Cloudwords allows users to host their glossaries in their account, and also browse and edit the source and translated terms.
- Log in to your Cloudwords account.
- Click on the Reference tab.
- Click on the Search & Edit tab that appears on the left of page.
- On the Search & Edit page, you can define different criteria to define which terms you want to search for. Note that if you have more than one glossary you will have to indicate which one you want to browse.
- Once you have defined which terms you want to search for, click the Search button.
The page will then load the Search Results, where you will be able to see:
a. The Source language column, showing all of your source terms.
Each source term has a Status, that indicates if the term is Approved, Rejected or if it Needs Review. The status of each source term is indicated by one of the three icons:
- Needs Review:
Assigning a status to your source terms is optional. Use these status to indicate if a term should be used on your documents or not, or if it has been approved or not to be used by translators, or if it still needs to be reviewed by your team.
b. The Part of Speech column.
The accepted values for the part of speech are:
- Proper Noun
b. The Notes & Definition column.
The use of notes is also optional, and they can be used to provide context information about each term. You can also use the notes to indicate the part of speech of a term, if it should be translated or not and any other information that could help the translator or person reading the glossary understand what the term is about and where it is used on your documents.
c. The translations columns.
Additional columns are displayed after the Notes column, one for each language your terms have been translated to.
To edit any of the terms being displayed on the page after having searched on it:
- Double click on the term, or,
- Click on the small "gear" icon () that appears on the right of the term. A small menu will be displayed. Select the Edit option.
After making your editions, simply click the Save button to save your changes.
Note: Whenever you edit a source term, all its translated versions will automatically display a small exclamation mark icon (). This icon indicates that the translated term is out-of-date. This way, you can ask a reviewer to go to your glossary and verify the translations are correct or make the necessary changes to them. If you do not have a reviewer who can check if your out-of-date terms, you can create a Glossary Translation project, and send all out-of-date terms to a vendor so they can update them for you.
The options menu of each term
The options displayed when you click the options menu of a term are:
- Details: Displays additional information about the term, like its source, translations, when it was created and edited, and by whom.
- Edit: Allows you to edit the term
- Search in TM: Allows you to search for all instances of the term on your translation memory
- Mark up-to-date: This option is only displayed on translated terms, and only if the corresponding source term has been edited - i.e., this option only appears on a term if they are displaying the small exclamation mark icon (see above). By marking a term as up-to-date, the exclamation mark icon will be removed, and the term will not be included on the results when you search for all the out-of-date terms.
If you need to add terms to one a glossary:
- On the Search & Edit page, follow the instructions above to browse a glossary.
- Once the search results are displayed on the page, you will see an Add New Term button. Click on it to add a new term to your glossary.
- Fill the source term, its notes & description and status, and click Add. The new term will appear on the table underneath.
Note: To add a new language to a glossary, you will need to upload a new Excel spreadsheet for that language.