Users with the “Write & Read” permission can use glossaries.
Use the <Resource | Glossary> menu to manage terms that are commonly used in documents.
Terms
Creating Terms
Creating a term
Create a term as follows.
Go to the <Resource | Glossary> menu.
Click the <1Create Term> link.
Enter the term and select a language. Enter a description if needed.
Click the button.
To keep creating terms, click the button.
To group terms, create a 2group with the <Create Group> link in “All Terms”.
Drag the <3drag_indicator> icon to put a term into the group.
To delete a term or change its description, click the <4more_horiz> icon and choose a menu.
Adding Term Translations
You can add translations of a term in other languages. Translate a term as follows.
Select the term to translate.
Click the <more_horiz> icon on the right, and then choose the <Update Term> menu.
Click the <1Add Translation> link, select the language, and enter the content.
Click the button.
When you insert a glossary into a document, the terms that match the document language are shown in the web viewer and PDF.
Glossaries
Creating Glossaries
A glossary is a set of terms. Create a glossary as follows.
Click the <1Create Glossary> link.
Enter the “Basics” such as the name.
Click the button.
Click the <2more_horiz> icon to delete the glossary or change its name and other settings.
The user who created the glossary sees an icon that indicates “owner”.
Only the owner can change or delete a glossary, and only users who have access permissions for the glossary can add terms to it or remove terms from it.
Creating a glossary
Adding Terms to a Glossary
Use glossaries to set the terms to apply to each document. Add terms to a glossary as follows.
Select a glossary in “Glossaries”.
In “All Terms”, click the <1Add> link of the term to add to the glossary.
To add several terms at once, select them and click the <Add Selected> link.
Adding terms to a glossary
The term appears in “Terms in Glossary”.
Removing Terms from a Glossary
Removing a term from a glossary does not delete it from “All Terms”.
Remove terms from a glossary as follows.
Select a glossary in “Glossaries”.
In “Terms in Glossary”, click the <1Delete> link of the term to remove.
To remove several terms at once, select them and click the <Remove Selected> link.
Removing terms from a glossary
The term disappears from “Terms in Glossary” and appears in “All Terms”.
Inserting a Glossary Object into a Document
Insert a glossary into a document as an object paragraph. Insert a glossary into a document as follows.
1
Create a glossary chapter.
Go to the document details screen.
In “Table of Contents”, click the <Create Chapter> link.
Select “Glossary” as the chapter type.
The glossary appears in the side menu of the web viewer only when you create a glossary chapter.
Adding a glossary to the side menu
Click the button.
2
Create a glossary object paragraph.
Open the glossary chapter in the editor and insert an <object paragraphselect_check_box>.
Select 1Glossary as the object type.
Select the “2glossary”.
Click the button.
Creating a glossary object paragraph
Setting Permissions for Glossaries and Term Groups
Set 1access permissions on a glossary.
Setting glossary access permissions
You can also create 2groups of terms and set 3access permissions on them. 4Terms that are not in a group are placed under root, and all users can see them.
Creating a term group / Setting term group access permissions
Drag and drop <5 drag_indicator> to change the group of a term.
Exporting and Importing Glossaries
You can export the terms registered in the glossary to Excel, CSV, or JSON format, or import them from these formats.
To export, click the <2Export> link on the glossary screen, and then select a format to download the file. The exported file contains terms that are not in any group and terms in the term groups you have access permissions for. For each term, it contains the term ID (id), group name (group), group ID (group_id), and the term name (LANGUAGE_name) and description (LANGUAGE_description) for each language. A language column is created only for languages in which at least one term is registered, and terms not registered in that language have empty values.
To import, click the <1Import> link, and then upload a CSV, Excel (xlsx), or JSON file. If a term ID in the file already exists, that term is updated. Otherwise, a new term is created. Entries with an empty name for a language are skipped, so you can update only specific languages. If a group with the group ID exists, the term is placed in that group. Otherwise, the term is placed in the group with the same group name, and if there is no such group either, the term is not placed in any group. Terms in term groups you do not have access permissions for are skipped; they are not updated or placed in those groups.