Adding glossary terms

Updated
  • Updated on Feb 17, 2025
  • 5 minute(s) read
  • Janeera D A
  • Charulatha Ravichandran
  • Pradeep Srinivasan
Professional
Business
Enterprise






In Document360, you can easily add glossary terms at any time, making it a quick process that takes just a few seconds.

Adding a glossary term

  1. Log in to the Knowledge base portal and navigate to your project.

  2. Select the Documentation tab and click on Content tools from the left navigation list pane.

  3. Navigate to Content tools> Content reuse > Glossary. Here, you’ll see a list of existing glossary terms (if any have been added).

  4. Click Create to create a new glossary term.

    Alternatively, click the dropdown to import terms as a CSV file. For detailed instructions on importing terms, refer to Import Glossary Terms.

  5. Enter the desired term in the provided field.

    When adding a glossary term, you will encounter four fields: Name, Language, Term, and Content.

    1. Name:

      • This field allows you to give a specific name to the glossary term, which will be used for reference.

      • The character limit for the Name is 100 characters.

    2. Language:

      • Choose the appropriate language for the glossary term from the dropdown menu.

      • If you select a language other than Global, the option to translate the term into other languages will be enabled.

    3. Term:

      • This field is where you enter the actual term or phrase you want to define.

      • The character limit for the Term is also 100 characters including spaces. Acceptable inputs include letters, numbers, spaces, and special characters such as () - _ & : ; ? / . , [ ] @ # ! *.

    4. Content:

      • In this field, you can provide a detailed definition or explanation of the term.

      • The character limit for the Content is 500 characters.

    NOTE

    When translating a term into another language, you can use the name for reference across all languages.

  1. Once completed, click Create glossary to finalize the addition.

    NOTE

    When translating an article into other languages, machine translation credits are consumed based on the number of characters.

Formatting options

Basic text formatting options include:

  • Bold

  • Italic

  • Underline

  • Strikethrough

You can also access additional formatting features, such as:

  • Font size

  • Font family

  • Text color

  • Background color

  • Subscript and superscript

  • Clear formatting

For item lists, you can use Ordered list and Unordered list options.

To insert images, use the Insert image feature to upload from a URL, local storage, or Drive. You can also view the snippet in Code view (HTML) and switch back to Editor view as needed.

NOTE

If a glossary term is added under "All," it cannot be added at the language-specific level. For example, if you want to define "TXT record" in multiple languages, create a glossary term in English and translate it to other languages. Use the Name field to identify the term across all languages. A term designated as Global cannot be language-specific.

For a better understanding of how a business glossary can help your Knowledge base, read our blog: Importance of business glossary in knowledge management.

Importing glossary terms

You can also effortlessly import multiple glossary terms using the Import glossary option. Before importing, you need to prepare a CSV file with glossary terms and their corresponding definitions.

Import glossary template

You can create a CSV file matching the required template or download a sample to populate your data.

Sample CSV format

Term

Definition

First term

First term definition

Second term

Second term definition

Third term

Third term definition

Download sample CSV file

You can download one of the following templates for local use:

  • With data - Includes sample terms and definitions.

Import glossary - With data
761 Byte

  • Without data - Contains only row headers.

Import glossary - Without data
20 Byte

NOTE

Use software like Microsoft Excel, OpenOffice Calc, or Google Docs to open and edit the CSV file.

Importing glossary terms using the CSV file

Once your CSV is ready, upload it to the platform and start using the glossary terms in your articles and category pages.

  1. Navigate to Content tools > Content reuse > Glossary in the Knowledge Base portal.

  2. Click Create > Import terms, and the import popup will appear.

  3. Drag and drop the CSV file or use the Upload option to select the file from your device.

    Wait a few seconds for validation. The system will display the number of valid and invalid terms.

    If any terms are invalid, click Download next to the error count to review the errors, such as "Already associated term" or "Definition exceeds 500 characters."

  4. Click Import, and the newly added terms will appear in the Glossary overview.

This feature streamlines the glossary management process, saving you time when handling large sets of terms and definitions.

Troubleshooting

CSV upload error

If you encounter an error message like "Please make sure the CSV follows the sample template" when uploading a glossary CSV file, it may be due to the language settings in your Excel application.

Cause: The headers in the template file may have been altered if your Excel language is set to anything other than English. The system cannot detect modified headers, leading to upload failure.

Resolution: Follow these simple steps to fix the problem:

  • Check and change Excel regional settings (Office 365 Web Application)

  1. Open the glossary CSV template in Excel.

  2. If you are using Excel in Office365 (Web Application):

    1. Go to File > Options > Regional Settings in Excel.

    2. In the Change Regional Format Settings pop-up, select English (United Kingdom) from the dropdown in the Select your preferred regional format for Excel for the web field.

  • Change regional format in Windows:

  1. Open Settings in Windows.

  2. Navigate to Time & Language > Language & Region.

  3. Change the regional format to English (United Kingdom).

    Once done,

  4. Close and reopen the glossary CSV template in Excel.

  5. Ensure the headers match the sample template exactly.

  6. Save the file again to ensure the correct headers remain intact.

  7. Retry uploading the CSV file.

If the issue persists after following these steps, please contact the Document360 support team for further assistance: Contact Document360 Support

FAQs

Can I add images to the glossary while importing glossary terms from a CSV file?

Only web images can be imported through definitions. Use the tag <img src="Image_URL"/> in your definition cell to add images.

For example, to include an image for "JSON Web Token," add the definition in the CSV as: JSON Web Token <img src="https://jwt.io/img/logo-asset.svg"/>

Imported images are stored in the Glossary folder in My Drive > Images > Glossary.

How do I add a hyperlink inside a glossary?

You can embed a hyperlink within a glossary definition using HTML tags in the Code view of the Glossary editor.

Example: If you want to hyperlink the word "Google" to google.com in the glossary definition, follow these steps:

  1. Navigate to the desired glossary and click Edit ().

  2. In the editor section, click the Code view () icon.

  3. Add the hyperlink in HTML format as shown below.

<p><a href="https://google.com/">Google</a></p>

  1. Click Update to save your changes.

Now, when users hover over this glossary term on the Knowledge base site, they can click "Google" to navigate to google.com.

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