In global companies that work with employees or partners from diverse linguistic backgrounds, it is crucial to share documents in a language that everyone can clearly understand.
Consider a scenario where a global company needs to translate important official documents such as contracts. The responsible department first prepares the contract content in its native language and submits it for approval through Collavate. After approval, legal teams in different countries can be designated as cooperating offices for the document. Each team then contributes to translating the contract, ensuring both accuracy and legal compliance.
With Collavate’s Cooperation feature, all modifications and approvals made during this process are automatically stored in Google Drive and tracked in Collavate’s activity log. This enables efficient and reliable translation of official documents, supporting smooth cross-border communication and compliance with legal standards.
Items to prepare before sending your translation request
To use this feature, you must first create a group to request cooperation. Follow the methods below to add Groups email information to your Google Workspace, and then add group members to the created Groups email.
Create Groups in Google Workspace
Go to admin.google.com.
Log in to Google Workspace with an admin account.
Navigate to the Directory → Groups menu and click on Create group at the top.
Enter the group’s detailed information and add group members.
Once you finish creating the group, click on Add members to add members to the group.
Click Add to group.
Sync Groups info with Collavate
Go to document.collavate.com.
Login with a Collavate admin account.
Go to the Admin → Sync and Update menu.
Under Groups, click the Sync button.
Send a cooperation request to another department after the approval is completed
Once you have added the Groups email information, you can use the cooperation feature in Collavate to send inter-departmental cooperation requests for important approval documents and record the details of the cooperation requests in the system. When you enter the group email information in the cooperation section, a cooperation request email will be sent to the individual users included in that group email.
Go to the Process menu.
Click the Start Process button in the upper-right.
After creating the document and setting up your approval line, go to the Cooperation tab.
In the Cooperation tab, enter the group email of the department you wish to request cooperation from.
Click Submit.
Note:
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Check the received cooperation request and proceed with translation
Once the approval process is completed using the given approval line and the final approval is given, a notification email is sent to the group email registered in the cooperation section. Any member of the cooperation approval group can register a team member who they need approval/collaboration from as an approver and then click the Reference button to proceed with the process. The registered approvers will receive an email notification, and they can check the document for which cooperation has been requested in the Process → All Received Docs menu.
View the document with a cooperation request.
Click the Reference button and add users who will help translate to the approval line.
The added users will translate the document and click Confirm.
Once all users added to the cooperation approval line have completed their review, the cooperation approval procedure is completed, and the system records the changes.
Related Resources
Official Guide: Sync Collavate with Google Workspace
Official Guide: How to start Cooperation process