Glossary & Style Guide

The New Smartling Glossary

The Smartling Glossary is a multi-directional termbase, meaning that with this termbase, you can have Projects with different source languages, but only one Glossary is required.
It’s important to note that the source languages of your Smartling Projects should be included in your Glossary languages for use in the CAT Tool.

There is currently no way to add Glossary terms via the CAT Tool.

This article covers:

  1. Important Changes in the New Smartling Glossary
  2. How to access the Smartling Glossary List
  3. Anatomy of the Glossary List
  4. How to access the Smartling Glossary
  5. Anatomy of the Smartling Glossary
  6. How to access the Entry Details
  7. How to create a new Glossary Entry

Important Changes in the New Smartling Glossary

No source language

Historically, the Glossary included one source language and selected target languages. This meant that if your account had multiple source languages, you needed to create a Glossary for each project. This was unintuitive, as a Glossary is associated with your brand, not the languages you translate your content into.

With the idea that there is no one source language, it extends the reach of your Glossaries, as all languages are multi-directional, with any language now being the Focus Language.

Focus Language

The Focus Language is an interchangeable language set as the focal point of the New Smartling Glossary. As there is no main source language for our Glossary, we use the concept of a Focus Language to help you navigate and organize your Glossary. The Focus language will appear as the first column in the Glossary (both in the Smartling dashboard, and in an exported Glossary).

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The Focus Languages can be changed at any time via the View Configuration.

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View Configuration

The New Smartling Glossary now has customizable columns, so you can manage your Glossary in a view that works for you.

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As there is no source language, the Focus Language is completely customizable via the View Configuration. Furthermore, the View Configuration also allows you to choose the additional language columns in the Glossary, (see step 6 of the Anatomy of the Smartling Glossary). The languages selected in the View Configuration influence the terms returned when using the Term and Variant search (see step 1.1 of the Anatomy of the Smartling Glossary).

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Term

A language-specific, singular word or expression that is important to your brand, added in the specific manner in which it should be used in your translations, in that specific language.

Terms are created and managed in a "term card", with a card per language that can contain term variations and example strings, to ensure that you capture all possible linguistic variations of a "main" term.

 

Main Term

The main term can be thought of as the "primary" term in which all the variations derive from. For example, if you add the term "walk" as the main term for the entry, you can also add the variations such as strut and jaunt to the details to capture all variations in the CAT Tool and with translators.

Term details per language are represented with the following attributes:

  • Term: the main term that you would like translators to use
  • Case-sensitive: you can mark your main term as case-sensitive, so that this is adhered to when the term is used in your translations 
  • Exact Match: you can mark the term as exact match so that translators use the term exactly as seen in the Glossary
  • Language Notes: any notes about the style and tone that should be used in this particular language 
  • Term Variations: variations of the term that you would like our CAT Tool to find in your source content, or any variation that you would like us to display when showing Translators suggested translations
  • Custom fields: gives you the ability to add any necessary custom attributes to the term
  • Example strings: displays the latest published string that includes the term as an example of how the term has been previously used in your translations.

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Term Variations

Alternative forms of the main term that are acceptable for linguists to use, should they be better suited for a particular translation.

 

Entry

A collection of terms across all applicable languages, including all details, descriptions and contextual information. Context per entry is represented by:

  • Definition: a short text provided to describe the term to Translators
  • POS (part of speech): the Part of speech to help translators understand the use context in sentences
  • Labels: allows you to group terms across your Glossary, and filter for entries by a specific label.
  • Do Not Translate: a term for a brand or specific use case that you want to consistently use across languages and therefore should not be translated
  • Image: allows you to provide a reference image of how the term is used in your material, site or application
  • Custom fields: gives you the ability to add any necessary custom attributes to the entry

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Images

Images are optional, but powerful contextual information that you can provide with each entry. It's a reference image that linguists can view in the CAT Tool, from the Glossary. Accepted file types are .jpg, .jpeg, .png, and .svg, with a maximum file size of 8 MB.

 

Example Strings

Example strings provide each Glossary term with more real life context. Example strings are the latest Published strings that contain the specific term.

Empower your translators to understand how each term has been used in your content, by enabling Glossary managers or lead linguists to identify and verify different example strings per language.  Glossary managers can also reject specific strings that do not use the terms properly so that we can build up a knowledge database of how you don’t want the term to be used.

Verified example strings will be shown to the Translators during the translation process in the CAT tool, Glossary pop over.

 

Label Management

Glossary Labels can be used to easily group entries that may have a specific purpose (SEO, Marketing, Product), and can be used to filter for those "labelled" entries. Glossary Labels are also visible in the CAT Tool.

 

Do Not Translate (DNT)

DNT, or Do Not Translate, allows you to specify a term for a brand or specific use case that you want to consistently use across languages and therefore should not be translated.

Traditionally, a term was labelled as DNT on the source language level. This meant that the DNT flag was across all languages for a Glossary entry. However, now that there is no source language, the DNT flag is on a term-level, meaning when you create an entry across multiple languages, you can flag individual terms as DNT. When adding a term as DNT, it should be inserted as it should be used in your translations for the selected languages.

 

Archive

You can now archive a Glossary that is no longer in use. Archived Glossaries will no longer be a part of any Linguistic Package, and cannot be used in any translations.

While archiving your Glossary, if the Glossary is currently in use by a Linguistic Package, you will need to specify a replacement Glossary from a list of your active Glossaries. You can have multiple Linguistic Packages that all use the same Glossary.

You must have at least one active Glossary at all times.

Once archived, you can still view a list of all Glossaries by selecting the Show archived Glossaries checkbox from the Glossary list (no.2 below).

 

Access the Smartling Glossary List

Account Owners and Project Managers can access the Glossary by the following steps:

  1. Go to Account Settings
  2. Under Linguistic Packages, click Glossaries.
    • This takes you to the Glossary list where you can view, edit, import, export, and archive Glossaries.

Anatomy of the Glossary List

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  1. Search: find a glossary by inserting a glossary name or description in the field
  2. Show Archived Glossaries checkbox: choose to show or hide archived glossaries by selecting or unselecting this checkbox
  3. Actions: choose to archive or unarchive any selected Glossaries from the list
  4. Bulk-select: select this checkbox to select all Glossaries from the list
  5. Single-select: select any of the checkboxes beside a Glossary to perform an Action on that specific Glossary
  6. Glossary Name and Description column: click the hyperlinked Glossary name to enter the Glossary.
  7. Entries column: the number of entries contained in the Glossary
  8. Languages column: the number of languages contained in the Glossary
  9. Date Modified column: the date the Glossary was last modified and name of the user who performed the modification
  10. Date Created column: the date the Glossary was first created and name of the user who created the Glossary
  11. Ellipses: click to perform an action on an individual Glossary. Actions include:
    1. Edit Details: Edit the Glossary name and Glossary description, and Manage Glossary Custom Fields.
    2. Add Language: add a new language from the list of Smartling's supported languages. Ensure any selected languages have been added to your account.
    3. Remove Language: remove any of the languages already active in the Glossary. Removing a language will permanently delete all Glossary data associated with that language. This action cannot be undone.
    4. Import Glossary: to make bulk changes to the current Glossary, you can upload a revised Glossary Excel or CSV file. For more information, read Import & Export with the New Smartling Glossary.
    5. Export Glossary: to view, edit, and revise a Glossary, export an Excel or CSV file of all entries in selected languages. For more information, read Import & Export with the New Smartling Glossary.
    6. Export Glossary Template: to import a new Glossary, export a blank Glossary Template and proceed to build a Glossary from scratch. By following this template, you will be able to successfully import a new Glossary. For more information, read Import & Export with the New Smartling Glossary.
    7. Archive Glossary: archive the Glossary, so it is no longer available for use. If the Glossary is currently associated with any active Linguistic Packages, you will be asked to select replacement Glossaries for those Linguistic Packages.
  12. Create Glossary button: click here to create a new glossary.
  13. Manage Custom Fields: click here to manage Glossary custom fields.
  14. Manage Labels: click here to add, edit, or delete Glossary Labels.
  15. Sorting: choose to sort the Glossary List view by date modified, date created, or Glossary name
  16. Glossary List Page: use this button to turn to the next page of the Glossary List.  If you have more than 50 Glossaries, additional Glossaries will be found on the next page. 

Access the Smartling Glossary

To enter any of the Glossaries from the Glossary List, click the Glossary name.

Anatomy of the Smartling Glossary

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  1. Search & Filters: use the search and filters to narrow down the list of Glossary entries
    1. Term & variation search: use this field to quickly find a term or any term variations. Terms will be searched for across all terms and term variations for all visible languages, i.e. visible languages are those selected in the View Configuration.
    2. Missing translations: select from the dropdown list of languages to find terms missing translations in that selected language.
    3. Label: easily filter for entries associated with specific labels
    4. Status: show all entries in the Glossary either by: Active, Archive or All Statuses (Active and Archived). Default is set to Active.
  2. Actions: choose to archive, unarchive, import or export any selected entries from the list
  3. Bulk-select: select this checkbox to select all entries from the list
  4. Single-select: select any of the checkboxes beside a Glossary to perform an Action on that specific entry selection
  5. Add an Entry: click here to add a new Glossary Entry
  6. View Configuration: click here to select the Focus Language and Additional Languages Columns.

  7. Sorting: choose to sort the Glossary List view by Focus Language, date modified, or date created.
  8. Glossary Entry List Page: use this button to turn to the next page of the Glossary Entry List.  If you have more than 200 Glossary Entries, additional Entries will be found on the next page. 

Access the Entry Details

To enter any of the entry details from the Glossary Entries list, click the Term.

How to create a new Glossary Entry

To add a new entry, click + Entry and complete the Entry Details dialog.

In the Translations panel, insert the required information about the term:

  1. Select the language of the new term
  2. Enter the main term
  3. Decide if this term should be used with case-sensitivity and as an exact match by linguists
  4. Add any language notes you may have about the term
  5. Insert applicable Glossary Custom Fields, if enabled
  6. Click the + Language button to repeat the process for other languages in your Glossary
  7. To set the main term as DNT for specific languages, follow the steps in How to Create a DNT Term

In the Entry Details panel, give the linguists further contextual information about the entry:

  1. Define the entry
  2. Choose the part of speech it s
  3. Choose a label

How to create a DNT Term

To add a new entry as DNT, click + Entry and complete the Entry Details dialog.

In the DNT panel:

  1. Insert the term, as it should be used in your translations
  2. Decide if this term should be identified by Smartling only with case-sensitivity and as an exact match by linguists
  3. Choose the languages the DNT flag should be applied to

To create a DNT entry for all or multiple languages, you do not have to complete the fields in the Translations or Entry Details panels. Simply complete the fields in the DNT panel, by inserting the term as it should be used in your translations, and selecting the languages it should be used in.

 


Video Tutorial: Exploring The New Smartling Glossary


Timestamps:

1. Introduction:
What is a glossary?
00:13
How does a glossary work in Smartling? 00:48
2. Demo:
Access your glossary list
03:28
Customize your glossary view
04:37
View & edit glossary entries
06:09
Visual context:
06:43
Set DNT (Do Not Translate)
07:14
Add approved translations (Multi-directional translations)
08:01
Term Variations & Language Notes
08:49
Example strings
09:22
Add a new glossary entry
10:04
Custom fields
11:01
Labels
12:53
Edit & import glossary entries in bulk
14:30
Create & import a new glossary
15:49
Archive & unarchive glossary entries
17:42
Archive & unarchive a glossary
18:30

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