Glossary

Learn how to set up, import and export your project’s termbase.

Ilya Krukowski avatar
Written by Ilya Krukowski
Updated over a week ago

This feature is available starting from the Essential plan and above.

Use a glossary to keep project translations consistent. Any contributor can add terms to the project glossary. If a term is used in the source language translation, it will automatically show up in the editor's inline suggestion box.

Index

Getting started

To get started, open your project and proceed to the Glossary page by clicking the corresponding menu item:

You'll see an invitation to add new entries:

If your glossary already contains some terms, you'll see a different screen:

Here you can filter, sort, and search your entries as well as add new entries and perform other actions.

Let's start by adding a new entry.

Adding glossary entries

Press the Add term button to add a new entry to the glossary:

On the General tab you can provide the following data:

  • Term — the term that you would like to add to your glossary.

  • General description — optional explanation of your term that will be visible to the translators. This description will be shown if description for the source (base) language is not provided.

  • Non-translatable — whether the term should be translatable. Some acronyms like "PNG" or "HTML" are non-translatable whereas terms like "browser" or "website" have to be translated.

  • Case-sensitive — whether your term is case-sensitive. For example, acronyms like PNG or BMP can be marked as case-sensitive.

  • Forbidden — enable this option if the current term must not be used in translations.

  • Tags — add up to three tags to your glossary entry. You can choose existing tags or create new ones.

Next, proceed to the Translations and descriptions tab:

Here you can translate your term into the project languages and (optionally) provide translated descriptions. Translation descriptions will be displayed alongside general term (or source language) description for the matching terms. Note that the Translations and descriptions tab will not be accessible if you've set the Translatable option to Off.

Please note that it is not mandatory to provide translations for the term before adding it to the glossary.

Extract terms

Keeping translations consistent across the whole project is always important. Using the Extract terms feature allows you to automatically extract the terms repeated a certain number of times and add them to the glossary.

To get started, click More > Extract terms on the Glossary page:

You'll be presented with the following dialog:

  • Min. word occurrence — words which appear at least this many times will be extracted.

  • Min. word length — words which are at least this long will be extracted

  • Ignore words containing numbers — if this option is checked, words which include numbers will be ignored and won't be extracted.

Once you are ready, click Extract. All found words will be added to the glossary as regular terms.

Managing glossary entries

After a new term is added, it will appear on the Glossary page.

Here you can see:

  • The actual term ("router").

  • Its general description ("Network device").

  • What languages this term was translated into (French and Russian).

  • Tags ("network").

  • Who has added this term and when (Jan 5, 2023, added by Ilya).

  • Also you can delete the term or find all the keys containing this term in the current project (See in project menu item).

You can switch between the grid and the list view using these controls in the top menu:

Use the search bar to find a specific term (you can enable or disable case sensitive search):

Filter and sort your glossary entries using the corresponding dropdowns:

Finally, you can delete all glossary entries by clicking More > Delete all:

Downloading and uploading terms in CSV format

You can export all glossary entries and their translation to your PC in CSV format by clicking More > Download CSV button on the Glossary page:

The terms can also be imported to the glossary from the CSV file by clicking More > Upload CSV button.

When preparing a CSV file to upload, please follow the following rules:

  • Semicolons ; should be used as separators.

  • The file has to contain a header row.

  • The first column in your file should be term.

  • The second column is description.

  • The third column is casesensitive which can be either true or false (or yes / no).

  • The fourth column is translatable which can be either true or false (or yes / no).

  • The fifth column is forbidden which can be either true or false (or yes / no).

  • The sixth column is tags. It contains a comma-separated list of tags, or it can be empty.

  • The next column has to be named after the language ISO code as defined in your project (e.g. ru or de_DE). This column contains a term definition in the respective language, or it can be empty.

  • Then, the next column should be named LANG_ISO_description where LANG_ISO is the locale code as defined in your project (for example, fr_description). This column contains term description in the respective language, or it can be empty.

Here is an example of a valid .csv file:

When you are uploading a CSV file with glossary entries, all existing entries with the same terms will be updated. However, if the one or more languages are skipped in your CSV file, then the corresponding translations and descriptions will be left intact.

For example, suppose you have a glossary term "router" with translations and descriptions in French and Arabic. Next, you upload a CSV file with the updated French translation for the term "router". However, your file does not provide any data for the Arabic language. In this case French translation will be updated in your glossary, whereas Arabic translation and description will be left intact.

Using glossary entries

Every detected term will be shown in the translation editor:

You'll see the actual term, its general description in the base language (English in the example above), its translation, and its description in the target language (if present). Also you can see who added this term and when, as well as the tag attached to this entry (some entries may have no tags).

Click on the term to add it to the translation editor box.

Stemming of glossary terms

We use stemming to automatically match glossary terms to different word forms. Stemming is the process of reducing a word to its stem that affixes to suffixes and prefixes or to the roots of words known as "lemmas".

This means that we will match similar forms of words based on their root form.

Example: If you have a term Change in your Glossary, we will automatically match it to the following words in the text: change, changing, changes, changed, changer.

Stemming is supported only in the following languages: Catalan, Danish, Dutch, English, Finnish, French, German, Italian, Norwegian, Portuguese, Romanian, Russian, Spanish, Swedish for now.

When creating a glossary term, you can also manually separate terms with a comma to define word forms, e.g. "account,accounts,accounted". In this case automatic stemming will not be applied and we will match text to one of the forms that is manually provided in the glossary term.

Glossary terms and spelling checks

Terms added to the Glossary are exempt from built-in spelling and grammar checks. Below are a couple of real-life examples.

Case 1

  1. Glossary term is added first

  2. New translation is added later and matches the glossary term

Outcome: Translation is not highlighted with spell-checker.

Case 2

  1. Translation already exists in the project

  2. New glossary term is added and does not match the translation

  3. Translation is updated and now matches the glossary term

Outcome: Translation is not highlighted with spell-checker.

Case 3

  1. Translation already exists in the project

  2. Translation is underlined with spell-checker in red.

  3. Glossary term is added and matches the translation

Outcome: Translation is still highlighted until it’s hovered over.

Key tags and glossary entries

Glossary entries are displayed for the key tags as well. Suppose you have a translation key with the "API" tag. Then you create a new glossary entry:

Then you start translating the key with the "API" tag:

The glossary entry is displayed for the assigned tag! Note that this glossary suggestion has a special "label" icon meaning that it is related to the tag, not to the actual key value.

Also please note that the tags are case-sensitive. In other words, if your tag is named "api", the "API" glossary entry won't be displayed.

Shared glossary

The Shared glossary feature is available from the Pro plan and above.

You can share the glossary to make it available for other projects within the team. To setup glossary options, proceed to More > Settings:

There are three available options:

  • Keep the glossary private for this project — the glossary is private and cannot be used in any other projects (this is the default option). Note that a single project can have only one glossary.

  • The glossary is shared and may be used in other projects — other projects can utilize terms from this project's glossary.

  • Use a shared glossary from project — the current project should use a shared glossary from another project. In order to use this option some other project within the team should have The glossary is shared option enabled.

The shared glossary can be modified in any project: specifically, you can edit the existing terms and add new ones. The changes will immediately take effect on all other projects in the team that utilize the same glossary. Please note that certain actions can only be performed in the original glossary: for instance, terms deletion.

Glossary permissions

Role

Glossary type

Accessed from

Create term

Read terms

Contributor

Regular

N/A

yes

yes

Manager

Regular

N/A

yes

yes

Contributor

Shared

Original project

yes

yes

Manager

Shared

Original project

yes

yes

Contributor

Shared

Linked project

yes

yes

Manager

Shared

Linked project

yes

yes

Role

Glossary type

Accessed from

Update term

Delete term

CSV download

Contributor

Regular

N/A

yes

no

yes

Manager

Regular

N/A

yes

yes

yes

Contributor

Shared

Original project

yes

no

yes

Manager

Shared

Original project

yes

yes

yes

Contributor

Shared

Linked project

yes

no

yes

Manager

Shared

Linked project

yes

no

yes

Role

Glossary type

Accessed from

Delete all terms

Extract terms

CSV upload

Contributor

Regular

N/A

no

no

no

Manager

Regular

N/A

yes

yes

yes

Contributor

Shared

Original project

no

no

no

Manager

Shared

Original project

yes

yes

yes

Contributor

Shared

Linked project

no

no

no

Manager

Shared

Linked project

no

no

no

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