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Creating Multi-Language Emails with Staffbase Email

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Christiana Nimtz
 
Editor

Prerequisites

There are three different ways to create multi-language content in Staffbase Email:

  • Start From Scratch
    • This option allows you to add a translation manually and creates a new tab in your selected language(s) in the Email Designer. The email editor remains empty, allowing you to write or copy and paste your email in the new language directly.
  • Copy Content
    • This option creates a new tab in your selected language(s) in the Email Designer and copies the content in the original language into the email editor.
  • Copy and Translate Automatically
    • This option creates a new tab in your selected language(s) in the Email Designer and translates the email content into the new language automatically. From there, you can add or edit the email as desired.
When you update the source email, its translated versions do not update automatically. You need to manually apply any changes to all language versions and drafts.

Adding Multi-Language Emails Manually

This option creates a new tab within which you can add content in the new language manually.

  1. In the Studio, navigate to Email > the email to which you want to add a language.
    The Email Designer opens. The language set as your default platform language is selected as the first language tab. Learn more about your default platform language.
    default language.png
  2. Click the + button.
    The Add language dialog opens.
  3. From the dropdown menu, select one or more languages and click Apply.
    addLanguage-email.png
  4. Select Start from scratch.
    language_start from cratch.png
  5. Click Add.
    For each added language, a new tab is created at the top of the email editor.
  6. Create emails in the tabs for each of the added languages and click Next.
    The summary page opens.
  7. In the Settings section, select the Target Audience.
  8. In the Content section, select an option from the Fallback Language dropdown menu.
    It applies to each of the language versions of your email.
    Learn more about when the fallback language is used.
    fallback language.png
  9. Add the Subject, Preview Text, and optionally Attachments for each language version of your email.
  10. Click Send.

You have successfully created and sent an email in multiple languages. If a recipient has not set a preferred language on the platform, or if their preferred language is unavailable for the email, they will receive the email in the fallback language you selected.

Adding Multi-Language Content Without Translation

This option creates a new tab that includes the existing version of the email from the language you are copying.

  1. In the Studio, navigate to Email > the email to which you want to add a language.
    The Email Designer opens. The language set as your default platform language is selected as the first language tab. Learn more about your default platform language.
    default language.png
  2. Click the + button.

    The Add language dialog opens.

  3. From the dropdown menu, select one or more languages and click Apply.
    addLanguage-email.png
  4. Select Copy Content.
    The Copy content from dropdown menu displays.
    language_copy.png
  5. Select the language from which the content should be copied and click Add.
    For each added language, a new tab is created at the top of the email editor, with content copied from the selected source.
  6. Add the translations for the email in the new languages and click Next.
    The summary page opens.
  7. In the Settings section, select the Target Audience.
  8. In the Content section, select an option from the Fallback Language dropdown menu.
    It applies to each of the language versions of your email.
    Learn more about when the fallback language is used.
    fallback language.png
  9. Add the Subject, Preview Text, and optionally Attachments for each language version of your email.
  10. Click Send.

You have successfully created, copied content, translated, and sent an email in multiple languages. If a recipient has not set a preferred language on the platform, or if their preferred language is unavailable for the email, they will receive the email in the fallback language you selected.

Adding Multi-Language Emails With Automatic Translation

This option creates a new tab that includes the existing email content that has been translated automatically into the new language.

  1. In the Studio, navigate to Email > the email to which you want to add a language.
    The Email Designer opens. The language set as your default platform language is selected as the first language tab. Learn more about your default platform language.
    default language.png
  2. Click the + button.
    The Add language dialog opens.
  3. From the dropdown menu, select one or more languages and click Apply.
    addLanguage-email.png
  4. Select Copy and translate automatically.
    The Copy content from dropdown menu displays.
    language_translate.png
  5. Select the language from which the content should be copied and click Add.
    For each added language, a new tab is created at the top of the email editor, with content translated from your chosen source into the new language(s).
  6. Check the translation of the new emails and edit if necessary. Click Next.
    The summary page opens.
  7. In the Settings section, select the Target Audience.
  8. In the Content section, select an option from the Fallback Language dropdown menu.
    It applies to each of the language versions of your email. Learn more about when the fallback language is used.
    fallback language.png
  9. Add the Subject, Preview Text, and optionally Attachments for each language version of your email.
  10. Click Send.

You have successfully created, copied content, translated, and sent an email in multiple languages. If a recipient has not set a preferred language on the platform, or if their preferred language is unavailable for the email, they will receive the email in the fallback language you selected.

Removing Multi-Language Content

You can individually delete language content versions, in case you no longer need them or added them accidentally.

  1. In the Studio, navigate to Email.
  2. Open the email from which you want to delete a language.
  3. Click the trash icon.
    language_delete.png

    The Remove Language dialog opens.

  4. Select one or more languages from the dropdown menu.
  5. Click Remove.
    language_remove_dialog.png
  6. Click Save Draft or Next to save your changes.

You have permanently removed the selected language version of the email. You can add the language version back again at any time.

How Are Users' Language Preferences Set?

Users who have not set a preferred language on the platform, or whose preferred language is unavailable for the email, will receive the email in the fallback language you selected when sending.

Users can set their default language in the Studio to define their preferred content language. Administrators can review the preferred content language, performing a User Data CSV Export. 
Users' content language preferences must be uploaded and mapped to the language field by their Administrator. This can be done either via CSV files or via Workday integration.

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