1. Glossary Branding

Branding Smart Terms: You can customize the top area of the glossary by adding a custom glossary title, glossary logo, and the announcement.

There are two levels of branding configuration: 

A space name indication is added to the glossary title.

When the glossary is global or deactivated, a special icon is displayed to the right of the title.

2. Filtering terms

Terms count

The number of all the terms displayed in the list.

Sort terms

Sort terms by title, creation date or modification date.

Search terms

A real-time search for terms in the current glossary.

2 filtering options are possible: 

  1. Search in All: the below data is indexed: 
  • Titles
  • Definitions
  • Related vocabulary and labels

     2. Search in Titles: only title data is indexed

Relation filter

 Smart Terms allows filtering terms using relation descriptions.

Labels filter

Smart Terms allows filtering terms using Confluence labels.

Related Vocabulary

Smart Terms allows filtering Terms by selecting one or more of the related vocabulary types.

Contributors

Filter terms using the term's contributor name. 

Space name

Filter terms according to the spaces that they belong to. 

Glossary language

Switch and view terms in different preselected languages.

Only terms with an available translation in the selected language are displayed.

3. New term

Displays the Term creation form. (Check the roles matrix for more details about term creation's permissions)

4. Actions

Actions display depending on the user's rights. Check the Roles matrix for more details. 

Import terms

Displays the import terms form to create/update terms in bulk mode from an external file.

Select a data file to automatically import terms into the current glossary. You can upload an Excel or a CSV file.

Term title and definition are 2 important and mandatory fields to properly upload an Excel and CSV file below:

The fields of terms import templates downloaded from the import assistant in space glossaries match the app configuration.

Files with extra or missing columns can still be imported successfully.

Import related terms

In order to import related terms, follow the below instructions:

  1. Define the relation in Smart Terms configuration
  2. Use the following format in the relatedTerms column: 
Related terms import format

'{"Relation":{"Outward Description":["Term 1"],"Inward Description":["Term 2","Term 3"]}}'

Example'{"Usage":{"Outward Description":["Continuous Integration"],"Inward Description":["Development Teams","Project managers"]}}'
Parameters

This example uses the following parameters:

  • "Usage" is the "Relation"

  • "Agile Methodology" is the term that the relations are created in

  • "Continuous Integration" is "Term 1"

  • "Development Teams" is "Term 2"

  • "Project managers" is "Term 3"

Make sure that all used related terms in the import template are listed in the import file.

Use default language term titles in the import file when importing related terms.

Import multilanguage glossary

Here are a few instructions to import a multilanguage glossary using the above template:

  1. Always keep the language cell empty for the default language
  2. Use the following language codes to add terms in other selected languages other than the default one ( the same way as shown in the below example) 
Language codeLanguage
da
Dansk
de
Deutsch
et
Eesti
en
English
es
Español
fr
Français
it
Italiano
hu
Magyar
nl
Nederlands
no
Norsk
pl
Polski
pt
Português
ro
Română
sk
Slovenčina
fi
Suomi
sv
Svenska
vie
Tiếng Việt
tr
Türkçe
is
Íslenska
ru
Русский
uk
Українська
th
ภาษาไทย
zh
中文
ja
日本語
ko
한국어

Once you choose a file, two options are suggested: 

  • Update existing terms: If this option is selected, existing terms with the same title will be replaced with the newly imported terms. 
  • Reset existing terms media: if selected, existing term media will be removed. 

A log console allows following the upload progress and reports any encountered errors.

All terms' details, shown in the term editor, can be added using the uploaded file. Import and export of media are only supported for CSV files.

Import terms option is available for space glossaries but not for the global glossary.

Export

Smart Terms allows exporting glossary terms in XLSX, CSV, HTML formats.

Only the displayed terms list can be exported. This is useful when exporting a list of terms with specific labels or a list of terms starting with a particular letter.

You can disable all filters to export all the terms' glossary. 

Delete

This allows deleting all displayed glossary terms. 

Only the displayed terms list is deleted. The same rule of terms export applies. 

5. Alphabetical index 

This allows filtering terms alphabetically like in dictionaries. 

The alphabetic index is auto-structured. When a new term title is added with a new letter, this letter is automatically added to the index list.

6. Terms list      

The list shows the terms when browsing the glossary or searching for terms :

Each term displays:

  • Term title
  • Edit, preview, and delete options (hover to see) (check The roles matrix)
  • An indication icon; when global or deactivated 
  • Media icon: the number of inserted/linked media displays
  • List of related vocabulary
  • Term definition
  • Terms' different languages
  • Labels list
  • Term creator (hover to see)
  • Term space (hover to see): displays only in the global glossary

Smart Terms provides infinite scrolling to go through terms smoothly; the app loads more terms as the user scrolls down.

7. Display modes

Four different glossary display modes:

  • List-display:

 

  • Grid display:

  • Compact list display:

  • Graph display: Display graph maps of related terms