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This guide is part of the User Guides collection. It covers the Portal languages section of Configuration → Supplier Portal Controls. It sits beside The supplier portal, for suppliers, which is what the supplier sees, and Questionnaires, which covers building the questionnaires that get translated.
Suppliers can use the portal in the languages your organization offers, including the questionnaire text. Coverbase machine translates each questionnaire version, and your team can correct each translation and mark it reviewed. Answers are stored the same way whatever language the supplier used, and your reviewers read free-text answers in English. The mistake people make most often is publishing a new questionnaire version and forgetting to translate it. A translation belongs to one version. Until you translate the new version, suppliers who chose another language see it in English, with a notice that says so.

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Before you start

You need permission to change organization settings to choose languages and edit translations. English is always offered and cannot be turned off.

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Step 1: Choose the languages

Open Configuration → Supplier Portal Controls and go to Portal languages. Tick each language suppliers can pick, then click Save languages. The languages you can offer are Spanish, German, French, Italian, Portuguese, Dutch, Mandarin Chinese, Japanese, Korean, Arabic and Hindi.
Portal languages section with Español, Deutsch and 日本語 ticked among eleven languages, and a Questionnaire translations table listing four questionnaires, each at Version 1, with Not translated, Reviewed or Needs review per language and a Translate or Update button

Portal languages with Spanish, German and Japanese offered, and the translation status of each questionnaire in each language.

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Step 2: Translate each questionnaire

The Questionnaire translations table lists each questionnaire version with a column for every language you offer. To machine translate a questionnaire into all of them, click Translate on its row. On a questionnaire that already has a translation, the button reads Update and translates only the text that is missing or has changed. Each cell shows the translation’s status and how many of the questionnaire’s texts are translated, for example 13 of 13 texts. The questionnaire name and description, section names and descriptions, questions, instructions, guidance, answer options and the Other option label are translated. Questionnaires built from a control set are translated the same way.

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Step 3: Review and correct a translation

To check a translation, click its status in the table. The dialog lists every text, its English source and the translation beside it.
Japanese translation dialog for Fourth-party incident outreach, listing the questionnaire name, description, answer options and questions with the English text on the left and an editable Japanese translation on the right, and Translate again, Close, Save edits and Mark reviewed buttons

The review dialog for a Japanese translation. Each text has its English source and an editable translation.

  • To correct a translation, edit the text and click Save edits. An edited text is labeled Edited by a person, and your edit always wins over the machine translation.
  • To go back to the machine translation for one text, click Use the machine translation.
  • To mark the whole translation checked, click Mark reviewed. The dialog then shows who reviewed it.
  • To translate texts that changed after the last run, click Translate again.
If the English wording of a text changes after you edited its translation, the text shows Your edit was for older wording. Update your edit so it matches the new wording.

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What suppliers see

A supplier picks a language from the language menu at the top right of the portal or the public request form. The menu lists English and the languages your organization offers. A supplier whose browser language you offer starts in that language.
Language menu open with English selected, Español and 日本語

The language menu in the portal, limited to the languages the organization offers.

The portal shows a questionnaire in the supplier’s language only where a current translation exists:
  • A text whose English source changed after it was translated is shown in English, so a supplier never sees a translation of old wording.
  • When a questionnaire is not translated into the supplier’s language, it is shown in English with the notice This questionnaire isn’t available in the language yet, so it’s shown in English.
  • When only parts are translated, the notice says those parts are shown in English.
Notice: This questionnaire isn't available in Deutsch yet, so it's shown in English.

The notice a supplier sees when a questionnaire has no translation in their language.

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Reading answers in another language

Answers are stored the same way in every language. A choice is stored as the option the supplier picked, whatever language it was shown in. A free-text answer keeps exactly what the supplier wrote. When a supplier writes a free-text answer in another language, Coverbase adds an English translation for reviewers. On the submission, the answer shows Translated from the language with the English text. Show original switches to what the supplier wrote, and Show translation switches back. Long answers are translated in parts.
Question INC-2 with the supplier's answer in German, and below it a Translated from German panel with the English translation and a Show original link

A free-text answer written in German, shown to the reviewer in English.

Until the translation arrives, the answer reads Answered in the language, The English translation is on its way. If the supplier changes the answer after it was translated, the panel says The answer changed after it was translated, and a new translation follows.

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Troubleshooting

The supplier portal, for suppliers

What the supplier sees and does in the portal.

Questionnaires

Building and versioning the questionnaires that get translated.

Centralized supplier portal

One portal per supplier, with its people and requests.

Due diligence methods and the portal

How a request reaches the supplier.