Checklist Translation Management

Source: This article refers to Checklist Translation Management

In a Nutshell

In the Knowledge Management app, it is possible to export checklists in XML format, have them translated, and reupload them. When the default language is defined for the checklist instance, the translated checklist can then be used in the mobile application by using a business rule to create a checklist instance from the translated checklist template.

Before We Begin

Please note the following:

1	The language is defined when you create a new Checklist Template (i.e. English).
2	Additional languages for the same checklist template can be created with external translation services, and are stored / visible under the same Checklist Template. Any text, e.g. descriptions (labels), dropdown lists can also be translated.
3	If an update is done on the checklist (in the default language), the export/import process of the translations will also need to be repeated.
4	Checklist instances of translated templates can be automatically created by business rule (see Business Rule section below) .
5	Checklist instances can be created by the planner in the Workforce Management application. However, the language of the instance cannot currently be set here. This is where a business rule could be used to match the business partner language to a translated template language.
6	Checklist instances can created directly from the mobile application by completing a ‘Create Checklist’ action and selecting the translated checklist template.

Checklist Translation Workflow

Export Checklist

Checklists can be exported in XML format in order to be translated. Checklist templates that are being translated will have a Translation status.

Import Translated Checklist

After the templates have been translated, they can then be imported in Checklist Designer by selecting the checklist template that has been translated and selecting the Import Translations option.

Create Business Rule or Create Instance from Mobile

Next, a business rule can be applied to automatically attach a checklist instance from the translated template to an activity based on the language of the business partner. Alternatively, checklist instances can also be created from the mobile application using the translated checklist template/s.

Export Template

Templates can be exported in XML format by completing the following steps:

Select the checklist template you want to export for translation.
Change the status of the checklist to Translation
Select the export option frorm the ⋮ menu.
Select the language/s for which you plan on providing translations.
The templates will then be downloaded in XML format.

Import Translated Templates

ATTENTION: Please note than when importing a translated template, the zipped file must contain ONLY the translated file and no additional folders.

After translation has been completed for the additional language/s, you can then import the template/s by completing the following steps:

Select the checklist for which you have exported the template in additional languages. Please Note that the template must be in Translation status.
From the ⋮ menu, select the Import Translations option:
Select or drag and drop the file. Please note that the file must be in .zip format:
Select the Import option. When successful, the application will display a Translations Imported message in the bottom-left corner.
From the ⋮ menu select the Preview Translations option:
Select the translated template you would like to view:

Business Rule to Trigger Translated Checklist Instance

After successfully importing the translated templates in Knowledge Management > Checklist Designer, a business rule can then be created which would use the transalted checklist template associated with the business partner language and create a new checklist instance from it.

Alternatively, you could create a checklist instance from the translated template from the mobile device if the checklist template is available in the business partner language (see following section).

Business Rules can be created in Admin > Company > Business Rules.

Note: You must have ADMIN or SUPER USER privileges to access the Admin application and create and manage business rules.

Business Rule Example Field Reference/Explanation

Business Rule Example

To begin, let's take a look at the following example business rule. Note that the default language of the checklist instance has to be defined in Checklist Designer in order for the following business rule to work.

Field Reference/Explanation

Field	Description
Action	In this example, we’re using `Create Checklist Instance`. This means that when the conditions are met, a checklist instance will be created for the activity.
Execution count	Here, you can enter `1`, as only one checklist instance will need to be created by the business rule.
Checklist Category Name	Here you can enter the name of the category you wish to associate with the checklist instance created by the business rule. This can then be used to filter checklist instances.
Checklist Template Name	Required. Here you will enter the name of the checklist template from which the instance will be created.
Checklist Template Tag	This is another optional field. Tags are used to filter checklist instances.
Checklist Template Version	By leaving blank, the application will use the latest version. If necessary, you can also specify which version of the checklist template you would like to use.
Mandatory	Yes or No. For this business rule, we will need to have `mandatory = yes`.
Reference Object ID	Required. This is where we will enter the object for which the business rule will be triggered. In this case, we will enter `${activity.id}`, which means the business rule will be triggered on an activity.
Reference Object Type	Required. As we entered `${activity.id}` above, we will specifiy in this field that `ACTIVITY` is the type of object referenced in the business rule.
Responsible Person ID	Required. Here we will enter the recipient of the business rule. In this case, it will be `${activity.responsibles}`, meaning that the person responsible for the activity (i.e. the assigned technician) will receive the checklist instance.
Description	This description will display in the Business Rules view. If you have multiple business rules, this may make it easier to manage them.
Language	This is the crux of the business rule example. Here will enter `${businessPartner.language}`. Now, if a `businessPartner.language` were to be `DE` and we had translated the checklist template referenced in the `Checklist Template Name` field, the business rule would assign the `activity.responsible` (i.e. the assigned technician) with the template translated into German and imported in the previous step.

Use Translated Template to Create Checklist Instance

Finally, we can have a look at how we can create a checklist instance from a translated template in the mobile application.

Note: If a translated checklist instance is created by business rule, it will be attached to the activity.

From the mobile application, select the ⋮ menu and select the Create Checklist option:
Select the translated template you wish to use:
Select the language dropdown:
Select the language of the template for which you wish to create a new checklist instance:
Save the changes:
You can now view and complete the translated checklist instance:

Technical Notes

1	It is possible for the field service user to change the language on his mobile device. The final saved (closed) instance is only saved in the specific language at the moment the checklist instance is saved.
2	The checklist report should only be run in the language of the instance (so the header / footer of the checklist report (e.g. “date & time” is in the same language as the checklist instance – displayed labels & content as added by field service).