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weblate/docs/workflows.rst
Kartik Ohri 62dec15919
docs(detailed state): improve documentation on needs checking/rewriting (#18138) 
Document the role of needs rewriting and needs checking state. And also, include it
in the search docs.

Co-authored-by: Michal Čihař <michal@cihar.com>
Co-authored-by: Copilot <175728472+Copilot@users.noreply.github.com>
2026-02-23 10:05:47 +00:00

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.. _workflows:
Translation workflows
=====================
Using Weblate raises quality, reduces manual work, and brings everyone
involved in the localization process closer to each other.
It is up to you to decide how many of Weblate features you want to make use of.
The following is not a complete list of ways to configure Weblate.
You can base other workflows on the examples listed here.
.. _workflow-customization:
Workflow customization
----------------------
In addition to configuration at :ref:`project` and :ref:`component` (as
:ref:`project-translation_review`, :ref:`component-enable_suggestions`,
:ref:`component-suggestion_voting`, and
:ref:`component-suggestion_autoaccept`), the translation workflow can be
customized per language.
Site-wide workflow customization can be done while :ref:`changing-languages`.
Per-project customization can be done on each language page of the project.
All workflow settings can be overridden, the only limitation is that
:ref:`project-translation_review` needs to be turned on and can only be
disabled in the per-language customization.
The first existing setting applies:
1. Project-language customization
2. Language customization
3. The project/component settings
.. note::
Please be careful when using site-wide override as that applies to all
projects (unless they have own overrides for a given language).
Translation access
------------------
The :ref:`access control <access-control>` is not discussed in detail as a whole in
the workflows, as most of its options can be applied to any workflow.
Please consult the respective documentation on how to manage access to
translations.
In the following chapters, *any user* means a user who has access to the
translation. It can be any authenticated user if the project is public, or a user
with :guilabel:`Translate` permission to the project.
.. _states:
Translation states
------------------
Each translated string can be in one of the following states:
Untranslated
Translation is empty, it might or not be stored in the file, depending
on the file format.
Needs editing
Translation needs editing, this is usually the result of fuzzy matching or translator action.
Depending on the file format it might be marked as needing edit (for example as it gets a ``fuzzy`` flag in the gettext file).
Needs rewriting
Translation needs to be rewritten because of a source string change.
Needs checking
State used for source/template strings that need developer review. It is
typically set for new source strings imported from the VCS when the
Source edit addon is enabled, or when a source string is reported for
checking.
Translated / Waiting for review
Translation is made. The translated state is shown as "Waiting for review" if reviews are enabled.
Approved
Translation has been approved in the review. It can no longer be changed by
translators, but only by reviewers. Translators can only add suggestions to
it.
This state is only available when reviews are enabled.
Read-only
String is read-only as a result of having ``read-only`` :ref:`flag
<custom-checks>`, being a non-editable source string, or marked such in the
translation file.
Suggestions
Suggestions are stored in Weblate only and not in the translation file.
The states are represented in the translation files when possible.
.. hint::
If the file format you use does not support storing states, you might want
to use the :ref:`addon-weblate.flags.same_edit` add-on to flag unchanged strings
as needing rewriting.
.. note::
The :ref:`project-commit_policy` determines which translation states are stored in the file.
.. seealso::
* :ref:`fmt_capabs`
* :ref:`workflows`
Direct translation
------------------
The most common setup for smaller teams, where anybody can translate directly.
This is also the default setup in Weblate.
* *Any user* can edit translations.
* Suggestions are optional ways to suggest changes, when translators are not
sure about the change.
+----------------------------------+-------------+------------------------------------+
| Setting | Value | Note |
+==================================+=============+====================================+
| Enable reviews | off | Configured at project level. |
+----------------------------------+-------------+------------------------------------+
| Enable suggestions | on | Useful for users to be able |
| | | to suggest when they are not sure. |
+----------------------------------+-------------+------------------------------------+
| Suggestion voting | off | |
+----------------------------------+-------------+------------------------------------+
| Automatically accept suggestions | 0 | |
+----------------------------------+-------------+------------------------------------+
| Translators group | `Users` | Or `Translate` with |
| | | :ref:`per-project access control |
| | | <manage-acl>`. |
+----------------------------------+-------------+------------------------------------+
| Reviewers group | N/A | Not used. |
+----------------------------------+-------------+------------------------------------+
.. _peer-review:
Peer review
-----------
With this workflow, anybody can add a suggestion, which needs approval
from additional members before it is accepted as a translation.
* *Any user* can add suggestions.
* *Any user* can vote for suggestions.
* Suggestions become translations when given a predetermined number of votes.
+---------------------------------+-------------+------------------------------------+
| Setting | Value | Note |
+=================================+=============+====================================+
| Enable reviews | off | Configured at project level. |
+---------------------------------+-------------+------------------------------------+
| Enable suggestions | on | |
+---------------------------------+-------------+------------------------------------+
| Suggestion voting | on | |
+---------------------------------+-------------+------------------------------------+
| Automatically accept suggestions| 2 | You can set higher value to |
| | | require more peer reviews. |
+---------------------------------+-------------+------------------------------------+
| Translators group | `Users` | Or `Translate` with |
| | | :ref:`per-project access control |
| | | <manage-acl>`. |
+---------------------------------+-------------+------------------------------------+
| Reviewers group | N/A | Not used, all translators review. |
+---------------------------------+-------------+------------------------------------+
.. _reviews:
Dedicated reviewers
-------------------
With dedicated reviewers you have two groups of users, one able to submit
translations, and one able to review them to ensure translations are
consistent and that the quality is good.
* *Any user* can edit unapproved translations.
* *Reviewer* can approve / unapprove strings.
* *Reviewer* can edit all translations (including approved ones).
* Suggestions can also be used to suggest changes for approved strings.
+---------------------------------+-------------+------------------------------------+
| Setting | Value | Note |
+=================================+=============+====================================+
| Enable reviews | on | Configured at project level. |
+---------------------------------+-------------+------------------------------------+
| Enable suggestions | on | Useful for users to be able |
| | | to suggest when they are not sure. |
+---------------------------------+-------------+------------------------------------+
| Suggestion voting | off | |
+---------------------------------+-------------+------------------------------------+
| Automatically accept suggestions| 0 | |
+---------------------------------+-------------+------------------------------------+
| Translators group | `Users` | Or `Translate` with |
| | | :ref:`per-project access control |
| | | <manage-acl>`. |
+---------------------------------+-------------+------------------------------------+
| Reviewers group | `Reviewers` | Or `Review` with |
| | | :ref:`per-project access control |
| | | <manage-acl>`. |
+---------------------------------+-------------+------------------------------------+
Turning on reviews
------------------
Reviews can be turned on in the project configuration, from the
:guilabel:`Workflow` subpage of project settings (to be found in the
:guilabel:`Operations` → :guilabel:`Settings` menu):
.. image:: /screenshots/project-workflow.webp
.. _source-quality-gateway:
Quality gateway for the source strings
--------------------------------------
The original source language strings usually come from developers, since they
write the code and provide the initial strings. However, developers are often
not native speakers of the source language and do not provide the desired
quality of the source strings. The intermediate translation can help you
address this - there is an additional quality gateway for the strings between
developers and translators.
By setting the :ref:`component-intermediate`, this file is used for translating
strings to the source language by translators/editors while it is owned by the
developers (often using arbitrary languages such as ``en_devel``). Once this
stage is done, strings are available for translations to target languages,
based on what is now a polished source language stored in the
:ref:`component-template`.
.. graphviz::
digraph translations {
graph [fontname = "sans-serif", fontsize=10];
node [fontname = "sans-serif", fontsize=10, margin=0.1, height=0, style=filled, fillcolor=white, shape=note];
edge [fontname = "sans-serif", fontsize=10];
subgraph cluster_dev {
style=filled;
color=lightgrey;
label = "Development process";
"Developers" [shape=box, fillcolor="#144d3f", fontcolor=white];
"Developers" -> "Intermediate file";
}
subgraph cluster_l10n {
style=filled;
color=lightgrey;
label = "Localization process";
"Translators" [shape=box, fillcolor="#144d3f", fontcolor=white];
"Editors" [shape=box, fillcolor="#144d3f", fontcolor=white];
"Editors" -> "Monolingual base language file";
"Translators" -> "Translation language file";
}
"Intermediate file" -> "Monolingual base language file" [constraint=false];
"Monolingual base language file" -> "Translation language file" [constraint=false];
}
.. seealso::
* :ref:`component-intermediate`
* :ref:`component-template`
* :ref:`bimono`
.. _secondary-language-workflow:
String consolidation using secondary language
---------------------------------------------
When :ref:`component-intermediate` cannot be used to consolidate the strings,
you can choose one of the translations to act as a secondary language. The
language can be configured in a project (:ref:`project-secondary_language`) or in a
component (:ref:`component-secondary_language`). It is then shown to the
translators while translating (see :ref:`secondary-languages`) and can be
optionally used as a source for machine translations (see
:ref:`mt-sources`).
This setup can be useful with mixed language source strings and consolidating
them into a single translation, which is then used as a baseline for other work.
.. _source-reviews:
Source strings reviews
----------------------
With :ref:`project-source_review` enabled, the review process can be applied for
source strings. Once enabled, users can report issues with source strings.
The actual process depends on whether bilingual or monolingual formats are in use.
For monolingual formats, source string review functions similarly to
:ref:`reviews` — once an issue with a source string is reported, the source
string is marked as :guilabel:`Needs editing`.
Bilingual formats do not allow direct editing of source strings (these
are typically extracted directly from the source code). In this case, a
:guilabel:`Source needs review` label is attached to strings reported by
translators. You should review such strings and either edit them in the source
code, or remove the label.
.. seealso::
* :ref:`bimono`
* :ref:`reviews`
* :ref:`labels`
* :ref:`user-comments`
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