Importing and exporting

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

The ‘Import/Export’ tab can be found on the Terms page.

From the ‘Import/Export’ tab it is possible to perform imports and exports by clicking on the ‘Import’ or ‘Export’ button (see "Importing files" and "Exporting files" below).

Import history

The import history section is found on the ‘Import/Export’ tab and provides information on previous imports to the termbase, specifically:

• File: Name of the imported file.
• Status: Succeeded for successful imports, Failed for failed imports, In progress for files currently being imported and Queued for import files currently in the queue to be processed.
• User: Name of the user who imported the file.
• Date: Date and time of the import.
• Actions: Download the imported file. Please note, this is only available for files that were imported after the implementation of this feature.

Importing files

You can import a file to a termbase from the three dots menu in the termbase table, or using the ‘Actions’ button on the termbase page.

• Click on the three dots menu in the termbase table and select ‘Import’.

Or click the ‘Actions’ button on the termbase page and select ‘Import’.

• This opens the Import dialogue box.

• Click ‘Select file’ and browse your computer for the file to be imported (see "Excel (CSV) file format restrictions" below)

• Select the collision action for your import file.

• ‘Show collisions’: This is the default setting that will display the ‘Collisions report’ for the selected import file in the next step.
• ‘Keep both’: In the event of collisions between any existing terms in the termbase and the terms to be imported, selecting this action keeps both the existing terms and imports the terms from the imported file as well. This action should be selected when importing terms to an empty termbase.
• ‘Overwrite’: In the event of collisions between any existing terms in the termbase and the terms to be imported, selecting this action means that the terms from the imported file will overwrite the existing terms in the termbase and therefore replace them in the termbase.
• ‘Discard’: In the event of collisions between any existing terms in the termbase and the terms to be imported, selecting this action means that the terms from the imported file will not replace the existing terms in the termbase, which will remain unaffected.
• Click ‘Next’ to proceed.
  • If the file does not meet the import requirements, the system will show an error message (see "Excel (CSV) file format restrictions" below).
  • The examples below show error messages for a file type that is not supported and an empty import file.

If there are no errors and the file has been uploaded, the general file information and any collisions are displayed in the ‘Collisions report’.

• The general file information in the top left-hand side displays the number of new entries that the import will add to the termbase, the number of collisions and the name of the imported file.
• The ‘Collisions report’ displays the following information about each detected collision:
  • The row number from the import file
  • The source term and source language
  • The imported language
  • The ‘Collisions’ column displays the existing term in the termbase in black and the import term from the file in red
• In the event that collisions are detected and listed in the table, a ‘Collision Action’ must be chosen before the import can be performed: ‘Keep both’, ‘Overwrite’ or ‘Discard’. The chosen action will be applied to all collisions.
• Then click ‘Import to termbase’.

When an import is initialised, it is processed in the background and the termbase will be blocked for the duration of the import. While an import is in progress, it is therefore not possible to edit the termbase or manage terms, which all remain read only during the import process.

Once the file has been imported, you will be taken to the Import/Export tab, where the Import history is displayed (see "Import history" above).

Exporting files

You can export a termbase from the three dots menu in the termbase table, or using the ‘Actions’ button on the termbase page:

• Click on the three dots menu in the termbase table and select ‘Export’.

• Or click the ‘Actions’ button on the termbase page and select ‘Export’

• Under ‘Export Settings’, select the file type for the export.

• When ‘Excel (CSV)’ is selected, it is possible to also select the attributes to be included in the export from the drop-down menu (other file types do not support this feature).

• It is also possible to select specific languages to be included in the export.

• Click ‘Export’ to download the file to your computer.

Excel (CSV) file format restrictions

For the system to recognise terms to be imported via an Excel (CSV) file, the file must be structured in a particular format that includes both terms and their properties.

 

Excel (CSV) categories

This Excel (CSV) structure is based on column headers with names for each entry category: ‘Entry Id’, ‘Term’, ‘Usage’, ‘Note’, ‘Gender’, ‘Part of Speech’, ‘Definition’, ‘Examples’, ‘Matching Mode’ and ‘Casing Mode’.

Note: When completing the Usage, Matching Mode and Casing Mode categories, the following accepted values only may be used:

• For ‘Usage’: ‘Preferred’, ‘Permitted’ and ‘Forbidden’
• For ‘Matching Mode’: ‘Default’ and ‘Exact’
• For ‘Casing Mode’: ‘Strict’, ‘Permissive’ and ‘Insensitive’

In the event that these properties are left empty, the default values ‘Preferred’, ‘Default’ and ‘Insensitive’ are assigned to the term.

It is not necessary to include column headers in the import file for columns that contain no data; these can be omitted. The minimum requirement for column headers in an import file are ‘Entry Id’ and one ‘Term’ column.

Excel column header pattern

Each column header (apart from ‘Entry Id’ in column A) must use the pattern Language Code, then a colon followed by the category.

• Example: en-GB: Term, en-GB: Usage, etc.
• If the file to be imported contains more than one language, this logic must be replicated for each language, adding columns to the right.
• Terms that share the same row and therefore the same Entry Id are to be considered part of the same entry.

Tip: to obtain a ‘template’ for your import file that includes all relevant column headers, a csv file can be exported from an existing termbase and the column headers can be copied from there (see "Exporting files" above).

Non-translatable terms in imports

In CSV files: non-translatable term entries should appear first in the file, from left to right, after the ‘Entry ID’ column with the header ‘non-translatable’. The remaining category names will remain unchanged, e.g. ‘non-translatable: Term’.

In XML Multiterm files: non-translatable terms cannot be imported into the TBMS using this file format, as they are incompatible with XML files.

Non-translatable terms in exports

In CSV files: If a termbase contains non-translatable terms, these are listed first in the CSV file, from left to right, after the ‘Entry Id’ column and display the header ‘non-translatable’. If a termbase does not contain any non-translatable terms, no columns with the ‘non-translatable’ header will appear in the export.

In XML Multiterm files: this feature is not compatible with XML files. Therefore, when non-translatable terms are exported in this format, the identical term and properties for that entry will be replicated in all the languages of the termbase.