How to setup and use glossary with AI translation •

What is Glossary?

The Glossary acts as a "guide" for AI translations, prioritizing any words you add when generating translations.

Note:

The Glossary only affects future AI translations and doesn’t change existing translations immediately after creation. To update Glossary Translations, refer to Updating Glossary.

Use case:

You created an AI translation for your product category, including your store name, like this:

When changing languages to Japanese, the brand name is also translated. However, you want the app to keep the store name unchanged.

Although, the issue is that manually updating each instance to change this to "Hextom Test" will be time-consuming. Here you can use the Glossary function to make this quicker, while also preventing similar issues in the future.

Setting up Glossary

When accessing the Glossary, you can observe the following:

Glossary Status - shows if Glossary is currently active or not.
Case Sensitive - shows if the use of Case sensitive for Glossary entries is enabled or not.
Import/Export - shows the option to Export,Import Glossary terms and view the Import history.
Glossary table - shows the entries created in this page, and their equivalent translation.

To begin setting it up, please follow the steps below:

Click "Add Term". Enter the base text on the left and the desired translations for different languages. For example:

Click "Save", and make sure to enable the Glossary Status.

Afterward, you can create a new AI translation task, and it should now prioritize the Glossary entry created. For more information on how to use the AI translation, please check this guide.

Import & Export Glossary

The Glossary also supports importing and exporting terms, making it easier to manage your Glossary entries in bulk.

Export Glossary— Downloads your current Glossary terms as a CSV file. This can also be used as a template when preparing entries for import.
Export Glossary— Uploads glossary terms from a CSV or Excel file (.xlsx, .xls). Note that any terms not included in the imported file will be removed from the Glossary.
View Import History — Opens a history of past imports, where you can review previous import details and revert to a previous state if needed.

Removing Glossary Entry

To remove a Glossary entry, select a Glossary.

After selecting a Glossary entry, proceed to click the Delete button.

Upon selecting a glossary entry for removal, a pop-up window will appear to confirm the action. Please press the "Confirm" button to update the Glossary list.

Updating Glossary Translations

Suppose you have created a Glossary entry and would like this to be applied to your existing translations. In that case, the Glossary has the functionality to update translations that have the Glossary entry included in the original text.

To access and use this in the Glossary Page:

Select a Glossary entry.

Selecting a glossary entry will show two options, one to Re-translate translations, and the other to Remove translations.

The Glossary Entry Table will also change slightly so that it includes a Checkbox beside each Entry.

You would need to check the box on the entry you would like to update, and then click Update Translation.

This will create an AI task, and you will be redirected to the Task Logs page.

The task type is identified as a "Glossary Re-translate", and it will update all translations that include the Glossary entry in its text.

Removing Glossary Translations

If you have created a Glossary entry and would like all translations related to this entry removed, the Glossary also has the functionality to remove translations that have the entry.

To access and use this in the Glossary Page:

Select a Glossary entry.

Selecting a glossary entry will show two options, one to Re-translate translations, and the other to Remove translations.

The Glossary Entry Table will also change slightly so that it includes a Checkbox beside each Entry.

You would need to check the box on the entry you would like to update, and then click Remove Translations.

This will create an AI task, and you will be redirected to the Task Logs page.

The task type is identified as a Glossary Remove, and it will update all translations that include the Glossary entry in its text.

Enabling and Disabling a Glossary Term

If you have a Glossary term that you would like to temporarily stop using, you can disable it without having to delete it entirely. Disabled terms will not be used in future AI translations but can be re-enabled at any time.

Note: Enabling or disabling a term only affects future AI translations and does not update existing translations immediately.

Disabling a Glossary Term

Select a Glossary entry by checking the box beside it. After that, click the "Disable" button from the action bar.

The term will now appear greyed out in the Glossary table, and the header will reflect the updated count (e.g., "Glossary Terms (1/100, 1 disabled)").

Enabling a Glossary Term

Select a disabled Glossary entry by checking the box beside it. Then, click the "Enable" button from the action bar.

The term will become active again and will be used in future AI translations.

If you have any concerns or issues with the Glossary, please let us know at help@hextom.com