SOP: Edit Translations in a Zoho Form

Objective

This SOP explains how to locate a Zoho Form, open the translation settings, and manually review and correct translated text. The goal is to ensure all visible form content, field labels, choices, acknowledgements, and custom messages are accurate before publishing or using the form.

Link to Loom Video Tutorial

https://loom.com/share/db9bc390468a4ebb8c60e81a171b9d7d

Key Steps

1. Open Zoho Forms

• Log in to your Zoho One account.
• Open the main menu and select Forms.
• If Forms is not visible, click More Apps and locate Zoho Forms.
• Confirm you have access to the Forms app before continuing.

2. Locate the Correct Form

• By default, you may land in My Forms.
• If the form is not in My Forms, check Shared Forms or Shared Folders.
• Open the folder or form assigned for translation updates.
• Select the specific form you need to edit.

3. Open the Form Editor and Go to Translation Settings

• Click Edit on the selected form.
• In the form editor, go directly to Settings.
• Scroll to the Translation and Messages section.
• Click Translation to open the translation options for the form.

4. Review and Edit the Main Form Content Translation

• Select the language you need to update.
• Click Translate or the edit icon to view the translated content.
• Review the auto-translated text for accuracy.
• If the translation is incorrect, choose Edit manually.
• Update the text as needed by rewriting, correcting words, or replacing the full translation.
• Use the English text shown on the left as a reference when rewriting.

5. Review and Edit Individual Form Fields

• Move to the Fields section to review each field on the form.
• Check every field, including hidden fields, because they may still contain translatable text.
• Open each field and verify the translation.
• If a field has a green link such as Choices or Edit Translation, click it to review the options inside that field.
• Update translated field labels, dropdown options, and other selectable values as needed.
• Click Done after finishing each field.

6. Check Descriptions, Notes, and Text Blocks 

• Review any fields that appear as description boxes, notes, or longer text areas.
• Open the translation view and confirm the text is accurate.
• Edit manually if needed, especially when the translation is greyed out or incorrect.
• Save changes after updating these text blocks.

7. Review Acknowledgement and Custom Messages 

• Check the Acknowledgement section, which controls the thank-you page.
• If the text is greyed out or incorrect, select Edit manually and rewrite the translation.
• Save the acknowledgement updates.
• Review Custom Messages for default error prompts or instructional messages.
• Update only the messages that are relevant to the form.
• Skip unused default messages if they do not appear in the form experience.

8. Save Changes and Verify the Translations in the Live Form View

• Click Save after completing all translation updates.
• Open the form again to verify the translated content.
• Use the language selector in the form to switch languages.
• Confirm the form reloads correctly when prompted.
• Click through the form using Next or the available options to review auto-populated translated text.
• Check that all visible translations display correctly before considering the task complete.

Cautionary Notes

• Always save after making changes in any translation section.
• Some fields may be hidden or not immediately obvious, so review the full field list carefully.
• Auto-translations may be inaccurate; do not assume they are correct without checking.
• Some translation boxes cannot be expanded easily, so you may need to rewrite the text manually.
• Custom Messages are default form messages and may not all be relevant to your specific form.
• If a field is greyed out, use Edit manually to make changes.

Tips for Efficiency

• Focus first on the three priority areas: Form Content, Fields, and Acknowledgement.
• Use the English text as a side-by-side reference when correcting translations.
• Review dropdowns, choices, and yes/no fields, since these often contain user-facing text.
• After saving, do a quick live-form language switch to catch issues before the form is used.
• Skip unused default custom messages unless they appear in the actual form flow.