How to import terminology into XTM Cloud
Introduction
XTM Cloud allows for importing terminology in XTM Cloud. Terminology can be imported into XTM Cloud from:
XLS,XLSX,TBX,MTF.
Instructions
First, you need a Terminologist role to able to import XTM terminology. To activate the role, go to Users → User list → (select a user) → General → General info, and apply the Terminologist role in the Roles section.
Next, in the Access rights tab, and then in the Terminology section of the user’s settings, enable the Import option.
Once you have a user with the relevant rights, go to Terminology → Import.
Proceed as follows:
Select a Customer to add the imported terms to.
Select a Source file containing the terms you want to import. Keep in mind the restriction concerning valid file extensions: XLS, XLSX, MTF, TBX.
You can use the Add to existing concepts option to specify that, if a term already exists in the selected language, translations will be added to the existing concept, rather than creating a new concept. To activate this option, choose a language from the dropdown list. Otherwise, new concept entries will be created.
The Use term and concept IDs from the import file option allows you to export and import terminology based on unique IDs, which results in improving the management and update of homonyms.
Choose the relevant Status for newly-added terms.
Import and set as forbidden where missing → Terms will be imported with the status present in the file, and if they do not have it, they will be imported with status
forbidden.Import and set as not approved where missing → Terms will be imported with the status present in the file, and if they do not have it, they will be imported with status
not approved.Import and set as rejected where missing → Terms will be imported with the status present in the file, and if they do not have it, they will be imported with status
rejected.Import and set as valid where missing → Terms will be imported with the status present in the file, and if they do not have it, they will be imported with status
valid.Set as forbidden → All terms will be imported with the status
forbidden, regardless of what statuses are present inside the file.Set as not approved → All terms will be imported with the status
not approved, regardless of what statuses are present inside the file.Set as rejected → All terms will be imported with the status
rejected, regardless of what statuses are present inside the file.Set as valid → All terms will be imported with status
valid, no matter what statuses are present inside the file.
Use the Set tags option to apply tags from the customer's tag groups to the imported terms.
Finally, click the Import button.
Once the terms have been imported, their status will be Success. It will be listed in the Status column under the import form.
Term character restriction
The process of importing terminology might sometimes fail due to a pre-defined character limitation for a single term, in which case you will get the following message in XTM Cloud UI:
After clicking on the error icon, you will see the following message, that not all terms were imported:
Download the NotImportedTerms.zip file, which contains all not imported terms, and carefully study its contents. You might notice that some of the terms therein are too long, which constitutes one of the root causes for the import failure.
IMPORTANT!
Remember that a pre-defined character limit for an individual term is 4000 characters, and this limitation is not subject to any change. This is the maximum limit allowed for term entries within the system.
However, it is important to note that when it comes to how these terms are displayed and highlighted in XTM Workbench, a separate technical limitation applies. Currently, only terms that contain up to 50 characters are being highlighted in XTM Workbench.
Considering the above, the only solution to this issue is to either split the problematic terms or remove them completely from the import file.