Translation Settings - Translate Glossary, Translate Instructions, Translation Notice

This article details how you can use the Translate Glossary to add translations for specific terms and to control any terms that should not be changed by the translation. You can also edit the Glossary.

It also details how you can make changes to the Translate Instructions to change the ChatGPT prompts if you are familiar with ChatGPT prompts code. This allows you to fine-tune the translation of your articles by customizing the ChatGPT prompts to better align the translation with your brand's language and jargon. 

You can also add a Translation Notice which adds a disclaimer to the articles translated with AI. This text is translated along with your article and inserted at either the beginning or the end of the translated version. You can use HTML to format the text.

Translate Glossary, Translate Instructions, Translation Notice can be accessed from the Translation Settings in the Bulk Translate function or from the Settings. Refer to:
Translating Articles with Bulk Translate 
and 
Help Center Manager Settings for Syncing, Translation and Auto Translate. 

In this Article
Using the Translate Glossary
    Setting up the Glossary .csv File
    Adding the Glossary
Editing the Glossary
    Adding a Term
    Case and Plurals for Glossary Terms
    Editing or Deleting a Term, Clearing All Terms
    Adding a New Language
    Downloading to a .CSV File or Uploading from a .CSV File
Changing the Translate Instructions to Change the ChatGPT Prompts
Adding a Translation Notice to Include a Disclaimer in the Translation

Using the Translate Glossary

You can add a Glossary that is used in the translate. The Glossary allows you to control the translations for specific terms and phrases to maintain a specific brand voice or ensure that terms are consistent. You can use this to add translations for specific terms and also to control any terms that should not be changed by the translation. For example, use this so that your company or brand name, address details,  are not translated, or for any other terms that need a specific translation. 

The Glossary is saved and kept for all the future translations.

The Glossary is also used when translating articles individually from the Article View and is also used in Translate for Dynamic Content (refer to Translating Dynamic Content). 

You can maintain the Glossary items in a comma separated (.csv) file which you upload. You can also edit the Glossary directly using the Edit Glossary.

Setting up the Glossary .csv File

When loading the Glossary terms from a file, you can load this as a .csv file. The .csv file has a heading row with each language and a column for "All". Add a row for each term with the translations for each language. Where there is a common translation applicable to all languages, add this under the "All" column to indicate there is no other translation for this term.

The following is an example of an Excel spreadsheet with the entries. In this example, the default language is English.

Adding the Glossary

1. Select at least one article on the Articles page and click Translate.
   From the Translate, click Translation Settings in the Source section. 
   
   
   Or
   
   From the options at the bottom of the left-hand side menu, select Settings, then select Translation.
   
   This displays the Glossary tab.
   The Available languages displays the languages that you have enabled in your Help Center.
   
   
    
2. Click or drag the prepared .csv file to upload it.
   
   The following shows how the example .csv file above looks when loaded as the Glossary.
   
   
    
3. Click Save Glossary.

You can click the Download icon to download the file directly from the Settings.
 

Editing the Glossary

You can also edit the Glossary directly in the Settings - Glossary by clicking Edit Glossary.

The Edit Glossary displays. If you have already loaded any terms with a .csv file, these are displayed.

Adding a Term

1. Click Add Term to add an additional line.
2. Enter the term in the default language.
3. Enter the term for all or any of the languages, or enter the term to be used for All languages.

Changes are saved automatically.

Case and Plurals for Glossary Terms

The Glossary terms are not case sensitive and plurals are used as relevant and where possible. 

For example, for the term "Highly Fragrant Rose" which is in upper and lower case with each word starting with a capital letter, when this is used to translate the text "highly fragrant rose" which is all lower case, the translation is in lower case. When this is used to translate the text "Highly Fragrant Roses" which is plural, the translation will also be plural.  

Editing or Deleting a Term, Clearing All Terms

You can edit any of the terms by clicking on the relevant term and making the changes.

To delete one or more terms, select the relevant terms in the left-hand side and click Remove.

To delete all the terms, click Clear All.

Adding a New Language

Click New Language and select the language to add to the Glossary from the languages you have enabled in the Help Center.

The new language is saved with the Glossary as long as at least one entry has been included in that language.

Downloading to a .CSV File or Uploading from a .CSV File

To Download the Glossary to a .csv file, including any changes, click the Download Glossary as CSV on the right-hand side.

You can Upload a .csv to the Glossary, in the same way as above by selecting the file. This gives a warning that "After saving, you will overwrite the existing glossary." To save the uploaded file, click Save.

Changing the Translate Instructions to Change the ChatGPT Prompts

You can use the Translate Instructions to change the ChatGPT prompts if you are familiar with ChatGPT prompts code. This allows you to fine-tune the translation of your articles by customizing the ChatGPT prompts to better align the translation with your brand's language and jargon. Refer to How can I Improve the Quality and Tone of the Translations using the Translate Instructions? in FAQ for Help Center Manager Translate.

Translation Instructions for Dynamic Content uses a separate set of instructions which are not yet configurable.

The Translate function initially displays the default Prompt for ChatGPT. 

Display this from the Translate pop-up by clicking Translation Settings in the Source section, or, from the options at the bottom of the left-hand side menu, select Settings, then select Translation.

Then click the Translate Instructions tab.

• The System Instructions help to set the behavior of the translation and holds the main instructions for the translation.
  The System Instructions in the Prompt provides the Role and is defined as "professional translator". The Prompt then includes instructions, rules and constraints for ChatGPT. The output of the task needs to be an HTML document.
  The target language is specified with the variants of {{locale}} and {{language}} which are taken from the selections in the Destination section. The selection in Help Center Translation (the Zendesk Help Center Translation code, for example en-us or es) is the {{locale}} and the Translation language is {{language}}.
   
• The User Message provides requests or comments for ChatGPT to respond to.
   
• For details, refer to the OpenAI documentation GPT Models.

In the Translate Instructions, you have the option to save any changes by clicking Save Prompt.

You can restore the Swifteq defaults by clicking the Reset to Default Prompt link.

Adding a Translation Notice to Include a Disclaimer in the Translation

You can add a Translation Notice to include a disclaimer to articles translated with AI. The Translation Notice is not used in the translation of Dynamic Content. 

Display this from the Translate pop-up by clicking Translation Settings in the Source section, or, from the options at the bottom of the left-hand side menu, select Settings, then select Translation.

Then click the Translation Notice tab.

The disclaimer text in the Translation Notice is translated, along with your article, into the language of the translation.

You can select to insert this at either the beginning or the end of the translated version and you can use HTML to format the text.

1. Enter the Translation Notice text that you want to add to translated articles and include any HTML.
2. Select the Position as "Beginning of each article" or "End of each article".
3. Click Save Notice.