Best Practices for Importing a Terminology

Introduction

The purpose of this article is to help you to prepare a terminology file for import into XTM Cloud. It is split into two sections in which different types of files commonly used are described.

It is important to remember that importing terminology into an existing terminology base will not update that terminology base. If you want to update criteria for existing terms, you need to either do so directly in the XTM Cloud UI, or do so by exporting a terminology file, changing the terms in the file, deleting the terminology that you just exported from the UI and importing the changed file again. 

If you need to learn about how to import XTM terminology, before reading this article, we recommend that you read this article: How to import terminology into XTM Cloud.

If you need to learn about how to import XTM terminology, before reading this article, we recommend that you read this article: How to import terminology into XTM Cloud.


Specifics

Importing an Excel file

When an Excel file is used to import terminology, the first column always contains the language into which you are importing the terminology. It is also a concept column to which you add other translations. 

It is important to note that the language codes must be added correctly. To help you do this, refer to the supported language codes list

You can include the custom fields in your terminology import. Any custom fields you specify must be present in the XTM Cloud UI before the import. To quickly check if such a field is present, click the cogwheel in the Term details section in the Terminology tab screen:

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Custom fields in the file must be located on the left-hand side of a particular language, except for these concept-related custom fields: domain, definition, and reference. They must be added on the far right (where the languages list ends). 

abbreviation, remarks, Part of Speech, context, and notes custom fields are placed on the right-hand side of the language (these can be both concept and term-mapped custom fields). The default custom fields in the file should be written in small letters (the only exception here is Part of Speech).

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You can also create and add your own custom fields. However, remember that custom field names in XTM Cloud must be the same as in the file (apart from the default ones mentioned above). 

Importing a TBX file

The TBX file is structurally different to the Excel file. It can be edited in, for instance, Notepad++. All the concept-related custom fields are on the top of a term. The term-related custom fields are underneath the term, contained in the <termGrp> element.

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Also note that the <descrip type="domain">Marketing</descrip> element is mapped to the concept, whereas all custom fields mapped to the term have the following element: <termNote type="context">asefagr</term.

It is important to remember, that for a custom field to be present in the TBX file, it must have a TBX name. To specify it, select Configuration → Data → Custom fields → Terminology custom fields:

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Good to know!

If you export terminology with custom fields, these files cannot be empty in the XTM Cloud UI, otherwise, they will not be exported.

Additionally, the Domain field is a standard custom field that cannot be changed or deleted in the XTM Cloud UI. The only way to add a new domain field is via import.