How to import terminology into XTM Cloud

Owned by Damian Rozmiarkowski (Unlicensed)
Last updated: Sept 27, 2024 by Damian Rozmiarkowski
3 min read

Guidelines

  1. First, you need 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.

  1. Next, in the Access rights tab, and then in the Terminology section of the user’s settings, enable the Import option.

  1. Once you have a user with the relevant rights, go to Terminology → Import.

  1. 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.

  • Use the Set tags option to apply tags from the customer's tag groups to the imported terms.

  • Finally, click the Import button.

  1. 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.

Remember that a pre-defined character limit for an individual term is 4000 characters, and this limitation is not subject to any change.

Remember that a pre-defined character limit for an individual term is 4000 characters, and this limitation is not subject to any change.

Considering the above, the only solution to this issue is to either split the problematic terms or remove them completely from the import file.