Glossary User Guide - Version 4.0
New Features
Space Import Glossary
Using this new feature, you will have the possibility to import your old data from CSV or Excel files (Screenshot 1).
This option is available within Glossary Space configuration (Space tools > Apps > Glossary > Import menu)
Using the space configuration, the space administrator will have the possibility to create new glossary ( if the space hasn't already a glossary ).
The space administrator can create new terms, update old ones via simple import configuration steps.
Sreenshot 1 : Space Import Glossary
STEPS TO IMPORT CONTENT
Glossary import panel can be visible to users with space administration permissions
How it works ??
To access this panel you need to click on "Space tools" button >> "Add-ons" option >> "Glossary" tab.
Step1 : Select import file
Import can be done based on two files format:
Import via CSV file
Sreenshot 2 : Import CSV file
You can import your glossary content from a CSV file, and choose the right configuration (Screenshot 2) .
In order to successfully import your data, you have to respect & follow these rules :
- The file format should be CSV (*.csv).
- After selecting your file you have to wait until the success upload message appears.
- The file encoding must be "UTF-8". If you don't know how to change the encoding of your file, please visit this link.
- Your file should have at least one separator and at most two separators.
- You can choose whatever separator you like.
- If you're using one separator in your file, you have to write it in both separators fields to fill.
- You can visit this link to understand what lines in your file will be accepted.
- Choose import policy as explained below
Import EXCEL file
Sreenshot 3 : Import EXCEL file
You can import your glossary content from an Excel file, and choose the right configuration (Screenshot 3).
In order to successfully import your data, you have to respect these rules :
- The file format should be Excel (*.xlsx).
- After choosing your file you have to wait until the success message upload appears.
- The file encoding must be "UTF-8". If you don't know how to change the encoding of your file, visit this link.
- You can visit this link to know what lines in your file will be accepted.
- You have to choose how the system will deal with existent terms in your glossary ( leave the old one, re-write the term with the new data or update only synonym, abbreviation and labels).
- Choose import policy as explained below
You have to choose how the system will deal with existent terms in your glossary ( leave the old one, re-write the term with the new data or update only synonym, abbreviation and labels)
Strategy | Term in Glossary | Term in File |
---|---|---|
Keep the existent term | Won't change | Ignored |
Replace the term | Replaced with the term from the file | Saved |
Keep the existent term and add the synonyms, abbreviations and labels | Updated: Add/Replace only synonyms, abbreviations and labels | Get only synonyms, abbreviations and labels |
Step2 : Mapping the first line of your file
After choosing the file to be imported and choose the right configuration, You need to proceed to file content mapping.
First line of the file will be used to map the term elements (title, definition, date of creation, synonym, abbreviation and label ).
Based on elements existing in file, mapping will be done as displayed in screenshot 4
There are some rules that you have to follow :
- You must choose one and only one title.
- You must choose one and only one definition.
- The other fields are not obligatory.
- you can choose multiple labels, synonyms and/or labels.
Sreenshot 4 : Map Terms
After mapping the fields, the result of your map will be displayed (Screenshot 5).
Sreenshot 5 : Map Terms Result
Progressive add of the terms
The system will start to add progressively the new ones to your glossary (Screenshot 6).
Sreenshot 6 : Progressibe add Terms
Error Consulting after import
After finishing the process of adding the terms, you can consult the list of declined lines and the cause of this fails (Screenshot 7).
This list of errors can be exported as a PDF file.
Sreenshot 7 : Error Consulting
Import Statistics
At the end of the import process, you can consult the result via an significant table (Screenshot 8).
Sreenshot 8 : Import Statistiques
Also, you can see some or all the results in a well displayed charts (Screenshot 9).
The table and the chart can be downloaded as a PDF file.
Charts and Table element are explained as follow:
Elements | Meaning |
---|---|
Terms to be imported | the number of terms in the file that starts with the same letter. |
Old state of glossary | the number of terms in the glossary before the import. |
Terms imported | the number of terms that have been imported from the file. |
Terms not imported | the number of the terms that haven't been imported from the file. |
Terms already exist in the glossary | the number of terms that have been found in glossary and treated with the adequate option. |
New state of glossary | the number of the terms in the letter after the import. |
Sreenshot 9 : Glossary Import Chart
Global Import Glossary
Similar to the previous feature and using the same logic of import, this one let you import your glossary content in an existent space or in a new space that you create.
Confluence administration permissions are required to use this feature.
To access this panel, navigate to apps listing > Glossary add-on > button "Configure" as displayed below:
This feature provides you with the possibility to choose an existent space to import the content of your glossary (Screenshot 10).
Sreenshot 10 : Select Space
Or create a new space and import your data in it (Screenshot 11).
Sreenshot 11 : Create new Space
Advanced Glossary Search
This is one of our new major features, it provides the user with the ability of searching for terms using one or multiple criteria :
- By title of the term, by space, by spaces, by date, by synonyms, by labels, by creator, by abbreviation.
The result appears immediately paginated and sorted with the order that you have chosen (Screenshot 12).
Sreenshot 12 : Advanced Glossary search
Through this feature, the user can export the result of his search as PDF file or as an Excel file. The properties of the search feature are explained in the table below.
Criteria | choose option type | choose option | number of chosen element |
---|---|---|---|
Order By | select |
| one |
In the space | input / select |
| multiple |
By Synonym(s) | input / select |
| multiple |
By Abbreviation(s) | input / select |
| multiple |
input / select |
| multiple | |
By Creator | input / select |
| multiple |
By Date | select |
| one |
Result and pagination
The result of the search is divided into pages. Each page contains 10 terms.
The terms are ordered by the order that you have chosen in" order by" input.
To navigate between pages, you can use the pagination in bottom of the page(Screenshot 13).
Sreenshot 13 : Advanced Search Pagination
Export Glossary
This is our last new feature for this version.
Export can be used on three levels: In Letter page, in Glossary by space, in Advanced search panel.
Export Glossary space content
Through this one, Glossary users can export the content of Glossary in space (Screenshot 14),
Sreenshot 14 : Export the hole Glossary
Export Glossary Letter
Export only letter content (Screenshot 15)
Sreenshot 15 : Export Letter content
Export custom Glossary search
Export Glossary content from search panel (Screenshot 16).
Sreenshot 16 : Export search result
The user can choose what elements ( one, some, all ) of the term that he wants to export: title, definition, creator, date, synonyms, abbreviations, labels (Screenshot 17).
Sreenshot 17 : Export choses
the user also can choose what is the type of file that he wants to export to: PDF file or an Excel file (Screenshot 18-19). with the PDF type, the user can export the pictures contained in the definition (if there is).
Sreenshot 18 : Export EXCEL file
Sreenshot 19 : Export CSV file
Improvements
Global Search
- Performance : We have update the our search alghorithm to improve the its performance.
- Number of result : we have add the number of terms that have been found.
Permisson
- Search : the result of the search is basing on the activation of the space and the permission that the user has in the space.
- Highlight : all highlight option will show only from the spaces that has been activated and the user has the view permisson