🔀 Translate a document with an exchange file (with someone who has limited internet access or tools)

There are two ways to translate your documents on Redokun - online or offline.

This guide will help you translate a document offline using an exchange file. Most user follow this process when working with external partners like Language service providers.

📄 1. Upload a Document

Navigate to the Document List.
Click on Upload Document.
Select your file. Redokun supports various formats, including DOCX, IDML, XLIFF, PPTX, XLSX, HTML, TXT, JSON, and more. See the full list of supported file formats →
Choose the source language of your document.
Click Upload.

When you upload a document, Redokun automatically segments the text and applies filters to exclude non-translatable elements like numbers and currencies. Learn more about text segmentation and filters →

🌐 2. Add Target Languages

After setting the source language, you’ll be asked to select one or more target languages for your document.

Use the search bar or scroll the list to find your desired language.
Click a language to select it. If you haven’t invited any translators before, your name will appear below as the translator. Otherwise, Redokun will suggest the translators you most recently invited.
You can add multiple languages in one step.

Country-specific languages:

Redokun supports multiple regional variants for many languages (e.g., German, German (Austria), German (Belgium)). You can choose the general version or specify a locale when needed. If you don’t see the language or variant you need, go to your Language Settings and make sure it’s enabled. If a variant is missing from the list, feel free to message us at support@redokun.com.

👥 3. Assign Translators

Click Add translator next to the target language.
Assign yourself as the translator.
To remove a translator, click the X icon next to their name.

⚠️ You can also invite your team to start translating online with the help of computer-assisted translation and AI translation tools. Learn how here.

➡️ What Happens Next

After assigning languages and translators, Redokun will:

Redirect you to the Document Detail page (if you uploaded a single document),\or
Redirect you to the Document List (if you uploaded multiple documents).

From there, you can manage the next steps in your translation workflow. Typically, users take one of the following paths:

⚙️ 4. Pre-Translate the Document (Recommended)

To speed up the process, you can run Pre-Translate to:

Automatically fill in previously translated segments using your Translation Memory.
Use AI Translation to translate new segments (depending on your plan).

Where to do it:

Run Pre-Translate for all languages from the Document Detail page.
Or, run it on a language-by-language basis from inside the Web Editor.

Learn how to use Pre-Translate →

🔀 5. Offline Translation

From the Document Detail page:

On the language row, click the three-dot menu and select Export phrases.
In the Export Phrases screen, choose your preferred format. We recommend using XLSX when working with someone who has limited internet access or tools.

Share the file with your translator.
➡️ Make sure to tell them that some phrases may include special symbols like #. These represent formatting (like bold text or links) or other important parts of the sentence.
🗣 Let them know:
- They should not remove or change these # symbols.
- The translated phrase must include the same symbols in the correct places.
Once the translation is complete, return to the same menu and select Import phrases to upload the translated file.

⚠️ Redokun uses tags (like #1, #2) to indicate formatting and special characters.

These must be kept in the translation.

For example, if the English sentence is: "Please click on #this link# to continue."

Then the translation must include both # in the correct positions.

📅 6. Download the Translated Document

To download the final file, all translations must first be confirmed and locked. This ensures the content is stable and no further edits are in progress.

Confirm the translation

You can confirm the translations in two ways:

From the Web Editor, by clicking Confirm translation after reviewing all segments.
From the Document Detail page, by clicking Confirm and lock next to each language.

Download the translated document

Once a translation is confirmed and locked, the Download button becomes active.

Click Download to generate the translated file. Redokun will export the document in its original format and layout.

Downloading a file may deduct words from your plan's word balance, depending on your subscription.

📝 7. Invite Your Team to Proofread the Translations (Optional but Recommended)

Many teams prefer to review the translation internally before finalizing the InDesign file—especially when working with external translators or agencies. Redokun makes this easy.

You can assign someone from your team to review and finalize translations directly inside Redokun. This allows your team to:

Read translations in context
Suggest edits or approve segments
Ensure that confirmed translations are saved to your Translation Memories (TMs)

To do this:

Change the assigned translator for the language(s) you want to proofread.
Invite a colleague from your team to take over the proofreading step.

✅ This approach ensures that your company’s final approved translations are stored for future reuse, improving consistency and efficiency.

Feel free to reach out to support@redokun.com if you need further assistance or have questions about specific features!