Learn about our preflight and file preparation process for translation DTP. One-step vs two-step workflows, word count extraction, and source file analysis.
Preflight is the initial analysis and preparation phase that occurs before any translation or DTP work begins on a project. In the context of translation DTP, preflight serves the same purpose as in print production — it is a systematic inspection of source files to identify potential problems, assess complexity, extract accurate metrics, and establish the technical parameters for the project.
During preflight, our engineers open every source file in its native application and evaluate several critical factors. First, we verify file integrity: Can the file be opened without errors? Are all linked assets (images, fonts, placed files) available and correctly referenced? Are there any corruption issues or version incompatibilities? Second, we assess editability: Is the text live or flattened into images? Are layers locked or organized? Is the file structure clean enough for efficient DTP work, or does it require reconstruction?
Third, we extract word counts and character counts from the editable text, which directly drives translation cost and timeline estimates. For complex files — such as InDesign documents with anchored text frames, FrameMaker books with multiple chapters, or Illustrator files with text on paths — accurate word count extraction requires opening the file in the native application rather than relying on file-size estimates or automated parsers that may miss embedded text.
Fourth, we identify technical risks: font licensing issues, color space mismatches, text that will expand beyond available layout space, right-to-left language requirements that may need layout mirroring, and any elements that will need cultural adaptation beyond pure translation (such as images containing text, locale-specific icons, or measurement units).
The preflight report we deliver includes file inventory, word counts per file, identified risks, recommended workflow (one-step or two-step DTP), and an accurate cost and timeline estimate. This upfront investment in analysis prevents costly surprises during production and ensures that project managers can quote their clients with confidence.
One-step and two-step DTP refer to two distinct workflow models for integrating translation and desktop publishing, and choosing the right one has significant implications for cost, turnaround, and quality.
In a one-step DTP workflow, the translator works directly in the native design file (InDesign, FrameMaker, Illustrator, etc.) or in a format that preserves the full layout structure. Translation and basic layout adjustment happen simultaneously. The translated file comes back already formatted, and only a light QA pass is needed to catch any remaining layout issues. This workflow is faster and less expensive, making it ideal for straightforward projects with clean source files, moderate text expansion, and languages that share the same script direction as the source.
In a two-step DTP workflow, translation and DTP are treated as separate sequential phases. First, translatable text is extracted from the design files (either manually or via CAT tool integration), translated in a text-only environment where translators can focus purely on linguistics, and then the translated text is flowed back into the design files by a DTP operator who handles all layout adjustments. This workflow is more expensive and takes longer, but it produces higher quality results for complex projects.
Two-step DTP is the recommended approach when: the source files have complex layouts with tight text frames and precise positioning; the target languages involve significant text expansion (e.g., English to Finnish or German); the project involves right-to-left languages requiring layout mirroring; the files contain extensive use of style sheets, master pages, or cross-references that need expert handling; or the client requires pixel-perfect matching of a specific design template across all languages.
At Opticentre, we recommend the appropriate workflow during preflight based on the actual file complexity, target languages, and client quality expectations. Many projects use a hybrid approach — one-step for simple collateral and two-step for flagship publications — to optimize the balance between cost and quality.
Accurate word count extraction from designed files is one of the most important — and most frequently underestimated — steps in translation project planning. Unlike extracting word counts from Word documents or plain text files, designed files embed text within complex layout structures that automated tools often cannot fully parse. An inaccurate word count leads to incorrect quotes, blown budgets, and timeline overruns.
Our word count extraction process uses the native application for each file format. For Adobe InDesign, we use the built-in word count feature across all stories (text threads), including overset text that is not visible on the page but is present in the file. We separately count text in anchored objects, grouped items, and items on the pasteboard that may be intended for inclusion. For Adobe Illustrator, we traverse all artboards and layers, including hidden and locked layers, since these often contain text variants or alternate-language content that needs translation.
For FrameMaker, we process the entire book file to capture text across all chapters, including header/footer text, table cell content, and cross-reference text. For QuarkXPress, we extract text from all text boxes including those on master pages. For PowerPoint, we capture slide content, notes, speaker notes, alt text, and embedded chart labels.
We also identify and flag non-editable text — text that has been rasterized into images or flattened into vector paths. This text cannot be extracted and translated through normal DTP processes; it requires graphic recreation. We report these instances separately so project managers can decide whether to include them in scope or deliver them as-is.
The final word count report breaks down counts by file, by text type (body, headers, captions, UI elements), and flags any ambiguities. We provide this in a spreadsheet format that PMs can use directly for quoting. For ongoing clients, we maintain file-level translation memory leverage estimates that further refine cost projections.
We accept virtually any file format used in professional publishing, marketing communications, technical documentation, and digital media production. Our preflight capability covers the following major categories:
Desktop Publishing: Adobe InDesign (.indd, .idml, .inx), Adobe FrameMaker (.fm, .book, .mif), QuarkXPress (.qxp, .qxd), Adobe PageMaker (legacy .pmd, .p65). We handle all recent versions and can open legacy files dating back to the early 2000s in most cases.
Vector Graphics: Adobe Illustrator (.ai, .eps), CorelDRAW (.cdr), SVG, and Affinity Designer files. We extract text from all layers and artboards, including compound paths and clipping masks.
Presentations: Microsoft PowerPoint (.pptx, .ppt), Google Slides (exported), Apple Keynote (.key). We handle slide masters, notes, embedded charts, and SmartArt.
Documents: Microsoft Word (.docx, .doc), PDF (extractable text), Rich Text Format (.rtf), and OpenDocument formats. For PDFs, we assess whether text is extractable or if the file needs to be reconstructed from scratch.
Technical Documentation: MadCap Flare (.flprj), DITA XML, DocBook, FrameMaker structured documents, RoboHelp, and Author-it.
eLearning: Articulate Storyline (.story), Articulate Rise (XLIFF export), Adobe Captivate (.cptx), Lectora (.awt).
Web and Digital: HTML/CSS, XML, JSON (for UI strings), resource files (.resx, .properties, .strings).
CAD and Engineering: AutoCAD (.dwg text extraction), Visio (.vsdx). Limited to text layer extraction.
If you have files in a format not listed here, send them to us for evaluation. Our preflight team will assess whether we can process them natively or recommend a conversion path. We also provide guidance on optimal export settings when clients need to prepare files from applications we do not directly support.
A preflight analysis is a structured evaluation process that examines every aspect of your source files relevant to translation and DTP production. The goal is to eliminate unknowns before work begins, so that cost estimates are accurate, timelines are realistic, and the production team has clear instructions for handling every file in the project.
Step 1 — File Inventory and Validation: We catalog all received files, verify they open without errors in their native applications, check version compatibility, and confirm that all linked assets (images, fonts, external data sources) are included or can be obtained. Missing fonts are a common issue — we identify them upfront and either source them, recommend substitutions, or flag them for client resolution.
Step 2 — Editability Assessment: We determine whether each file is fully editable, partially editable, or non-editable. Fully editable files (live text in native format) proceed through standard DTP. Partially editable files (some text flattened, some live) require a hybrid approach. Non-editable files (scanned documents, rasterized layouts) need full reconstruction, which we scope separately.
Step 3 — Content Extraction and Word Count: We extract translatable text using application-native methods and produce per-file word counts. We distinguish between unique text and repeated text (which may benefit from translation memory), and between body text and peripheral text (headers, footers, captions, callouts).
Step 4 — Risk and Complexity Assessment: We evaluate factors that affect production complexity: text expansion space available in the layout, number of languages with right-to-left script requirements, font availability for target languages, image-embedded text requiring graphic recreation, and any elements needing cultural adaptation.
Step 5 — Workflow Recommendation and Quote: Based on the analysis, we recommend one-step or two-step DTP (or a hybrid), provide a detailed cost estimate per file and per language, and propose a production timeline. The preflight report becomes the project specification document that guides all subsequent production work.
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