Terms

The availability of the flows and features described in this section, will depend on the user role and permissions you have.

You can access the Terms page for a particular termbase by clicking on its name in the termbase table.

From the Terms page, you can:

• Access the termbase page
• Add a new entry
• Add a new term
• Search for terms
• Filter terms by language, usage and non-translatable status
• Access term entries
• Access the ‘Suggestions’ tab
• Access the ‘Import/Export’ tab

Accessing the termbase page

To access the termbase page, click on the name of the termbase that appears after the Entity search box and ‘/ Termbases /’:

• The termbase page shows the name of the termbase, its name and languages, as well as statistics.

• From the termbase page, it is possible to modify the name of the termbase, as well as the Source languages and Target languages it contains.
• The Statistics for the termbase are also shown.
• There is also an ‘Actions’ button with Import, Export and Delete content options.

Click ‘Save’ to apply any changes or click the cross in the top right-hand corner to close the termbase page.

Adding a new entry

A new source language term can be added as a new entry to the termbase from the Terms page.

• Click the blue ‘New Entry’ button on the right-hand side to enter a term in a new entry within the selected termbase.

Complete the fields for the new term.

• Term (mandatory): enter the new term to be added to the termbase.
  • If you enter a term that already exists in the termbase, the system will notify you, provide a link to the existing term, and display an overview of its attributes.

Note: TBMS standardises terms by eliminating unnecessary characters, including leading and trailing spaces, redundant spaces between words, and hidden control characters like tabs and line breaks. This process ensures consistent text formatting and improved term recognition.

• Language (mandatory): select the term language from the menu. The term for a new entry must be in a source language of the termbase.

Note: Make sure to complete the mandatory fields, otherwise the system will not allow you to continue.

• Non-translatable term: check this box if the term entered is a non-translatable term.

Note: The only mandatory fields for creating a non-translatable term are the 'Term' field and the checkbox. Additionally, an entry for a non-translatable term can contain only one term.

Note: Non-translatable terms have the Exact matching mode as default, and this cannot be changed.

• Gender (optional): click to display the menu and select the gender to be applied when using the term.
• Usage: select whether the term is Preferred, Permitted or Forbidden. ‘Preferred’ is the default setting for term to be used. ‘Permitted’ should be used for any acceptable alternatives to the ‘Preferred’ term.

Tip: Select ‘Forbidden’ as the Usage if the term should not be used in translations due, for example, to competitor usage, cultural differences, or negative connotations in certain contexts.

• Matching mode: click to display the menu and select the matching mode that you would like to apply to the terms when they appear in source texts for translation.
  • Default: This mode uses lemmatisation, meaning that, when working on translations in Smart Editor, the word or phrase in the source text is also recognised as a term from the termbase by its base or dictionary form (lemma). This accounts for variations in word forms such as plurals, tenses, and conjugations. For example, when Default mode is applied, the term "study" from the termbase will be recognised as such not only when “study” is used in the source text, but also if a different inflection, such as "studies", "studying", "studied" etc., is used, and the corresponding target term for “study” will be shown in Smart Editor.
  • Exact: When working on translations in Smart Editor, the word or phrase in the source text is recognised as a match with a term from the termbase only when it is exactly the same as the term from the termbase (this also applies to the order of the words in the term). For example, the term "study" from the termbase is recognised as such when “study” appears in a source text, and the corresponding target term will be displayed in Smart Editor. When Exact mode is applied, the term “study” will not be recognised when a different inflection, such as "studies," "studying," "studied," etc., is used in the source text, and therefore the corresponding target term will not be shown in Smart Editor.

Note: A default match is a match that uses lemmatisation, where a term is recognised based on its lemma. An exact match in term recognition is a match where a term in a source text for translation matches exactly what it is in the termbase (not case sensitive). The Matching mode that is applied to a term is taken into consideration for all services that use term recognition such as Smart Editor and AI terminology for machine translation.

• Casing mode: click to display the menu and select the casing mode that you would like to apply for the terms when they appear in source texts for translation.
  • Insensitive: This is the default casing mode. In this mode, term matching is case-insensitive, meaning that uppercase and lowercase letters are treated as equivalent. For example, when working in Smart Editor, "Apple" would be recognized as a term from the termbase even if it were written as "apple", "APPLE", or "aPpLe" in the source text, and the corresponding target term for “Apple” would be shown.
  • Permissive: This mode allows for some flexibility in case matching. For term matching, uppercase letters are considered mandatory, while lowercase letters can be matched with either uppercase or lowercase letters. For example, when working in Smart Editor, "Apple" would be recognized as a term from the termbase if it were written as "Apple", "APplE", or "APPLE" (and the corresponding target term for “Apple” would be shown), but not if it were written as "apple".
  • Strict: This mode enforces strict case matching. In this mode, the casing of the term must be identical to the casing of the term in the termbase. For example, when working in Smart Editor, "Apple" would be recognized as a term from the termbase only if it were written as "Apple" in the source text, and the corresponding target term for “Apple” would be shown, but not if it were written as "apple", "APPLE", or "aPple".

Note: In ‘Default’ matching mode, the casing mode is also set to ‘Insensitive’ by default and cannot be changed. In ‘Exact’ matching mode, it is possible to select one of the three Casing mode options. The Casing mode that is applied to a term is taken into consideration for all services that use term recognition such as Smart Editor and AI terminology for machine translation.

• Examples (optional): examples of how the term is used can be entered here.
• Part of speech (optional): identify whether the term is a noun, adjective, verb, etc.
• Note (optional): you can enter any information related to the term. The information in the ‘Note’ field is displayed alongside the term to users working in Smart Editor.
• Definition (optional): in this field you can add a short description of the new term meaning.

If you wish to add properties that apply to all terms in the entry, click the ‘Entry properties’ tab and complete the ‘Description’ field.

 

Saving options

Once the necessary fields are completed, you can either click ‘Save’, or ‘Save & add another term’ to add new target terms.

• Click the orange ‘Save’ button at the bottom of the ‘New Entry’ pane to add the new entry to the termbase. The term is now saved and will appear in the terms table.
• Click on ‘Save & add another term’ to save the new term and add a corresponding new target term to the entry.

In both cases, the system confirms the term is saved by displaying a green message at the bottom of the screen.

Adding a new term

After completing the fields for a new term in a source language, a new target term can be created within the same entry.

• Click on ‘Save & add another term’, at the bottom right of the ‘New Entry’ pane.

• Complete the relevant fields (‘Term’, ‘Language’, ‘Examples’, ‘Gender’, ‘Usage’, ‘Matching mode’, ‘Casing mode’, ‘Examples’, ‘Part of speech’, ‘Note’ and ‘Definition’), this time for the target term (see "Adding a new entry" above).
• Click ‘Save & close’, or ‘Save & add another term’ to add a further target term to the entry.

Searching for terms

The Terms page features a search bar that allows you to find terms quickly and easily.

• First, select the desired Search Language from the drop-down list.
• Then you can refine your search using three different modes:
  • Contains: This is the default search mode. It retrieves all terms that contain the search string, regardless of their position within the term. For example, searching for "apple" will return terms such as "apple", "pineapple", "apple juice", and "red apple".
  • Starts with: This mode retrieves all terms that begin with the search string. To select this mode, click on the drop-down menu to the left of the search bar and choose ‘Starts with’. For example, searching for "apple" will only return terms such as "apple", "apple juice", and "apple pie".
  • Ends with: This mode retrieves all terms that end with the search string. To select this mode, click on the drop-down menu to the left of the search bar and choose ‘Ends with’. For example, searching for "apple" will only return terms such as "red apple" and "green apple".
• To select the mode you want to use, click on the drop-down menu to the left of the bar and make your selection.

• Finally, enter your search string in the search bar.
• The results of your search will be displayed in the terms table below.

Filtering terms

The Terms page features a filter beneath the search bar.

You can adjust the filters to narrow down your search and retrieve only the terms that you require.

• Click on the filter icon to display all the options.

Select the desired filters:

• Languages: select the languages you would like to include in your filter.

Note: The language selected as the Search Language is always included in the filter.

• Usage: select if Preferred, Permitted and/or Forbidden terms should be included in your search results.

• Select the checkbox ‘Non-translatable’ if you wish to filter for non-translatable terms.

• The blue ‘Clear’ button can be used to remove the applied filters at any time.

The search results will be displayed below in the terms table, with columns for each language.

• Non-translatable terms are indicated by the letters “NT” in a shield next to them.
• If a number in a circle appears next to a term, this indicates that there are multiple terms in that language within the entry. The other terms can be displayed by hovering the cursor over the number.
• If there is no term for a particular entry in one of the displayed languages, a plus symbol is shown in the table. Clicking on the plus symbol opens the Add Term dialogue box, where the term can be added to the termbase (see "Adding a new term" above).

Accessing the Edit Term pane

• Click on the relevant term from the table to open the Edit term pane.

The Edit Term pane page contains four tabs: ‘Term Details’, ‘Term Properties’, ‘Entry properties’ and ‘Other Terms in Entry’.

To close the Edit Term pane, click the “X” button in the top right-hand corner.

Editing a term

• Edits can be made to a term in the Edit Term pane under the ‘Term Details’ tab. 

• Modify the relevant fields as necessary and click ‘Save’.

Deleting a term/entry

• A term or entire entry can be deleted in the Edit Term pane under the ‘Term Details’ tab by clicking the ‘Actions’ button in the bottom left-hand corner.

Select whether you wish to delete the term or the entire entry.

Tip: Any other terms that belong to the same entry are displayed on the Edit Term pane under the ‘Other Terms in Entry’ tab. Selecting ‘Delete entry’ will delete all the terms in the entry.

Confirm the action to delete the term or entry from the termbase.

A confirmation message is displayed at the top of the screen.

Pictures in entries

TBMS supports pictures in entries. Pictures are managed in the ‘Entry properties’ tab of the Edit Term pane. 

Adding a picture

• In the Edit Term pane under the ‘Entry properties’ tab, click ‘Add picture’. 

• In the modal window, select the picture you wish to upload. 

• Once the picture has been added, click in the field below it to add a description and then click ‘Save’. A confirmation message will appear. 

• You can add as many pictures as needed. 

• The uploaded picture(s) are displayed in the Edit Term pane under the ‘Entry properties’ tab. 

Note: The supported formats include JPG, BMP, GIF, PNG, ICO, PING and WMF.

Deleting a picture

• In the Edit Term pane under the ‘Entry properties’ tab, click the delete icon in the top- right-hand corner of the picture. 

• Confirm that you want to delete the selected picture.  

• A green confirmation message will appear at the bottom of the screen.