Project completeness and reference materials
We check the INDD file, version, linked graphics, embedded assets and fonts used in the project. We review missing and modified links and verify that the document opens as expected against the reference material. For multi-file publications, we also consider the InDesign book structure.
The reference is a current PDF of the approved version. We agree target languages, localization scope and delivery formats. A project package is useful, but still needs its contents checked. Font availability and sharing also depend on licensing.
We work on a copy of the source files and retain the original version. The client receives a list of missing assets and queries before production; this also informs the quote and schedule.
Fonts supporting the target languages
A font that works in English may lack Polish diacritics, Cyrillic or CJK characters. We check coverage for the planned languages, required styles and special characters. For RTL publications, we also consider writing direction and suitable composition settings.
If the source font lacks the required support, we propose a substitute for approval. We consider its character, glyph widths, readability and brand fit. We test the replacement on representative pages because different font metrics can change line breaks and publication length.
Editable text in INDD and graphics
We identify which content is live text and which has been outlined or saved as an image. We reconstruct text requiring localization as editable elements and compare it against the source. Placing a PDF or illustration in InDesign does not automatically make its content available for translation.
Where the layout allows, we move graphic labels into text frames directly in INDD. This keeps more content in one document and helps translators understand its relationship to surrounding text. We preserve the link between labels and illustrations and check the reconstructed appearance.
If text needs to remain within a graphic, we prepare a separate Word file with illustration references or editable PSD / AI files with text layers. We select a workflow for Trados Studio or XTM and test exchange on a sample. We do not assume every graphic file can be opened in every CAT tool without preparation or a suitable filter.
Content cleanup before translation
We remove unnecessary manual line breaks, repeated spaces and other technical elements that split sentences or disrupt segmentation, where doing so preserves meaning and layout function. Lists, addresses, tables and captions may require specific breaks to remain.
We check paragraph and character styles, linked text frames, reading order and overset text. We also inspect hidden layers, nonprinting objects and pasteboard content. Old text versions left outside pages may enter exports and increase the translation word count.
We identify unnecessary elements and remove them from the production copy after confirming scope. We do not automatically delete everything outside the print area: it may contain useful instructions or assets. The aim is a clear localization content set without accidental duplicates.
Footnotes, cross-references and an automatic table of contents
We check footnotes, endnotes, numbering and links to the main text. We also review cross-references, captions and other elements that depend on document structure. We establish what needs updating after translation and typesetting.
Where possible, we prepare an automatic table of contents (TOC) based on heading styles. After translation and pagination, it can be regenerated from the publication’s actual content. This reduces manual entry of titles and page numbers and makes future updates easier.
Automation does not replace final checks. After regeneration, we verify entry completeness, hierarchy, formatting and page numbers. Any layout-specific exceptions are documented in production instructions.
IDML export and CAT tool testing
After cleaning up the source, we prepare an IDML file for the agreed Trados Studio or XTM workflow. We include a reference PDF, supporting material inventory and instructions for names, non-translatable content and text left within graphics.
We check that the export contains the right scope and that text is available for translation. Where needed, we run a test import and round trip back to InDesign. This helps identify formatting, tag or content issues before full translation begins.
After translation, we return to typesetting: adapting text lengths, updating the table of contents and cross-references and performing visual QA. Source preparation and target-file checks are complementary stages.
What should you prepare for analysis and a quote?
- INDD / IDML and a current reference PDF
- Linked graphics, fonts and availability information
- Target languages and identification of non-translatable content
- CAT tool, required formats and deadline
Send the available materials and requirements. We will identify missing items and agree scope, cost and deadline before starting.
Discuss your project ↗Frequently asked questions
Is the INDD file alone enough?
A sample may be enough for an initial assessment, but full production also requires graphics, available fonts and reference materials. We identify missing assets after analysis.
Does text within graphics need to be translated separately?
Not always. Where the layout allows, we reconstruct it as InDesign text frames. Otherwise, we agree a separate Word file, editable graphic or another exchange method.
Can PSD and AI files be translated directly in CAT tools?
XTM lists PSD and AI among its supported formats. Trados Studio has a PSD filter; AI support requires a suitable workflow or an additional solution. We therefore check the actual file, tool version and available filters before production.
Tool documentation
The process above describes how we work at KeboDesign. The following vendor resources provide additional information about the tools’ features.