For a recruitment agency with branches in multiple countries and employees and customers spread across the globe, it's essential to have a multi-language support system to avoid language barriers. Zoho understands so we provide an option to choose a preferred language for your Zoho Recruit account. 

When you choose a preferred language in Zoho Recruit, it applies to the modules, custom fields, and pick lists values, as well. This can pose a barrier if your organization operates in different countries. 

For example, say your organization has its headquarters in Japan, with branches in Europe and Africa. Since you mainly operate from Japan, your preferred language in Zoho Recruit would be Japanese. However, recruiters from other branches will prefer their native language. Translations, in Zoho Recruit, addresses this issue and lets you translate the fields and picklist values to an individual's preferred language.  

Availability

Permission Required: Only users with an administrative profile can access.
It is available for Enterprise Edition.

Begin Translation

To begin translating language files, follow the steps below:

Step 1. Switch On the Translation Settings
The first step is to turn on the translations settings. Before you begin, make sure you’re logged into your Recruit account with Administrative privileges.

Step 2. Add Language
The second step is to add the language to your Recruit account. In Zoho Recruit, you can select a language from 24 predefined lists of languages. When you add a language, a file is added that consists of a unique language code to identify the language. The file lists all the picklist values and custom fields in the default language of your Recruit account. One by one, you can add as many languages as you require, and use the language files to translate them.

Step 3. Export Language Files
Once you add the languages, the next step is to export the language file that you want to translate for your organization. An export file contains all the picklist values and the custom fields that need to be translated. You can choose to export individual file or export all the language files at once. Once the language file is exported, you can translate the picklist values and custom fields in an export file either yourself or outsource to a vendor. The exported file will contain instructions on how to read the different values depicted in it.

Step 4. Import Translated Language Files
After exporting the language file, you can either translate the fields yourself or outsource it to a translator. Please ensure that the format of the exported file is not changed as it might affect the translation in Zoho Recruit. Once you have finished translating the fields, you must import the translated file into Recruit.

To translate a language and add it in Zoho Recruit

1. Go to Setup > Customization > Translations.
   
2. Toggle on the  Translation Settings button.
   

   
    

3. Click on Add Language.
   
4. In the Add Language pop-up, select a language from the drop-down list.
   
5. Click  Add.
   
   If you want to remove a language from the list, hover on the language and click the  Delete icon.
   

   
   

6. Click the Export link corresponding to the particular file that you added.
   Alternately, select Export all option to export all the language files at once.
7. In the  Export notification popup, once the export is complete, click  Download.
   
   You need to add the translated values in the language file that you downloaded.
   

   
   

8. Add the translated values in the downloaded language file.
   
9. In Zoho Recruit’s Translations page, click Import.
   
10. In the Import Language File pop up, browse and select the file you downloaded and translated.
    Make sure the import file is in .txt or .zip format.
11. Click  Import.
    
    The translated values from the file will be added to Zoho Recruit.
    

     
    

Note:

• Each file/value is in this format: 
  PicklistValues.Candidate.Candidate_Status.Contacted=Contacted
  Make sure you do not change the original picklist values and custom field names in the exported language file. The translated entry should be in this format: PicklistValues.Candidate.Candidate_Status.Contacted=*Translated Value*
• Each language is identified by a unique code, that helps in mapping an imported file to the correct language in Recruit. Hence, these language codes should not be altered while exporting or importing a language file.
  

View Language Import History

A complete list of files that are imported to date is available under the Language Import History. The imported language files are arranged in a chronological order with the most recent ones on top. 

• Go to Setup > Customization > Translations.
  
• In the Translations page, click the Language Import History sub-tab.
  
• For each entry, you can click one of the following links to view the details:
  
  • Added - The newly translated literals are listed here.
    
  • Updated - When an existing translated literal is updated in the next round of translations, it is listed here.
    If you are translating a language for the first time, the updated value will be zero.
  • Skipped - If any literal fails to translate in Zoho Recruit, it will be listed under the skipped category. 
    

Note:

• You can choose to export only the failed literals instead of exporting the entire language file. You can then translate only the failed literals and import the updated file.
  Alternately, you can export the entire language file and rectify only the failed literals and import the entire language file.
• An imported file will be available in the import history for 60 days.

Export a Translated File

There can be chances when you have already translated a language and later added new custom fields or pick list values in a module. In such case, you can choose to export the translated file and just translate the new fields and import the language file back into your Recruit account. This will help you avoid translating all the fields again. Alternatively, you can export an untranslated language file and translate all the fields. 

• Go to Setup > Customization > Translations.
  
• In the Translations page, toggle on the Translation Settings button.
  
• Click the Export link for the corresponding file.
  
• In the  Export Language File popup, choose one of the following:
  
  • Translated
    
  • Text to be Translated
    
  • Both.
    
• Click Export.
  

Revoke Language Import

In case you have imported a wrong language file, or if you do not wish to use the file that is imported into Recruit, you can revert the action. Reverting it will undo the translations in Zoho Recruit that were done using the file.

• Go to Setup> Customization > Translations.
  
• In the Translations page, click the Language Import History sub-tab.
  
• Move your mouse pointer over the Language File and click the Undo this language Import link.
  
• Click " Yes, Proceed", to confirm.
  

  
  

Deactivate Translation

There are two options to deactivate a translation.

• Deactivate a particular language translation - In case you imported the wrong language file, or you do not want the users to use a particular translated file, you can choose to deactivate that language file in your Recruit account.
  
• Deactivate the entire translation setting - If you no longer want to use the translations, you can deactivate the translation settings in your Recruit account. If the translation setting is deactivated, the language setting will revert to the Default Language that is set in your Recruit account.
  

Please note that, if you deactivate or delete a particular language, the users who are using that translated language will view the picklist and the custom fields in the default language set in your Recruit account.

To deactivate a language

• Go to Setup > Customization > Translations.
  
• Toggle off the Status button for the corresponding language that you want to deactivate.
  
• In the pop-up, click "Yes, Deactivate" Now.

To deactivate translation settings

• Go to Setup > Customization > Translations.
  
• Toggle off the Translations Settings button.
  
• In the pop-up, click "Yes, Disable Translation".
  

Reference Values for Picklist Fields

A picklist field value that is translated to various languages may not be functional when any one of the languages' values are used to define conditional checks of custom functions, parameters of webhooks, formula fields, merge fields of email template or task subject etc.

For example, if one of the option "Resume Inbox" in a picklist field "Candidate Source" is translated in 10 different languages, then the function will not work with the same value "Resume Inbox" for users who use different language in Recruit. To address this issue we have brought in Reference Values. Each picklist field is represented by a reference value, which is common in every language. While defining any of the above functions that involve a picklist field, the user must use only the reference values for the function to occur. 

To use reference values

• Go to Setup > Customization > Modules and Fields.
  
• Select a Module and click on Edit Layout.
  
• Choose a picklist field and click on the More icon.
  
• Click on Edit Properties.
  
• In the Picklist Properties popup, select the Reference Value and use it in the mentioned places.