This article will explain how to create a Glossary and how to use it in your projects.

1. Creating a Glossary
2. Managing a Glossary
  2.1 Manually adding a term
3. Linking a Glossary to an Organizational Unit (Account Admin)
4. Linking a Glossary to a Project

After logging in to Bureau Works, enter the Glossary drop-down menu and click on Glossaries.

The Glossaries page will open. Here's what you'll see:

1. Add Glossary: allows you to create a new glossary.

2. Search: a search bar to help you find any specific glossary among the ones you'll have. It is possible to search the glossaries by their names, the Organizational Unit they are attached to, or even their Organization.

3. Save/Saved filters: With a filter activated, you can save it in order to expedite performing the same search again in the future. You indicate the name you wish this filter to have, and it will be available to be used again anytime you want. The saved filters can be accessed in the Saved Filters dropdown menu and can also be deleted if needed.

4. Glossaries: Here you'll find your glossaries and their basic information, like their names, their Organization, and their included languages.

1. Creating a Glossary

In order to create a new glossary, you need to fill in some information.

1. Name: Define a name for your glossary.

2. Organization: Inform to which Organization this glossary will pertain.

3. Languages: Select the possible languages that this glossary will encompass.

4. Notes: This field can be used to add any notes about the content or the usage of the glossary.

5. Domain: It is possible to define or create domain metadata, like an organizational category, for your glossaries. This field does not affect the glossary, its terms, or their use or behavior.

6. Subdomain: Like the domain, it is metadata with organizational purposes. This field does not affect the glossary, its terms, or their use or behavior.

7. Custom Attributes: Users will be able to add custom attribute metadata to this field. The custom attribute type can be specified as Text or Boolean.

2. Managing a Glossary

After creating a glossary, it will be possible to manage some information as well as add and edit terms.

1. Reload: Reload the page.

2. Import file: It is possible to add terms to a glossary by importing a .TBX file. This can be done at any time. Please note that importing an existing term will not overwrite it but will actually duplicate the term.

3. Actions: In the Actions dropdown button, there will be additional functions:

A. Edit: Allows editing some fields of the glossary. You'll be able to edit the following fields: name, languages, domain and subdomain metadata, and notes.

B. Export: It is possible to export the glossary and its metadata. It is possible to select which languages will be exported. It is also possible to export the glossary in different formats to better fit your needs: .TBX, .XLSX, .XLS or .CSV.

C. Clear: Delete all concepts from the glossary. This action cannot be reversed.

D. Delete: Delete the glossary, all its concepts, and its settings. This action cannot be reversed.

Let's take a look at the lower portion of the glossary page, where we'll find the existing concepts and where we'll be able to manually insert a new term.

4. Filter: A few characteristics can be used to filter your glossaries. It is possible to search by text, who created it, term status, language, attribute type, attribute name, attribute value, and the latest modified or created dates.

5. Saved filters: It is possible to save a filter setting in order to expedite your search.

6. Add term: It is possible to manually add a term to the glossary. We will detail this button below.

7. Columns: It is possible to specify which language columns should be displayed. This can aid in having a visual overview of search results or specific concepts.

8. Edit/remove term: It is possible to manually edit a term and even delete it. Note that these actions cannot be reversed.

9. Add: It is possible to manually add a term to a concept. We will detail this button below.

2.1 Manually adding a term

It is possible to manually insert terms into a glossary, as previously stated. The glossary will have two possibilities to insert a term: the add term button, where it is possible to choose the language of the term, and the add button, adding a term to a specific language or to a concept that already exists.

Add a new term to your glossary.

1. Language: Choose the language of the term you want to create. Mandatory field.

2. Text: Inform the text of the term. Mandatory field.

3. Status: The status of created terms is always approved.

4. Inform if the term is case-sensitive, if it should be highlighted only when the exact match is found, or even if it is a forbidden term.

5. Concept definition: Write a definition of the term.

6. Usage: Inform how the term should be used.

7. Note: This can be used to write any notes regarding the term.

8. Custom Attributes: Informs your custom attributes.

If you want to add a term to an existing concept, you must click on the "add" button directly in the needed language.

The exact same pop-up window will appear, ready to be filled with the term information. The difference is that the language box will be pre-filled and cannot be changed.

3. Linking a Glossary to an Organizational Unit (Account Admin)

Glossaries are already associated with an Organization due to the fact that it is a required field for their creation. To use a Glossary in a project, it must first be linked with an Organizational Unit.

This configuration provides users with the flexibility to associate a single Organizational Unit with multiple Glossaries.

Upon completing the Glossary creation process, users can seamlessly proceed to the Organizational Unit menu, identify the relevant unit, and then access the Glossary tab to efficiently manage and utilize the created Glossary.

1. Delete/Add: A Glossary can be added or removed.

A pop-up window with the available Glossaries will display. The glossaries shown to be selected are those related to the Organization.

2. Available Glossary: Select one or more available Glossaries

3. Add: Click on add so they can be properly associated.

Following the association of the glossary, you will be able to specify whether they will be set as default or not. This choice will make them the default for new projects and can be modified at any time.

4. Default: When enabled, the glossary is automatically inserted into the project.

4. Linking a Glossary to a Project

When you attach a Glossary to an Organizational Unit, it becomes available to all projects within that Unit.

A Glossary, as previously indicated, can be specified as the default and automatically linked during project creation, or it can be added to a project after it has been created. Open the project and go to the Glossaries tab to manually select a Glossary.

1. Add Glossary: Select a Glossary to be incorporated to the project. Only Glossaries that are already associated with the corresponding Organizational Unit can be selected.

Simply click the garbage button to remove any previously linked Glossary.

After connecting your Glossaries to the projects, remember to check the project translation settings to validate the pre-translation settings. You can read more about it here.

If any questions were not answered in this article, please don't hesitate to contact our support team at help@bureauworks.com.