File Management for Localization

Effective file management might not be the most exciting aspect of e-learning localization, but it's absolutely critical to your success when working with Articulate 360. Well-organized files save time, reduce errors, and create a smoother workflow for everyone involved in the localization process. With multiple language versions, audio files, images, and project iterations, staying organized becomes even more important. A thoughtful file management strategy will help you maintain version control and make updates more efficiently as your courses evolve.

Key File Management Strategies for Articulate 360 Localization

• Find all languages in one project file: Once you've added languages to a Storyline or Rise project, all languages are stored in the same course or project file. You can easily switch between them during authoring.
• Maintain source file integrity: Multi-language files share everything except the text itself. If you edit a slide in one language, your edit will apply to all the other languages in your course. This also means audio and video assets, including text-to-speech content, will be the same across all languages. Learn how you can display language-specific media using triggers and use closed captions to localize videos and audio assets.
• Document media file locations and access: Create a master spreadsheet or project management document that tracks where all media files are stored, who has access to them, and what the current status is for each language version. Include links to cloud storage locations and notes about any special considerations for specific languages.
• Implement version control protocols: When you create copies of a multi-language project file—such as using File > Save As or sharing the file with other authors—the copies are treated as the same file when publishing to and importing from Review 360. To create a new multi-language file, use Save Translation As to create a copy of the source language and translate or add the languages you need.

Next Steps

1. Create file naming guidelines: Develop and document standardized naming conventions for all project files and share with your team.
2. Set up template folder structures: Create template folder hierarchies that can be replicated for each new localization project.
3. Implement a version tracking system: Establish how you'll document changes between versions and communicate updates to stakeholders.
4. Back up everything: Ensure you have a reliable backup system for all source files and localized versions, ideally in multiple locations.

Summary

Effective file management is the foundation of successful e-learning localization in Articulate 360. By implementing consistent naming conventions, logical folder structures, source file preservation, clear documentation, and version control, you'll avoid common pitfalls that lead to confusion, duplicated work, or lost assets. These organizational strategies might seem basic, but they become increasingly valuable as your localization projects grow in scale and complexity. Taking the time to establish good file management practices now will save countless hours and prevent headaches as you create and maintain multilingual courses in Articulate 360.