{"id":35233,"date":"2025-01-30T18:55:00","date_gmt":"2025-01-30T17:55:00","guid":{"rendered":"https:\/\/www.dbi-services.com\/blog\/?p=35233"},"modified":"2025-02-01T09:19:21","modified_gmt":"2025-02-01T08:19:21","slug":"managing-multilingual-documents-including-version-control","status":"publish","type":"post","link":"https:\/\/www.dbi-services.com\/blog\/managing-multilingual-documents-including-version-control\/","title":{"rendered":"Managing multilingual documents including version control"},"content":{"rendered":"\n<h2 class=\"wp-block-heading\" id=\"h-business-requirements\">Business requirements<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Manage version controlled documents<\/li>\n\n\n\n<li>The documents must be available in different languages<\/li>\n\n\n\n<li>Each document has his own initial language version<\/li>\n\n\n\n<li>The translated documents must be in relationship with the initial document<\/li>\n\n\n\n<li>Should a document version be subject to change, it is imperative that all related documents are updated accordingly<\/li>\n\n\n\n<li>After all documents version are updated and approved, the language collection is again effective<\/li>\n\n\n\n<li>Review and Approvals are manged and logged<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-solution\">Solution<\/h2>\n\n\n\n<p>A dedicated folder system is in place to manage all documentation and versions, ensuring compliance with requirements. The system incorporates a process for document approval and review, with tracking capabilities. The language of the documents is a key component of their metadata, with relevant information found on the metadata card and in the documents themselves.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-the-language-collection-container-and-document-state-are-displayed-on-a-timeline\">The language collection container and document state are displayed on a timeline<\/h3>\n\n\n\n<p>The diagram below illustrates the various states of the owning connection container. Please note that a change to the state of the language collection container is triggered automatically when a document is updated.<\/p>\n\n\n\n<p><span style=\"text-decoration: underline\">List of the possible states:<\/span><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>All language documents are in the effective state = Language collection container is also effective<\/li>\n\n\n\n<li>One of the documents is in a review state = Language collection container is also under review<\/li>\n<\/ul>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"617\" height=\"404\" src=\"https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2024\/10\/timeleine_controlled_documnets-removebg-preview-1.png\" alt=\"\" class=\"wp-image-35304\" srcset=\"https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2024\/10\/timeleine_controlled_documnets-removebg-preview-1.png 617w, https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2024\/10\/timeleine_controlled_documnets-removebg-preview-1-300x196.png 300w\" sizes=\"auto, (max-width: 617px) 100vw, 617px\" \/><\/figure>\n<\/div>\n\n\n<h3 class=\"wp-block-heading\" id=\"h-the-graphics-below-provide-a-comprehensive-overview-of-the-document-life-cycle\">The graphics below provide a comprehensive overview of the document life cycle<\/h3>\n\n\n\n<p><\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"601\" height=\"241\" src=\"https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2024\/10\/controlled_documnets_1-removebg-preview.png\" alt=\"\" class=\"wp-image-35256\" srcset=\"https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2024\/10\/controlled_documnets_1-removebg-preview.png 601w, https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2024\/10\/controlled_documnets_1-removebg-preview-300x120.png 300w\" sizes=\"auto, (max-width: 601px) 100vw, 601px\" \/><figcaption class=\"wp-element-caption\">In this diagram all documents are in effective state, as a consequense the language collection container is also effective.<\/figcaption><\/figure>\n<\/div>\n\n\n<p><\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"761\" height=\"241\" src=\"https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2024\/10\/controlled_documnets_2-removebg-preview.png\" alt=\"\" class=\"wp-image-35257\" srcset=\"https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2024\/10\/controlled_documnets_2-removebg-preview.png 761w, https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2024\/10\/controlled_documnets_2-removebg-preview-300x95.png 300w\" sizes=\"auto, (max-width: 761px) 100vw, 761px\" \/><figcaption class=\"wp-element-caption\">In this diagram is the German document set to under review. This will automatocally trigger a change of the language collection container and the other documents. As shown in the diagram below.<\/figcaption><\/figure>\n<\/div>\n\n\n<p><\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"601\" height=\"387\" src=\"https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2024\/10\/controlled_documnets_3-removebg-preview-1.png\" alt=\"\" class=\"wp-image-35255\" srcset=\"https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2024\/10\/controlled_documnets_3-removebg-preview-1.png 601w, https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2024\/10\/controlled_documnets_3-removebg-preview-1-300x193.png 300w\" sizes=\"auto, (max-width: 601px) 100vw, 601px\" \/><\/figure>\n<\/div>\n\n\n<p class=\"has-text-align-center\">This diagram is great because it shows us that the language collection container and all the documents are in the &#8216;under review&#8217; state.<\/p>\n\n\n\n<p><\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"611\" height=\"387\" src=\"https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2024\/10\/controlled_documnets_4-removebg-preview.png\" alt=\"\" class=\"wp-image-35258\" srcset=\"https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2024\/10\/controlled_documnets_4-removebg-preview.png 611w, https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2024\/10\/controlled_documnets_4-removebg-preview-300x190.png 300w\" sizes=\"auto, (max-width: 611px) 100vw, 611px\" \/><figcaption class=\"wp-element-caption\">In this diagram all documents were reviewed and approved, accept the French document. Due to that, the lang8age collection container is still in the under review state.<\/figcaption><\/figure>\n<\/div>\n\n\n<p><\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"621\" height=\"391\" src=\"https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2024\/10\/controlled_documnets_5-removebg-preview.png\" alt=\"\" class=\"wp-image-35259\" srcset=\"https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2024\/10\/controlled_documnets_5-removebg-preview.png 621w, https:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2024\/10\/controlled_documnets_5-removebg-preview-300x189.png 300w\" sizes=\"auto, (max-width: 621px) 100vw, 621px\" \/><figcaption class=\"wp-element-caption\">In this diagram is the language collection container and all documents effective, due to the reason that the French document is also in the effective state now.<\/figcaption><\/figure>\n<\/div>\n\n\n<h3 class=\"wp-block-heading\" id=\"h-demo\">Demo<\/h3>\n\n\n\n<figure class=\"wp-block-video\"><video height=\"1080\" style=\"aspect-ratio: 1920 \/ 1080;\" width=\"1920\" controls src=\"http:\/\/www.dbi-services.com\/blog\/wp-content\/uploads\/sites\/2\/2025\/01\/MultiLanguage.mp4\"><\/video><\/figure>\n\n\n\n<p><\/p>\n\n\n\n<p>Should you require further information on the version control of documents in M-Files, please refer to one of our recent webinars. They are available in <a data-type=\"link\" data-id=\"https:\/\/www.youtube.com\/watch?v=TDlnQ57fyfc\" href=\"https:\/\/www.youtube.com\/watch?v=TDlnQ57fyfc\">German<\/a> and <a data-type=\"link\" data-id=\"https:\/\/www.youtube.com\/watch?v=Npajr9TfS10\" href=\"https:\/\/www.youtube.com\/watch?v=Npajr9TfS10\">French<\/a>.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-conclusion\">Conclusion<\/h2>\n\n\n\n<p>This solution is ideal for companies operating within a regulated and multilingual environment. It provides comprehensive tracking of document changes and ensures the integrity of the documents. Additionally, it offers extended logging capabilities to control document access.<\/p>\n\n\n\n<p>The topics below can all be satisfied, especially with the use of the QMS template.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Compliance to <a href=\"https:\/\/www.m-files.com\/m-files-compliance\/\" data-type=\"link\" data-id=\"https:\/\/www.m-files.com\/m-files-compliance\/\">FDA 21 CFR part 11 or GDPR <\/a>for example<\/li>\n\n\n\n<li>Qualified electronic signature<\/li>\n\n\n\n<li>Share documents with customer or partner with the use of <a href=\"https:\/\/www.m-files.com\/solutions\/hubshare\/\" data-type=\"link\" data-id=\"https:\/\/www.m-files.com\/solutions\/hubshare\/\">M-Files Hubshare<\/a><\/li>\n\n\n\n<li>No Code Document Automation with <a href=\"https:\/\/www.m-files.com\/ment\/\" data-type=\"link\" data-id=\"https:\/\/www.m-files.com\/ment\/\">M-File Ment<\/a><\/li>\n<\/ul>\n\n\n\n<p>Should you require further information on integrations and interfaces, please do not hesitate to visit the <a href=\"https:\/\/www.m-files.com\">M-Files website<\/a> or contact <a href=\"https:\/\/www.dbi-services.com\">us<\/a> to arrange a demonstration and preliminary business analysis. We would be delighted to discuss how we can support you.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Business requirements Solution A dedicated folder system is in place to manage all documentation and versions, ensuring compliance with requirements. The system incorporates a process for document approval and review, with tracking capabilities. The language of the documents is a key component of their metadata, with relevant information found on the metadata card and in [&hellip;]<\/p>\n","protected":false},"author":88,"featured_media":0,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[525],"tags":[3216,3190,3441],"type_dbi":[],"class_list":["post-35233","post","type-post","status-publish","format-standard","hentry","category-enterprise-content-management","tag-document-management","tag-m-files","tag-multilingual"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.2 (Yoast SEO v27.4) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Managing multilingual documents including version control - dbi Blog<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.dbi-services.com\/blog\/managing-multilingual-documents-including-version-control\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Managing multilingual documents including version control\" \/>\n<meta property=\"og:description\" content=\"Business requirements Solution A dedicated folder system is in place to manage all documentation and versions, ensuring compliance with requirements. 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