Language Translation of the Graphical User Interface (GUI)

Translation of a graphical user interface or GUI can be quite complicated and in my experience requires both a knowledgeable software engineer and technical translation manager with project management experience. I’m hoping my expertise as a language translation manager will help you understand the process. A graphical user interface (GUI) is a human-computer interface, in other words, it is a way for a human to interact with a computer, that uses windows, icons and menus and which can be manipulated by a mouse and/or keyboard. GUIs make computer operation more intuitive, and perhaps easier to learn and use. For example, it is much easier for a new user to move a file from one directory to another by dragging an icon with a mouse than by having to remember and type commands to accomplish the same task.

Computer games, medical devices, websites, smartphones to name a few, all use graphical user interfaces and need the software to be translated if selling to a global market.

In the following detailed explanation, I will be referring to language translation of a GUI for a small medical device. In this particular case, the screenshots are translated at the same time as an instruction manual, which is usually how it is done to save time and money with language translation.

The process begins by the software engineer providing a list of software phrases or strings to the translation manager. The list should include any words or phrases that are used in the GUI, which will need translation.

The list should be prepared in a Word table (see example below). If possible, the character limitations should be provided. The last column “Translated Text” will be filled in by the translation vendor.

The translation manager will use the phrases to obtain a quote for the translations from an outside vendor. The outside vendor uses a translation memory tool to provide an accurate quote. Translation memory or TM contains collections of entries where a source is associated with its corresponding translation in one or more target languages. TMs allow better control of quality by offering translation candidates that have been already approved with the correct terminology.

If terminology changes between projects, the content of a TM needs to be updated to reflect these changes. The same way, if the TM is not updated after edit and proof, or if revisions are not entered, all the changes will not be in the TM the next time you use it.

Once the quote is approved the translation of the phrases will begin.

In-Country Review

After the phrases are initially translated, they can be reviewed by In-Country Reviewers (ICRs.) ICRs are folks who speak the native language and review translation for accuracy by comparing the English version to the translated version of the words and phrases. The ICRs look for incorrect translation, misspellings, and correct use of product terminology. The ICR plays an important role in translation and it is important to consider the time that they are involved in a project. The ICRs can make comments to the phrases if needed by using the “Track Changes” tool in Word. The ICR will then email the phrases with any needed comments to the translation manager. The translation manager then forwards the phrases with ICR comments to the translation vendor for implementation. The final translated file of phrases will be emailed from the vendor to the translation manager and then forwarded to the software engineer.

Compile the software

The software engineer should then enter the new phrases into a database and compile the software to create screenshots. After the software is compiled, new screenshots are created.

Caution: It may be tempting to copy and paste a seemingly exact translated word of the same language into another phrase. Just as in English if the word is taken out of context, the meaning could change (in other words in one phrase the word could be a modifier but in another it could be noun). You should always use the whole phrase.

Screenshots can used in two ways:

• In an instruction manual

• In the GUI (non-op manual screens).

It is a good idea to have the ICRs review ALL translated GUI screenshots. Screenshots can be separated into two sets to keep the schedule on track, for the purpose of insertion into the instruction manual. The instruction manual screenshots are needed during the Desktop Publishing or DTP phase of the translation process and should be approved by the ICRs.

What is DTP?

DTP stands for Desktop Publishing and refers to the layout of the document, including such things as page numbering, fonts and graphics. In language translation, DTP is the last phase of the translation process. Once a project proceeds to DTP, it can be costly and time-consuming to make changes to the translation

Abbreviations for Screenshots

Frequently abbreviations of words or phrases are needed for the screenshots due to character limitations. The software engineer should email a list of abbreviations needed to the translation manager along with the character limitations. If possible, all needed abbreviations should be emailed at one time because the ICRs may be asked to provide the abbreviations. It is helpful for the ICR to see the screenshot for which the abbreviation is needed. The translation manager will email the abbreviations to the software engineer, once they are completed. The software engineer should then create new screenshots, upload them to a network folder and notify the translation manager. These screenshots should be 95% final.

Language Translation of Screenshots

When creating screenshots it is very important to keep the file names of the translated screenshots exactly the same as the English screenshots because of the final DTP process. A good way to do this is to create a folder for each language to include all the screenshots just for that language.

The translation manager will email the screenshots to the ICRs. The ICRs will provide comments on the screenshots. After the translation manager receives the ICR comments, the comments are emailed to the software engineer the software engineer should implement the changes, update the phrase database if needed, create new screenshots, upload them to a network folder and notify the translation manager. A second round review of screenshots will be conducted by the ICRs. The ICRs can sign and date a Translation Approval Form. This form can be used by software for V&V purposes. In some cases, there may be additional changes from the ICR. The changes will be forwarded to the software engineer as soon as possible.

NOTE: Screenshots should not be altered by the translation manager. The software engineer should do all alterations/revisions of screenshots.

Once the final screenshots are approved, the translation manager uploads the screens to an FTP site for the translation vendor. The vendor will then add the final approved screenshots to the final instruction manual.

NOTE: The final screenshots must be coordinated with the DTP of the instruction manual. The vendor can proceed with DTP, leaving the placement of the screenshots last if necessary. The deadline for the final screenshots is very important for the software engineer. If the deadline for the screenshots is not met, the deadline for the instruction manual will not be met.

Once the screenshots are inserted into the translated instruction manuals, the work on the screenshots should be complete.

The following is an example of a schedule to translate the GUI for a small project. Schedules will vary from project to project depending upon the scope. A good rule of thumb is to create a schedule for every new GUI translation project.

Have questions?

As I mentioned earlier, language translation of a GUI is very complicated. I have managed many projects of all types over the last ten years and I would be happy to answer any questions you may have about the process. Please leave a comment below or feel free to use the contact feature above and I will answer to the best of my ability. I also would be interested to know if the information in this article was helpful or if any of it was unclear. My goal is to assist you with your translation projects and perhaps make it a little more easier and efficient.