Patent portfolio localisation for multi-market filing
Patent portfolio localisation for multi-market filing Industry/Sector: Legal, Patents & Intellectual Property Filing patents across multiple jurisdictions is a complex and high-stakes process. Each market requires compliance with its own legal terminology, technical formatting standards, and linguistic accuracy. A single mistranslation can result in disputes, delayed approvals, or even rejection of the application. SMARTIDIOM successfully supported an international technology firm in localising a full patent portfolio across four jurisdictions, ensuring accuracy, compliance, and timely filing. The challenge An international technology firm needed to file a portfolio of patents in four different jurisdictions, each with unique language requirements, legal frameworks, and technical terminology expectations. The project demanded: Coordination of multiple translators and reviewers across time zones. Consistency in technical and legal terminology across all documents. Strict adherence to filing deadlines with no room for error. Missing a deadline or submitting inaccurate translations could have meant the loss of IP rights, costly re-filings, and reputational damage. SMARTIDIOM’s strategy Specialised legal and technical linguists: We assembled a team of native-speaking translators with dual expertise in law and the relevant technical fields, ensuring accuracy in both legal claims and technical descriptions. Jurisdiction-specific glossaries: Our team created custom glossaries for each jurisdiction, covering both legal and technical terminology. These were validated in collaboration with the client’s legal department to guarantee compliance and consistency. Coordinated global team management: SMARTIDIOM coordinated translators and reviewers working across multiple time zones, ensuring 24/7 progress and minimising turnaround time. Rigorous QA process: All translations underwent multi-step QA, including linguistic review, terminology verification, and format validation to ensure compatibility with patent office submission requirements. Deadline-driven workflows: We implemented agile workflows to manage parallel streams of work, guaranteeing that all translations were finalised ahead of filing deadlines. Challenges overcome Cross-border coordination: Aligning teams across jurisdictions and time zones without delays. Legal and technical complexity: Ensuring consistent terminology across diverse areas of law and technology. Strict deadlines: Delivering translations on time for simultaneous multi-market submission. KPIs achieved 100% acceptance by all four patent offices with no delays or resubmissions required. Zero terminology disputes across filings, thanks to jurisdiction-specific glossaries and QA. Streamlined future filings, as the validated glossaries and translation memories created during the project became a reusable asset for the client. Conclusion This project highlights SMARTIDIOM’s capability to handle highly technical, legally binding translations in the intellectual property space. By combining legal and technical expertise, jurisdiction-specific workflows, and agile project management, SMARTIDIOM ensured that the client’s patent rights were secured across multiple markets with precision, speed, and compliance. What this client says SMARTIDIOM’s expertise in both legal and technical translation was critical to our successful filings. Their ability to coordinate international teams and ensure consistency across jurisdictions gave us full confidence throughout the process. Head of IP Department, International Technology Firm
Implementation of QA processes aligned with EU MDR & IVDR regulations
Implementation of QA proceses aligned with EU MDR & IVDR regulations Industry/Sector: Life Sciences & pharmeceuticals The implementation of the European Medical Device Regulation (MDR) and the In Vitro Diagnostic Regulation (IVDR) has raised the bar significantly for translation and localisation providers. Ensuring compliance with these stringent requirements can be daunting, yet SMARTIDIOM has successfully navigated this challenge through a structured and rigorous approach to quality assurance (QA). The challenge A major European medical device manufacturer approached SMARTIDIOM needing to ensure complete compliance with MDR and IVDR regulations for their multilingual product documentation. With the regulatory audits intensifying, the client required absolute accuracy, consistency, and traceability across translations of user manuals, labelling, patient information leaflets, and regulatory submissions. SMARTIDIOM’s strategy 1- Specialised translator training: SMARTIDIOM developed and delivered specialized training for its medical translators, focusing on MDR/IVDR terminology, guidelines, and compliance requirements. Translators underwent certification to ensure full understanding of the nuances of medical device documentation. 2 – Dual review process: Implemented a mandatory two-tier review for every translation project, including linguistic review and regulatory compliance verification. This ensured alignment with both linguistic quality standards and MDR/IVDR-specific criteria. 3 – Strict QA checkpoints: Established rigorous checkpoints within the translation workflow, leveraging ISO 17100 guidelines. These checkpoints verified adherence to regulatory language, accuracy of medical terminology, formatting consistency, and documentation traceability. 4 – Dual review process: Integrated specialized QA software, such as Xbench and Verifika, to detect inconsistencies, numerical errors, and deviations from approved terminology. 5 – Continuous feedback loop: Maintained regular feedback sessions between translators, reviewers, and client compliance teams, allowing for continuous refinement of terminology databases, glossaries, and style guides, resulting in ongoing improvements. Challenges overcome Implementing such a robust QA system was not without its hurdles: Here’s how it works: Initial training and certification: Ensuring all linguists met the high standards required significant investment in training and resources. Use paid campaigns to bring in traffic, then convert through nurturing via organic posts Workflow complexity: Adding dual reviews and multiple checkpoints required refining internal processes to avoid bottlenecks and ensure timely delivery. Client collaboration: Establishing clear communication channels with the client’s compliance team to receive and integrate feedback effectively was crucial. KPIs achieved The structured approach yielded impressive results: Zero critical findings: During subsequent regulatory audits, the client experienced zero critical findings related to language and documentation compliance. Reduction in QA revisions: Overall revisions and corrections after initial QA dropped by 30%, thanks to the stringent processes and advanced tools. Enhanced client confidence: The client reported significantly increased trust in SMARTIDIOM, leading to expanded collaboration on additional multilingual documentation projects. Conclusion This case exemplifies how SMARTIDIOM leverages specialized knowledge, rigorous training, and strategic QA practices to successfully meet and exceed stringent regulatory standards. By aligning its processes meticulously with EU MDR and IVDR, SMARTIDIOM ensures consistent, accurate, and compliant multilingual documentation, becoming a trusted partner for clients operating in highly regulated sectors. What this client says “Working with SMARTIDIOM transformed our compliance processes. Their attention to detail, rigorous training, and proactive QA approach gave us confidence and peace of mind during audits. Their expertise in MDR and IVDR compliance was instrumental in our international growth strategy”. Compliance Manager, European Medical Device Manufacturer
Multi-market compliance rollout for a blockchain-based payments provider
Multi-market compliance rollout for a blockchain -based payments provider Industry/Sector: FinTech, Crypto & Financial Services Expanding a blockchain-based payments platform into new markets is a complex challenge – particularly when each jurisdiction has its own regulatory requirements. For fintech and crypto companies, a single compliance gap in translated materials can delay launches, trigger legal risks, or damage user trust. SMARTIDIOM successfully navigated these hurdles for a leading blockchain payments provider through a fully integrated, compliance-focused localisation strategy. The challenge A blockchain-based payments provider approached SMARTIDIOM needing to launch simultaneously in two new markets while adapting all customer-facing, legal, and operational content to meet each jurisdiction’s regulatory standards. With tight deadlines and the complexity of multi-country compliance, the client required a solution that could ensure 100% regulatory approval before go-live. SMARTIDIOM’s strategy 1 – Regulatory-adapted workflows: We customised our ISO 9001, 17100, and 18587- certified workflows to include compliance checks tailored to each jurisdiction’s financial regulations, including PSD2, AMLD, GDPR, and crypto-specific frameworks. 2 – Integrated CMS and translation memory: By connecting directly to the client’s CMS and translation memory system, we streamlined content updates, eliminated manual handoffs, and ensured consistency across UI, legal documents, and marketing assets. 3 – Specialised financial linguists: Established rigorous checkpoints within the translation workflow, leveraging ISO 17100 guidelines. These checkpoints verified adherence to regulatory language, accuracy of medical terminology, formatting consistency, and documentation traceability. 4 – Multi-layer QA: All deliverables underwent linguistic, functional, and regulatory QA – verifying not just translation quality, but also alignment with legal requirements and platform UX. 5 – Agile delivery model: We delivered all translations – covering legal agreements, platform UI, and marketing campaigns – in under six weeks without compromising accuracy. Challenges overcome Regulatory complexity: Navigating three distinct financial regulatory environments simultaneously Tight go-live schedule: Completing a high-volume, multi-market rollout in under six weeks. Cross-functional coordination: aligning lega, marketing, and product teams across markets while maintaining consistency and compliance. KPIs achieved 100% local legal approval in all three markets before lauch. Zero compliance findings during post-launch reviews. On-time delivery enabling simultaneous go-live in all target markets. Increased user adoption in the first quarter following launch, credited to culturally adapted marketing and a clear, compliant user experience. Conclusion This project demonstrates SMARTIDIOM’s ability to combine sector-specific expertise, regulatory compliance, and agile delivery to execute high-stakes, multi-market fintech launches. By integrating with the client’s systems, aligning with local regulations, and applying rigorous QA, we ensured that every piece of content – from the platform interface to the legal fine print – was accurate, compliant, and market-ready. What this client says SMARTIDIOM’s team ensured our multi-market launch went exactly to plan. Their deep understanding of fintech regulation, combined with their integration into our workflows, meant we could trust every deliverable to be accurate, compliant, and ready on time. Chief Compliance Officer, Blockchain Payments Provider
1M-word project delivered in 8 languages within just 5 business days
1M-word project delivered in 8 languages within just 5 business days Industry/Sector: Legal, Patents & Intellectual Property One of the world’s Top 5 Language Service Providers (LSPs) engaged SMARTIDIOM for a legal multilingual project in a regulated industry. The assignment: deliver 1 million words of technical documentation in 8 languages within just 5 business days. SMARTIDIOM was entrusted with the European Portuguese portion – a critical share of the content – thanks to our certified processes and proven scalability. The challenge The challenges were clear from the start: an extraordinary volume of content, an immovable 5-day deadline, and zero margin for error due to strict regulatory compliance. The client mandated adherence to ISO 9001, ISO 17100, and ISO 18587 standards – ensuring quality management, qualified linguists, and expert post-editing of any machine translation. Resource scalability was another hurdle: the project demanded assembling a large team of specialized Portuguese linguists on short notice. SMARTIDIOM’s strategy 1 – Rapid kick-off & requirement alignment: Within hours of project confirmation, SMARTIDIOM held a kick off meeting with the LSP’s team to gather all requirements – style guides, terminology lists, regulatory instructions, and platform access. We clarified the project scope and quality expectations and set up a centralized communication channel for quick query resolution during the project. 2 – Specialized team assembly: We immediately assembled a scalable team of European Portuguese linguists and quality assurance specialists with expertise in the subject matter. All team members were briefed on the project’s domain and compliance needs, and each signed the necessary confidentiality and compliance agreements given the sensitive, regulated content. 3 – Technology & workflow integration: Our team synchronized with the client’s preferred tools and the linguists worked simultaneously on different sections, with real-time terminology sharing to maintain consistency. SMARTIDIOM’s project manager monitored progress around the clock, re-balancing assignments dynamically to keep every task on schedule. 4 – Quality control & regulatory compliance checks: As each batch of translation was completed, senior translators and revisers performed MTPE (in line with ISO 18587) to catch any errors and ensure the text met both linguistic quality and the industry’s regulatory standards. We implemented automated QA checks using specialized tools. 5 – Final validation & on-time delivery: Our QA specialists conducted a full audit of the translated Portuguese documentation. This included a run-through of the client’s third-party QA checklist to pre-empt any issues. We confirmed that all client instructions were followed and that the deliverables were format-ready. SMARTIDIOM delivered the complete European Portuguese translation on time via the client’s secure portal. Challenges overcome Ultra-tight timeline: Our team members staggered work across extended hours and time zones, ensuring continuous progress. Scaling the linguist team quickly: Within a day, we onboarded +20 qualified Portuguese translators and editors. By leveraging our reputation and existing relationships, we secured the needed talent immediately – avoiding delays that a typical vendor search might have caused. Consistency with multiple contributors: We established a real time collaboration framework, i.e. a shared terminology bank and a style guide was accessible to all translators. A lead linguist was assigned to handle queries and distribute clarifications instantly and regular brief syncs ensured that any doubt was resolved uniformly. Regulatory and Quality Compliance: Our QAers cross-checked translations against regulatory references while doing their quality review. We also ran the translated text through a third-party QA tool, allowing that any potential issue was flagged and fixed before delivery. KPIs achieved 100% on-time delivery to the client Less than 0.02% of the translated content requiring any revision Zero critical issues and no major non-compliance A sustained productivity of ~50,000 translated words per day Conclusion This project demonstrates SMARTIDIOM’s ability to be a reliable, low-risk partner for even the most demanding LSP programmes. Faced with an immense volume and an unforgiving deadline, we proved that speed does not have to come at the expense of quality. In the end, our collaboration enabled the client to uphold their promises to their end-client, showcasing how SMARTIDIOM adds value as a consultative, quality-driven extension of large LSP teams. What this client says “We knew this project would be a true test of our vendor’s capabilities – and SMARTIDIOM exceeded our expectations. They ramped up a qualified team for us almost overnight and integrated seamlessly with our workflow. Despite the crazy volume and deadline, their quality was outstanding: the European Portuguese delivery was on time and virtually error-free.” Vendor Manager, Top 20 Global LSP
How a tech brand boosted global conversion rates by 35% with SMARTIDIOM
How a tech brand boosted global conversion rates by 35% with SMARTIDIOM Industry/Sector: Software, AI & Gaming In the world of SaaS, every release is a race – and falling behind means losing ground to faster competitors. For a fast-scaling platform pushing new features every two weeks, the challenge wasn’t just translating content – it was delivering flawless, market-ready localisation at the exact pace of development. Any delay risked derailing launches in multiple markets. Recognizing this, a prominent tech brand specializing in cloud-based SaaS solutions partnered with SMARTIDIOM to enhance its international user experience and significantly increase conversion rates in key global markets. The challenge Initially, the tech brand faced stagnant or declining conversion rates outside its core English-speaking markets. User feedback indicated that the product and website content felt disconnected from local contexts, limiting user trust and engagement. The primary goal was clear: adapt the brand’s messaging and user experience to resonate authentically with local audiences in Europe, Asia, and Latin America, thus improving conversions and market penetration. SMARTIDIOM’s strategy 1- Cultural audit & market research: Identified and analysed cultural sensitivities, linguistic preferences, and market-specific behaviours. 2 – Creative translation (Transcreation): Adapted marketing messages, product descriptions, and web content to align with local cultural nuances. 3 – UI/UX localisation: Redesigned user interfaces and experiences to meet local usability expectations, including culturally appropriate visuals. 4 – Implementation & QA testing: Integrated specialized QA software, such as Xbench and Verifika, to detect inconsistencies, numerical errors, and deviations from approved terminology. 5 – Continuous improvement: Gathered user feedback and adjusted localisation strategies accordingly to refine content and UI elements. Challenges overcome Complexity of cultural nuances: Capturing subtle cultural and linguistic variations required in-depth local knowledge and iterative adjustments. Collaboration across teams: Ensuring smooth collaboration between SMARTIDIOM’s linguists, cultural experts, and the client’s technical teams necessitated effective communication and agile project management. Balancing global branding with local appeal: Maintaining brand consistency while adapting content to local markets required careful strategy and nuanced execution. KPIs achieved The partnership between the tech brand and SMARTIDIOM resulted in substantial improvements: Conversion rate increase: Conversion rates improved by an average of 35% across target markets within six months of implementing culturally adapted localisation. Enhanced user engagement: Website analytics showed a 40% increase in average session duration and a 25% reduction in bounce rates in localised regions. Customer satisfaction boost: Customer surveys indicated an increased satisfaction rate of 45%, specifically mentioning improved clarity and cultural relevance of the product and content. Conclusion Through strategic cultural adaptation in localisation, SMARTIDIOM empowered this global tech brand to achieve remarkable improvements in conversion rates, user engagement, and customer satisfaction. By integrating deep cultural insights with precise linguistic expertise, SMARTIDIOM reinforced the importance of culturally aware localisation as a powerful tool for global success. What this client says “SMARTIDIOM transformed our approach to localisation. Their strategic focus on cultural adaptation significantly improved our user engagement and conversion rates globally. Their team’s expertise and responsiveness made them an invaluable partner in our international expansion efforts.” Global Marketing Director, SaaS Tech Brand
4-language e-learning programme for aerospace safety training
4-language e-learning programme for aerospace safety training Industry/Sector: Defence & Aerospace In defence and aerospace, effective safety training is mission-critical. Technical accuracy alone is not enough — instructions must be understood, retained, and applied consistently across multinational teams. A leading aerospace manufacturer partnered with SMARTIDIOM to transform its traditional training manuals into a fully localised, multimedia e-learning programme for global staff and contractors. The challenge The client needed to update its safety training content to meet new NATO and EU aviation safety standards. Traditional text-based manuals were not engaging field staff and contractors, many of whom worked under high-pressure operational conditions. The objectives were clear: Convert existing manuals into interactive, multimedia e-learning modules. Provide voice-over and subtitled training videos in four languages. Ensure terminological alignment with NATO STANAG standards. Deliver on a tight schedule to match upcoming certification audits. SMARTIDIOM’s strategy 1 – Instructional design & multimedia production: We redesigned the client’s static safety manuals into engaging e-learning modules, including animations, scenario-based learning, and interactive assessments. 2 – Multilingual adaptation: The full programme was localised into four languages, with native voice-over artists for video modules and synchronised multilingual subtitles for accessibility. 3 – Terminology management: We built a custom terminology database aligned with NATO Glossary, ensuring consistency across all languages and content formats. 4 – QA & in-field validation: All training materials underwent in-context testing with end-users in multiple countries to guarantee clarity, compliance, and operational usability. Challenges overcome • Time pressure: Delivered multimedia modules in under 10 weeks, aligned with certification deadlines.• Cultural & linguistic diversity: Ensured comprehension for multinational teams with varied levels of English proficiency.• Technical compliance: Balanced creative instructional design with strict adherence to NATO safety terminology. KPIs achieved • Delivered 12 e-learning modules and 20 multilingual training videos in four languages.• Achieved 100% pass rate in NATO safety audits, with zero findings related to training material.• Increased employee engagement with training by 60% compared to traditional manuals.• Reduced on-site safety incidents in the following quarter by 22%, attributed to improved training comprehension. Conclusion This project highlights SMARTIDIOM’s ability to go beyond translation — delivering multimedia training and communication solutions that are compliant, engaging, and effective. By combining our expertise in defence terminology, multimedia production, and cultural adaptation, we helped the client strengthen operational safety and accelerate compliance across multinational sites. What this client says “SMARTIDIOM transformed our outdated manuals into engaging training that our global teams actually use. Their combination of aerospace expertise, multimedia capability, and compliance knowledge made the difference in passing our audits and improving safety on the ground.” Training & Compliance Director, Aerospace Manufacturer
Multilingual HSE video campaign for a global oil & gas company
Multilingual HSE video campaign for a global oil & gas company Industry/Sector: Energy, Oil/Gas & Utilities Health, Safety & Environment (HSE) communication in the energy sector is not just a compliance obligation – it’s a mission critical driver of operational safety. To engage diverse workforces across international sites, companies need clear, culturally adapted, and accessible content in every language and format. A global oil & gas company partnered with SMARTIDIOM to design and deliver a multilingual video campaign that raised awareness of updated HSE procedures across its sites worldwide. The challenge The client had recently updated its HSE standards to comply with new regional safety regulations. Beyond manuals and technical documentation, they wanted to ensure these changes were communicated in a dynamic and engaging format that would be understood by employees of different cultural and linguistic backgrounds. They needed: • Multilingual adaptation of training and awareness videos.• Professional dubbing and subtitling in multiple languages.• Visual adaptation of safety graphics for cultural clarity.• Compliance with accessibility standards, including captioning. SMARTIDIOM’s strategy 1- Multilingual video adaptation: We localised existing English-language HSE videos into two target languages, ensuring technical accuracy and cultural appropriateness of safety instructions. 2 – Professional voice-over and subtitling: Native professional voice talents recorded voice-overs for each language, while our subtitling team delivered synchronised captions that met accessibility standards. 3 – Cultural adaptation of visuals: Safety icons, examples, and visual metaphors were adapted for local contexts to improve comprehension and engagement. 4 – Glossary development: We created client-specific glossaries for HSE terminology, ensuring consistency across video scripts, subtitles, and other supporting materials. 5 – In-context QA: Before delivery, all videos underwent in-field review to ensure clarity, comprehension, and cultural resonance with target audiences. Challenges overcome Tight delivery window: Producing high-quality dubbed and subtitled videos in multiple languages within just four weeks. Cultural diversity: Adapting safety communication to resonate with employees from different countries and cultural backgrounds. Technical accuracy: Ensuring no deviation from official HSE standards while adapting content creatively. KPIs achieved Delivered 4 fully localised HSE training videos (voice-over + subtitles) in 4 languages within four weeks. Achieved 100% comprehension scores in post-training evaluations conducted by local HSE teams. Increased employee engagement with safety content by 45% compared to text-only manuals. Earned positive feedback from both regulatory auditors and site managers for clarity and accessibility. Conclusion This project shows how SMARTIDIOM goes beyond text localisation to deliver multimedia safety communication solutions that are compliant, engaging, and culturally effective. By combining our expertise in translation, voice-over, subtitling, and cultural adaptation, we helped a global oil & gas client raise HSE awareness and strengthen safety compliance across international sites. What this client says “The multilingual HSE videos produced with SMARTIDIOM were a turning point for us. They transformed complex safety requirements into content our global workforce could understand and act on – improving both compliance and engagement.” Global HSE Director, Oil & Gas Company