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Term bases

A term base or glossary is the primary asset for terminology management. It’s typically a centralized compilation of industry specific, company/product related, and technical terms that you share within translation teams.

A term base grows and changes alongside company growth and contains:

  • source texts (terms)
  • approved translations
  • context information (term descriptions, definitions, and clarifications)
  • terms that are not to be translated, but kept in the source language (e.g., brand or product names).

Please note: A term base should not be confused with a translation memory. Term bases contain single terms or short phrases, whereas translation memories contain whole sentences and their translations.

Accessing the term base settings

The term bases are created and managed from the organization settings, accessible from the top navigation bar.

There are two ways to access the term base settings.

From the navigation bar

To access the term base overview, follow the steps below:

  1. Click settings in the top navigation bar.
  2. Click term base.

You will be redirected to an overview of previously created term bases. No term bases will be displayed if you have not yet created one.

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From the project settings

To add a term base to a project, to create a new term base for a project, or to manage an existing term base, follow the steps below:

  1. Click dashboard in the top navigation bar.
  2. Select a project from the left side panel.
  3. Click on preferences in the dashboard overview of the project.
  4. Click on translation tools.

You will be able to select or manage existing term bases, or you can create a new one.

Creating a new term base

To create a term base that is not directly assigned to a project yet, follow the steps below:

  1. Access the term base overview, as mentioned above.

  2. Click create term base. The button is either located in the center of the page if you have not created a term base yet, or at the top right of the page if you already have an existing term base.

  3. Add the necessary information: enter a name, select the source language, and write a description.

  4. Once you added all the information, click safe base profile.

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Adding entries to the term base

A term base entry represents a term for which you want to define the translation. Each entry consists of the term and a description. You must also specify whether the term is translatable or not. For translatable entries, you can add pre-defined translations for as many target languages as you wish.

There are two ways of adding entries to your term base.

Manually adding entries

To manually add a new entry to your term base, follow the steps below:

  1. Access the term base overview, as mentioned above.

  2. Click on the manage icon of the term base you want to add an entry to.

  3. Click Add entry.

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  4. Add the necessary information: enter the term and a description.

  5. If you checked translatable, add a target language and your translation.

  6. If you have more than one target language, you can add more target languages and translations.

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Importing term base entries from a file

You can add entries to your term base from a CSV file import.
You can either perform a standard CSV import, or an advanced CSV import.

Note: Adding entries to your term base from a CSV import overrides previous entries.

The header of the CSV file may contain the following fields:

entryId,entryDescription,entryTranslatable,term,termLocale,termIsSource,translation_{ISO_639-1_language_designator}

Below are the specifications for each field:

  • entryId: string used to group terms and multiple translations; necessary for advanced imports (see below)
  • entryDescription: string representing the term description
  • entryTranslatable: bool that defines if the term is translatable or not
  • term: string representing the term base entry
  • termLocale: locale according to ISO 639-1 representing the term locale
  • termIsSource: bool that defines if the term is source or not; necessary for advanced imports (see below).
  • translation_{ISO_639-1_language_designator}: locale according to ISO 639-1 representing the target language locale

If you specify the field entryTranslatable in the header, but assign no value to it, LingoHub will use the default true

Simple CSV import

A standard CSV import will only be triggered if entryId is not present in the CSV header.

Your CSV file entries will be read row by row.

For a standard CSV import, your file must respect the following specifications:

  • Valid header - the CSV file's header must contain at least these entries:

     term,termLocale

    More specifications can be added in accordance to the previously mentioned formula.

  • Valid language codes - use the ISO 639-1 code to specify your termLocale and target languages locales. The language codes must be in lowercase.

  • Valid source language - If you import into an existing term base, the termLocale must be identical to the source language of this term base.

Below is an example of a valid CSV file content for a term base:

entryDescription,entryTranslatable,term,termLocale,translation_fr,translation_es
"Email address",true,email,en,Email,Courriel
"A place to live",true,Home,en,Maison,Casa
"Our company name",false,LingoHub,en,,

You can add multiple translations for the same target language by adding the field translation_{ISO_639-1_language_designator} more than once:

entryDescription,entryTranslatable,term,termLocale,translation_de,translation_de
"A place to live",true,Home,en,Haus,Gebäude

Note: If you set a term to be not translatable, but add translations to it, the translation values will be ignored.

Advanced CSV import

An advanced CSV import will only be triggered if entryId is present in the CSV header.

Your CSV file will be read row by row but will group terms by entryId if identical values exist.

For an advanced CSV import, your file must respect the following specifications:

  • Valid header - the CSV file's header must contain at least these entries:

     entryId,term,termLocale,termIsSource

    More specifications can be added in accordance to the previously mentioned formula.

  • Valid entryIds - entryId is defined as a string. You can:

    • Distinguish between different terms by using different entryIds
    • Combine multiple translations of a term by using an identical entryId.
      Note: You must define the source term as termIsSource first, before multiple translations in the same language can be added to it.
  • Valid language codes - use the ISO 639-1 code to specify your termLocale. The language codes must be in lowercase.

  • Valid source language - If you import into an existing term base, the termLocale of your entries where termIsSource is set to true, must be identical to the source language of this term base.

Below is an example of a valid CSV file content for a term base:

entryId,entryDescription,entryTranslatable,term,termLocale,termIsSource
email,"Email address",true,email,en,true
email,"",true,Courriel,es,false
email,"",true,Email,fr,false
email,"",true,E-Mail,de,false
email,"",true,Mail,de,false
house,"A place to live",true,house,en,true
house,"",true,Casa,es,false
house,"",true,Maison,fr,false
house,"",true,Haus,de,false
house,"",true,Gebäude,de,false
LingoHub,"Our company name",false,LingoHub,en,true

Note: If you set a term to be not translatable, but add translations to it, the translation values will be ignored.

Import process

To import your valid CSV file, follow the steps below:

  1. Access the term base overview, as mentioned above.

  2. Click the manage icon of the term base you want to import your terms into.
    Note: If you have not yet, create a term base first

  3. Click preferences.

  4. Select a file or drop your file into the designated area.

  5. Click upload file.

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Managing term bases

To manage your term bases, follow the steps below:

  1. Access the term base overview, as mentioned above.

  2. Click the manage icon of the term base you want to manage.

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You will then be redirected to the term base management page, which presents two tabs:

  • Entries - Add new entries to your term base, or update or delete existing ones. You can also download your term base as a CSV file or delete your term base entirely.

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  • Preferences - Edit the term base itself, or import your entries here.

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Term bases are available for every organization, but the available number depends on your subscription plan. However, there is no limit to the number of entries you can add to your term base.

Adding a term base to a project

To use your term base, you need to add it to a project. To add a term base to a project, follow the steps below:

  1. Click dashboard in the top navigation bar.
  2. Select a project from the left side panel.
  3. Click preferences in the dashboard overview of the project.
  4. Click on translation tools.
  5. Select your term base.

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Once the term base is added to your project, its entries will be included in translation suggestions in the editor side panel. The side panel includes suggestions from your translation memory, machine translation, and LingoChecks validation.

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To take full advantage of the term bases, please make sure that the LingoChecks rule for term bases is enabled in your project's preferences.

Congratulations! You finished the article on term bases. If there's anything we can help you with, please get in touch with our support.

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