Smartform Translation Management

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In a Nutshell

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

Before We Begin

Please note the following:

1 The language is defined when you create a new Smartform Template (i.e. English).
2 Additional languages for the same smartform template can be created with external translation services, and are stored / visible under the same smartform template. Any text, e.g. descriptions (labels), dropdown lists can also be translated.
3 If an update is done on the smartform (in the default language), the export/import process of the translations will also need to be repeated.
4 Smartform instances of translated templates can be automatically created by business rule (see Business Rule section below) .
5 Smartform 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 Smartform instances can created directly from the mobile application by completing a ‘Create Smartform’ action and selecting the translated smartform template.

Smartform Translation Workflow

Export Smartform Template
Smartforms can be exported in XML format in order to be translated. Smartform templates that are being translated will have a Translation status.
Import Translated Smartform
After the templates have been translated, they can then be imported in Smartform Designer by selecting the smartform 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 smartform instance from the translated template to an activity based on the language of the business partner. Alternatively, smartform instances can also be created from the mobile application using the translated smartform template/s.

Export Template

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

  1. Select the smartform template you want to export for translation.
  2. Change the status of the smartform to Translation
  3. Select the export option frorm the ⋮ menu.
  4. Select the language/s for which you plan on providing translations.

  5. 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:

  1. Select the smartform for which you have exported the template in additional languages. Please Note that the template must be in Translation status.
  2. From the ⋮ menu, select the Import Translations option:

  3. Select or drag and drop the file. Please note that the file must be in .zip format:

  4. Select the Import option. When successful, the application will display a Translations Imported message in the bottom-left corner.
  5. From the ⋮ menu select the Preview Translations option:

  6. Select the translated template you would like to view:

Business Rule to Trigger Translated Smartform Instance

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

Alternatively, you could create a smartform instance from the translated template from the mobile device if the smartform 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

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

Field Reference/Explanation

Field Description
Action In this example, we’re using Create smartform instance. This means that when the conditions are met, a smartform instance will be created for the activity.
Execution count Here, you can enter 1, as only one smartform instance will need to be created by the business rule.
Category Name Here you can enter the name of the category you wish to associate with the smartform instance created by the business rule. This can then be used to filter smartform instances.
Smartform template Name Required. Here you will enter the name of the smartform template from which the instance will be created.
smartform template Tag This is another optional field. Tags are used to filter smartform instances.
Smartform template Version By leaving blank, the application will use the latest version. If necessary, you can also specify which version of the smartform 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 ${}, which means the business rule will be triggered on an activity.
Reference Object Type Required. As we entered ${} 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 smartform 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 smartform template referenced in the smartform 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 Smartform Instance

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

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

  1. From the mobile application, select the ⋮ menu and select the Create Smartform option:

  2. Select the translated template you wish to use:

  3. Select the language dropdown:

  4. Select the language of the template for which you wish to create a new smartform instance:

  5. Save the changes:

  6. You can now view and complete the translated smartform 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 smartform instance is saved.
2 The checkout report should only be run in the language of the instance (so the header / footer of the report (e.g. “date & time” is in the same language as the smartform instance – displayed labels & content as added by field service).