflow, selected by default. Click Select Workflow.
Note: The Basic 1-Step Workflow consists of Vendor Work, followed by an internal Final Review.
- Next, the Set Up Dates & Assignees for Basic 1-Step Workflow header displays. Here, you can choose to use one review due date and automatically assign reviewers, or set review due dates and reviewers for each language. Optional: select a different deadline date for completing the final review of translated materials.
- If you want to add any colleagues as project followers, click Add under the Project followers header and select people from the list.
- Click Finish and Request Bids.
- Click Accept to immediately request quotes from the vendor(s) you selected. The Project <project name> Submitted confirmation page displays.
At this point, you only have to wait for the translation vendor(s) to accept your request. You can visit your project page to modify your project or, if you have a similar project, click Clone Project to create another one based on the project you just created.
Manage Your Project
From the confirmation page, you can click View your project to visit the project dashboard. Everything you need to track and manage your project is available on the dashboard: information about owner, content source, due date, translation status, activity feed, and more.
On the left-hand side, you can click any of the vertical tabs to drill down for project details, bid information, source files, change orders, tasks, and discussions.
Check Language Status
Click the Overview tab to see your project’s language status. Each language is listed, and you’ll be able to see as soon as the vendor delivers the source files for your review. Cloudwords will also notify you via email when the vendor has finished. Once the files are delivered, the Project Status as well as the Language Status changes to In Review.
Review the Translated Files
Once the vendor returns the translated files and your project status changes to In Review, you can immediately begin reviewing the files in Cloudwords OneReview.
You can review the translations directly in Cloudwords, in real-time.
- To review, click a language from the Overview page to start reviewing directly on-screen. The <<Language>> Workspace page displays.
- Select a file (extension .xlf) and click Review. The OneReview workspace displays.
- You are now viewing a faithful WYSIWYG representation of your source files, as translated. Click on any content element to select it and review it.
- To edit a translated text element, click on it and select Edit Translation. The bottom of the page will display the source file side-by-side with the translated file, allowing you to edit any text string.
- If you want to provide the vendor with specific feedback, click on a translated text element and select Provide Feedback. You can then type any notes in the dialog box, select a Severity classification from the dropdown menu and a Category classification from another dropdown menu, and then click Submit to send the feedback directly to the vendor.
- Once you have reviewed the file, click Submit Review. The Submit Review dialog box displays for confirmation.
- If you are satisfied with the review, click Submit. A confirmation message appears at the top of the page, and the file status in the workspace then automatically changes to Approved. Repeat as necessary until all files have been reviewed.
- Congratulations! The language files have now been approved and automatically sent to the Oracle Eloqua servers.
- At this point, you can download the approved files if you wish, or view them on-screen.
- The translation memory is automatically uploaded to the project dashboard, once all files have been reviewed and approved.
- In the Cloudwords dashboard, the project status changes to Project Closed. You’re now officially done.
Once your translated project files have been reviewed and approved, Oracle Eloqua is automatically updated with the approved translations. You can review the dashboard for any notifications or action items.
To get started on any new projects, simply click the Home tab and click Start New...