How to Build Translation Management System for Enterprise?

Every company's success depends on its development. If business is at a standstill, there is no way  for an entrepreneur to get any revenue. Large companies and businesses are trying to expand their business internationally and access new markets. The number of companies engaged in international production is also growing. Here the question arises how to translate vast arrays of information into one or several foreign languages.


And there is very different information - from technical documentation to the financial statements for domestic usage and external interaction. Certainly there are translation companies that provide high quality professional translation services of any complexity. But certain issues arise here too.


Time. It can take up to two months to translate a large volume of technical documentation. And if it turns out that you need to make some changes, the process of its approval extends the time for the task. Moreover, if the company has narrow specialization, it takes a lot of time to approve terminology and translate technical nuances.


Initial data preparation. Employees, who will be engaged in the preparation of the material for translation, selection of the necessary files, finding the translation agencies and coordinating work with them, are required. Furthermore, if the task changes, maybe you will have to look for another translators who specialize in this subject. It also doesn’t help reduce project duration.


Costs. The longer the process is and the more people are involved in it, the more expensive it becomes. How to solve all these questions? How to ensure effective interaction between translation services providers (or individual editors and translators) and project managers and experts, reduce the project duration and costs?


The answer is to automate the process. Separate organizational processes of localization from the intellectual component and maximally automate them. Translation management system enormously simplifies the workflow management, data and files sharing within the company and helps employees avoid unnecessary work. Let's look at what you need to know to develop a translation management system and which requirements it should meet.


Basic requirements for translation management system


High-quality platform should manage both input data and translated content. Employees do not have to look for the right files, double-check them and then upload the processed versions again. The system itself will select the files, send them to the participants of the project and then deliver them to their destination point. Herewith, constant monitoring of the current content is required.


The system should be scalable. System should be flexible and it must adapt quickly to the changing needs of the enterprise. For example, the addition of new languages, connection of new language service providers, maintenance of several projects at the same time, addition of new features - all this should be provided by one Enterprise Translation Management system.


TMS itself selects translators. With such a system, the company can engage the assistance of translation agencies, freelance translators or hire staff members. It's up to the enterprise management. The detailed information about each translator is needed: account which contains details on the language pairs which the translator works with, price list and information about his or her busyness.


Based on the task, translation management system itself selects translators depending on the type of the content that should be translated. At the same time, you can immediately see the cost of translation, as each translator has his own rate, which is set in the account. Costs may vary for each language or type of work. Thus, the system optimizes the costs in each part of the translation process.


The translation process should be maximally automated. Translation memories, templates and unified database of terms will help increase translation quality and reduce duration of work. Saving terminology into a unified database and intelligent management of it ensure a correct translation, even if translator and editor are not in-depth knowledge in the area of the translated content.


Also, re-use of previously translated text will significantly speed up the translation process. For example, a company produces washing machines. User instructions for various types of washing machines will vary only in those sections where there is a description of the features and specifications of each type. Information about the product functions, safety requirements, description of possible faults will be common for all kinds.


TMS should provide integration and synchronization between translators. Translation of large volumes of content can be done quickly, providing that it is divided into parts and given to several specialists. But such an approach causes the need for further text editing, so it could match the appropriate style, correction of different synonymous translations of the same word. The software will help save or send the ready translation units, which will be available to all translators who work with the text.


Thus each translator sees the target text as a whole, all the special terms and cliches are inserted automatically. And the text, which several translators work with, will look as a single whole and won’t require any additional editing.


The system should optimize the localization processes. With the development of new markets, companies need effective localization services. Research has shown that consumers are more willing to buy products in their native language. The legislation in many countries obliges manufacturers to provide user's manuals to household appliances for example, in the local language. All technical documentation of the exported equipment must also be localized. It is important for proper operation and avoiding accidents.


In order to work on new markets plenty of documentation should not only be translated, but also be aligned with local legislation. And in the international companies localization should be provided in multiple languages between departments.


The basic requirements for the translation management software


There are the following functional requirements to the high quality translation management software:


  • TMS must be integrated into the key processes of a business system and content management system (CMS). Web protocols, services and standards should be used to ensure rapid integration into enterprise CMS.

  • Cloud based solution will allow access to the system for placing orders and managing business processes from any device with a modern web browser from anywhere in the world.

  • Application Programming Interfaces (API) should ensure the integration of diffrent processes and files into the TMS and CMS translation software.

  • Selected content repositories should include a content management system, software configuration management, databases, and file systems.

  • Ensuring confidentiality of stored information. Software should ensure a high level of security of processed data.

So, we have considered in detail the TMS capabilities for enterprises. Let's summarize what opportunities the implementation of this system gives and what the advantages of its use for companies are.


Benefits of translation management systems for enterprises


Use of an effective translation management system for enterprises has several advantages:


  • TMS automates the translation process and ensures coordinated work of all departments involved in the project.

  • TMS increases throughput by provifing the opportunity for simultaneous translation of different parts of the project.

  • TMS allows you to speed up the translation process by providing full automation of administrative decisions and minimizing the influence of the human factor.

  • Use of TMS can reduce the translation costs up to 50%. This is achieved by avoiding of the repeated translations, optimizing the localization process and the ability to control project costs. Such a saving will help pay off the costs to develop translation management software in the short term.

  • Flexibility of the technical processes and system integration provides full control of the entire translation life cycle. At any time manager can track the stage of the project, its cost and plan a budget based on real data.



We have considered the opportunities and prospects that the implementation of enterprise translation management systems gives. If you are willing to promote your products abroad, or simply there is a need in the language translation software for the translation of large data arrays, Archer Software will undertake this task.

Our company has offered best custom IT-solutions for startups and large companies for more than 15 years. Contact us and our experts will give you all the necessary information about translation management software development.