You are here: User Guides > Lionbridge for Relativity > Planning Your Translations with Submission Sets > Creating a Submission Set

Creating a Submission Set

You create a submission set so that you can send multiple documents for translation from the same source language into the same set of target languages with common metadata. For more information about submission sets, see Planning Your Translations with Submission Sets.

To create a submission set:
  1. Click a workspace where the App is installed.
  1. Click New Lionbridge Submission Set.
  1. Enter the following information in the General Information section:
Field Description
Submission Name

Your name for this submission set.

C/M Number, Project Name The purchase order (PO) number for this submission set.
  1. In Send Configuration, you select the translation-provider configuration to use when sending this submission set out for translation. For information about translation-provider configurations, refer to the Lionbridge for Relativity Installation and Configuration Guide.

Note: You must select the translation-provider configuration before you can populate the Source Language, Translation Type, and Document Metadata Fields fields or selecting a Requires Quote Approval radio button.

  1. Select the translation-provider configuration and click Set.
  1. Optional. In Document Source, you can select the saved search containing the documents to add to this submission set. By default, this adds all the documents in a saved search to the submission set. Later, in step 17, you can exclude specific documents in the saved search from the submission set. For information about saved searches, refer to the Relativity documentation at: https://help.relativity.com/9.7/Content/Relativity/Saved_search/Saved_search.htm.

Tip: If you are using a different version of Relativity, you can use the Version dropdown list in the documentation to navigate to the correct documentation version.

  1. Select the document source and click Set.

Tip: You can select a saved search, which is a saved set of criteria that returns the latest documents meeting those criteria.

  1. In Source Language, select the original language of the documents to send for translation.

Note: The translation-provider configuration selected above in Send Configuration determines the available source languages.

  • The Name column displays the available source languages.
  • The Available Target Languages column displays which target languages are available for each source language.
  • The Sync Configuration column displays the Send Configuration (translation provider configuration) for which the source-target language pairs are supported.
  1. Select the source language and click Set.
  1. Available only if processing settings were configured. In Processing Settings, select the processing settings to use. Selecting a set of processing settings enables you to view all translations, in supported document types, within the translation viewer and access your translated documents in the Documents tab. These settings include the processing profile, destination folder, and time zone. For more information about processing settings, refer to the Lionbridge for Relativity Installation and Configuration Guide.

The Name column displays the configured processing settings.

  1. Select the processing settings and click Set.
  1. Available and required only if your translation provider is Lionbridge Freeway, which is determined by the translation-provider configuration you selected in Send Configuration described above. You use the Requires Quote Approval option to inform the translation provider whether you want to receive a quote before the translation process starts.
  • To request a quote, click Yes.
  • If you do not want to request a quote, click No.
  1. Required. You use Requested Return Date to select a deadline for completing the translation.

  1. Select a date and time in the calendar, and click Done.

Note: The date/time format and timezone are determined by the server where Relativity is installed.

  1. You can use Set Scheduled Date to schedule the date and time for sending this submission set for translation.

Note: You can schedule the date to send this submission set for translation later, after creating the submission set. For details, see Scheduling a Submission Set for Translation.

  1. Do one of the following:
  2. To schedule sending the submission set in the future, select a date and time in the calendar.
  3. To send the submission set now, click Now.
  4. Click Done.

Note: The date/time format and timezone are determined by the server where Relativity is installed.

  1. Available and required only if your translation provider is Lionbridge Freeway, which is determined by the translation-provider configuration you selected in Send Configuration, described above. You use the Translation Type option to specify a Freeway analysis code for this submission set.

  1. Select the Freeway analysis code for this submission set and click Set.

Note: This option is displayed only if the translation-provider configuration you selected in Send Configuration, above is for Lionbridge Freeway.

  1. Available only if your translation-provider configuration is for FTP or SFTP, which you selected in Send Configuration, described above. You can use the Document Metadata Fields feature to specify which fields in the documents in this submission set are metadata. These fields are included in a .txt file that is delivered to the FTP or SFTP server.

  1. In the top part of the dialog box, select the check boxes of the metadata fields in the documents in this submission set and click Add.

Note: The Add button is available only when at least one metadata field is selected.

The selected metadata fields are now displayed at the bottom of the dialog box.

  1. In the bottom part of the dialog box, click Set to save your change and close this dialog box.

Note: This option is displayed only if the translation-provider configuration you selected in Send Configuration, above is for FTP or SFTP.

Field Description
Additional Instructions Enter any requests, additional information, or guidance for the translator.
Consistency State

This read-only field is populated after the submission set is created.

Email Recipients Enter the email addresses of the recipients of notifications about this submission set. Separate multiple email addresses with a semi-colon ( ; ). The recipients will receive email notifications about translation-status events, for example, when the submission set has been delivered to Lionbridge Freeway or to the FTP or SFTP site. For more information, see Receiving Email Notifications.
Reference File

You can send reference files (support assets) to your translation provider as part of a submission set. This provides helpful context for the translator.

  • Click Choose File. Then navigate to the reference file and select it to upload it and add it to the submission set.
Status Message This read-only field is populated after the submission set is submitted for translation.
Consistency Message

This read-only field is populated after the submission set is created.

Project ID This read-only field is populated after the submission set is submitted for translation to Lionbridge Freeway. It is displayed only if the translation-provider configuration selected in Send Configuration, above, is for Lionbridge Freeway.
  1. Click Save.

The Lionbridge Submission Set Layout updates.

  1. Select the target languages for this submission set.
  1. In the top part of the dialog box, select the check boxes for the target languages to configure for this source language, and click Add.

Note: The Add button is available only after selecting at least one check box.

The selected target languages are now displayed at the bottom of the dialog box.

  1. Click Set to save your change and close this dialog box.

Note: The Set button is available only after clicking Add in the previous sub-step.

The Lionbridge Submission Set Layout updates.

  1. Optional. Modify which documents are included in this submission set. By default, all the documents in the saved search, selected in the Document Source field, described in step 6, above, are included in the submission set.
  • To remove documents from the submission set:

A message box confirms that you want to remove the selected documents.

  1. Click OK.

The Lionbridge Submission Set Layout updates.

  • To add back previously removed documents to the submission set:
  1. In the top part of the dialog box, select the check boxes for the documents to add, back to the submission set, and click Add.

Note: The Add button is available only after selecting at least one check box.

The selected documents are now displayed at the bottom of the dialog box.

  1. Click Set to save your change and close this dialog box.

Note: The Set button is available only after clicking Add in the previous sub-step.

The Lionbridge Submission Set Layout updates.

  1. Click a Save button at the top of the layout.