Review translated content, approve the intended edition, verify publication and maintain translations as the source changes.
Review a translation's complete meaning and presentation against the intended source edition. Processing, translation review and QMS document publication each have their own state. Use those states together when deciding what is ready for use.
Product location: /qms/{standardCode}/documents/{documentId}/editor (fallback: /qms/standards). Open the intended source or translated document as described below; use its document language menu.
Open the source document's language menu and inspect the relevant language row.
Indicator | Meaning and next step |
|---|---|
Preparing translationā¦ | Processing has been accepted and sections are being prepared. |
Translating X / N | Background processing is underway. Wait for completion before reviewing the complete edition. |
Translation failed | Some sections could not be translated. Choose Retry on the row; sections already translated are kept. |
Translation complete; AI review pending | The base translation is saved; complete the additional Professional AI review before treating that processing stage as finished. |
AI review failed | The translation is complete and kept; the Professional AI review did not finish. Choose Retry on the row. |
Draft on a translation link | Prepare and submit the completed translation for review. |
In review | Complete the content comparison and resolve findings before approval. |
Approved on a translation link | The reviewed translation has been accepted for the associated source edition. Check publication separately. |
Edited after approval | The translation changed after it was approved. It is not published until it is reviewed and approved again; choose Submit for review on its row. |
Outdated | The translation was taken out of approval after its source changed. Update it, then choose Submit for review. |
Out of sync | The source has advanced beyond the translation's recorded source version, or synchronization is flagged. Assess the source changes. On an Approved translation, choose Mark outdated to start its re-review. |
Status in the document header | The open QMS document's own lifecycle. Follow its document controls for source publication and revision. |
Read the section counter together with the AI review state. Professional AI processing includes both translation and its additional review. The human reviewer then establishes accuracy and suitability. The document header, translation row and published artifact each answer a different part of the readiness check.
Product location: /qms/{standardCode}/documents/{documentId}/editor (fallback: /qms/standards). Open the intended source or translated document as described below; use its document language menu.
Open both documents and identify the source edition being reviewed. Work through corresponding sections in order.
Check | What to compare |
|---|---|
Identity | Document title, target language, original source and intended version. |
Structure | Section order, hierarchy, numbering, headings and intentionally empty sections. |
Meaning | Duties, conditions, exceptions, prohibitions and the sequence of actions. |
Technical detail | Terms, quantities, units, dates, codes and named roles. |
References | Linked documents, requirements and other supporting material. |
Presentation | Lists, tables, figures, legibility and the exported layout. |
Use a reviewer competent in the target language and subject matter. Save corrections in the translation and check the saved result before advancing its review status.
Product location: /qms/{standardCode}/documents/{documentId}/editor (fallback: /qms/standards). Open the intended source or translated document as described below; use its document language menu.
Property tokens retain their connection to the shared property catalogue. Read the resolved value as part of the sentence and confirm that it identifies the intended person, organization, term or value. Proper names and shared identifiers may appropriately retain their original wording.
If a shared value needs correction, review its use in other documents before updating it. Follow document property guidance for shared-value changes and individual occurrences.
Check each diagram's labels, connectors and meaning against the source. Confirm that its document preview matches the editable drawing and that the translated labels fit in the shapes. Inspect the exported figure as well as the editor.
Translation changes a diagram's labels and keeps its shapes, connectors and layout. If a translated diagram shows Start Drawing instead of a preview, the translated drawing is saved but has no preview yet. Open it, check its labels and choose Save & Close to create the preview. Do this before submitting the translation for review: an exported or published file shows "[Diagram - no preview available]" for a diagram without a preview. A label that contains a document property token can remain in the source language; check such labels in the drawing.
Follow diagram editing when a reviewed change to the drawing is needed.
Product location: /qms/{standardCode}/documents/{documentId}/editor (fallback: /qms/standards). Open the intended source or translated document as described below; use its document language menu.
Confirm translation processing, including the additional AI review for Professional AI, has completed.
Save the translation and identify the source edition it represents.
Return to the original source's language menu.
On the Draft translation row, choose Submit for review.
Confirm the row changes to In review.
Give the reviewer the source and translation URLs, terminology and any outstanding review questions.
Submit for review and Approve appear only once processing, including any Professional AI review, has finished. Use Manage documents in the relevant QMS scope for translation maintenance. Keep the review state aligned with the saved content the reviewer will assess.
Product location: /qms/{standardCode}/documents/{documentId}/editor (fallback: /qms/standards). Open the intended source or translated document as described below; use its document language menu.
The reviewer completes the comparison, resolves findings and confirms the saved source and translation versions. For the Certified tier, this includes the required human review before use.
From the source language menu, choose Approve on the In review translation. Confirm the resulting approval and synchronization state. Approval associates the reviewed translation with the source's current edition. When translation publishing is enabled, the translation is published only if that edition is the source's approved, locked edition.
Approval records the source version and the translated content you reviewed. If either has changed since the language menu was loaded, Approve is refused with The content changed since you reviewed it. The list has been refreshed. Review the current version and try again. Review the current content and approve again. If the translation is edited after approval, its row shows Edited after approval and it is not published until reviewed and approved again. Choose Submit for review on that row to start the new review.
Product location: /document-vault/vaults/{vaultId}/documents/{documentId} (fallback: /document-vault/vaults). Open the source vault and select the published language artifact; confirm its corresponding source version.
When automatic translation publishing is enabled, an approved QMS translation is published as a separate language document in the source document's vault, associated with the source's approved version. Approve the source first, then approve the translation from the approved source's language menu. A translation approved while the source was still a draft shows Out of sync once the source is approved and is not published. Choose Mark outdated, check it against the approved source, then submit it for review and approve it again.
Confirm the source is approved and locked through its QMS publication workflow.
Confirm the translation was approved after that, and that its row shows Approved without Out of sync or Edited after approval.
Open Documents and locate the corresponding language artifact in the source's vault.
Check its language, file contents and source-version association.
Open the published PDF and inspect headings, property values, figures and layout.
Where training uses the document, verify the language and version offered for the intended assignment.
Treat translation approval as a distribution decision. Check the actual published file as part of the hand-off to readers.
Product location: /qms/{standardCode}/documents/{documentId}/editor (fallback: /qms/standards). Open the intended source or translated document as described below; use its document language menu.
Open the source language menu after a new source revision; on an approved, locked source the language control is at the right of the read-only banner. Use Out of sync or Outdated to identify translations needing attention. A version change can include metadata as well as wording, so compare the relevant changes before deciding which translation edits are needed.
On an Approved row showing Out of sync, choose Mark outdated.
Identify the new source edition and open the translation.
Compare the changed source sections, metadata, properties and figures, update the translation where needed, and save it.
On the Outdated row, choose Submit for review, and have the revised result checked against that source edition.
Approve the reviewed translation and verify its published language artifact for the new source version.
Translation updates are deliberate authoring work. Plan the review alongside the source revision, including who will check each language and when it should become available.
Product location: /qms/{standardCode}/documents/{documentId}/editor (fallback: /qms/standards). Open the intended source or translated document as described below; use its document language menu.
A published translation belongs to a particular published source version. Check the language available for the version the reader or training assignment will actually use.
For a training read pinned to an earlier source version, verify its corresponding historical translation. For a new source version, complete the translation update, review and publication before handing that language edition to readers. Check the document and version shown when opening the assignment; coordinate the hand-off with the training owner.
Product location: /qms/{standardCode}/documents/{documentId}/editor (fallback: /qms/standards). Open the intended source or translated document as described below; use its document language menu.
Use this when the relationship between a source and a translated document should be removed. Record the translated document's URL and decide how the retained document and any published copies will be managed.
Open the source language menu and identify the intended translation row.
Choose its trash action.
Read Remove translation link? and confirm the document involved.
Choose Cancel to keep the relationship, or Delete to remove the link.
Reopen the source menu and check the result.
Link removal preserves both documents. Manage the retained translated document through its own document workflow. Where a language artifact has already been distributed, use the relevant vault and training controls to manage that publication separately.
Product location: /qms/{standardCode}/documents/{documentId}/editor (fallback: /qms/standards). Open the intended source or translated document as described below; use its document language menu.
After submission, approval or unlinking, check the source menu and the relevant document. If a response was interrupted, reread the saved state before repeating the action.
For a concurrent-change conflict, review the current source, translation and review state, then decide whether the original action still applies. Use the appropriate QMS permissions for maintenance. When requesting help, include both document URLs, the target language, the expected source edition and the action that needs attention.
