Get your content translated and eliminate unnecessary manual work in translation projects with a Translation Management System (TMS). TMS helps you organize, track, and deliver translation work efficiently,

In this article, we'll show you how to start managing your translation or localization projects effectively by setting up a TMS in a few simple steps.

To open the TMS module from the project page, click the dropdown menu in the header and select TMS.

Create a project

A project stores all components of a translation project (jobs, translation memories, glossaries, etc.) in one place, making them easy to access.

To create a project, go to Projects → Create TMS Project, or you can start with our sample project by select Create sample project.

Next, assign localization resources to your project. Localization resources are tools and materials that help make translation and adaptation smoother and more accurate. 

Open a project, then go to Settings → Localization setup. 

There are three key resources that can greatly assist you while translating your project:

• Translation memory (TM): A database of previously translated text segments. You can use TM in the Pre-translation Wizard to instantly reuse translations. Import existing TMs or create a new one under TM settings to save translations for future use.
• Glossary: A database of specific words or expressions related to a particular subject. Using a glossary ensures consistency in translation. To set up a Glossary, import a CSV/TBX file or add term manually in Glossary setting.
• Non-translatable list: A list of words, abbreviations, names, and expressions that should remain untranslated. Adding a non-translatable list helps translators avoid errors. You can create one in the Localization settings.

Create a category

Categories help organize your translation work into smaller groups within a project for easier management. For example, game assets can be grouped under one category, while marketing assets can be in another, all within the same localization project.

To create a category, go to Project → Categories → Add Category, then fill in the details. 

There are three main components of a category:

• Category Type: Choose how the jobs (files) in this category will be translated.
  • Gridly: A module that helps you translate more in less time while ensuring quality. It is built into Gridly, so there's no need to integrate external tools.
  • External CAT Tools: We currently support memoQ and Phrase. If you have set up the integration, you can push content from Gridly to memoQ or Phrase for translation. 
• Source and Target Languages: Select the original language and the languages you want to translate into. In the target language section, you can select multiple languages. Later, when uploading files, you can choose one or more target languages as needed.
• Workflow Type: Apply a pre-made workflow step based on your existing processes, team size, and translation needs. If you're unsure, click Select All, then choose a workflow later in the Jobs section, where more details are provided.

Create jobs

Uploading a file generates jobs. Each job is a file that needs to be translated into one target language. If a file needs to be translated from the source language into two target languages, it will be represented by two separate jobs. For example: 

• Job 1: Translate file A from English to French.
• Job 2: Translate file A from English to Chinese.

To upload files and create jobs: 

1. Inside a Category, click Upload file.  
2. Select files from your computer. Supported file types: PO, CSV, XLSX, PDF, DOCX, HTML, XLIFF, SRT.
3. Adjust file settings before importing in the File import setting section (only available in some file types), then click Next. 
4. Choose a job workflow from the list. You can view detailed steps on the board to the right. To exclude a step that doesn’t match your workflow, simply uncheck the box next to it.

Create & assign tasks

Tasks are automatically created based on jobs and selected workflow steps, making it easy to assign them to translators.

Scroll horizontally to assign tasks to team members. Once assigned, the tasks will appear on their My Tasks page.

Track translation progress

Track the translation progress of each task on the Task page. Here, you can see the number of words completed and the percentage of completion.

Click Refresh Statistics to view the latest data.

Deliver translated content

Once your translations are complete, you can export the translation files or push them to CMS for deployment to your games apps or websites.

For jobs created by uploading files, you can export them by navigating to Job → File Exporting → Export Target Files.

If certain cells have no translation, you can choose to:

• Replace with source text – Automatically fill empty cells with the corresponding content from the source cells.
• Leave blank – Keep the empty cells as they are.

Select the target languages you'd like to export. If you choose multiple target languages, multiple files will be exported. Once done, click Export.

Push and pull content to CMS

If you're localizing games, apps, or websites, we recommend using the CMS module together with TMS. Gridly CMS is a module that helps you organize, track, and update all your content from a single source of truth.

Create a Job by pushing a Grid from CMS

Only translation Grids (with language columns and dependencies) can be pushed from Content module to the TMS module.

1. In the Grid you want to push to the TMS, click on the    icon on the right-hand side toolbar.
2. Click Push to TMS.
3. Configure these settings:
   • Source language
   • Target languages: Each target language will create a Task for the Job.
   • Source status to import: Only records with the selected status will be pushed to TMS.
   • Select other columns (optional)
   • Select TMS Project
   • Select TMS Category
   • Select workflow
4. Click Push.

Pull content to CMS

Simply go to the job and click Deliver Job when you're done.

When you open the Grid in the CMS, you'll see that the translations have been updated. 

Translate content without relying on external CAT tools for better control over your workflow. Check out the CAT Editor and onboard your translators to start using it efficiently.