Multi-Language Management (MLM) Project Configuration

View the ‘How to use Multi-Language Management’ video within REDCap by navigating the MLM page found under ‘applications’ on the left hand project menu

Initial Considerations

The Multi-Language Management app (MLM) allows one to translate an entire project into various languages. This includes data entry forms, surveys, alerts, error notices, etc. REDCap does not perform the translations for you, but provides a streamlined framework. Settings configured at the project level speed the process of translation as opposed to configuring each and every field variable.

To enable the MLM, one must have Design & Set Up user rights. When accessed from the left navigation panel, one can define multiple languages in the project. Once configured the project language configuration can be copied to another project which has similar set up and field variables. The MLM allows you to convert languages in surveys, data entry instrument, alerts, and elsewhere throughout the project. You can activate any given language for a data entry or survey instrument. For example, a pre-survey instrument can have German / Spanish languages and a data entry form have no language translation enabled.

The MLM supports the e-consent framework. You are able to translate all the command language and everything you see as part of the e-Consents framework. Also, if you e-consent using the framework, the pdf consent form stored in the file repository will be in the language in which the participant took the survey. This will be beneficial for CFR Part 11 compliance for e-consent which requires it to be in the same language in which they consented.

The Process (EXPAND BELOW)

Create project per normal process (define forms, create fields, events, etc.)
Click on MLM in Left Navigation panel under ‘applications’
Click ‘Add new language’
1. Always add your default language first (english), then repeat the process to add your secondary language afterward, which you will later translate
Choose ‘from available system languages'
1. Select language from the drop down menu
  1. If you do not see the desired language listed after clicking the dropdown arrow, create a REDCap support ticket indicating what language you wish to utilize
2. Click blue ‘continue’ button
  - The language code will then be auto-assigned
3. Click ‘Add Language’
Follow steps 3-5 once more in order to add you secondary language that you will later translate
Your page should now look similar to the below where English is the first language listed and is identified as the default language
1. Click Save changes, the yellow display of this button indicates current changes are not yet saved.
2. Save changes frequently and often to avoid re-work!
Select the participant's preferred language field
1. If you don’t yet have a preferred language field save you changes thus far and go create you field following the below guidance:
  1. ensure the choices are labelled as the language code and not a numerical value:
    - example)
Activate your language(s)
1. Under the "Active Column" click the radio button to activate each language.
2. Only click the RTL radio button if the language should be read right to left (like Arabic)
Enable items & translate using the Forms/Surveys tab
1. Here you will toggle on which instruments will be used as ‘data entry’ and / or ‘survey’
  1. Select your first language and enabled accordingly
  2. Select you 2nd language and enable accordingly
    - Remember, you have to select the language widget at the top of the Forms/Surveys page that you wish to enable & translate:
2. Remember to SAVE CHANGES frequently and often!
  1. Once data entry/surveys have been enabled, it’s time to translate!
3. Select ‘translate’ under the fields column
  1. Translate each field on the screen
    - You can use the Rich text editor to enhance your text (e.g. bold, italicize, center text)
  2. After you translate the field, a green icon indicates it is done.
  3. If the field is not to be translated (eg you wish some fields to remain in the default language, click the box next to the field variable name
  4. Translate any/all desired survey settings
  5. Click through tabs to translate each of the topic areas (e.g. Forms/surveys, Alerts, etc.)
  6. If your projects utilizes ASI’s (automated Survey Invites) you must select each ASI’s Language source. Best practice is to select the ‘language preference field’ for the best results!
  7. Save Changes!
NOTE: When translating Alerts, ensure you set language source for each alert.
1. This drives the language for the alert.
  1. As a best practice, the participants language preference field should be used.
Save changes and review your MLM setup for accuracy
1. Shortcut to save is by using your keyboard buttons (Control + S)
Test your project configuration in development mode for accuracy and adjust as needed

Additional Considerations & FAQ’S

When performing testing of your MLM project, be sure to test using an ‘incognito window’!
- Why? MLM saves ‘cookie’ values. When a participant selects their language using the widget instead of a preferred contact field, this selection is saved as a ‘cookie’ to whatever device is being used. The Cookie value then overrides the preferred language field by design for all surveys tested from said device, regardless of unique participant record being selected.
MLM action tags
- Once the MLM is enabled, special action tags become available for use:

@LANGUAGE-CURRENT-FORM	Allows you to capture the currently used language in projects where multilingual data is enabled on data entry forms. The @LANGUAGE-CURRENT-FORM action tag can be used on fields of type 'Text Box' (no validation), and 'Drop-down List', or 'Radio Buttons' (these need to have choices whose codes correspond to the IDs of the defined languages - e.g., 'en'). This action tag is only active on data entry forms and will always, when possible, set the field's value to the currently active language. However, it has no effect when viewing survey responses.
@LANGUAGE-CURRENT-SURVEY	Same as @LANUGAGE-CURRENT-FORM, but works only on survey pages. For multi-page surveys, @LANGUAGE-CURRENT-SURVEY needs to be used on a field of each page where capture of the language is relevant (e.g. for performing branching).
@LANGUAGE-FORCE	When used on a field, the data entry form or survey on which the field is located will be rendered in the specified language (which must have been set up using the Multi-Language Management feature). The format must follow the pattern @LANGUAGE-FORCE="???", in which the ID of the desired language should be inside single or double quotes - e.g., @LANGUAGE-FORCE="de". Piping is supported - e.g., @LANGUAGE-FORCE="[field_name]" (if the source field is a radio field, make sure to add the :value qualifier). When the language is forced successfully (i.e., it exists and is active), the language selector is hidden. This action tag is evaluated when the form or survey loads. Using this together with @LANGUAGE-CURRENT-FORM/SURVEY on the source field for @LANGUAGE-FORCE may be used to 'lock in' a user to their selected language.
@LANGUAGE-FORCE-FORM	Same as @LANGUAGE-FORCE, but the effect is limited to data entry forms (i.e. this does not affect surveys).
@LANGUAGE-FORCE-SURVEY	Same as @LANGUAGE-FORCE, but the effect is limited to surveys (i.e. this does not affect data entry forms).
@LANGUAGE-SET	When used on a Drop-down or Radio Button field only, this action tag will allow the field's value to control the currently shown language (in the same way as switching the language via the buttons at the top of the page).

Can I create a survey question to set a user's preferred language?

Yes, however this selection will only work for surveys that come AFTER the survey where they identify their language preference. To have the current survey translate as soon as they make their selection you’ll need to use the MLM action tag @LANGUAGE-FORCE-SURVEY within the preference field.

How are changes made for a project in Production using the MLM?

Note: Projects must be placed in DRAFT mode to make any changes to the MLM settings page at the project level.

Per normal change request process, place project in Draft mode, create and save your edits, then submit drafted changes for review. Changes which are not auto approved will be reviewed & implemented by REDCap analyst.

How does the Data Dictionary work for projects using MLM?
When using MLM, the code Book will show "active languages" for each instrument. The below image shows the for the Prescreening Survey the available language for Data entry are en, es (English, Spanish) as well as for Survey mode.

No language translations are enabled for the below form in the project

Can I use translations from project A to B?
Yes, if the fields in each project are identical, then you can export the language translations from the MLM language tab and upload to a similar project. Languages can only be imported 1 at a time.

Can I copy the XML of a MLM project for use in another project?
Yes! When requesting to copy a project, there will be a selection for you to choose (or not choose) to copy the MLM setup.

Can I translate a Consent survey?
Yes! Completely! However, you will have to create unique fields for the different languages consent images:

1 set of fields for your english consent documents
1 set of fields for you (other language (spanish) consent documents)
Then you will need to create branching logic to ensure that only the applicable consent images appear based on the user select language preference.

When utilizing the e-consent using the framework, the pdf stored in the file repository the consent form will be in the language in which they took the survey. This will be beneficial for CFR Part 11 compliance for e-consent which requires it to be in the same language in which they consented.

Can instruments from the REDCap library be translated?

No this functionality is not possible. Adaptive and auto-scoring instrument, by the nature of how they are rendered (very different from regular surveys), cannot be translated with MLM, except for survey title, instructions, and other survey setting items. Of course, general user interface items such as prev/next button labels, etc., can be switched. Thus, it would make sense to disable the field translation button for such instruments (with a notice as to why). Other instruments from the library behave as regular surveys (can be modified freely in Designer) and can therefore also be translated

HeatlhMeasures will not give REDCap permission to translate their instruments. Translations go through separate validation processes and are often not free. The only translations that HealthMeasures allows to be shared are some Spanish ones, and those are only what they provide to us. And really, for any instrument that comes through the curated/validated section of the library, you should investigate with the author/copyright holder and make sure that it is okay to translate it before you get started.