XTM Cloud 13.8

Export the relevant Customer's latest termbase (including IDs). To do, in XTM Cloud:

1. Select the Terminology tab.

   1. 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.

2. In the Terminology tab screen, select the Export tab.

3. In the Terminology > Export tab screen:

   1. select the Customer whose termbase you want to update.

   2. if necessary, use the Language dropdown to select the relevant terminology language.

   3. if necessary, select the relevant options for the Status, Translation language and Phrase settings.

   4. on the right-hand side of the screen, select the Export button.

      Result: The Export popup is displayed.

4. In the Export popup:

   1. select the relevant export file type:

      • XLS.

      • XLSX.

        Important

        It is not possible to export term or concept IDs to the TBX 1.0 or MTF file format.

   2. select the Include term and concept IDs checkbox.

      Important

      If you do not select this option, the export file will not contain concept and term IDs. As a result, when you update and upload this file to XTM Cloud even if you select the Use term and concept IDs from the import file checkbox, the concepts and terms will be duplicated or created with errors.

   3. if necessary, you can select additional export settings. For details, see Exporting terms in XTM Cloud.

   4. in the bottom right-hand corner of the popup, select the Export button.

   Result: The zipped terminology export file in the format that you have selected is downloaded to your desktop.

Make the necessary changes to the terminology export file. To do so:

1. Find the export file in the Downloads folder on your desktop. Extract the zipped file to the relevant folder, on your desktop and perform the necessary changes. You can:

   • add new concepts – add one new row for each new concept, in the export file. Do not add any ID for the relevant term/concept.

   • To add new translations to existing concepts – add new translations to the rows with existing concepts, in the export file. Do not change IDs for the relevant term/concept, as it will result in creating a new concept.

   • To edit existing terms – edit an existing term, in the relevant row, in the export file. Do not change the ID of the term or concept involved as this will cause the creation of a new concept.

   Note

   There is no need to delete any redundant columns or entries from the export file. Data will NOT be duplicated when the file is reimported.

   Important

   Ensure that you neither delete nor change the IDs of terms and concepts whose translations you want to edit or to which you want to add translations.

   Entries without IDs or with incorrect IDs will be treated as new terms and so new concepts will be created for them.

2. Ensure that the updated terminology export file contains:

   1. term equivalents in one or multiple target languages.

      Important

      Columns with terminology translations require UTF-8 language code headers.

      See language codes supported by XTM Cloud.

   Note

   Other term fields are optional.

3. For new concepts or concepts whose status you want to update, 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.

4. 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.

5. To import specific custom field(s) during the TBX, XLS or XLSX file 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.

6. Once you have finished updating the terminology export file, save it on your local drive. Then, proceed to the next step, in which you will upload your file to XTM Cloud.

Import the updated terminology export file. To do so, in XTM Cloud:

1. Select the Terminology tab.

   1. 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.

2. In the Terminology tab screen, select the Import tab.

3. In the Terminology > Import tab screen:

   1. 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.

   2. 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.

   3. to update existing concepts by importing translations, select the Use term and concept IDs from the import file checkbox.

      Warning

      To avoid duplicates and/or errors, ensure that you have updated and uploaded the latest terminology export file, for the relevant customers! For details, see first two steps of this procedure.

   4. 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.

   5. 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.

4. 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.