Importing new terms in XTM Cloud to create or update a customer termbase
You can use this procedure to import NEW terms in XTM Cloud and in this way:
create a customer termbase.
add new terms to an existing customer termbase.
Important
Images illustrating a Concept cannot be imported!
Prepare a file containing new terms in one of the following file formats:
XLS.XLSX.TBX1.0 – For details, see Systems to manage terminology, knowledge, and content - TermBase eXchange (TBX).MTF.
Ensure that the source file contains:
a list of terms in the source language.
term equivalents in one or multiple target languages.
Important
Columns with terminology translations require UTF-8 language code headers.
Note
Other term fields are optional.
You can include the relevant XTM Cloud term statuses in the import file. These statuses are:
VALID – Term has been checked and approved. In XTM Workbench, it is marked with a green font.
REJECTED – Term has been checked and then rejected because it is not to be used. In XTM Workbench, it is marked with a red font.
FORBIDDEN – Term has been checked and must not be used by Linguists. In XTM Workbench, it is marked with a red font.
NOT_APPROVED – Term has not yet been checked and approved.
Alternatively, you can use the Status dropdown, in XTM Cloud, in the Terminology > Import tab screen to select the same status for all imported terms.
To import user information into XTM Cloud ensure that the following point apply during the terminology import:
the user data in the import file corresponds to an existing user and username in XTM Cloud.
the relevant user has the Terminologist role and access rights for importing terminology, in XTM Cloud.
Note
If either of these two conditions is not met, the terminology import will be successful, but the user data will either be skipped or replaced by the details of the user who has actually performed the import.
To import specific custom field(s) during the
TBX,XLSorXLSXfile import, ensure that the field name(s) and options in the import file are identical to the ones created by your XTM Cloud Administrator. For details, see Data – Custom fields – Terminology custom fields.Note
If custom fields are different, the terminology import will be successful, but the relevant custom field metadata will not be imported.
Once you have finished preparing the terminology import file, save it on your local drive. Then perform the next step, in which you will upload your file to XTM Cloud.
Import the relevant terminology file. To do so, in XTM Cloud:
Select the Terminology tab.
If one or more customers in your XTM Cloud instance have an external terminology management tool such as TermWeb selected as their default: in the Choose terminology engine dropdown, select XTM terminology > All customers. Then, select the Open terminology button.
In the Terminology tab screen, select the Import tab.
In the Terminology > Import tab screen:
select the customer for which you want to import terminology. To do, use the Customer dropdown. Once you select the relevant customer, further terminology import settings are active and you can follow the next steps.
select the Source file that you want to use for the terminology upload. To do so, select the Choose file button. Then, browse in your files to select the relevant one.
to add new concepts in order to create or update a customer termbase, clear the Use term and concept IDs from the import file checkbox. To learn how to add translation to existing concept, see Updating an existing customer terminology using terminology import.
select the relevant option, in the Status dropdown:
Import and set as forbidden where missing – to set the status to Forbidden for these terms whose status is not specified.
Import and set as not approved where missing – to set the status to Not approved for these terms whose status is not specified.
Import and set as rejected where missing – to set the status to Rejected for these terms whose status is not specified.
Import and set as valid where missing (default) – to set the status to Valid for these terms whose status is not specified.
Set as forbidden – to set the status for all imported terms to Forbidden.
Set as not approved – to set the status for all imported terms to Not approved.
Set as rejected – to set the status for all imported terms to Rejected.
Set as valid – to set the status for all imported terms to Valid.
if necessary, tag terminology lists during the import to improve terminology categorization. To do so, select the Set tags checkbox and then the Choose button. In the Tags popup, select the relevant tags and the Apply button, in the bottom right-hand corner of the popup.
Note
Tags are created by your XTM Cloud Administrator. For details, see Data — Tags — Tags.
In the bottom left-hand corner of the terminology import form, select:
the Import button to import the relevant file, with the relevant settings, to the selected customer's termbase.
the Reset button to clear your settings.
Result: XTM Cloud imports the relevant terminology file. The import is saved in the table, at the bottom of the Terminology > Import tab screen. In the Status column, on the right-hand side of the screen you see:
Success – if the import has been successful.
Error – if the import has NOT been successful. Select the Error label to see what the error was and download the file containing terms which could not be uploaded.