Glossary Entry Suggestions allow linguists and other team members to propose new glossary entries, which must be reviewed and approved before becoming official glossary terms.
Suggested entries are created with a special "suggested" status and remain pending until approved. Once approved, they become active glossary terms and are automatically integrated into Quality Checks and other glossary-related features.
Glossary Entry Suggestions are available for all Smartling users with access to the CAT Tool and do not need to be enabled manually.
Tip: If you prefer watching over reading, join our Smartling Community for a video walk-through.
Glossary Entry Suggestions vs. configurable glossary permissions
Smartling's configurable glossary permissions allow linguists and agencies to add new terms directly to your glossary. The permission to "Add, Edit, Remove Glossary Terms and Associated Blocklist Terms" enables your team to immediately create a new entry in your glossary, without any review by an Account Owner or Project Manager. The new entry is automatically part of your active glossary, which may on occasion lead to unwanted or incorrect entries.
Glossary Entry Suggestions help prevent this by introducing an approval process. Glossary Entry Suggestions also allow more of your team members to participate in creating an updated and comprehensive glossary, as this feature is automatically available to all users working on your content in Smartling's CAT Tool.
Note: If an Agency Owner, Translation Resource or Translation Resource Manager has been given permission to add, edit and remove glossary terms, this permission will remain active. The user will have the option to either file a glossary entry suggestion, or add entries directly without any review process.
Adding a glossary entry suggestion
Glossary entry suggestions can be added by anyone who has access to work on your content in the CAT Tool, regardless of their user role. The feature is available for all members of your Smartling team.
To add a new glossary entry suggestion:
- In the CAT Tool, highlight the suggested term in the source text or in the translation.
- Click "Add Glossary Entry" from the toolbar, or use the keyboard shortcut to "Add Glossary Entry".
- After filling in all entry details, select the glossary that the suggested entry should be added to.
- Click the checkbox “Mark as a suggestion”.
If a user doesn't have permission to add glossary terms directly, this checkbox is already pre-selected and cannot be unticked. - Save the suggestion to confirm.
Viewing glossary entry suggestions
As an Account Owner or Project Manager, you can view glossary entry suggestions by accessing your glossary from your Account Settings > Linguistic Assets > Glossaries.
By default, your glossary is only filtered for direct glossary entries (which were added manually or via file import by a Project Manager or Account Owner). You can clear the “Show direct entries” filter to view both direct and suggested entries.
For easy visual identification, glossary entry suggestions are displayed in an italic font.
Example:
Filtering for suggested entries
The filter "Suggested Entries" allow you to filter for, or filter out glossary entry suggestions:
- Show pending suggestions: This option displays glossary entry suggestions which have not been approved yet.
- Show approved suggestions: This option displays glossary entry suggestions which have already been approved by a Project Manager or Account Owner.
- Show pending and approved suggestions: This option displays all glossary entry suggestions, regardless of whether they have been approved or not.
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Show direct entries: If this filter is applied, you will see only entries that were added directly by a Project Manager or Account Owner (either manually or via file import), or by a linguist or agency with the permission to "Add, Edit, Remove Glossary Terms and Associated Blocklist Terms".
Reviewing glossary entry suggestions
As an Account Owner or Project Manager, you can review the suggested entries on a regular basis.
- From your Account Settings, navigate to your Linguistic Assets.
- From the left-hand menu, access your Glossaries and click into the glossary you would like to review.
- Use the "Suggested Entries" filter to "Show pending suggestions".
These are glossary entry suggestions that have not been reviewed yet and have not been added to your active glossary yet. - Click into the entry to view all suggested details, as well as the name of the team member who submitted it.
Approving suggested glossary entries
To add suggested entries to your active glossary:
- As an Account Owner or Project Manager, filter for pending suggestions as described above.
- Select the entry/entries that you would like to approve.
- From the Actions menu, select the option "Approve Suggested".
- In the confirmation dialog, click "Approve".
Once approved, the entry is now part of your active glossary. The approved entry is now visible to human linguists, and, once confirmed, MT-compatible entries can be used for Glossary Term Insertion in machine and LLM translations.
Identifying approved suggestions
Once a suggestion has been approved, you can find it in your glossary by using the filter "Suggested Entries" and selecting the option “Show approved suggestions”.
We recommend adding translated terms for all locales if applicable, and/or providing further details, such as the part of speech and a definition.
Archiving or deleting unwanted suggestions
If there are any suggestions you don’t want to add to your active glossary, you can archive them, or even delete them permanently:
- Select the entry/entries you would like to reject.
- From the Actions menu:
- Select the option "Archive" if you would like to be able to view and unarchive the suggestion later.
- Select the option "Delete" to permanently remove the suggested entry.
Email notifications for new glossary entry suggestions
Optional email notifications allow Project Managers and Account Owners to be notified once a glossary entry suggestion has been submitted.
Info: Glossary Entry Suggestions notifications are disabled by default, but can be enabled from your Notification settings.
Best practices
To avoid duplicates or missing information in your glossary, we recommend following these best practices.
Check for duplicate entries
Before approving a suggested entry and adding it to your active glossary, we recommend checking for duplicates:
- Enter the suggested term in the "Term and Variation Search" field.
- Remove the "Suggested Entries" filter.
If any duplicates are already in your glossary, either consider consolidating them into a single entry, or provide additional information, for example the part of speech, to distinguish homonyms from one another.
Add terms for all languages
Each linguist can only suggest the term details for their own target locale. Unless the suggested entry should remain untranslated and is marked as "Do Not Translate", you may want to complete the terms for all other languages, or request a translation into any missing locales.
Adding a translation for all missing languages ensures that the correct terminology will be available for all locales.
Info: The translation of an entry can only be requested once the suggestion has been approved and is part of the active glossary.