Working with Translations

Working with Translations

Many companies nowadays have a global presence and to serve their customers better their employees are often stationed locally. With a CRM system they can effectively manage to store sales and customer information in a common database, however, the employees may prefer to view the system in the language of their preference. 
Let's consider an organization is headquartered at Germany and operates out off US, Europe, and Japan. The locale set in CRM is Germany and the preferred language as German. However, the sales personnel entering information in the system would prefer to view the fields in English or Japanese. Therefore, to address this requirement Zoho CRM provides an option to translate the fields and picklist values to an individual's preferred language.

Availability
Permission Required
Users with Administrative profile can access.


Steps to begin translating language files

Step 1. Switch On the Translation Settings

The first step is to turn on the translations settings. Before you begin, make sure you are logged in to your CRM account with Administrative privileges.

Step 2. Add Language
The second step is to add the language into your CRM account. In Zoho CRM, you can select a language from a pre-defined list of 28 languages. When you add a language, a file is added that consists of a unique language code to identify the language. The file lists all the module names, subforms, related list titles, fields, and the picklist values in the default language of your CRM account. You can add as many languages as you require and use the language files to translate them.

Step 3. Export Language Files
Once you add the languages, the next step is to export the language file that you want to translate for your organization. An export file will contain the module names, subforms, related list titles, fields, and the picklist values that need to be translated. You can export an individual language file or all the files at once. Once the language file is exported, you can translate the values (eg., a module named "Vehicle" in English can be translated to "Véhicule" in French) To learn more about the contents of an exported file, click here.

Step 4. Import Translated Language Files
After exporting the language file, you can either translate the values yourself or outsource it to a translator. Once you have finished translating the values, you must import the translated file into CRM.

Please ensure that the format of the exported file is not changed, as it might affect the translation in Zoho CRM.

To translate a language and add it in CRM

  1. Go to Setup > Customization > Translations.
  2. In the Translations page, toggle on the Translation Settings button.

  3. In the Translations page, click Add Language.
  4. In the Add Language pop-up, select a language from the drop-down list.
  5. Click Add.
    If you want to remove a language from the list, hover on the language and click the Delete icon.

    Click the Export link corresponding to the particular file that you added.
    Alternatively, select the Export all option to export all the language files at once.
  6. In the Export notification popup, once the export is complete, click Download.
    You need to add the translated values in the language file that you downloaded.

  7. Add the translated values in the downloaded language file.
  8. In Zoho CRM's Translations page, click Import.
  9. In the Import Language File pop up, browse and select the file you downloaded and translated.
    Make sure the import file is in .txt or .zip format.
  10. Click Import.
    The translated values from the file will be added to Zoho CRM.

Notes
  • Each file/value is in this format: PicklistValues.Leads.Lead_Status.Contacted=Contacted
    Make sure you do not change the original names of the modules, subforms, related lists, and so on, in the exported language file. The translated entry should be in this format: PicklistValues.Leads.Lead_Status.Contacted=TranslatedValue
  • Each language is identified by a unique code, that helps in mapping an imported file to the correct language in CRM. These language codes should not be altered while exporting or importing a language file.
  • Translation support is provided only for modules that are available for renaming.
  • In case of Related lists, Notes, Attachments, and Checklists will not be supported for translation.
  • In the case of field names that are dependent on the module name (for example Lead Source, Lead Owner, etc.), if the module name is changed in the translated file or after translation, the field labels will not change automatically. The values in the imported file will be applied to the field labels. To change the field labels automatically as per the module's name, remove the field label along with its key value before importing the file.

View Language Import History

A complete list of files that have been imported in the past 60 days is available under Language Import History. The imported language files are arranged in a chronological order with the most recent ones on top.

To view language import history

  1. Go to Setup > Customization > Translations.

  2. In the Translations page, click the Language Import History subtab.

  3. For each entry, you can click one of the following links to view the details:

  • Added - The newly translated literals are listed here.

  • Updated - When an existing translated literal is updated in the next round of translations, it is listed here.
    If you are translating a language for the first time, the updated value will be zero.

  • Skipped - If any literal fails to translate in Zoho CRM, it will be listed under skipped 


Notes
  • You can choose to export only the failed literals instead of exporting the entire language file. You can then translate only the failed literals and import the updated file.
    Alternately, you can export the entire language file and rectify only the failed literals and import the entire language file.
  • An imported file will be available in the import history for 60 days.

Export a Translated File

There may be situations when you have already translated the existing interface to a particular language and later added a new custom module, a related list, picklist values, or make other changes in a module. In such case, you can either export the translated file and translate again or just translate the newly added options and import the language file back into your CRM account. This will help you avoid translating all the values again.
Alternatively, you can export an untranslated language
file and translate all the values.
To export a translated file
  1. Go to Setup > Customization > Translations.
  2. In the Translations page, toggle on the Translation Settings button.
  3. Click the Export link for the corresponding file.
  4. In the Export Language File popup, choose one of the following.
    1. Translated
    2. Text to be Translated
    3. Both
  5. Click Export.

Revoke Language Import  

In case you have imported a wrong language file, or if you do not wish to use the file that is imported into CRM, you can revert the action. Reverting it will undo the translations in Zoho CRM that were done using the file.

To revoke an imported language
  1. Go to Setup> Customization > Translations.
  2. In the Translations page, click the Language Import History sub tab.
  3. Move your mouse pointer over the Language File and click the Undo this language Import link.
  4. Click Yes, Proceed.

Deactivate Translation

There are two options to deactivate the translation.

  • Deactivate a particular language translation - If you imported the wrong language file, or you do not want the users to use a particular translated file, you can choose to deactivate that language file in your CRM account.'

  • Deactivate the entire translation setting - If you no longer want to use the translations, you can deactivate the translation settings in your CRM account. If the translation setting is deactivated, the language setting will revert to the Default Language that is set in your CRM account.

Note
Please note that if you deactivate or delete a particular language, the users who are using that translated language will view all the module names, subform titles, related list titles, fields, and picklist values in the default language that is set in the organization's CRM account.

To deactivate a language

  1. Go to Setup > Customization > Translations.

  2. Toggle off the Status button for the corresponding language that you want to deactivate.

  3. In the pop up, click Yes, Deactivate Now to confirm.

To deactivate translation settings

  1. Go to Setup > Customization > Translations.

  2. Toggle off the Translations Settings button.

  3. In the pop up, click Yes, Disable Translation to confirm.



Reference Values for Picklist Fields  

A picklist field value that is translated in various languages may not be functional when any one of the languages' value is used to define conditional checks of custom functions, parameters of web hooks, formula fields, merge fields of email template or task subject, and more.

For example, if one of the options called "Advertisement" in a picklist field called "Lead Source" is translated in 10 different languages, then the function will not work with the same "Advertisement" value for users who use different language in CRM. To address this issue, we have brought in Reference Values. Each picklist field is represented by a reference value, which is common in every language. While defining any of the above functions that involve a picklist field, the user must use only the reference values for the function to occur.

To use reference values

  1. Go to Setup > Customization > Modules and Fields.

  2. Select a Module > click Edit Layout.

  3. Choose a picklist field and click the More icon.

  4. Click Edit Properties.

  5. Click on the Gear icon in Pick List Properties pop-up and select View Reference values.

    • Related Articles

    • Working with Invoices

      Once the sales stage reaches its final phase you may start working on the payment procedure. In this regard an Invoice plays a vital role, which is important for both Sales and Accounting purposes. An invoice is a bill issued by the vendor to the ...

    • Working with Custom Fields

      In Zoho CRM, you can add new fields as per your requirements. These fields will be available to all the users added to your organization's CRM account. Customize Zoho Defined Fields: You can edit, delete and hide some of Zoho defined fields, but note ...

    • Working with Cases

      In the world of Internet, online Customer Support has become an integral part of the organizations' business process. Customer Support is an important activity in all types of product and service industries. In general, case trouble tickets are used ...

    • Working with Tasks

      Activities module is split up into Tasks, Calls and Meetings modules. This change will reflect for users who signed up after September 6, 2021. Existing users will have both the Activities module and the individual Tasks, Calls and Meetings modules ...

    • Working with the Social Tab

      Integrating your CRM account with Social media, fosters communication with customers through social media that ensures real time data exchanges. While social media platforms offer you the opportunity to connect with several people, you need a CRM to ...