What Can Go Wrong with an IDML File (and How to Fix It Before Translation)

Working on a properly structured IDML file is a main prerequisite for a professionally executed translation project.

But what exactly is an IDML file and how can translators use it effectively?

What Is an IDML File?

IDML stands for InDesign Markup Language. When content is created through InDesign and needs to be exported elsewhere, an IDML file ensures that the document in question is structured in a translation-friendly manner.

In technical terms, IDML is a set of XML files that contain the vital items of the InDesign document in question: styles, page structure, stories, references to assets, and geometry.

This preservation of important InDesign elements is the main reason why IDML files are a common choice in translation workflows. Phrase, Trados, memoQ, Smartcat, and other localization platforms can dissect an IDML file, detect the translatable text, and keep the structure that’s not translated, such as locked parts or tags.

Because in practice, translators don’t touch the basic, raw XML. They do their operations within the interface of CAT tools. They see and use the source text, apply the translation, and sort out inline tags that contain formatting or structural data. The end goal of this workflow is to translate the given text and keep the formatting of the document as is.

IDML vs INDD: Understanding the Difference

Understanding IDML vs INDD is important before preparing files for translation.

INDD stands for InDesign Document – a native document of Adobe InDesign. In other words, it’s a working file that designers use in InDesign to create document layouts. The key elements that an INDD file contains are: document structure, design settings, styles, links, layout data, and pages in InDesign’s native format. For designers, INDD is a perfect format for smooth and creative work. However, CAT tools and human translators alike have difficulties using the INDD file.

An IDML is an exported, adjusted version of the given INDD file. As explained above, it retains the structure and styling of the INDD file while allowing the content to be parsed, translated, and generally manipulated by CAT tools, AI-assisted solutions, and human translators. Hence, when a translator or a translation agency needs to handle InDesign content, they typically ask for an IDML version instead of an INDD file.

That being said, the end product, i.e., the final translation, can still be delivered as an INDD file, an IDML document, or even a PDF. In some cases, a combination of these files is also acceptable. Still, the IDML translation is the main prerequisite for a smooth translation workflow, format-wise.

Why IDML Translation Can Go Wrong

Using an IDML file increases the chances that all the elements of translatable text within an InDesign document will be accessible. When an IDML file is added to a translation tool, it scans and parses the document in question. It also detects story files, uses translatable text, and preserves the format/layout information (object IDs, measurements, geometry, etc.), as well as style references that are kept as inline tags.

But an IDML translation can still go wrong; when the text is overset in InDesign, a CAT tool or a translator can miss it or discover it only during the post-translation desktop publishing procedure (DTP). As the number of manually formatted overrides increases, the CAT solution in question may lead to excessive inline tags, making a translation harder to handle; the risk of tag errors rises, as well.

The parts of text that appear on hidden layers or master pages might not be visible to a CAT tool at all. Also, if fonts aren’t supported in the target language, the translation layout might be broken even if the translation itself is accurate.

In a nutshell, the technical outlook of the IDML file depends on the format and overall quality of the source in the InDesign document. Every provider of multilingual content and DTP services needs to take care of all these elements before, during, and after every translation project.

Common Problems in IDML Files Before Translation

Based on the above, let’s analyze the most common problems in IDML files before translation. Detecting them in advance can help individual translators and translation companies organize their projects in a more efficient way.

1. Missing or Broken Links

If the images, linked assets, and graphics are missing, renamed, or stored in the wrong folder, the IDML may still open, but the InDesign file won’t be rebuilt correctly after the translation has been completed.

Hence, the InDesign file must be packaged properly before translation. The translator or the translation team needs to check all the links, as well as ask for the proper IDML file, the source INDD, fonts if necessary, and a final reference PDF.

2. Overset or Hidden Text

Overset text in InDesign refers to extra content placed outside the visible boundaries of a text frame. It may be hidden in the source file or become overset after translation because the text in target language goes beyond the text frame.

Non-printing objects and hidden layers can also create problems for translators. On the other hand, some of the document elements that are meant to stay locked can be extracted for translation.

Solution: run InDesign preflight checks and inspect the overset text manually, together with hidden layers, pasteboard content, and conditional text, before exporting IDML.

3. Text on Master Pages

Content from master pages is useful for the layout elements that repeat in a document. Still, it can lead to translation issues when it contains headers, footers, and disclaimers, i.e., real textual content.

Before the translation workflow begins, the localization team needs to check if the master page text requires translation. If so, the text on the master pages should be included in the workflow from the very beginning.

4. Excessive Local Formatting

Local formatting needs to be handled in an efficient and optimized manner. What does it mean in practice? The translation team should ask for a clean InDesign file before it’s exported to an IDML file: paragraph styles, character styles, and object styles should be used instead of manual overrides. That’s because clean styles in source documents lead to cleaner IDML files and translation segments that are easier to digest (both by translators and CAT tools).

5. Poor Segmentation Caused by Line Breaks

If translators receive fragmented segments, their entire workflow can be much slower, leading to prolonged translation projects. Neither clients nor language service providers (LSPs) are fond of late or incorrect translation.

For instance, inconsistent spacing, forced returns, and manual line breaks are all examples of poor segmentation.

Hence, before an IDML file is exported, it’s vital to remove the unnecessary line breaks, adjust the whitespaces, and avoid using returns. Layout spacing should be orchestrated through styles, not manual breaks.

6. Unsupported Fonts and Target-Language Scripts

A font that works perfectly in English may not support German or Croatian languages, let alone languages written in different letters, such as Serbian (Cyrillic) or Arabic. Wrong hyphenation, poor justification, and missing glyphs can suddenly appear once the translation is imported back to InDesign.

So, the translators in charge should confirm the target languages before the project begins, and check if the selected fonts are supported in the letter and characters in question. This is especially important for multilingual content and DTP services.

7. Tables and Anchored Objects Shifting

Designers should pay attention to tables, callouts, anchored objects, and icons before the document is sent to translators.

These elements can move after translation, especially if the target language is in another alphabet or contains diacritic accents. This collaboration between designers and translators, therefore, needs to exist before the translation works begin.

Hence, providing enough space for text expansion and proper styles is a prerequisite for successful and time-efficient translation.

8. Corrupted IDML Caused by Manual XML Edits

If a translator comes across a formatting issue during the translation process, they shouldn’t edit items manually on their own unless they are an experienced designer, as well. Changing IDs, references, or XML structure can harm the file and make it impossible to recreate it properly.

Long story short: only text elements should be changed during the translation. Any other necessary XML edits, such as structure, references, and layout instructions, should be sent back to designers for revision.

How to Fix IDML Issues Before Translation

Issues with an IDML file need to be curbed before the translation workflow begins. The first checkpoint, therefore, is the document preparation in InDesign.

The INDD file should first be opened and cleaned in the latest version of InDesign. A file from an older version needs to be updated, saved again, and checked before it’s exported to an IDML document.

The second checkpoint is looking for missing links, missing fonts, low-resolution assets, layout warnings, and overset text.

The third step is to clean the document structure: deleting duplicate or empty stories, tightening up spacing, and ensuring that character and paragraph styles are used correctly and consistently.

The fourth base is to inspect content visibility. Check the master pages, notes, conditional text, hidden layers, and non-printing elements – whether they need to be translated or left out of the translation process.

The fifth checkpoint is exporting a clean IDML file and testing it in the given CAT tool. If this document is tested before the project begins, all the stakeholders (primarily the designers and translators) will have enough time to prepare the missing elements, if any. If the text extraction, segmentation, and tags look correct, the translation workflow may commence.

Last, but not least, translators need as much content as possible. While an IDML file may reveal the text for translation, it might not display the entire visual logic of the translation material. In that sense, providing a reference PDF to the translator(s) is another prerequisite for a well-organized and timely executed translation project, as they ensure the translation team understands the page flow, tables, captions, callouts, and the entire visual hierarchy.

After Translation: QA, Rebuild, and DTP

Upon the completion of an IDML translation, the translated items are added back to the source XML structure and recreated as a localized IDML file. This is when the translation quality assurance inspection needs to be carried out, checking missing tags, as well as invalid characters, numbers, punctuation, spelling, and terminology.

The translated IDML file should open in InDesign afterwards. The potential final layout problems are visible at this stage. Some of the common post-import tasks to address can be reviewing line breaks, adapting text frames, repairing overset text, inspecting hyphenation, handling font issues, or correcting page breaks.

The final product typically includes the localized INDD file, the translated IDML file, and a print-ready PDF. Depending on the industry of the source text, the inspection process may include some other elements, as well.

The final PDF is the key deliverable submitted to the client, as it’s proof that the translation text, layout, and all visual elements have been checked and included in the final translation accordingly.

Final Thoughts

Not many professional translators are also experienced designers. Such crossovers exist, but they don’t prevail in these two fields. Therefore, a translator needs a properly adapted source text for effective and professional translation. IDML files connect InDesign structured with translation workflows. With an IDML file, a CAT tool can scan and use source text while retaining the layout of the original document.

However, an IDML file is good for use only when all the prerequisites in InDesign are met before the translation process begins. So, translation and localization teams must take the steps described in this guide to receive a fully operable IDML file. Experienced translation service providers ensure a smooth flow between clients, designers, and translators. Ciklopea has been a versatile language service provider for more than 20 years. Reach out to us for top-notch translation services, smooth InDesign documentation included.