Form Languages in Onboarding

In Onboarding, forms can be made available in multiple languages. This article explains how the default form language is determined, how to add translations, and how employees can switch to their preferred language.

Best Practices

• If you remove a supported language from your organization’s settings, that language will still appear in any published forms that already include its translations.
• If a form doesn't have translations for your organization's default language, the form will be displayed in one of its published languages.

Default and Supported Languages

Within Onboarding, select Settings.

Click Organization Settings.

Click Edit Organization.

Fill out the following fields:

• Default Language - Forms will be displayed in the default language whenever possible. Only one default language can be selected.
• Supported Languages – This sets the possible languages that your forms can be translated into. You can select multiple supported languages.

After you have finished setting your default and supported languages, click Update Organization at the bottom of the page.

Form Languages

When you create a new form, you will typically build your form in your organization's default language. If you add forms from the Onboarding library, your forms will likely come with English and Spanish translations. In addition to these initial languages, you can add any number of additional translations to your form from the language management icon in the form editor.

To access the form editor, navigate to the Forms drop-down and select Manage Forms.

You can select an existing form or create a New Form. NOTE: For this example, we will be using an existing form. NOTE: For this example, we will be using an existing form. For steps to access Form Languages from a new form, please see Forms in Onboarding and AI Form Builder in Onboarding.  

On the Manage Forms/form name page, click the form.

Click Editor.

On the Form Builder page, click the language management (globe) icon.

The Manage Translations page allows you to add translations for new languages, as well as edit existing translations, all in one place. NOTE: The languages you can add are limited by the supported languages in your organization's settings.

Click the checkbox in front of the languages to display the language card. NOTE: If you don’t see the language you want to translate, click Select a language to add and choose a language.

You can either manually enter translations for every field or leverage the Onboarding AI to auto-translate based on one of your existing form languages. To initiate auto-translation, click the purple bot icon in the language card. NOTE: AI-generated translations may contain errors; always review translations carefully before publishing.

Whenever a new language is added in a form, the language will show in Draft status. Languages in draft status won't be visible to employees, as this status implies that the translation is still a work in progress.

When you have completed and reviewed translations for a new language, click the menu icon and select Publish. NOTE: Every form version has a status that starts in “Draft” and goes into “Published” when the form is ready. Form languages also have a status that starts in “Draft” and goes into “Visible to candidates” when published. A key difference between form version status and language status is that a form language can still be edited after it's published, for as long as the form version remains in draft. Once a form version is published, however, all form languages are frozen regardless of whether it is published or not. To edit form translations after a version is published, deprecate the version and create a new version of it.

After a language is published and the form is deployed, employees can select the new language from the candidate form experience.

To publish the form on the Manage Forms/form name page, click Publish version.

On the Are you sure? pop-up, select the checkbox to Deprecate all currently published blueprint versions, and click Publish.

Click Deploy.

On the Are you sure? pop-up select the checkbox if you want to Upgrade all unstarted tasks to use this version. When selected, existing tasks will be upgraded incrementally in the background. Then click Deploy.

Employees can now select the new language from the candidate form experience.