How to Automate Translation Workflows Between Smartling and Your Favorite Apps
Most localization teams waste hours each week manually checking translation statuses and forwarding updates. The Smartling Zapier integration eliminates this busywork by automatically syncing translation tasks, notifications, and updates with the tools your team already uses daily.
The Hidden Cost of Manual Translation Workflows
Localization teams typically juggle 5-7 applications daily - checking translation status in Smartling, forwarding updates via email, creating tasks in project tools, and updating spreadsheets. This constant context switching creates:
- 15-20 hours per week lost to manual status checks and updates
- Delayed responses to translation issues (average 8-12 hour lag)
- Version control problems from decentralized communication
Translation teams using automation save 30% of their workweek according to Smartling's 2023 productivity survey. These savings come from eliminating manual status updates and reducing issue resolution time.
Smartling Zapier Triggers and Actions Explained
Smartling's Zapier integration provides two-way automation between your translation platform and other business tools:
Triggers (Events that start workflows)
- Translation job completed
- New issue created
- File uploaded
- Project status changed
Actions (Tasks Smartling can perform)
- Create translation jobs
- Upload files for translation
- Push new content strings
- Update project metadata
This combination means you can both receive Smartling updates in other apps and send content to Smartling automatically - creating complete workflow loops without manual intervention.
Real-World Example: Automated Issue Notifications
The tutorial demonstrates a practical workflow where Smartling automatically emails team members when translation issues arise:
Key benefit: Recipients get the issue details, project context, and reporter name immediately - no need to log into Smartling to investigate.
At 1:32 in the video, you'll see how the zap maps Smartling's issue data (including custom fields) directly into a Gmail template. The automation:
- Triggers instantly when any team member flags an issue
- Pulls all relevant context from Smartling
- Generates a formatted email with clickable links
- Delivers it to designated recipients within seconds
This pattern works equally well for Slack alerts, Asana tasks, or CRM updates - ensuring the right people get complete context without manual forwarding.
Implementation Steps for Non-Technical Users
Setting up the example notification workflow requires no coding - just follow these steps:
Step 1: Connect Your Accounts
Link Smartling and Gmail (or your preferred notification tool) to Zapier using OAuth. This takes about 30 seconds per service.
Step 2: Choose Your Trigger
Select "Issue Created" from Smartling's trigger options. Zapier will automatically detect your available Smartling projects.
Step 3: Set Up the Action
Choose "Send Email" in Gmail (or "Send Channel Message" for Slack). Map the Smartling fields to your message template as shown at 2:15 in the video.
Step 4: Test and Activate
Zapier will walk you through a test run. Once confirmed, publish the zap - it will run automatically moving forward.
Pro tip: Add a filter step to only notify for high-priority issues, reducing inbox clutter for your team.
Best Connected Apps for Translation Teams
While the demo uses Gmail, Smartling integrates with hundreds of tools. Top choices for localization teams include:
Project Management: Create Jira tickets or Asana tasks automatically when translation issues arise, with all context included.
Communication: Post Slack channel updates when jobs complete or push urgent notifications via SMS.
CRM Systems: Update client records in Salesforce or HubSpot when their project translations are ready.
Content Platforms: Push approved translations directly to WordPress, Contentful, or Shopify via their APIs.
The key is matching automation to your team's existing tools - eliminating new platforms to learn while streamlining current processes.
Measurable Business Impact
Companies using Smartling's Zapier integration report:
- 40-60% faster issue resolution from instant notifications
- 30% reduction
- 15% improvement in translator productivity from fewer interruptions
One enterprise localization team tracked their savings:
| Metric | Before Automation | After Automation |
|---|---|---|
| Weekly status emails | 127 | 0 (auto-generated) |
| Average issue response time | 9.2 hours | 22 minutes |
| Project setup time | 45 minutes | 5 minutes (auto-templated) |
These improvements compound over time, allowing teams to handle more projects without adding headcount.
Watch the Full Tutorial
See the complete Smartling-Zapier integration in action, including how to map custom fields and set up filters for different notification types (demonstrated at 3:40 in the video).
Key Takeaways
The Smartling-Zapier integration transforms translation management from a manual, time-consuming process to an automated workflow that:
1. Eliminates constant app switching
2. Provides instant notifications with full context
3. Requires no coding or technical maintenance
4. Works with tools your team already uses
By connecting Smartling to your existing stack, you'll reduce busywork while improving translation quality and speed - a rare win-win for localization teams.
Frequently Asked Questions
Common questions about this topic
Smartling's Zapier triggers include translation job completion, issue creation, file uploads, and project updates. These events can start workflows in over 5,000 connected apps like Gmail, Slack, and project management tools.
The system captures detailed context with each trigger - including user information, timestamps, and custom fields - ensuring your automations have all necessary data.
- Job completion triggers include file names, languages, and word counts
- Issue triggers contain the full description and priority level
- Project updates include status changes and assignee information
Yes, Smartling's Zapier actions let you create translation jobs, upload files, and push new content without manual steps. This works for documents, strings, and even website content needing localization.
For example, you could set up a zap that automatically sends new blog posts to Smartling when published in WordPress, or forwards attached files from specific client emails for translation.
- Create jobs with predefined workflows and due dates
- Upload files directly from cloud storage like Dropbox
- Push string updates from content management systems
Automated issue notifications eliminate constant app switching. The example workflow sends complete context - including reporter name and project details - directly to team inboxes, reducing resolution time by 30-50%.
Without automation, team members must log into Smartling, find the issue, copy details, then communicate them - a process that typically takes 8-12 minutes per issue. The zap handles this instantly.
- No more missed issues sitting unassigned
- Recipients get all context in their preferred tool
- Historical record maintained in email/Slack
Smartling passes translation job details, file metadata, issue descriptions, project names, timestamps, and user information. This data can populate emails, tasks, CRM records, or any connected system.
The integration preserves all relationships between data points - for example, linking an issue to its specific job and project automatically in the notification.
- Complete job specifications (languages, word count, due dates)
- File versions and format details
- Custom fields and client-specific metadata
No coding needed. Smartling's pre-built Zapier integration uses point-and-click configuration. The example email notification zap takes under 5 minutes to set up with no technical skills required.
Zapier's interface guides you through selecting triggers, mapping data fields, and testing the workflow - all with visual controls and clear instructions.
- Drag-and-drop field mapping
- Pre-built templates for common workflows
- Step-by-step setup wizard
Absolutely. Smartling integrates with Asana, monday.com, Trello and others. Translation tasks can auto-create project cards, while issues generate follow-up tasks with all context included.
For example, when a translator flags an unclear source string, the zap could create an Asana task for the content team with the exact passage needing clarification.
- Automatic task creation with due dates
- Status updates synced both directions
- Comments and attachments preserved
Zapier processes over 2 billion automation tasks monthly with 99.9% reliability. Smartling triggers fire instantly when events occur, and actions retry automatically if any delivery issues arise.
The system includes monitoring dashboards and alerting for any workflow failures, though these are rare with properly configured zaps.
- Automatic retries for failed deliveries
- Detailed activity logs for troubleshooting
- Email/Slack alerts for critical failures
GrowwStacks builds custom Smartling automation workflows tailored to your translation processes. We'll connect your tools, map all data fields, and ensure seamless operation - typically delivering working solutions in under 2 weeks.
Our automation experts handle the technical setup while you focus on business priorities. We specialize in creating workflows that feel native to your existing operations.
- Free consultation to assess your needs
- Custom workflow design based on your tools
- Ongoing support and optimization
Ready to Stop Wasting Time on Manual Translation Updates?
Every hour spent switching apps and forwarding status updates is an hour not spent on strategic work. Let GrowwStacks implement Smartling automations that free up 15+ hours per week for your team.