New Features

Space Import Glossary

Using this new feature, you will have the possibility to import your old data from CSV or Excel files (Screenshot 1).

This option is available within Glossary Space configuration (Space tools > Apps > Glossary > Import menu)

Using the space configuration, the space administrator will have the possibility to create new glossary ( if the space hasn't already a glossary ).

The space administrator can create new terms, update old ones via simple import configuration steps.

Sreenshot 1 : Space Import Glossary

STEPS TO IMPORT CONTENT

Glossary import panel can be visible to users with space administration permissions

How it works ??

To access this panel you need to click on "Space tools" button >> "Add-ons" option >> "Glossary" tab.

Step1 : Select import file

Import can be done based on two files format:

Import via CSV file

Sreenshot 2 : Import CSV file

You can import your glossary content from a CSV file, and choose the right configuration (Screenshot 2) .

In order to successfully import your data, you have to respect & follow these rules :

The file format should be CSV (*.csv).
After selecting your file you have to wait until the success upload message appears.
The file encoding must be "UTF-8". If you don't know how to change the encoding of your file, please visit this link.
Your file should have at least one separator and at most two separators.
You can choose whatever separator you like.
If you're using one separator in your file, you have to write it in both separators fields to fill.
You can visit this link to understand what lines in your file will be accepted.
Choose import policy as explained below

Import EXCEL file

Sreenshot 3 : Import EXCEL file

You can import your glossary content from an Excel file, and choose the right configuration (Screenshot 3).

In order to successfully import your data, you have to respect these rules :

The file format should be Excel (*.xlsx).
After choosing your file you have to wait until the success message upload appears.
The file encoding must be "UTF-8". If you don't know how to change the encoding of your file, visit this link.
You can visit this link to know what lines in your file will be accepted.
You have to choose how the system will deal with existent terms in your glossary ( leave the old one, re-write the term with the new data or update only synonym, abbreviation and labels).
Choose import policy as explained below

You have to choose how the system will deal with existent terms in your glossary ( leave the old one, re-write the term with the new data or update only synonym, abbreviation and labels)

Strategy	Term in Glossary	Term in File
Keep the existent term	Won't change	Ignored
Replace the term	Replaced with the term from the file	Saved
Keep the existent term and add the synonyms, abbreviations and labels	Updated: Add/Replace only synonyms, abbreviations and labels	Get only synonyms, abbreviations and labels

Step2 : Mapping the first line of your file

After choosing the file to be imported and choose the right configuration, You need to proceed to file content mapping.

First line of the file will be used to map the term elements (title, definition, date of creation, synonym, abbreviation and label ).

Based on elements existing in file, mapping will be done as displayed in screenshot 4

There are some rules that you have to follow :

You must choose one and only one title.
You must choose one and only one definition.
The other fields are not obligatory.
you can choose multiple labels, synonyms and/or labels.

Sreenshot 4 : Map Terms

After mapping the fields, the result of your map will be displayed (Screenshot 5).

Sreenshot 5 : Map Terms Result

Progressive add of the terms

The system will start to add progressively the new ones to your glossary (Screenshot 6).

Sreenshot 6 : Progressibe add Terms

Error Consulting after import

After finishing the process of adding the terms, you can consult the list of declined lines and the cause of this fails (Screenshot 7).

This list of errors can be exported as a PDF file.

Sreenshot 7 : Error Consulting

Import Statistics

At the end of the import process, you can consult the result via an significant table (Screenshot 8).

Sreenshot 8 : Import Statistiques

Also, you can see some or all the results in a well displayed charts (Screenshot 9).

The table and the chart can be downloaded as a PDF file.

Charts and Table element are explained as follow:

Elements	Meaning
Terms to be imported	the number of terms in the file that starts with the same letter.
Old state of glossary	the number of terms in the glossary before the import.
Terms imported	the number of terms that have been imported from the file.
Terms not imported	the number of the terms that haven't been imported from the file.
Terms already exist in the glossary	the number of terms that have been found in glossary and treated with the adequate option.
New state of glossary	the number of the terms in the letter after the import.

Sreenshot 9 : Glossary Import Chart

Global Import Glossary

Similar to the previous feature and using the same logic of import, this one let you import your glossary content in an existent space or in a new space that you create.

Confluence administration permissions are required to use this feature.

To access this panel, navigate to apps listing > Glossary add-on > button "Configure" as displayed below:

This feature provides you with the possibility to choose an existent space to import the content of your glossary (Screenshot 10).

Sreenshot 10 : Select Space

Or create a new space and import your data in it (Screenshot 11).

Sreenshot 11 : Create new Space

The rest of the steps of the Global Import Glossary are totally similar to Space Import Glossary.

Advanced Glossary Search

This is one of our new major features, it provides the user with the ability of searching for terms using one or multiple criteria :

By title of the term, by space, by spaces, by date, by synonyms, by labels, by creator, by abbreviation.

The result appears immediately paginated and sorted with the order that you have chosen (Screenshot 12).

Sreenshot 12 : Advanced Glossary search

Through this feature, the user can export the result of his search as PDF file or as an Excel file. The properties of the search feature are explained in the table below.

Criteria	choose option type	choose option	number of chosen element
Order By	select	Term (Ascending) Term (Descending) Creation date (Ascending) Creation date (Descending) Creator (Ascending) Creator (Descending)	one
In the space	input / select	The first 5 spaces if the input is clear The first 5 elements match to the input value.	multiple
By Synonym(s)	input / select	The first 5 elements match to the input value.	multiple
By Abbreviation(s)	input / select	The first 5 elements match to the input value.	multiple
By Label(s)	input / select	The first 5 elements match to the input value.	multiple
By Creator	input / select	The first 5 elements match to the input value.	multiple
By Date	select	Whenever Last 24 hours Last week Last month Last year Custom: From → To	one

Result and pagination

The result of the search is divided into pages. Each page contains 10 terms.

The terms are ordered by the order that you have chosen in" order by" input.

To navigate between pages, you can use the pagination in bottom of the page(Screenshot 13).

Sreenshot 13 : Advanced Search Pagination

Export Glossary

This is our last new feature for this version.

Export can be used on three levels: In Letter page, in Glossary by space, in Advanced search panel.

Export Glossary space content

Through this one, Glossary users can export the content of Glossary in space (Screenshot 14),

Sreenshot 14 : Export the hole Glossary

Export Glossary Letter

Export only letter content (Screenshot 15)

Sreenshot 15 : Export Letter content

Export custom Glossary search

Export Glossary content from search panel (Screenshot 16).

Sreenshot 16 : Export search result

The user can choose what elements ( one, some, all ) of the term that he wants to export: title, definition, creator, date, synonyms, abbreviations, labels (Screenshot 17).

Sreenshot 17 : Export choses

the user also can choose what is the type of file that he wants to export to: PDF file or an Excel file (Screenshot 18-19). with the PDF type, the user can export the pictures contained in the definition (if there is).

Sreenshot 18 : Export EXCEL file

Sreenshot 19 : Export CSV file

Improvements

Global Search

1. Performance : We have update the our search alghorithm to improve the its performance.
2. Number of result : we have add the number of terms that have been found.

Permisson

1. Search : the result of the search is basing on the activation of the space and the permission that the user has in the space.
2. Highlight : all highlight option will show only from the spaces that has been activated and the user has the view permisson

Vectors Apps for Confluence

Glossary User Guide - Version 4.0