This will always end up in a more or less customized solution. Many CCMS systems like ST4 do support variables, snippets, and other differently named concepts to insert referenced UI texts consistently into the user documentation.

As software strings repeat a lot in user interfaces, exporting just the UI strings (and its translations) is often not enough. Depending on the context, UI strings that are equal in the source might be translated differently. An “application” could be “Anwendung” as well as “Bewerbung” and might appear in the same software. So beside the UI strings, additional metadata information like IDs and dialog IDs where these UI strings appear could be very useful for authors inserting UI references into the user documentation. And you need to align this with the capabilities of your CCMS system.

I know Passolo customers that are using Schema ST4 and have implemented such a connection to Passolo, but there is no out-of-the-box solution.

How could I learn more about this approach?

How could I learn more about this approach?

I create a variable node and insert the exported table from Passolo.
I use the language-neutral column, because it gives me a better overview:

When writing, I insert the variable.
When producing, I then select the language abbreviation as the variable value.

By selecting via ID I can also control that the appropriate term with the appropriate translation is used (see Achim's comments).