---
title: "Glossary documentation (Server\\DC)"
canonical: "https://support.covectors.io/space/CAD/540934145/Glossary%20documentation%20(Server%5CDC)"
format: markdown
---
The Glossary app is designed to help you build, manage and integrate an unlimited number of terms within dedicated, centralized glossaries. Additionally, the highlights feature allows you to find and access terms (along with their definitions and metadata) through a simple click directly within other spaces and pages. This contributes to revamping the overall wiki experience and allowing your teams to access useful information in a quick and timely manner.
The app is available on Cloud, Server, and Data Center. For more information about the differences as well as the migration path, make sure to refer to the last part of the documentation (by clicking here).
# What’s new in Glossary
The new Glossary release on the data center brings an exciting addition: the ability to export terms from both parent and child pages.
## Exporting terms from parent and child pages
The latest release of Glossary for Confluence on Data Center allows you to export highlighted terms from specific parent and child pages.
1. To begin, navigate to your Confluence page and click **“Highlight Page Terms”**. All terms that are associated with current or all glossaries will be highlighted (depending on your Glossary highlight configuration).
2. After highlighting, proceed to select “Export Glossary Terms”. A dialog box will appear presenting you with two export options:
- **Export terms from the current page and its descendants:** This option allows you to export terms not only from the current page but also from its child pages.
- **Export terms from the current page only:** Choose this option if you wish to export terms exclusively from the current page.
3. For further customization, select “Show Details” within the dialog box. Here, you'll find two main tabs:
- **Origin glossary: **Select the glossaries from which you want to export terms. Depending on your Glossary highlight configuration, you can either adhere to the current highlight configuration (be it set to “Current”, “All”, or “Multiple” glossaries) or override it by choosing specific glossaries.
- **Terms to be exported:** Choose whether to include synonyms and abbreviations within your exported file.
4. Once you've configured your preferences, simply click on “Export” to initiate the export process.
And there you have it, you can now export highlighted Glossary terms from parent and child pages all together!
# Getting started with glossaries
## Improved UI
The whole look and feel of the glossary app has been ditched in favor of a simpler, easier to navigate and more responsive design. The new design has been applied on all pages and features including the glossary global page, letter page, dashboard, the highlights feature and more.
- The new letter page display makes the term's metadata including synonym, abbreviations and labels easier to access.
- The main Glossaries dashboard search results have been reworked to include more detailed metadata as well as the flag of the specific language of a given glossary.
- Advanced Glossaries search display has also been reworked in a favor of a more visually appealing, and easier to navigate results page.
- The highlights display has been revamped to include metadata such as the label, abbreviation(s) and synonym(s)
## Create a glossary
Creating your first glossary is a simple process composed of five main steps:
1. First, choose (or create) the space where you want to integrate your glossary
2. Choose “Glossary” from the Create dialog box
3. Click on “Create a glossary”
4. Select the glossary language along with a prefix (to distinguish it from other glossaries within the same space)
5. Click on Create
**Congratulations...you have just created your first glossary!**
> ⚠️ You can only create one glossary per language. For example, it wouldn’t be possible to have two English glossaries within the same space.
> 📝 To help you better classify and search for glossaries, each created one is associated with a label upon its creation. For example, if you create a glossary with “English” as language, it will be automatically labeled as “[english-glossary-blueprint](http://labtesting.spectrumgroupe.fr:21000/label/GLOS/english-glossary-blueprint)”.
## Global glossary dashboard
The glossary you have just created along with others you wish to create in the future will be visible within the glossaries page. The latter is accessible from the top menu and contains three main tabs: Glossaries, labels, and advanced search. Additionally, at the top of the page, there is a search bar where you can type keywords to quickly access glossaries.
### Space glossaries
Within this tab, you can visualize all glossaries created within your Confluence instance or the ones you have marked as favorites. Glossaries are classified by space and are presented as cards.
Each card contains the glossary’s & space’s name, the number of languages & terms, the creation date along with a star allowing you to mark or unmark the glossary as favorite.
### Glossary labels
The labels tab gives you quick access to specific terms. Upon creating a term, you can associate it with a certain label. For example, the term “Social Media Marketing” can be associated with the label “Marketing”. The latter would be visible within the “Labels” tab. Once you click on it, you would have all the terms associated with the label “Marketing”.
### Search
With the global search bar, you can instantly locate and access terms across all glossaries. If the search query you have entered is incomplete or part of an existing term, suggestions would appear containing the whole term.
###
Advanced search
Starting from the 4.0.0 version, we have introduced the advanced search feature (which is available on server and DC only). The advanced search function allows you to search for terms using one or multiple criteria (By the title of the term, by space, by spaces, by date, by synonyms, by labels, by the creator, by abbreviation.)
The results appear immediately paginated and sorted in the order that you have chosen.
The properties of the search feature are explained in the table below.
| | | | |
| --- | --- | --- | --- |
| **Criteria** | **option type** | **options** | **Number of the 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 the input value. | multiple |
| By Synonym(s) | input / select | - The first 5 elements match the input value | multiple |
| By Abbreviation(s) | input / select | - The first 5 elements match the input value. | multiple |
| By Label(s) | input / select | - The first 5 elements match the input value. | multiple |
| By Creator | input / select | - The first 5 elements match the input value. | multiple |
| By Date
By Language | select
input/Select | - Whenever
- Last 24 hours
- Last week
- Last month
- Last year
- Custom: From → To
Available languages | one
Multiple |
---
Search results are 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 at the bottom of the page.
From the 5.0.0 version onwards, we have made it possible to search for glossaries using languages. A new search box has been added where you can specify one or multiple languages
## Glossary view
Once your glossary is created, you would land on the glossary main view. The latter consists of letter links arranged alphabetically. The main view is different depending on the selected language. For example, if you select English, the view will contain the 26 letters of the English alphabet, whereas if you select German, the view will contain the same alphabet plus the umlauted letters: ä, ö, ü, and the ß.
Below is the list of actions you can take from within the glossary main view.
1. Letter box
This box allows you to access the letter's page. It gives you information about the specific letter: number of terms and the last two terms added sorted by date.
2. Export terms
You can export terms following specific criteria by clicking on the “Export terms” button. More on terms export here.
3. Create a letter
Letters can be added depending on your preferences by clicking on “Add a new letter” on the right-hand side of the view. It is worth noting that you can only add letters that don’t already exist in the glossary by default.
4. Activate a letter
You can activate a letter by simply clicking on it. By doing so, you will be immediately redirected to the letter page. There you can start creating and managing terms.
#
Creating and managing terms
Now that you have created your first glossary and activated a letter, it is time to start filling the glossary with terms
## Letter page
The letter page is content-rich and gives you complete freedom over both the creation and management of terms.
Let’s first start by taking a tour of the page’s layout
> Macro (rw-ui-steps-macro)
>
> > Macro (rw-step)
>
> **Breadcrumbs:** Represent secondary navigation schemes designed to help you locate your position within a specific space and easily toggle between views. The default navigation path starts from the space’s home page to the glossary mainview and finally the letter page.
>
> > Macro (rw-step)
>
> **The page’s title:** Consists of the letter, the number of terms, the creation date and the owner.
>
> > Macro (rw-step)
>
> **Letters:** You can access all the existing and activated letters within the same glossary through the built-in letters bar at the top of the page.
>
> Now let’s move to the main actions you can take directly from the letter page.
>
> > Macro (rw-step)
>
> **Add term:** By clicking on this button, a dialog box will appear containing all the relevant information you have to fill about the term you are about to create.
>
> > Macro (rw-step)
>
> **Export terms: **Export terms as EXCEL files based on specific criteria.
>
> > Macro (rw-step)
>
> **Search terms:** Enter the search criteria to instantly locate terms.
>
> > Macro (rw-step)
>
> **Filter & classify terms:** You can classify and order terms based on the creator, alphabetical order and the creation date.
>
> > Macro (rw-step)
>
> **Manage a term:** Hover the mouse over a specific term and you would have the options to either edit, share or delete it. Additionally, you can use Confluence page edit mode to attach rich media (images, attachments, macros, etc) inside terms definitions.
>
> > Macro (rw-step)
>
> **Term** **Synonym(s): **You can include synonyms to the term to add additional information about the term.
>
> > Macro (rw-step)
>
> **Term labels:** Note that these labels are managed differently than Confluence labels. They aim to add a simple clarification layer to a term, so users can have additional information about the term.
> ⚠️ If the number of terms in a letter page exceeds 10, a new page would be automatically created. You can navigate through pages through a simple click with pagination.
## Create a term
To create your first term, click on “Add term” on the letter page. By clicking on this button, a dialog box will appear containing all the relevant information you have to fill in about the term you are about to create. (Title, definition, labels, synonyms, and abbreviations).
> ⚠️ The terms you are about to create need to start with the same letter as the letter page. However, you can change the language configuration by disabling the “Check the first letter of the term” (More on this here).
## Manage a term
For each specific term, you can perform three actions:
- Share a term: Select the share icon to get a link to a specific term. The link will automatically be copied to the clipboard.
- Edit a term: Select the edit icon to change all of the relevant information about a specific term.
- Delete a term: Select the delete icon. A dialog box appears where you have to confirm. It is worth noting that once a term is deleted, the action is permanent and you wouldn’t be able to recover the term.
## Filter and search terms
As your glossary grows, finding terms can become a bit challenging. This is why we have included a host of filtering options to help you customize the terms’ view and search for one or multiple terms at once.
You can search for terms based on the term itself as well as its metadata by selecting the drop-down menu. Then, you can simply type the term you are looking for in the search bar.
Additionally, you can order terms alphabetically, based on their date or the creator by selecting the “Order By” drop-down menu.
Last but not least, you can choose display terms from a custom time period by selecting “Date”. A dialog box would appear where you have to specify the exact period. There are predefined options available including (today, last week, or last month).
# Highlighting terms
## Create terms directly within spaces
To encourage users to contribute more often, we have decided to facilitate the term creation process and integrate it within all of your confluence’s spaces (not only within the letter page). All you have to do is highlight the term in question, select “Add term” and fill the term creation form. The form, in this case, includes two additional fields compared to the standard creation form (you have to specify the space in which you want to add the term as well as the language).
## Highlight terms within spaces
To highlight terms, click on the glossary icon at the top of your Confluence page. Then, you can find all the highlighted terms displayed, of course, according to your predefined settings.
By hovering your mouse over the highlighted term, a popup would appear containing the term, it’s definition, creation date, space, label(s), and metadata
# Glossary configuration
Depending on the possible access and editing restrictions, some users might not be able to either access or edit the global configuration. This is why we have included two types of configuration: the global one (active by default and applicable to all spaces and glossaries), local/space configuration (to be activated when you wish to make changes only at a space level).
## Global Configuration
The global configuration is activated by default and is applicable to all spaces and glossaries. Only designated Confluence admins to have editing rights to perform changes.
To access the global configuration for glossary, Click on add-ons listing > Glossary add-on > "Configure" button.
###
Glossary features activation by spaces
Within this tab, you have a table view of all the spaces you have created within your Confluence instance along with their descriptions.
> ⚠️ Archived spaces in Confluence won't be displayed in the list.
You can:
- Enable/Disable Glossary functionalities for multiple spaces
- Enable/Disable Glossary highlight for multiple spaces
- View and share each space’s glossary configuration
- Hide glossaries button from the top menu for both regular or anonymous users as well as the highlights button for anonymous users.. For this, navigate to the Confluence global configuration > Glossary global configuration > Glossary features activation by space. By default, the parameters are set to off. To hide one of the three parameters click "On".
### Sanity check
The new sanity check feature is designed to help you detect anomalies within your database such as duplicated letters, orphaned terms, orphaned letters, etc.
Once the anomalies are detected, you can both export and clean them.
There are two ways to access the sanity check menu: From the lateral menu within the glossary section or from the glossary configuration button.
Once you access the sanity check menu, there are a host of check options you can select from the drop-down menu to verify the database including Orphaned letters, duplicated letters, terms without letters, terms with active orphaned letters, terms with orphaned letters, and unknown usernames.
When you click on “Start”, the check will begin and all the results will be progressively shown in the main menu. You can abort the search at any moment by selecting “Stop”.
### Custom Space Configuration:
The new addition to the glossary app is the “custom space configuration” tab. In short, this new tab allows you to set default settings for spaces in terms of theme, highlights, and more. Upon creating a new glossary it will contain the default settings which can be changed within the local/space configuration.
- A preview has been added to help admins visualize how their glossaries would look like in real-time. As demonstrated in the screenshots below, every change regarding the theme, highlights settings is displayed directly on the right-hand side of the screen.
- The old color picker has been replaced by a rich one that supports RGBA and HEXcolor formats
- Admins are now able to change the color of a highlighted text to be inline
## Local/space configuration
The local/space configuration allows users with space administration permissions to change the settings only for a specific space.
To access this panel you need to browse to the "Space tools" button >> "Add-ons" option >> "Glossary" tab.
The panel consists of three main menus: Settings, Language and Import.
### Settings
Within the settings menu, you can configure the highlights feature (how terms would be highlighted, from which space, whether to include metadata, etc). Let’s explore this menu in further detail.
- Theme: Within the theme tab, you can change how terms are displayed and highlighted. There are three options available to you.
**Theme:** choose the wished background for the highlighted terms. You can change the color either by using the color picker or by writing a correct hex format color (the color circle will change to the entered color if your entered code is correct).
**Text style: **Select one or a combination of text styles. The available options include Bold, Italic, or underlined text.
**Highlight button:** You can choose whether to show the highlight button within a page.
- Highlight: The Highlight tab is where you configure which terms to highlight along with their sources, accuracy, and occurrence.
**Auto highlight: **If you check this box, then highlights will appear automatically. Otherwise, you would have to click on the glossary icon at the top of the page to highlight terms.
**Terms space(s) source(s): **Determine the space from which you want to highlight terms. Possible options include (1) Current: highlight only the terms that are saved in the current space glossaries, (2) All: highlight the terms that are saved in all the spaces’ glossaries, and (3) Multiple: select the space's source from the available spaces in your instance, a multi-select is possible also.
**Highlight options: **Choose whether to highlight synonyms and/or abbreviations in addition to terms. If selected, both options will be highlighted in a similar way to terms.
**Highlight subterm: **You can choose whether to highlight a complete word or just a part of it. If part of the word is listed in a given glossary then it would be highlighted following the criteria you have already set.
**Occurrence: **Set the number of times a given term is highlighted. For example, if a term is repeated five times within the same page, then only the first one is highlighted. The number of occurrences is set to one by default.
- Other: In this tab, you have four main options. First, you can choose your highlight mode: case sensitive or insensitive. Additionally, you can configure the popup display when highlighting terms: by click or by mouse hover. You can opt to show or hide the tag of empty synonyms and abbreviations within the letter page.
And Finally, you can change glossaries pages brackets: we added the option to change the separator between the glossary pages prefix and the page title with 5 options ( round brackets/parentheses, square brackets/box brackets, braces/curly brackets, angle brackets/chevrons, and more).
### Language configuration
The language section in the “Space tools” menu gives you an overview of the different languages created within specific spaces along with their prefixes.
Clicking on the three dots menu associated with each language will land you on the “Language configuration” dialog box. The latter contains two sections:
- Parameter: Here you have two options:
**Change the prefix of the selected language:** when changing the prefix of the glossary and letter pages, the title of these pages can not be modified unless using this feature. We have stopped the title editing because the user will have an issue creating glossaries (with other languages) if he/she removes the prefix or uses a prefix of another language (for example).
**Activate/deactivate the first letter check**: The first letter check is used when adding a certain term to a certain letter but the first letter doesn't match (Japanese language for example).
- Change language: You can change the language from the selected one to the "No Language" or vice versa. By changing the language of the glossary, the prefix of glossary and letters pages will be changed as well, all terms also will be switched to the new languages, the non-activated letters of the old language will not be switched and the letters of the new language will be added the glossary overview Macro in glossary page.
> ⚠️ In some cases, the two languages that you wish to merge contain the same term. In the example below, I want to perform a change from “No language” to “English”. Both glossaries contain the same term “Kanban”.
> ⚠️
> ⚠️ Here, a message would appear once you click on “change” detailing the term(s) and a direct link to the glossaries. To proceed, click on “Change and erase the old terms”.
### Import menu
Here you can import glossaries from both CSV or EXCEL files. We will explore the import process in further detail in the next section.
## Migration of data storage model
We have moved to Active Objects, the new ORM (object-relational mapping) layer to manage persistent data in Atlassian (You can read more about Active Objects within [this link](https://developer.atlassian.com/server/framework/atlassian-sdk/active-objects/)).
This implementation will help us to better manage the content stored by Glossary in order to expose and reuse it easily going forward. Active Objects enables easier, faster, and more scalable data access and storage than the existing Bandana and PluginSettings APIs.
This change does not impact features or the display of Glossary elements. It will only engage a migration operation during the installation to move data from the old storage model to new database tables.
# Import and export glossaries
Starting from the 4.0.0 version, users can both import and export glossaries. This comes in handy for users willing to migrate their glossaries (to and from CSV or Excel files) without having to build them from scratch.
In this section, we will walk through the steps to import and export files as well as specific rules to follow for a successful process.
## Import glossaries
To import glossaries at a space level, access the glossary import panel. Click on the "Space tools" button >> "Add-ons" option >> "Glossary" tab.
You can import your glossaries from either CSV or Excel files.
### Import from CSV files
In order to successfully import your data, you have to respect & follow these rules :
1. The file format should be **CSV** (*.csv).
2. After selecting your file, you have to wait until the success upload message appears.
3. The file encoding must be **"UTF-8"**.
4. Your file should have at least one separator and at most two separators.
5. You can choose whatever separator you like.
6. If you're using one separator in your file, make sure to write it in both separators fields to fill.
7. You can visit this **[link](https://support.covectors.io/space/CAD/540934145/Glossary+documentation+Server+DC#CSV-file-structure)**[ ](https://lab.spectrumgroupe.fr/confluence/pages/viewpage.action?pageId=4785194)to understand what lines in your file will be accepted.
8. Choose import policy as explained below
### Import from Excel files
You can import your glossary content from an Excel file, and choose the right configuration.
In order to successfully import your data, you have to respect these rules :
1. The file format should be **Excel** (*.xlsx).
2. After choosing your file, wait until the success message upload appears.
3. The file encoding must be **"UTF-8"**.
4. You can visit this **[link](https://support.covectors.io/space/CAD/540934145/Glossary+documentation+Server+DC#EXCEL-file-structure)**[ ](https://lab.spectrumgroupe.fr/confluence/pages/viewpage.action?pageId=4785194)to know what lines in your file will be accepted.
5. You have to choose how the system will deal with existent terms in your glossary ( leave the old one, rewrite the term with the new data, or update only synonyms, abbreviations, and labels).
6. Choose import policy as explained below
You have to choose how the system will deal with existent terms in your glossary (leave the old ones, rewrite the terms with the new data, or update only synonyms, abbreviations, and labels)
| | | |
| --- | --- | --- |
| **Strategy** | **Term in Glossary** | **Term in File** |
| Keep the existing 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 |
### Import from JSON files (NEW)
Following the many requests from both our clients and prospects, we have included the possibility to import and export files in JSON format starting from the 5.1.1 version onwards.
This move comes as we have witnessed an increased use of rich text when filling glossaries. With the available two file format options (PDF and Excel), importing and exporting files became a bit challenging as both file formats do not necessarily support all types of rich content.
JSON, however, gives our users more freedom both in terms of importing and exporting and ensures no data gets lost along the way.
You can import your glossary content from JSON files, and choose the right configuration.
In order to successfully import your data, make sure to follow these rules :
1. The file format should be JSON (*.json).
2. Choose a JSON file. To facilitate the import process, a JSON file template has been included.
3. After choosing your file, wait until the success message upload appears.
4. Determine the import policy. Here you have three options: Keep the existing term, replace the term, keep existing terms and add other parameters (synonyms, abbreviations, etc…)
### Mapping the first line of your file
After choosing the file to be imported along with the adequate configuration, the next step is to proceed with file content mapping.
The first line of the file will be used to map the term elements (title, definition, date of creation, synonym, abbreviation, label, letter, prefix, key ).
Based on the file’s existing elements, the mapping will be done as displayed in the screenshot below:
There are some rules that you have to follow :
- Choose only one title.
- Choose only one definition.
- Other fields are not obligatory.
- You can choose multiple labels, synonyms, and/or labels. (Map terms screenshot)
After mapping the fields, the result of your map will be displayed
###
Post import error consulting
After finishing the process of adding the terms, you can consult the list of declined lines and the cause of these fails.
This list of errors can be exported as a PDF file. (Screenshot error consulting)
### Import statistics
Once you finish the import process, you can visualize relevant statistics either as a table or chart within the “import result” menu.
Chart and table elements are explained as follows:
**Terms to be imported: **The number of terms in the file that starts with the same letter.
---
**The 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 terms that haven't been imported from the file.
---
**Terms already exist in the glossary: **The number of terms that have been found in the glossary and treated with the adequate option.
---
**New state of glossary: **The number of the terms in the letter after the import.
---
### Global Import Glossary
You can import your glossary content in an existing 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"
### File structure (CSV and EXCEL)
To guarantee a successful import of your data, there are a host of rules with regards to CSV and EXCEL files that we will cover in this section. But first, we need to explain the basic term structure.
#### Term structure
The structure of the term and their properties are presented in the table below :
| **Term element** | **Existence** | **Multi-value** | **How to get the value** | **Can be updated** |
| --- | --- | --- | --- | --- |
| Title | Obligatory | Yes | input / Import from file | Yes |
| Definition | Obligatory | No | Input / Import from file | Yes |
| Creator | Optional | No | Automatic | No |
| Creation Date | Optional | No | Automatic / Import from file | Yes |
| Labels | Optional | Yes | Input / Import from file | Yes |
| Synonyms | Optional | Yes | Input / Import from file | Yes |
| Abbreviations | Optional | Yes | Input / Import from file | Yes |
| Key | Optional | No | Automatic / Import from file | Yes/No |
| Prefix | Optional | No | Automatic / Import from file | |
| Letter | Optional | No | Automatic / Import from file | |
#### CSV file structure
In order to simplify the CSV file structure, we will list some rules. With each rule, we will put correct examples and incorrect ones.
Let’s start with the example below.
| | | | | | |
| --- | --- | --- | --- | --- | --- |
| **Term elements** | **Title** | **Definition** | **Creation Date** | **Labels** | **Synonyms** |
| Term 1 | Chief Executive Officer | The person with the most important position in a company. | 20/12/2018 | Industry, Bosses & managers, Boss | administrator, director |
| Term 2 | Chief technology Office | A senior executive with responsibility for managing the technological requirements of a company or other institution. | 20/12/2018 | Industry, Bosses & managers | chief technical officer |
1. The file’s elements must have the same order as the first line of the file
2. Each line represents a term: you can't divide a term into two lines (break line).
3. Each line must have the title of the term and the definition
4. The optional elements of the term can have no value (empty) but the obligatory elements must have a value.
5. Each line must respect the mapping that the user has chosen in the import process: the number of separators must be equal or higher to (the order of the last mapped element - 1)
To explain this rule, we will showcase multiple examples:
**Example 1:** In this example, we have mapped the title, the definition, and the date. The last one that has been mapped is the date which has the third-order (= 3) in the file. This means that the number of separators that must be in each line of the file is ( 3-1 <= 2).
**Example 2:** all the elements of the term have been mapped. The last one that has been mapped is the label that has the sixth order (= 6) in the file. So the number of separators that must be in each line of the file is ( 6-1 <= 5).
**Example 3:** we have mapped the title, the definition, and the labels. The last one that has been mapped is the label that has the sixth order (= 6) in the file. So the number of separators that must be in each line of the file is ( 6-1 <= 5).
6. For the element of the term that can have multi-values (synonyms, abbreviations, labels ), there are two methods you can use to import them.
Separate the multi-values with the same separator ( that you have used to separate between the other elements of the term ) and map all values in the mapping part. To explain this solution we are using 3 labels ( Industry, Bosses & managers, Boss ), 2 synonyms ( administrator, director ), and 1 abbreviation (CEO).
Use another separator ( from what you have used to separate from the elements of the term ) to separate the different values of the same element. To explain this solution we are using a second separator "; " to separate between 2 labels ( Industry, Bosses & managers ), 3 synonyms ( Boss, administrator, director ), and 1 abbreviation (CEO).
#### EXCEL file structure
To better explain the EXCEL file structure, we would follow the same above approach. To explain the rules, we will use two terms along with some correct and incorrect ones.
| | | | | | | |
| --- | --- | --- | --- | --- | --- | --- |
| **Term elements** | **Title** | **Definition** | **Creation Date** | **Labels** | **Synonyms** | **Abbreviations** |
| Term 1 | Chief Executive Officer | The person with the most important position in a company | 20/12/2018 | Industry,Bosses & managers | administrator, director, Boss | CEO |
| Term 2 | Chief Technology Office | a senior executive with responsibility for managing the technological requirements of a company or other institution. | 20/12/2018 | Industry, Bosses & managers | chief technical officer | CTO |
1. The file’s elements must have the same order as the first line of the file
2. Each line represents a term: you can't divide a term into two lines (break line).
3. Each line must include the term’s title and its definition
4. The optional elements of the term can have no value (empty) but the obligatory elements must have a value.
5. For the element of the term that can have multi-values (synonyms, abbreviations, labels ), there are two methods you can use to import them.
Each value takes a column. In the mapping part, you should map them all. To explain this solution we are using 2 labels ( Industry, Bosses & managers ), 3 synonyms ( Boss, administrator, director ), and 1 abbreviation (CEO).
Put all values in a single cell and separate them with a separator other than the comma ','. To explain this solution we are using 2 labels ( Industry, Bosses & managers ), 3 synonyms ( Boss, administrator, director ), and 1 abbreviation (CEO).
# Export glossaries
Similar to the import feature we have covered above, you can export files as both CSV or Excel directly from within your confluence instance.
Export can be used on three levels: In Letter page, in Glossary by space, in Advanced search panel.
## Export Glossary space content
You can export all the terms of a given space by clicking on the “Export terms” button at the top right corner of the glossary view.
## Export glossary letter
Here, you can only export the terms associated with a given letter. From within the glossary view, click on a letter. You will be directed to a letter page where you can export all the terms by clicking on the “Export terms” button at the top right corner of the page.
## Export custom Glossary search
With this new feature, you are able to export specific search results directly from the advanced search menu. Once you have specified your search criteria, click on “export results” at the top right corner.
Here you can choose the elements that you want to export such as the title, definition, term, creator, date, synonyms, abbreviations, labels, language key and language prefix.
You can also choose the file’s format (PDF or Excel). For the PDF format, any images associated with a definition (if there are any) will be included in the file.