When it comes to handling document translations in professional graphic design, the process you choose can have a big impact on accuracy, turnaround time, and overall cost. In a modern graphic design workflow, efficiency and version control are just as important as stunning typography and layout.
Based on our experience in handling document translations as part of a graphic design workflow, there are four main ways to manage translated content in layout design files. While the right option can depend on the capabilities and requirements of your translation provider, some approaches are far more reliable than others. Thankfully, Adobe, the industry standard for graphic design software, has recently launched a new service, inCopy on the web which looks set to radically improve a traditionally problematic workflow.
Below is a clear breakdown of the pros and cons of each option.
Option 1: Direct Online Text Editing (Recommended)
By far the most efficient and error-resistant option is allowing translators to edit the text directly via a private web link.
This approach uses a simple, Word-like online text editor — without unnecessary features that complicate the process. Translators only need a free Adobe account. Any text changes made update instantly within the design file with no need to copy/paste across.
This means designers can work in parallel, adjusting layouts in real time as document translations progress. The result is faster turnaround, fewer errors, and a much smoother collaborative design workflow.
While this method is technically still in beta (at the time of writing, January 2026), any minor glitches are negligible compared to the inefficiencies of working with Word documents.
Option 2: Online PDF Mark-Up
Another, similar approach to document translations is to provide a web link to a PDF that can be marked up online by multiple collaborators. Translators can highlight text and indicate replacements, which we can then bring directly into the document in a few clicks.
This method avoids copy-and-paste errors and allows updated text to be imported into the artwork file quickly. From there, our designers simply adjust the layout to account for changes in word count — a normal part of multilingual print design or digital design projects.
A further advantage is that the markup interface also includes tools for marking off changes as complete and even querying/clarifying, all helping to cut down on email tennis!
The only drawbacks are that marking up PDFs can feel a little fiddly for some users, especially when dealing with larger volumes of text. The process of getting the text into the design file is also a little more time-consuming.
Option 3: Exporting the Document Translations to Microsoft Word
While it’s always possible to supply content in Microsoft Word, this is by far the least efficient route.
Design files created in professional layout software don’t translate cleanly into Word. During conversion, formatting often breaks, text reflows unexpectedly, and the document can become difficult to work with. Once translation is complete, everything then needs to be carefully rebuilt back into the original artwork — a time-consuming process with plenty of room for human error.
There’s also the issue of version control. Emailing Word documents back and forth quickly creates multiple copies of the same file, increasing the risk that the wrong version ends up in production. Even when shared folders and proper version control are used, Word remains a fragile link in an otherwise professional design production process.
For these reasons, exporting to Word is something we strongly advise against whenever possible.
Option 4: Translate a supplied IDML (InDesign Markup Language) File
Many translation firms we work with ask for an IDML file and input the new text directly. This then allows us to go through and simply tidy up the layout, styling, etc. We’re more than happy to supply IDML files for translators to work with, but as InDesign files often include linked graphics from Adobe Illustrator and Photoshop, there are likely to be some assets that will need to be manually input by ourselves, as we wouldn’t ask someone without significant experience of these programs to go at them. In print especially, there’s many, many variables that need careful handling to avoid unexpected (and sometimes disastrous) results on press.
Choosing the Right Document Translation Workflow
In professional graphic design, the tools you use matter. A well-designed document can quickly become problematic if the document’s translation process isn’t aligned with how design files actually work.
Wherever possible, we recommend workflows that:
- Minimise file conversions
- Reduce (or better again, eliminate) manual copy-and-paste
- Maintain a single source of truth
- Support real-time collaboration
These principles help us ensure better outcomes for multilingual projects — and a far smoother experience for everyone involved.
If you’re considering commissioning a multilingual design project, please don’t hesitate to contact us. We’d be delighted to help you set up a workflow that ensures the very best efficiency and outcome.