# Workflow: multilingual campus messages with staff review

**URL:** <https://forum.alkimi.ai/t/workflow-multilingual-campus-messages-with-staff-review/172>\
**Category:** Showcase\
**Tags:** operations, agent-builder, safeguards\
**Created:** [July 31, 2026, 2:43pm UTC](https://forum.alkimi.ai/t/workflow-multilingual-campus-messages-with-staff-review/172 "2026-07-31T14:43:59Z")\
**Posts on this page:** 1\
**Page:** 1

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**Author:** ![system](https://canada1.discourse-cdn.com/flex054/uploads/alkimi_ai/original/1X/4c1e717c5ab8f741945d202d9bdd2f54b7b8c4bf.png) [@system](https://forum.alkimi.ai/u/system)\
**Post date:** [July 31, 2026, 2:43pm UTC](https://forum.alkimi.ai/t/workflow-multilingual-campus-messages-with-staff-review/172/1 "2026-07-31T14:43:59Z")

</div>

## Overview

### What it does

The Translation Assistant template helps administrative staff draft multilingual versions of approved campus communications, including announcement pages, orientation guides, event notices, and operational instructions.

### Who it is for

Communications managers, student services staff, HR benefits coordinators, library staff, campus operations teams, and offices serving multilingual communities.

### When to use it

Use this workflow when staff have approved source text in one language and need a draft translation for review. Route communications that carry legal weight to certified human translation or legal counsel review where your institution requires it, since an Agent draft is not the final authority there.

| Suited to a draft translation | Needs certified or legal review |
| --- | --- |
| Routine announcements and office hour updates | Legal notices and immigration documents |
| Event schedules | Binding benefits disclosures |
| Service instructions | Conduct charges and emergency alerts |

## Setup

### Starting point and sources

- **Template.** Start from the Translation Assistant template in the Template Catalog.
- **Knowledge collection.** Connect a private collection holding approved glossary terms, institutional style guides, and standardized department names.
- **Excluded material.** Keep student records, employee files, system passwords, and unapproved communication drafts out of the collection.

### Output format

Configure prompt instructions to return the source text alongside the draft translation, so a reviewer can compare paragraphs side by side.

### Template or workflow

Configure your Agent instructions using this structured guideline:

```auto
You are a translation assistant supporting campus communications. Translate the user's approved source text accurately into the requested language.

Maintain exact calendar dates, physical locations, contact emails, web links, and required institutional notices. Flag idioms, colloquialisms, or specialized academic terms that require human verification.

Provide a side-by-side comparison format showing source paragraphs next to proposed translations. Do not invent new institutional policies or change communication details.

```

## In practice

### Example

A student services office has an approved English announcement about extended evening hours during exam week. The staff member submits the announcement text and requests a Spanish translation, and the Agent returns a side-by-side draft that preserves the office title, building name, operation dates, and appointment web link. A bilingual staff member then reviews the draft, verifies terminology and link formatting, and approves the text for posting.

### Limitations and safeguards

An Agent produces draft translations, but staff remain responsible for accuracy, cultural nuance, accessibility formatting, and official publication approval.

Link Safety is the one Safeguard that earns its place here, since a fabricated URL in a published notice sends readers to the wrong place. It is prompt-level guidance rather than hard enforcement, so a reviewer still checks every link before publication.

## Sanitization confirmation

- I reviewed the prompt text above before posting.
- I removed proprietary institutional policy text that cannot be shared publicly.
- I removed internal URLs, local server addresses, and non-public links.
- I removed office names, staff contact details, and local identifying information.
- I removed student records, employee data, and real case scenarios.
- I removed credentials, API keys, bearer tokens, passwords, and session secrets.

I confirm the prompt shared above is safe to share publicly.

## Share your variation

How has your team adapted translation workflows for local campus needs? Share your prompt adjustments and review procedures in the replies below.

## Before you post

Before sharing prompts, configurations, or screenshots, review [Community sharing and responsible AI use](https://forum.alkimi.ai/t/community-sharing-and-responsible-ai-use). Never post student records, personally identifiable information, or credentials.