Martin Eichler

14. March 2022

CAT tools can relieve you from outsourcing your translations

CAT tools are excellent helpers not only for translators and project managers. By creating a link to the client's repository, we can completely omit certain steps when assigning a translator, which will end up saving the client money.

Outsourcing translations can also work automatically

Trying to carry out everyday tasks in the simplest way possible is only natural. At Translata, we’ve made our search for solutions to work better and faster one of our main long-term challenges. We’re very happy to use smart CAT translation tools for the benefit of our clients not just when doing the actual translations themselves, but also when preparing, transferring, and processing the documents for translation.

We know from experience that most texts our clients need translating come in document format that the clients share via repository services such as Sharepoint, Onedrive, or Google Sheets. Thanks to a clear format and compatibility across different operating systems, entire teams can have access to the documents they need and can create and edit content together.

When it comes time to contact the translation agency with a translation request, the client will contacts the project manager by entering specific cells or sheets in the document containing the new texts.

From the client’s point of view, the process isn’t arduous. All they have to do is send a request to the assigned project manager and wait for the translations to be delivered.

The project manager’s task is to ensure all the necessary intermediate steps so that the text reaches the translator. They will manually copy-paste the text, create a project in a CAT translation tool, insert the new document, copy-paste content, and notify the translator to get started.

The translated texts are then manually copied and pasted into the target cells again. If it’s just one language, then the process is even more simple. However, oftentimes an outsourced project will be translated into 4 – 5 languages, which means the margin of error increases.

But this can be handled in another way. Automatically.

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CAT tools can easily link the agency to the client’s repository

Improving the management of translation projects by eliminating steps that can be automated is a constant challenge for us.

An excellent feature of CAT translation tools is the ability to connect to different types of repositories. Document transfer automation eliminates a large amount of e-mail communication, but also the risk of errors that can occur during manual copying.


How does linking via CAT tools work?

1. Use the API key to create a link to the client store. CAT tools can be connected to cloud services such as Onedrive, Sharepoint, Google Drive, Dropbox, and Box as well as to FTP repositories.

2. The maximum possible level of automation is based on the CAT tool monitoring a specific document or folder at regular intervals. When it detects that an existing text has been changed or a new document has been added to the folder, it will automatically upload it to the created project.

3. Based on a preset template, it will link the new text or document to the client’s translation memory and glossary and send a new assignment notification to the translator dedicated to the project.

4. When the translation is complete, the CAT tool will insert the translated text into the specified cells.


Some clients like to retain at least some level of control over the project. We can adapt the extent of automation to their needs.


With automation, translation management efficiency and client satisfaction will grow

CAT tools help us deliver quality translations, but also shorten their delivery times. At the same time, they handle tasks that both the client and the project manager can omit from their agenda. Both parties now have freer hands and more time for other job responsibilities.

The translation process is less dependent on the project manager

There’s no need to wait for the project manager to read the new request, manually prepare the documents, and assign them to the translators. CAT tools will automatically detect that a change has occurred in an existing text, which will then signal that there’s new content to be translated.

Minimising the margin of error

CAT tools automatically copy new texts and paste back finished translations. This minimises the potential risk for errors during manual text transfers.

Fewer e-mails

Thanks to changes being monitored regularly, the client will no longer have to worry about notifying the project manager about every new assignment.

Lower translation costs

As the project manager’s role is reduced to more or less control and they merely only deal with potential problems that may arise, the client will be able to save on costs as a result and get translations at a better price.

Time-saving and cost-saving solutions

Innovation is a proven way to strengthen cooperation and will lead to greater customer satisfaction. Additionally, creating a link via CAT tools is easy to implement. It has proven to be very effective for translations that clients need on an ongoing, continuous basis, such as content on websites or social media. Not only do translators work freelance with CAT tools, they also bring greater efficiency and interaction to the project manager and client.

I'm convinced everyone needs their own mission and goal in life. My mission is to connect people. With TMS, CMS, CAT tools, and CRM. Translation technology is my forte and I will be happy to guide you through it.