Access MLM

• The MLM link is in left-hand navigation menu.
• Because all users with Project Setup and Design can access the MLM link, apply Principal of Least Privilege to user rights.

MLM Tool Overview

Forms/Surveys tab is where all work happens to set up a survey to be displayed in English or Spanish, and to enter the Spanish translations for 1) all of the participant facing fields/questions on a survey, 2) the study specific messaging in the Survey Settings, and 3) the survey invitation message, if the project uses Automated Survey Invitations (ASI's).

• Do not edit settings in any of the other tabs

• Under Forms/Surveys tab, for Select a language, you will see options for English/Spanish. The way MLM works, English is the default language.

Save Work: Users are required to to save any configuration changes they select or translation they enter, by clicking the Save Changes button.

• It will be highlighted in yellow if there are unsaved changes.

Set Up English Translations

The way the MLM works, a survey has to enabled to use both English and Spanish translations, even though the study team built and configured the survey(s) in English.

1 - Enable English

For every survey that will have the option of being displayed in English or Spanish, enable the survey to use English.

• In the Survey column, move the slider to the right.
• Do not enable for Data Entry.
• Click the Save Changes button.

2 - Exclude Fields from being Translated

Not all the fields on a survey will need to be translated into Spanish. Examples include the form status field, fields to which @HIDDEN-SURVEY or @HIDDEN action tag have been applied, and fields used to display images that won't be translated, like the OHSU logo. Excluding these fields from translation means they won't be included in the interface for adding the Spanish translations. This makes it easier to track your work once you're entering the Spanish translations for your surveys by only including in the interface fields that need to be translated.

• In the Fields column, click on the Exclude button.
  
  
  
• This loads a page with a list of all the fields.
  
• For each field you want to exclude, click the corresponding checkbox in the Exclude column.
  
  
  
• Click the Save Changes button.

3 - Exclude Survey Settings from Translated

There are only a handful of survey settings that can be translated, and these are related to participant facing messages, even though the exclusion page lists all the settings. Similar to excluding fields from translation, excluding a survey setting from translation, means the setting will be excluded from the interface for adding the Spanish translations. This makes it easier to track your work once you're entering the Spanish translations for your surveys by only including in the interface fields that need to be translated.

• In the Survey Settings column, click on the Exclude button.
  
  
  
• This loads a page with a list of all the settings. However the only settings that can be translated are:
  • Survey title
  • Survey instructions
  • Survey completion text
  • Response limit message
  • Text to speech control
  • Text to speech voice
• For any of the above listed settings you want exclude, click the corresponding checkbox in the Exclude column.
  
  
  
• Click the Save Changes button.

Set Up Spanish Translations

Spanish translations need to be entered field by and setting by setting for each survey.

1 - Access Spanish Language Settings

Under Forms/Surveys tab, for Select a language, click on the Spanish button.

2 - Enable Spanish

For every survey that will have the option of being displayed in English or Spanish, enable the survey to use Spanish,

• In the Survey column, move the slider to the right.
• Do not enable for Data Entry.
• Click the Save Changes button.
  

3 - Enter Spanish Translations for Survey Fields

• For a specific survey, under the Fields column select the Translate button.
• This loads a page with a list of all the fields available for a Spanish translation.
  • The fields are listed by their variable names.
  • Fields you excluded from being translated will not be included on this page.
  • Use the Go to field feature to jump to a specific field.
    • Although it looks like a text box you would into which you should enter a search term, it's a drop-down field from which you select a variable name.
  • Use the Hide translated items checkbox to hide the features that translations are entered into for the fields that have already been translated.
    • To help track your work, check Hide translated items checkbox, and every time you enter a translation, click on the circular arrows icon to refresh
  • For each field there are controls to:
    • Enter a translation for the field label, and the field's options, if the field type is a radio button, drop-down, or checkbox, and field notes.
    • Use the rich text editor to format the field label, which is highly recommended for descriptive text fields, especially for e-consent surveys.
    • Checkbox to track you track your work that a field has been translated.
    • Color-block; coded to denotate translation status.
      • Red square = untranslated field
      • Green square = translated field
        
        
        
• Enter the Spanish translation for each field.
  • The default text is displayed in English.
  • Enter the Spanish translation below the default English text.
  • Click the Save Changes button.
    
    
    
• Repeat this process for every field on every survey.

4 - Enter Spanish Translations for Survey Settings

• For a specific survey, under the Survey Settings column select the Translate button.
  
  
  
• This loads a page with a list of all the settings available for translating to Spanish.
  • The fields are listed by their names in the Survey Settings component.
  • Settings you excluded from being translated will not be included on this page.
  • For each setting there are controls to:
    • Enter a translation for the setting.
    • Use the rich text editor to format text.
    • Color-block; coded to denote translation status.
      • Red square = untranslated field
      • Green square = translated field
        
        
        
  • Enter the Spanish translation for each setting.
    • The default text is displayed in English.
    • Enter the Spanish translation below the default English text.
    • Click the Save Changes button

E-Consent with Images of Tables, Charts, Study Work Flow, Etc.

There are special instructions for embedding an image into an e-consent survey that will be translated into Spanish so that the image will be rendered in the PDF copy of submitted e-consent that can be downloaded by the participant and is saved to the File Repository.

• Add a hidden field text field to capture the participant's language preference.
  
  
  • Apply the following action tags to the field @HIDDEN-PDF @HIDDEN-SURVEY @LANGUAGE-CURRENT-SURVEY
    • ^{@HIDDEN-PDF = hides field from being included on the PDF copy of the e-consent survey}
    • ^{@HIDDEN-SURVEY = hides field from displayed on the survey}
    • ^{@LANGUAGE-CURRENT-SURVEY = captures en for English or es for Spanish}
      
      
      
• Add a descriptive text field to embed the image translated into English.
  • Attach the image and set the Display Format = Inline image/PDF
  • Apply branching logic to show the field to participants who's language preference is English.
• Add a descriptive text field to embed the image translated into Spanish.
  • Attach the image and set the Display Format = Inline image/PDF
  • Apply branching logic to show the field to participants who's language preference is English.
    
    
    
    
    
• In the MLM tool, exclude both descriptive text fields from being translated.
  

PDF Snapshot for Information Sheet without a First or Last Name (no signature)

When configuring the PDF snapshot, you have to tell REDCap to save the Spanish translated version of the submitted e-consent Information Sheet.

In STEP 2: Scope of the snapshot of the PDF Snapshot Settings, check the box to Store the translated version of the PDF(if using Multi-language Management)