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Glossary management

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Understand glossaries and translation memories

Translation memories, glossaries | Smartcat Help Center Critical localization projects, especially the more technical, require extra attention to terminology and phrasing to ensure consistency. That’s why we let our users create and use translation memories and glossaries. Translation memories (TMs) are databases of previously translated sentences, usually in CAT tools, and glossaries are databases of set terms. You can use them as translation references for your projects and save time and money on editing and keep translation quality standards high. Glossaries are organized collections of approved translations for specific terms. These can be technical terms, industry-specific jargon, or just set words that are used frequently in your content. While you can use TMs to search for previous translations of a given term, glossaries provide a much more structured and organized interface, making them easier to use and maintain. How do translation memories work? Each time you edit and confirm a segment in the Editor it’s saved in Smartcat’s internal database for further use. Translation memories automatically retrieve and suggest previously translated text when the technology detects identical sentences or similar fragments of text. When you get a suggestion from the translation memory, you can either accept the proposed translation, edit it, or ignore the suggestion and translate the segment from scratch. How do translation memories help you? Saving time. The more content that is already translated, the less work the translator and the editor have to do.Improving quality. Translations are more consistent in terms of terminology and style.Cutting costs. The less work involved in the translation, the less you’ll have to pay translators and editors. In addition, Smartcat offers special rates for TM matches. If we take a document containing 31 words, where 14 words are new, 12 words are fuzzy matches, and 7 words are repetitions, this means you’ll save almost 40% on translation costs. The calculation looks like this: (14 × 1) + (12 × 0,4) + (7 × 0) = 18.8. Translation memory settings while creating a project https://help.smartcat.com/translation-memories/adding-translation-memory-project?_gl=1*1hvowuj*_ga*MTE3NTY3ODYxMS4xNzAzMTYxMjk1*_ga_31HNCR5PMW*MTcwMzE2MTI5NS4xLjEuMTcwMzE2NzgzMS41OC4wLjA. Importing translation memory https://help.smartcat.com/translation-memories/1539635-importing-exporting-translation-memories?_gl=1*t3fq15*_ga*MTE3NTY3ODYxMS4xNzAzMTYxMjk1*_ga_31HNCR5PMW*MTcwMzE2MTI5NS4xLjEuMTcwMzE2Nzg0Ny40Mi4wLjA. Deleting translation memory https://help.smartcat.com/translation-memories/1539671-deleting-or-overwriting-a-translation-memory?_gl=1*12ikf56*_ga*MTE3NTY3ODYxMS4xNzAzMTYxMjk1*_ga_31HNCR5PMW*MTcwMzE2MTI5NS4xLjEuMTcwMzE2Nzg2OS4yMC4wLjA. How do glossaries work? After you create or import a glossary you can associate it with a specific project. After, when a glossary term is detected in the source text, the system will automatically offer the stored translations for the term. You can accept or decline the word or phrase suggestion. How do glossaries help you? Diversity. You can have the same term translated differently for different clients as it's stored in different glossaries. Easier collaboration. Your translators always have enough context even if they have to switch between multiple projects. Speed and quality. Glossaries help to ensure consistency the same way as translation memories do.

Import and export glossaries

Glossaries import/export | Smartcat Help Center Please, note: This page describes a special version of the WordPress connector that synchronizes all content for a fully automatic translation and is available upon request. To send individual translation requests into Smartcat right from WordPress, use our WordPress App. WPML (The WordPress Multilingual Plugin) is designed to build multilingual sites and run them. It is the most popular and reliable plugin of its kind on the market with over 1,255,000 users to date. Using the integration between WPML and Smartcat, you can pull source content from WPML to Smartcat, translate it, and then push the translation into the corresponding source type. 1. Prerequisites Before you start configuring the integration, make sure that you have WPML Multilingual CMS add-on installed on your machine, and then proceed as follows: 2. Configuring the integration To configure the WPML integration, log in to Smartcat and complete the following steps: 3. Using the integration If the integration is created successfully, the content you indicated in the settings is synchronized with the current Smartcat project and appears as Smartcat project documents. After a document translation is completed, return to the integration settings, open the Settings tab, enable the option Push translations back and click Sync Now. The translated documents will be pushed to WPML and will appear as an additional language in the respective content type. The addition of a new language is indicated by the pencil icon in the Languages column. If new source segments were added to the integrated space since the previous sync, the Smartcat documents will be updated accordingly. By default, a sync disregards incomplete translations. You can, however, instruct the integration to include them in every sync by enabling the option Publish incomplete documents. Instead of explicitly performing sync by clicking Sync Now, you can schedule a sync at the required intervals. To do this, click on Do not repeat and select the appropriate option from the drop-down menu. Please note that the content in WordPress can be created using various third-party plugins. Here is the list of plugins supported by Smartcat integration: If some of your content is not found by our integrations, please reach out to our support team so that we can investigate the way to support your case. Need some extra help with your WordPress website? Smartcat recommends Codeable as our preferred WordPress development resource.

Organize your translation resources

Organizing resources | Smartcat Help Center Smartcat offers numerous translation resources, or, linguistic assets, to help ensure quality and consistency in your translations. Translation memories Smartcat supports multilingual translation memories, which makes creating and managing translation memories easy! To create a translation memory, you need to follow these steps:Click on Linguistic Assets from your Smartcat workspace: 2. Make sure you have chosen Translation Memories from the drop-down menu: 3. Select “Create TM.” Quick note : One of the less obvious advantages of multilingual TMs is that you can create a new TM where the source language is one of the target languages of the original TM. This can be convenient if you work in mixed language pairs. 4. Fill in the fields: 5. You can upload external translation memories in the following file formats: TMX, SDLTM or XLSX file. Or, you can also add new terms one-by-one, or as you go along. Once you have created several TMs, your list might look like this: Glossaries You can now use the same approach to organize your terminology databases, which are called glossaries in Smartcat. To do this, go to Linguistic Assets → Glossaries. You can create a glossary using the same client and project group labels: Here we have replicated the same structure as the one for translation memories. Just like TMs, glossaries are multilingual in Smartcat. Unlike TMs, though, they don’t have a strictly set source language — you can use a glossary in projects where any two of its languages are present as the source or the target. How detailed should you go? With both TMs and glossaries, you can go with a high level organization structure with one resource per customer, or do something similar to what we described above. Our suggestion is to mix both on a case by case basis:For clients with a complex corporate structure, it is a good idea to match that structure with the resources.For smaller clients, a single terminology database will take less time to configure and will be easier to maintain. If you want to go hardcore, you can create a new TM for every project, while making sure to properly choose the client and project group for each. Smartcat will still fetch these “micro-resources” for subsequent projects, as described in the next section. Note: While creating a new TM with each project might help with data segregation, it might also create a lot of TM duplication that could reduce translator productivity. Putting it all to work Now, whenever you create a project and choose a client/project group, Smartcat will automatically fetch the translation memories and glossaries associated with them: This ensures that you leverage every possible resource related to said client and project group, eliminates many potential project creation errors that lead to unnecessary work, and just saves time. Takeaway Organizing your data properly from the get-go increases the productivity of your project managers, who will no longer spend time looking for matching resources. This will also make things easier for your translation team, who will benefit from optimized TM leveraging and consistent terminology. Ultimately, this will increase your translation throughput, profit, and quality alike. This article was created in partnership with Braahmam .

Manage glossary terms

Efficient use of glossary terms | Smartcat Help Center In this brief article, we'll look at how to properly and effectively manage your glossary terms for optimal translation performance. You'll learn how to: Add glossary termsEdit termsDelete termsSuggest and manage suggested termsSearch for terms Adding a glossary term Step 1 Go to Linguistic assets → Glossaries. Select the glossary from the list. Click Add entry. Step 2 Fill in the form that opens. Input your glossary term, its definition, and any additional data. Step 3 Click the tick icon to save:✔️ Editing a glossary term Step 1 Go to Linguistic assets → Glossaries. Select the glossary from the list. Step 2 Hover over the term and click the pencil icon. Step 3Make your edits and click the tick icon to save. Deleting a glossary term Step 1 Go to Linguistic assets → Glossaries.Select the glossary from the list. Step 2 Hover over the term and click the bin icon. Step 3 Confirm your choice. Suggesting glossary terms If you work with a glossary created by a client, you might not have access rights to add new terms. In such a scenario, you can suggest a term. For suggester terms, a manager, editor, or another user responsible for terminology management will review the suggested term and add it to a glossary, or edit it if necessary. Step 1 Go to Linguistic assets → Glossaries. Select the glossary from the list. Click Suggest term. Step 2Fill in the form that opens. Input your glossary term, its definition, and any additional data. Step 3Click Suggest. Managing suggested terms Users with the correct access rights can edit, approve and delete suggested terms. Step 1Go to Linguistic assets → Glossaries → Suggested Terms. Step 2 Edit, delete, or confirm the terms as described above. Searching for terms Step 1Go to Linguistic assets → Glossaries. Step 2Enter the term in the search bar and click on the magnifier icon. Optional additional steps A. To display only certain languages on the glossary page, or only terms corresponding to specified criteria, click Filter. B. In the window that opens, hide the languages you don't want to see and/or specify other criteria. C. Click Apply. Armed with the knowledge in this article, you should now have a strong grasp on how to use and manage glossaries in Smartcat!

Manage linguistic resources in the Editor

Managing linguistic resources | Smartcat Help Center Smartcat includes a variety of tools like translation memories and glossaries that help you improve translation quality and consistency. Translation memory matches represent the segments that were previously translated (each time you set up a project you can assign a translation memory to it or it ill be created automatically) in one of your projects or taken from an imported translation memory linked to the project. Glossary matches represent words and phrases taken from a glossary linked to the project. Translation memory and glossary matches are displayed in the CAT Panel. Inserting translation memory and glossary matches Translations from the TM are sorted in the descending order of the match percentage. By default the system uses the translation with the highest match percentage. By you are free to make a different choice, go with machine translation results or correct the segment to your liking. To insert a TM match, press Ctrl+the number of the match in the list. You can also set up automated insertion of TM matches when creating a project. Glossary matches are displayed in the CAT panel along with the TM matches and are inserted in the same manner. The terms are also highlighted in yellow in the source text. Managing TM matches This option is only available for project managers or linguists assigned to the editing stage. All other users can view the TM match but not make changes to it. Clicking on the pencil icon or information icon (an “i” inside a circle) depending on the user role at the top-right corner of a TM match will open a dialog box, which allows users to either edit or remove the selected TM match. Managing glossary terms You can add terms into glossaries applied to the project either on the glossary page or directly in the Editor. Note, that if you are working on a project that a client has created in the system, you might not have the right to work with glossaries, but you can still suggest a term. In this case, the client will see the suggestion then add it to the glossary, edit, or reject it. To add or suggest a term, select it with your mouse and press Ctrl+E. Then fill in the required fields and press Add . The term will be added to the glossary and will then be available in the CAT panel. As opposed to translation memories where only one TM is selected for writing, it is possible to add (or suggest) terms to any of the glossaries associated with the project. Editing terms To edit a term, select it in the Editor panel, and click Edit in the CAT panel. Make changes you want and click Save. You can also work with terms on the glossary page. Click Go to term in the CAT panel. The glossary will open in the new browser tab.

Use glossaries

Utilizing glossaries for projects | Smartcat Help Center In this brief article, we'll look at how you can add a glossary to a translation project in Smartcat. What is a translation glossary? A glossary is an indexed list of terminology specific to the content that you translate. It typically includes terms – specific words and phrases – that your organization uses repeatedly. By including these terms in a preloaded index list – your glossary – you are able to optimize consistency of language and stylistic preferences. Both automatic AI translation engines and human translators can use glossaries to clarify use of the correct, on-brand term. How glossaries work in Smartcat If you enable a glossary on a project, Smartcat automatically suggests the glossary-saved translation term on Smartcat automatic AI translations. You can create and keep separate glossaries for different subjects and clients, and add terms with translations into other languages. Click to learn how to create a glossary here Each time you create a project, you can specify a client or department for it. Smartcat automatically enables the relevant glossary from the list that you have already created in Smartcat for this client or department. Changing glossary settings in Smartcat You can make amendments to glossary settings in the Linguistic assets tab when setting up a new project or editing an existing one. Step one Go to the project Overview page and click on Linguistic assets. Step two In the page that opens, navigate to the glossaries section below. You will see one or more glossaries matching your language pair and your project. Select the glossary or glossaries that you want to enable and click Save. To disable a glossary, simply untick the box to the left in the same row and click Save. FAQ My translators can't add terms to the glossary Generally, linguists are not authorized to add terms to glossaries when they work in a file. They can only suggest new terms that will then need to be approved by an editor or a project manager. It is however possible to assign glossary content editing rights to linguists by creating custom access rights. Unfortunately, at this time a known issues still prevents translators from adding terms from within the editor. A workaround is to have the linguists suggest terms and then access the glossaries to approve these terms since they have access rights to the content.

Importing and exporting glossaries

How to import and export glossaries to Smartcat In this brief article, we'll look at how you can import and export a glossary for your Smartcat translation projects. Information on glossary import/export You can import a glossary created outside Smartcat or provided by a customer as a MultiTerm XML or Excel file. Smartcat can only import language terms from MultiTerm XML files. These files are created by exporting data from SDL Studio. Smartcat does not import other, non-language, attributes. Smartcat can import both language terms and other types of attributes from Microsoft Excel spreadsheets. To do so, fields must match for an Excel import to be fully successful and accurate. You can also export any glossary created in Smartcat to an Excel file. This streamlines data exchange between the tools. Exporting a glossary To export a glossary in Smartcat, follow these instructions. Step 1 Go to the Linguistic Assets tab Step 2 Select Glossaries, and open the specific glossary you that you want to export by clicking on its name in the list. Step 3 Click Download. Your exported file will then appear in your computer's download folder. Importing a glossary The easiest way to import a glossary is to create a glossary template in Smartcat beforehand, name it, and then export it. This way, you ensure that your file name structure matches that of the glossary that you create. To import a glossary, follow these instructions. Step 1 Set up a glossary with all the required fields. Step 2 Add sample data to it. Step 3 Export the glossary as described above. Smartcat will generate an Excel spreadsheet with columns to match your glossary fields. Step 4 Copy and paste data from your existing documents to the appropriate columns of the downloaded file. Step 5 Use the Upload button in the Linguistic Assests toolbar to upload your glossary file to Smartcat. Step 6 Select the file to import and choose the input option that you require. Replace all terms will overwrite all data currently in your glossary. Add terms will add new terms from your file to the existing glossary. Step 7 Click Import. With the information in this brief article, you should now have a firm grasp on how to import and export glossaries in Smartcat!

Create a glossary

Glossary creation | Smartcat Help Center Learn how to easily create an organized glossary of terms for any project. To create a glossary on Smartcat, go to your Linguistic Assets on your Smartcat homepage. You can follow allong our interactive demo or read the steps below. Once you have selected Linguistic Assets, select Glossaries from the drop-down menu. Next, select Create glossary. After, you will need to add the details for your glossary, which include:NameLanguages (you can add as many as you want by clicking on the plus button)CommentsClients (if you are a vendor/language service provider who serves clients on the platform)Project tags Under Advanced instructions, you can add further details, such as field name and what type of field it is (text, subject, reference).  There are different field names for the position (definition source, subject, and example), language (definition, definition source, comments), and term (source, gender, number, part of speech). These fields allow you to create a detail-rich glossary that has a lot of context for your collaborators. Learn more about how to set up glossary properties and structure. Choose Save to keep your changes. Next, you can add an entry one by one. You can add comments and a definition or other details, depending on which fields you turned on in the advanced settings. If you have a ready-made glossary saved elsewhere and you want to upload it, simply select the Upload button and select the file from your PC. When importing from a MultiTerm XML file, only terms without additional attributes will be uploaded. To upload terms along with attributes, use the XLSX format. Import options include replacing all terms or adding new terms without replacing the ones that are already saved to a glossary. Here, you can also add the glossary as well. In the glossary page, you can also search for terms in your glossary as well, making it easy to find the right term. You can also learn how to import/export glossaries to and from Smartcat. 

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