Request translations in Localization Workspace: Estimate and Due Date

As the final step in creating a translation request, you can review an informational cost estimate and optionally set a due date. The due date can be used to trigger email notifications.

Before you begin

• If you want to use the optional due date field to trigger an email notification, confirm that your admin has configured notifications. For more information see Creating email notifications for Localization Workspace.
• Role required: sn_lw.user

About this task

Important:

Cost estimates are informational only. ServiceNow makes no representations or warranties as to the accuracy of this estimate. You are solely responsible for properly configuring the translation cost settings and validating the actual costs with the translation provider.

The informational cost estimate is calculated by multiplying the total number of words (or characters) by the cost per word (or character). The following conditions apply.

• Your third-party translation service provider charges you directly for translation services provided. ServiceNow has no involvement with billing or payment.
• Each translation service provider has its own definition of how to count words for billing purposes. Your provider's word count might be different from ServiceNow's estimated word count.
• You must input and maintain accurate costs per word in the Language Provider record in Localization Workspace.
• This estimate is not generated by a call to the API of your translation service.
• The term character in the Localization Workspace interface corresponds to a Unicode code point.
• The Estimated total value is rounded down to a whole number, so decimal places are not included.
• The informational cost estimate is calculated and displayed in the currency of the translation requester's user session.
• When you input the cost per word from your translation service provider, use the base rate before any volume discount is achieved. Localization Workspace is not able to calculate volume discounts or overages, so the informational cost estimate displayed in this wizard might be different from actual charges.

Consult your provider's documentation. For details about the pricing of Google Cloud Translator Service, see https://cloud.google.com/translate/pricing. For details about Microsoft Azure Translator, see https://azure.microsoft.com/en-us/pricing/details/cognitive-services/translator/.

From version 2.0.2, an optional due date field is available in the Estimate step. It can be used to trigger email notifications. (Notifications require configuration by an admin).

• The due date corresponds to the Localization Framework Project due date.
• From version 3.0.0: when submitting to a TMS, the system suggests a due date based on the word count. For details about intelligent due dates see Requesting translations in Localization Workspace.
• For machine translation service providers, the default due date is the current date.
• You can use the calendar picker to choose a date that is later than the default or suggested due date, but you can't choose an earlier date.

Procedure

1. Complete the first three steps (Languages, Types, and Scope) in the Translation request wizard, then select Next to proceed to Estimate.
   Larger translation requests take longer to generate informational cost estimates.
2. Review the generated informational cost estimate.
   The estimate includes total cost and word count for the entire translation request. Also included is a breakdown of the cost and word count per language.

   Note:

   The UI displays Word counts, not Character counts, even when the target language has been configured as character-based. However, any underlying calculations (such as intelligent due date suggestions) use the actual character count for character-based languages.
3. Optional: Enter a due date for the project by selecting the Due Date field.
   Selecting this field opens a calendar date picker. You can choose a date that is later than the suggested (or default) due date, but you can't choose a date that is earlier.
4. Optional: Use the Previous button to modify the estimate by returning to earlier steps and removing documents from your request.
5. Optional: Select Save.
   A saved translation request has a status of Draft in the My Requests list on the Home screen.
6. Select Submit to create the bundled translation request and send to your translation service providers.
   Note:

   • When you submit a translation request, the system first creates a Localization Framework project. During the creation of the project, the Due Date field doesn't contain any value. The due date is available after project creation.
   • The larger the translation request, the longer it takes to create its project. The process may take several minutes for very large requests.
   • When the translation request's project is finished, the system sends the packaged documents to your third-party service provider. You can cancel a translation request after submitting, but Localization Workspace does not contact your service provider. You should notify your provider directly regarding any cancellations.

What to do next

You can view translation request records in list format on the Home page of Localization Workspace.

Note:

When displayed in the Requests list on the Home page, the Cost is rounded up to the decimal place that is set in your Display Value Currency field. However, the calculation of the informational cost estimate for a translation request does not use the currency's display value. The calculation uses the actual rate that you have configured in Localization Workspace. For more information, see Identify the FX Currency field and its display parameters.