How do I translate the digital business card profile?

Modified on Wed, 13 Mar 2024 at 05:04 PM

In this article, you will learn how to translate the digital business card profiles. This feature allows you to translate any text that is visible on the profile page into any language. This applies to both system texts and individual profile attributes (names, position descriptions, links, files, etc.). You can also specify that information is not displayed in certain languages.


Supported languages:

The language in which a profile is displayed depends on the device settings of the recipient. If the language of the device is not supported, the profile is displayed in the fallback language. Set the input language to the language you use to fill in the profile attributes in the admin dashboard.

Step-by-step instruction:

Follow the steps below to add translation files to a language pack:

Step 1: Select the language

  • Navigate to Team settings > Translations > Supported languages > Add a language
  • Select the desired language and select the type (Input/Fallback).
    • Input = input language (language for filling in the profile attributes)
    • Fallback = fallback language (language to be used if the language of the device is not supported)
  • Click on "Save", the language is now selected.
  • The languages can be changed or deleted at any time. 
  • Please note: When a language is deleted, the translations stored in a category for this language are not deleted, but they are no longer used as long as the language is not added again.

Figure 1: Selection of the desired language

Step 2: Download the language pack configuration 

  • Click on Download current language pack configuration.
  • The link leads to the download of a file in ZIP format.
  • Unzip this file, it contains all translation categories.
  • Please note: The file only contains the translation categories that have been approved by the unit admin.

Figure 2: Downloading and uploading the language pack configuration

How can I manage translation rights for unit admins?

  • Navigate to Team settings > Edit rights
  • Select "for unit-admins" on the right.
  • Now select all the desired categories for the translation rights you want to release.
  • Unit admins will now be able to manage translation packages for the selected categories.
  • Attention: Unit admins can edit the translations of the entire organization in this category. Any changes they make will affect the entire organization.

Step 3: Open the Excel file of the translation category that needs to be edited

  • The file contains the current configuration that is used to translate your profiles
  • Add or change translations. 
  • Column "Key" = text value that has been entered (i.e. the text to be translated)
  • The remaining columns apply to one language each. Each of the languages defined in step 1 appears here.
  • You can now add translations in these columns. You can:
    • Add a translation by entering the translated text in the respective language.
    • Delete the attribute value (i.e. it will no longer be displayed on the profile): To do this, simply enter the keyword $DELETE$.
    • Leave the field empty so that this value remains untranslated in each language.
  • System labels can also be changed (i.e. all headings etc.).
  • Attention: Translations always apply to the entire organization. This means, for example, that you only need to translate the position "Head of department" once so that this translation is applied to every profile whose position is "Head of department".
  • After editing the file, save it again as a .csv/excel file.

Example: Translation category "profile addresses"

  • Country "Germany" should be translated into English as "Germany".
    • Change text value: write the translation in the "en" column. 
    • Example: "Germany"

  • Street "Seyfferstraße 34" should not be displayed when the profile is translated into English. 
    • Delete text value: write $DELETE$.
    • Example: "$DELETE$"

Figure 3: Modified file 

Step 4: Upload the language pack

  • Click on Upload language package to upload the language package with the translation text. 
  • You can upload the entire ZIP file or individual translation categories that are to be updated.
  • Please note: only EXCEL/CSV/ZIP files with the same names as in the download are supported.
  • Please note: When uploading a category, the configuration of the entire category is always overwritten. This means that if you only want to re-translate one value, for example, you must ensure that all translations already set are also included in the file when uploading.

Figure 5: Successfully modified profile information


How do I reset the translations?

To reset all translations, you need to upload an empty translation package for each category. You have two options for this:

  • You can open the CSV file of the package to be reset in Excel, select a column with a language there, and delete the entire content. Then add the column title (the abbreviation of the language) back into the first row. You can do this for selected languages only (if you only want to reset certain languages), or for all columns with languages. Do not delete the content of the "key" column.

    The reset language packs must then be uploaded again.

  • You can also manually create a file to reset translations.To do this, download the language pack as normal. Then open any Excel file. Delete all rows except for the first one (with the columns "key" and the languages). Now insert the word "empty" in row 2 in the "key" column and leave all other columns blank.
    If you only want to reset certain languages, delete the entire columns (including the header) of the languages that you do not want to reset.
    Now upload the file again.

    You can copy the contents of the table created in this way into each language package file, thus saving yourself work if you want to reset several packages.

What happens if I delete a language and add it again later?

  • If you delete a language, the translations stored for it will no longer be used on your profile pages. 
  • However, the previously uploaded language packs with all your translations will remain. If you add the language again, the translations will automatically be applied again.

Can I only translate one language?

  • You can delete entire columns for a language from the Excel files. If you then upload such a file, the omitted language will not be touched. This means that any previously saved translations for this language will be retained.

What happens if I delete rows from the Excel file?

  • If, for example, you upload the language pack for company names in Spanish, the content of this column becomes the entirety of the translations stored for this language pack and this language. This means that if you previously delete a row in which a translation was inserted, this translation will also be deleted.
  • Please note: The situation is different when you delete a column. In this case, the translations of the removed column are not deleted.

Why is there a column "de" for German, even though my input language is already German?

As a rule, you do not need this column, as the non-translated values have already been filled in in German. Theoretically, you can of course still enter a new value, which will then be displayed in the German version of your profiles.

However, the column is really useful in the following two cases:

  • You can enter the keyword $DELETE$ just as with any other language to hide the text or link in the German profile version.
  • In the language package file profile--system-labels.xlsx, it may also be useful to adapt the texts to German. You have not created these manually before.

Why do I get the error that my file is not formatted correctly?

There may be various reasons for this. Pay attention to the following points:

  • If you upload a zip file, the Excel files must be in the root level of the zip file.
  • I.e. to create the zip, select all Excel files and then compress them by right-clicking.
  • The Excel files must have the correct xlsx format:
    • The comma (",") must be used as a separator.
    • Each row must have the same number of columns.
    • There must be at least one row (in addition to the header) in the file

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