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Documentation Index

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Overview

The Ollang Project Management Dashboard supports three different mechanisms to improve localization quality and consistency:
  • Memories
  • Global Custom Instructions
  • Folder-Level and Project-Level Guidelines
These systems work together to help organizations:
  • preserve terminology consistency,
  • maintain brand voice,
  • improve translation quality,
  • standardize localization behavior,
  • and operationalize multilingual content at scale.
Each mechanism serves a different purpose.

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Understanding the Difference

Memory

Stores historical translations, approved terminology, and multilingual reference content.

Custom Instructions

Global account-level guidance applied when no folder or project guidelines exist.

Guidelines

Folder-level or Project-level instructions controlling localization behavior for specific workflows.

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Memories

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Overview

Memories help organizations preserve:
  • approved terminology,
  • historical translations,
  • brand language,
  • multilingual consistency,
  • and localization context.
Instead of translating every Order from scratch: Ollang can reference previously approved linguistic material to improve translation consistency. This is especially important for:
  • enterprise localization,
  • recurring content,
  • regulated industries,
  • product localization,
  • media localization,
  • and brand-sensitive workflows.

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How Memories Work

Memories act as:
  • multilingual contextual references.
Organizations can upload previously approved translation material which can then help guide future localization workflows. Example: 
Source:
"Get Started"

Approved Translation:
"Commencer"
Future Orders involving similar content may reference this approved terminology.

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Creating a Memory

Project Management Users can create Memories directly from:
  • the Memories section inside:
  • the Ollang Project Management Dashboard.
Workflow: 
Go to Memories
        ↓
Create New Memory
        ↓
Add Title
        ↓
Upload File
        ↓
Memory Becomes Available
Example: 
Memory Name:
Brand Localization Glossary

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Multiple Memories

Organizations are not limited to:
  • a single Memory.
Users may create:
  • multiple Memories,
  • multiple terminology repositories,
  • and specialized localization references.
Example: 
Memories

- Brand Terminology
- Legal Terminology
- Medical Translation Memory
- Product Localization Terms
- UI Localization Memory
This enables:
  • department-specific localization,
  • content-type specialization,
  • and multilingual operational consistency.

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Supported Memory Formats

The platform currently supports:

TMX

Translation Memory Exchange format commonly used in enterprise localization.

CSV

Spreadsheet-based terminology and translation reference format.

XLSX

Structured terminology and multilingual reference files.

JSON

Structured localization and multilingual data workflows.

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Memory Matching Behavior

Memories function as:
  • contextual linguistic guidance.
When matching content: 
100% Exact Match
        ↓
High-priority reference

Semantic Similarity
        ↓
Contextual localization guidance
This helps preserve:
  • consistency,
  • terminology quality,
  • and multilingual continuity.

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Important Clarification

Memory matches are currently not exposed to Project Management Users.
Users cannot currently see:
  • which Memory item was used,
  • confidence levels,
  • or Memory source attribution.
This functionality is part of the future roadmap.

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Global Custom Instructions

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Overview

Global Custom Instructions represent:
  • organization-wide localization guidance.
These instructions are automatically applied when:
  • no Folder-level guideline exists,
  • and no Project-level guideline exists.
Global Custom Instructions act as:
  • fallback localization behavior.

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Typical Use Cases

Global Custom Instructions are commonly used for:
  • brand tone,
  • writing style,
  • terminology preferences,
  • localization behavior,
  • and organization-wide standards.
Example: 
Instructions:
- Maintain professional tone
- Keep product names untranslated
- Avoid slang
- Preserve English UI terminology

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Important Behavior

Global Custom Instructions only apply when no Folder-level or Project-level Guidelines are configured.
Hierarchy: 
Project-Level Guidelines
        ↓
Folder-Level Guidelines
        ↓
Global Custom Instructions

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Folder-Level Guidelines

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Overview

Folder-Level Guidelines represent:
  • instructions uploaded to a specific Folder.
These guidelines automatically apply to:
  • all Projects,
  • and all Orders inside that Folder.
Unless:
  • a Project-level Guideline exists.

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Example Use Case

Example: 
Folder:
French TV Series

Guideline:
- Formal French tone
- Max subtitle length: 42 CPL
- Preserve character naming
- Avoid subtitle orphan words
All Projects inside the Folder inherit:
  • the same localization behavior.

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Folder-Level Workflow

Folder Guideline Uploaded
        ↓
Projects Created Inside Folder
        ↓
Orders Automatically Follow Folder Rules

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Project-Level Guidelines

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Overview

Project-Level Guidelines represent:
  • highly specific instructions uploaded to a particular Project.
These Guidelines override:
  • Folder-Level Guidelines,
  • and Global Custom Instructions.
Project-level guidance is used when:
  • one Project requires unique localization behavior.

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Example Use Case

Example: 
Folder:
TV Show Season

Folder Guideline:
- Maintain neutral tone
- Follow subtitle formatting

Project:
Episode 5

Project-Level Guideline:
- Preserve slang
- Use regional humor adaptation
- Character-specific naming rules
Result: 
Episode 5 follows
Project-Level Guideline
while: 
All other Episodes follow
Folder-Level Guideline

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Override Hierarchy

Guidelines are not merged. Only the highest-priority applicable guideline is used. Hierarchy: 
Project-Level Guidelines
        ↓
Folder-Level Guidelines
        ↓
Global Custom Instructions
Meaning:

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If Project Guideline exists:

  • Project Guideline is used.

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If Project Guideline does not exist:

  • Folder Guideline is used.

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If Folder Guideline does not exist:

  • Global Custom Instructions are used.

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Supported Guideline Formats

Guidelines may be uploaded in formats such as:

PDF

Commonly used for localization instructions and style guides.

DOCX

Commonly used for structured guideline documentation.

TXT

Lightweight instruction format for localization guidance.

XLSX

Structured terminology or instruction reference sheets.

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Example Enterprise Localization Setup

Global Custom Instructions
        ↓
Professional tone
Keep UI terms in English
Avoid slang

Folder:
Marketing Campaigns
        ↓
Friendly tone
Modern language
Short-form copy

Project:
Holiday Campaign
        ↓
Preserve seasonal references
Follow regional promotions
Result: 
Holiday Campaign uses:
Project-Level Guideline

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Memory vs Guidelines

Memory

Helps preserve historical translations, terminology consistency, and multilingual reference material.

Guidelines

Controls how localization should behave for a specific workflow or Project.

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Best Practices

Organizations typically achieve best results by combining: 
Memory
        +
Guidelines
        +
Custom Instructions
Example: 
Memory:
Preserve approved terminology

Folder Guideline:
Maintain subtitle formatting

Project Guideline:
Use campaign-specific language
This helps improve:
  • consistency,
  • translation quality,
  • brand alignment,
  • and multilingual scalability.

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Important Operational Notes

Yes. Organizations can create multiple Memories for different content types, departments, or terminology domains.
Memories are global and available organization-wide.
Yes. Project-Level Guidelines always override Folder-Level Guidelines.
No. Only the highest-priority applicable guideline is used.
Not currently. Visibility into Memory source attribution is part of the future roadmap.
The platform automatically applies active Global Custom Instructions.