Project Tasks

Create and assign tasks for translating or proofreading content to specific project members or vendors. You can set due dates, split words among assignees, receive notifications about task changes and updates, and discuss tasks with other project members in the comments.

Creating New Task

To create a new task, follow these steps:

File-based project

1. Open your project and go to the Tasks tab.
2. Click Create Task.
3. Set the task parameters:
   • Title – specify the name of the task that will be visible to translators or proofreaders.
   • Description (optional) – add any additional details that may be helpful.
   • Type – select between Translate by own translators, Proofread by own proofreaders, Translate by vendor, and Proofread by vendor.
   • Create a pending proofreading task (only for Translate by own translators) – creates a separate proofreading task that starts once the translation is completed.
   • Preceding task (only for Proofread by own proofreaders) – link the task to a previously created translation task to inherit its scope and language settings.
   • Skip strings already included in other tasks – skip strings that are already assigned to other tasks.
   • Create Cost Estimate Report – automatically generate a cost estimate based on selected content and the rates template.
     • Rates template – select the template to be used for calculating the estimate.
   • String filters – filter which strings should be included in the task:
     • Strings – select whether to include all untranslated or not approved strings, or only those modified within a specific period.
     • Filter by labels (optional) – include only strings with specified labels. Additionally, choose how selected labels should be matched:
       • All selected labels – includes only strings that have all selected labels (AND logic).
       • Any selected label – includes strings that have at least one of the selected labels (OR logic).
     • Exclude by labels (optional) – exclude strings with specified labels. Additionally, choose how selected labels should be matched:
       • All selected labels – excludes only strings that have all selected labels (AND logic).
       • Any selected label – excludes strings that have at least one of the selected labels (OR logic).
     • Include pre-translated strings only (only for Proofread by own proofreaders) – include only strings that were previously pre-translated.
   • Files – select files to include in the task.
   • Languages – select target languages (a separate task will be created for each selected language).
4. Click Assign to assign users to the task for each language separately.
5. (Optional) Use a saved template to apply language and member assignment settings, or save the current configuration for future use.
6. Click Create Task.

String-based project

1. Open your project and go to the Tasks tab.
2. Click Create Task.
3. Set the task parameters:
   • Title – specify the name of the task that will be visible to translators or proofreaders.
   • Description (optional) – add any additional details that may be helpful.
   • Type – select between Translate by own translators, Proofread by own proofreaders, Translate by vendor, and Proofread by vendor.
   • Create a pending proofreading task (only for Translate by own translators) – creates a separate proofreading task that starts once the translation is completed.
   • Preceding task (only for Proofread by own proofreaders) – link the task to a previously created translation task to inherit its scope and language settings.
   • Skip strings already included in other tasks – skip strings that are already assigned to other tasks.
   • Create Cost Estimate Report – automatically generate a cost estimate based on selected content and the rates template.
     • Rates template – select the template to be used for calculating the estimate.
   • String filters – filter which strings should be included in the task:
     • Strings – select whether to include all untranslated or not approved strings, or only those modified within a specific period.
     • Filter by labels (optional) – include only strings with specified labels. Additionally, choose how selected labels should be matched:
       • All selected labels – includes only strings that have all selected labels (AND logic).
       • Any selected label – includes strings that have at least one of the selected labels (OR logic).
     • Exclude by labels (optional) – exclude strings with specified labels. Additionally, choose how selected labels should be matched:
       • All selected labels – excludes only strings that have all selected labels (AND logic).
       • Any selected label – excludes strings that have at least one of the selected labels (OR logic).
     • Include pre-translated strings only (only for Proofread by own proofreaders) – include only strings that were previously pre-translated.
   • Branches – select branches to include in the task.
   • Languages – select target languages (a separate task will be created for each selected language).
4. Click Assign to assign users to the task for each language separately.
5. (Optional) Use a saved template to apply language and member assignment settings, or save the current configuration for future use.
6. Click Create Task.

Good to know

• For the Proofread type tasks, all the strings, excluding the approved ones, will be added to the task.
• One task can be assigned to one project only.

Read more about project types.

Splitting Content

Splitting content between several members allows you to speed up the translation or proofreading process.

While in string-based and file-based projects this option is called differently (i.e., Split strings and Split files), the basic principle of its behavior remains the same.

To split content between several members select Split files (in file-based project) or Split strings (in file-based project) in the Assign users dialog. You can set the approximate amount of words for each assignee.

Generating Cost Estimate Report for Tasks

To automatically estimate the cost of translation or proofreading for a task, select the Create Cost Estimate Report option during task creation.

Once selected, a required Rates Template drop-down will appear. Choose a saved template to calculate the cost estimate based on the selected strings or files.

After the task is created, a Cost Estimate report will be generated automatically and become available in the Archive section. The estimated cost will also be displayed on the task card in the Board section. You can open the task to view the Estimated Cost section, which includes the following details:

• The calculated cost based on the selected rates template
• A clickable report title (e.g., Report #123) that links to the full report in the Archive section
• The report generation date

If the task scope changes (e.g., files or strings are modified), a new Cost Estimate report will be generated automatically to reflect the updated estimate.

Task Templates

Use task templates to save the configuration of the Languages section, including target languages and member assignments. Templates help you quickly apply these configurations when creating new tasks, saving time and ensuring consistency.

Note

Splitting content between members is configured separately and is not saved within templates.

Saving Templates

To save the language and member assignment settings as a template, follow these steps:

1. In the Languages section, click Save as.
2. Select New template from the drop-down menu.
3. In the dialog that appears, enter a name for your template.
4. Click Save.

Your template is now saved and available for future tasks.

Applying Templates

To apply a saved template to a new task, follow these steps:

1. In the Languages section, click on the template name to apply it immediately.
2. Alternatively, click next to the template name and select Apply.

Managing Templates

To rename or delete a saved template, follow these steps:

1. In the Languages section, click next to the template name.
2. Select one of the following options:
   • Rename – Enter a new name for your template.
   • Delete – Permanently remove the template.

Project Tasks

In the Tasks tab, you can view all the project tasks in the following two sections: Board, All Tasks.

Board

In the Board section, tasks are organized into three columns: To Do, In Progress, and Done. This layout provides a clear view and visualization of the current status of all tasks. Within each column, tasks are further grouped by target languages. Each target language group can be collapsed to hide task cards or expanded to display them. This feature is particularly useful for decluttering the view and focusing on specific languages.

Use the Search tasks field to search for tasks by name or filter tasks using various filter options. To view the task details, open it by clicking on the task name.

Tip

The tasks assigned to you are marked with next to the task name.

All Tasks

The All Tasks section provides a list view of all project tasks. It is particularly useful for efficiently managing large volumes of tasks. The All Tasks section also allows you to select multiple tasks and perform bulk actions. These include changing the assignee, updating the status, or deleting tasks in a single operation.

Similar to the Board section, the All Tasks also allows you to use the Search tasks field and filter. Additionally, you can sort the task list in ascending or descending order using the available sort options (ID, Created at, Resolved at, Due Date).

Editing Task

To change the task details, follow these steps:

1. Open your project and go to the Tasks tab.
2. Click on the name of the task you want to change either in the Board or All tasks section.
3. Click in the upper-right corner and select Edit.
4. Make the necessary edits and click Save.

How do the source file updates affect the existing translation and proofreading tasks?

After the source file update, the list of source strings included in the task will be updated in the following way:

• The strings removed from the source file during the update will be removed from the task.
• The modified strings marked with the Keep Translations option will appear in the task with the new modified text.
• The newly added strings won’t affect the existing task in any way.

If the source file is restored to the revision containing the removed strings, they will reappear in the task.

Filtering Tasks

By default, all project tasks are displayed in the Tasks tab either in the Board or All Tasks sections. If necessary, you can filter tasks using the available filter options:

• Assignee: All users or particular user.
• Created by: All users or particular user.
• Language: All languages or particular language.
• File: All files or particular file or folder.
• Due date: All, Overdue now, Custom Range.
• Type: All types, Translate by own translators, Proofread by own proofreaders, Translate by vendor, Proofread by vendor.
• Status: All statuses, To Do, In Progress, Done, Closed.

Changing Task Status

To change the task status in the Board section, select the task assigned to you and drag it to the column with the status you need.

Note

Only the project owner and managers can change the task status for all the project tasks.

To change the task status in the All Tasks section, select the needed task, click Change status, and select the new status.

Alternatively, in either of the two sections, you can change the task status directly in the task itself using the respective buttons: To Do, In Progress, Done.

Closing Task

To close the task when it’s finished, move it to the Done column and click Close.

To view the list of closed tasks, open the All Tasks section and use the filter Status: Closed.

Sequential Tasks

Sequential tasks streamline the management of translation and proofreading processes in a structured, step-by-step manner. This feature is particularly useful for managing content that requires translation followed by proofreading, ensuring a smooth workflow.

Once created, sequential tasks are represented on the Tasks Board, displaying both the translation task and its linked pending proofreading task.

Key Approaches

The concept of sequential tasks is based on two primary approaches:

• Creating a translation task with its associated pending proofreading task:
  • Start by creating a translation task and specifying the target languages and work scope.
  • Select Create a pending proofreading task to generate the associated proofreading task. You can set separate due dates for the translation and proofreading tasks if needed.
  
  • While translators work on the translation task, the linked proofreading task remains pending.
  • When the translation task is completed, the status of the associated proofreading task changes from Pending to To Do. Proofreaders will then receive notifications that it’s ready for review.
• Creating a proofreading task and linking it to a translation task:
  • Create a proofreading task and select the translation task you want to link it with from the Preceding task drop-down menu. You can link it to either a completed or an active translation task.
  
  • The languages and work scope are automatically inherited from the linked translation task.
  • The proofreading task remains pending until the linked translation task is completed.
  • As with the first approach, proofreaders receive notifications when the proofreading task is ready for review.

Task Types Supported

Sequential tasks are available for the following task types:

• Translate by own translators
• Proofread by own translators
• Translate by vendor:
  • Crowdin Language Services
  • Vendors that manage the translation process with a dedicated manager
• Proofread by vendor:
  • Crowdin Language Services
  • BLEND
  • Vendors that manage the translation process with a dedicated manager

Note

When creating a Proofread by vendor task for BLEND and linking it to a preceding translation task, BLEND can only be selected if the preceding translation task (with the Done status) was also completed by BLEND.

Sequential Task Management

• When editing a pending proofreading task, changes are limited to fields that do not affect the scope of the task.
• Pending proofreading tasks can be deleted if necessary. In this case, linked translation tasks are preserved.
• Deleting a translation task with an associated sequential proofreading task results in the deletion of both tasks simultaneously.

See Also

Task-based access control Allow project members to work with tasks they are assigned to, even if they do not have full access to the language in the project.

User Tasks Learn how to view, filter, and manage tasks assigned to you.

Crowdin Language Services Order professional translations and proofreading services.