Free text translation gives users the ability to translate any free text field within an Incident Record (the structured form used in Assure to capture full details of a workplace incident) and its linked iQ Template (Intelligent Questionnaire Template) into the user's default language. This allows users to better understand incident details recorded in a language different from their own. The feature is an additional service that must be enabled by Evotix before use, and individual fields must then be configured via Caption Maintenance before they are included in translations.
Prerequisites
- An active Assure user account with access to the Incident Record module.
- Free text translation is an additional service that must be enabled by a member of the Evotix team in your system settings. Contact your Customer Development Manager (CDM) or Customer Success Manager (CSM) if you are interested in this service.
Once enabled, an administrator must configure which free text fields for the Incident event module are included in translations by ticking Enable free text translations in Caption Maintenance for each field. By default, some captions are disabled -- for example, phone number.
Overview
Free text translation allows users to better learn from incidents by understanding details they would not normally be able to read if those details are provided in a different language.
Example: A user's primary language is English, so their default user language is set to English (UK). If they open an Incident Record where details have been entered in French, they can select Translate Form and the free text fields are translated into their default user language -- in this case English (UK) -- for reading.
Note: Free text fields up to 10,000 bytes (approximately 10,000 characters) can be translated. Translated content is displayed in the detail view of the record.
Enabling Free Text Translations on Individual Fields (Administrator)
Navigation path: Settings > [relevant module Caption Maintenance] > Edit field > Enable Free Text Translations
- Navigate to Settings and locate Caption Maintenance for the Incident event module.
- Select the free text field to configure and open the edit screen.
- Tick the Enable Free Text Translations checkbox for each field to include it in any free text translation.
- Select Save and Close.
Note: Repeat this step for each free text field to be included. Fields such as phone number are excluded by default and should remain disabled.
How to Translate an Incident Record
Step 1 - Initiate the translation
Select Translate Form from within the More menu (three dots next to the close button at the left hand bottom of the screen) of the edit or detail view of an Incident Record. If the user is in the detail view of an Incident Record, a banner will appear with the same Translate Form option.
Step 2 - Acknowledge the disclaimer (first use only)
The first time a user selects Translate Form, a disclaimer message appears to remind the user about translation accuracy. The disclaimer states: "We'll do our best to accurately translate text between languages in your forms but we're not always able to perfectly match the translation for all text. We'd suggest using caution when translating a form and check that all information is accurate." Select Close to proceed.
Note: Translation accuracy depends on the quality of the text in the fields -- for example, ensuring content is written in one language rather than multiple languages.
Step 3 - Review the result
Once translated, a success banner displays and a translated icon appears next to each translated field.
Translation Failure
If the translation is unsuccessful for one or more free text fields, an information banner appears to inform the user. The error message states: "Form translation failed, please try again. If the problem continues, contact your system administrator." A Try Again button is available to reattempt the translation.
AI Metadata
- Product Area: Evotix Assure -- Incident Record module, Caption Maintenance, System Configuration
- User Role: Assure End User (to use Translate Form); System Administrator or Evotix team (to enable the service and configure fields in Caption Maintenance)
- Tags: Free Text Translation, Translate Form, Incident Record, Caption Maintenance, Default Language, iQ Template, Translation Disclaimer, Translation Failure, Enable Free Text Translations, More Menu
- Version/Region: All Assure versions; all regions (feature must be enabled per account by Evotix)
- Important Synonyms: Incident Record = Incident Form = Accident Record; Free Text Translation = Form Translation = Translate Form; More menu = three-dot menu = kebab menu = more options menu; Caption Maintenance = Caption configuration = Field configuration; Default Language = User Default Language = User Language Setting; iQ form = iQ Template = Intelligent Questionnaire Template; CDM = Customer Development Manager; CSM = Customer Success Manager
- Suggested Embedding Keywords: translate incident record, free text translation assure, translate form incident, incident record language translation, translate iQ form, enable free text translation assure, caption maintenance translation, user default language incident, translate form more menu, form translated successfully, form translation failed try again, translate incident details, how to translate assure incident, translation disclaimer assure
- Relevant Modules and Cross-Module Implications: This article is scoped to the Incident Record module within Evotix Assure. The free text translation feature applies specifically to the Incident event module and any linked iQ Template attached to that record. The Enable Free Text Translations setting is configured per field via Caption Maintenance in Settings. The feature is not described as being available in other Assure modules. The service must be activated at the account level by Evotix before any configuration is possible. The user's default language setting (configured at the user account level) determines the target language for all translations.