What is the Terminology Glossary?
This is a feature for registering specialized terms (internal names and standard spellings) in advance, such as product names, equipment names, and process names used in your company. The registered content is shared across the whole team and used in the following situations.
- ① Prioritizes standard spellings when AI creates SOPs (analysis of videos and PDFs): When an SOP is generated automatically from a video or PDF, the AI gives priority to the registered terms and reflects their standard spellings and internal names in the manual. Unique product names and internal terms that are hard to catch by ear are also turned into SOPs with the correct spelling. If you add a "Description (reading and meaning)" to a term, recognition accuracy improves even further.
- ② Registered translations take priority in automatic translation when viewing: When you view an SOP in multiple languages, the translations set in advance for each language are given priority. This is ideal when you find automatic translation convenient but want product names and internal terms translated correctly. These translations are also used when translating a File-based SOP (Pro and Enterprise plans).
- ③ Search also matches aliases and spellings in each language: Searching by an alias, a spelling variant, or a term's spelling in each language returns the SOPs that contain that term (for example, searching for "bu lông" in Vietnamese returns the SOP for "bolt"). For details, see Full-text search.
- ④ Standardize spelling variants to the standard spelling: If you add "Aliases" to a term (for example, "gray" and "grey", or "wrench" and "spanner"), the spellings written by AI analysis and the spellings in the SOP editing screen are unified to the standard spelling with [Standardize to the Terminology Glossary]. For details, see Standardizing spelling variants (Aliases in the Terminology Glossary).
※ ① uses the Japanese terms (standard spelling, aliases, and spelling variants) and their descriptions, ② uses the translations for each language, ③ uses the Japanese terms and the translations for each language, and ④ uses aliases and spelling variants. Depending on your needs, you can register terms in Japanese only or with translations.
How to set up
You can set it up from the [Terminology Glossary] tab on the page that opens from [Dictionary / Templates].
Registering aliases and spelling variants
Different spellings or names for the same thing (for example, "gray" and "grey", or "wrench" and "spanner") go in the [Aliases] field on the term's row. If there are several, separate them with commas, or press Enter after each one to confirm it.
- In AI analysis, even if a term is spoken or written with an alias or spelling variant, the SOP is written with the spelling in the [Japanese] column (the standard spelling).
- On the SOP editing screen and in the video editor, you can use [Standardize to the Terminology Glossary] to fix aliases and spelling variants in the text to the standard spelling all at once.
- When searching, you get results whether you search with the standard spelling or with an alias or spelling variant.
- When translating, even if the text is written with an alias or spelling variant, it is translated using the registered translations.
The same spelling can be registered for only one term in the Terminology Glossary (whether it is a standard spelling, an alias, a spelling variant, or a group-specific name). If another term has a similar spelling that differs only in katakana versus hiragana, in full-width versus half-width characters, or in whether it includes a long vowel mark, a confirmation appears before saving. For how to standardize wording in text, see Standardizing spelling variants (Aliases in the Terminology Glossary).
For a row you are editing, click [+] on the left to open it, and you can write [Details] (up to 1,000 characters). This field is for people to read and is not passed to AI analysis. The field passed to AI analysis is [Description].
Registering group-specific names (Enterprise plan)
When the name for the same thing differs by site or brand (for example, one site says "trolley" and another says "cart"), register the name for each group from [Group-specific names] on the term's row.
- In AI analysis, SOPs are written with the names registered for the group the creator belongs to (including its parent groups). For terms whose names differ between the groups the creator belongs to, the standard spelling is used.
- In [Standardize to the Terminology Glossary], under "Standardize to," you can choose "My group's names," "Group name," or "Team's standard terms."
- In search and translation, group-specific names are also treated as names for the same term.
Group-specific names are available on the Enterprise plan.
Bulk import from Excel / CSV
To register or update a large number of terms, you can import an Excel / CSV file with the [Bulk import] button. If you manage a multilingual translation table in-house, you can upload it as is and have it reflected.
- Click [Bulk import] at the upper right of the [Terminology Glossary] tab
- Click [Excel template] at the upper right to download the template. If terms are already registered, the template is downloaded with that content filled in, so you can edit it as is and upload it again
- Enter the translations of the terms in the template, or prepare your own CSV / Excel file with language headers in row 1 (Japanese / English / Chinese… or language codes such as
ja/en/zhCN…) and the translations for each term in each row - Drag and drop the file, or paste the contents
- Change preview is displayed, and you can check the contents in four categories: Add / Update / Skip / Error
- If there are no problems, click [Register N items] to confirm
- Supported file formats: CSV, TSV, Excel (.xlsx / .xlsm). The character encoding is detected automatically as UTF-8 or Shift-JIS.
- The Japanese column (the reference column) is required. The other language columns may be left blank (languages left blank are not registered).
- You can add languages that are not in the template as columns (only the language codes that Dive supports)
- Terms with the same content as existing ones are skipped automatically
- After registration, it takes 1 to 2 minutes for the changes to be reflected in actual translations
- Aliases column: you can enter several, separated by commas. When imported into a term that is already registered, they are added to its current aliases and spelling variants (nothing is deleted)
- Details column (up to 1,000 characters) can also be imported
- On the Enterprise plan, you can import group-specific names with a column whose row-1 header is Group-specific names:Group name (for example, Group-specific names:East Factory). The group name must be the same as the name of the group in your team
- A row whose aliases, spelling variants, or group-specific names are exactly the same as the names of another term results in an error and is not registered
- When users at Group Administrator level or below run a bulk import, the same as a regular addition, a request for approval as a proposal is sent to the Owner / Team Admin
Translate blanks in bulk
You can fill in the cells with empty translations all at once using machine translation. Click [Translate blanks], choose a range, and run it.
- Languages currently shown: Targets only the languages currently displayed in the table
- All languages: Targets all supported languages
- Choose a language: Specifies the target languages one at a time
The translation results are only entered into the table you are editing, and are not saved as they are. Check the contents before saving. Translating a large number of items takes time, so you can stop it partway through. Even if you stop, the content filled in up to that point remains in the table.
Cells that already contain a translation are not overwritten. Only Team Administrators or higher can run this.
Language of SOPs you create from now on
You can set the default language in which newly created SOPs are written. This is the base language for translation and read-aloud, and you set it when the whole team creates SOPs in the local language, for example at overseas sites.
SOPs that have already been created are not affected. You can change the setting for each SOP from "Playback & display settings" under [Basic information] on the SOP editing screen. Only Team Administrators or higher can set this.
Default behavior
This depends on user permissions. You can also change it from Owner Functions.
For Owner / Team Admin
Settings you make are applied immediately.
For Group Administrator and below (excluding guests)
Settings are submitted as a proposal and are not applied immediately. A request for approval is sent to the Owner / Team Admin, and once approved, the settings are applied.
Grow it from the records on site (Term candidates and Extract from documents)
Terms worth adding to the Terminology Glossary are collected every night in [Term candidates], based on records of SOP wording that was corrected on site (corrections before publishing, replacements in bulk editing, and rephrasing in AI Search). When you confirm a candidate, it is added to the Terminology Glossary, and aliases and descriptions backed by consistent evidence are added automatically (this is the default). You can also pick out terms from source documents with [Extract from documents (AI)]. Available on the Core plan and above. For details, see Growing the Terminology Glossary from on-site records (Term candidates and Extract from documents).
Related dictionary features
[Dictionary / Templates] also includes the following dictionary. It also supports bulk import from Excel / CSV.
- Pronunciation Dictionary: Specifies how words are read in text-to-speech (TTS) narration (see also: Correcting misreadings of kanji and units)
For how to standardize the wording of SOP text using aliases and spelling variants, see Standardizing spelling variants (Aliases in the Terminology Glossary).