Words whose spelling often varies inside your company (for example, “color” and “colour”, or “email” and “e-mail”) can be standardized to the standard term in SOP text if you register the variants as aliases of a term in the Terminology Glossary.

The Terminology Glossary is available on the Core plan and higher.

Note: The former [Notation Unification Dictionary] tab was combined into Aliases in the Terminology Glossary on October 21, 2026. The Japanese replacement rules that were registered in the Notation Unification Dictionary have been moved to the terms in the Terminology Glossary.

What you can do with aliases

Each term in the Terminology Glossary can hold the form written in SOPs (the standard term) and another way of writing or calling the same thing (an alias). For example, if the standard term is “color” and the alias is “colour”, the term is used in the following situations.

AI analysis (videos, PDFs, etc.): The AI is told that “colour” is the same as “color”, so the SOP is written as “color”. For video AI analysis, the results are standardized at the end by replacing “colour” with “color”.
Editing SOPs: Using [Standardize to the Terminology Glossary], you can select “colour” in the text and change it to “color” (see “Standardize SOP text” below).
Search: Searching for either “colour” or “color” finds SOPs that contain either one (See also: Full-text search).
Translation: If a translation is registered for a term, text written as “colour” is translated with the same translation.

Standardization applies to text written in Japanese.

Register a term

Open [Dictionary / Templates] in the sidebar and select the [Terminology Glossary] tab.
Add a term with [Add term] (to change an existing term, edit its row). The [Japanese] column holds the standard term (for example, color).
Enter the spelling you want to change in the [Aliases] field (for example, colour). If there are several, separate them with a comma, or confirm each one by pressing Enter.
Click [Save].

A spelling can be registered to only one term in the Terminology Glossary (whether as a standard term, an alias, or a group-specific name). If a similar spelling in another term differs only in katakana or hiragana, full-width or half-width characters, or the presence of a long vowel mark, a confirmation appears before saving.

You can also register aliases in bulk from Excel / CSV in the [Aliases] column (separate multiple entries with a comma). For how to bulk import, see Terminology Glossary (terms and multilingual translations).

Standardize SOP text

SOP editing screen

From the [Other] menu at the top right of the SOP editing screen, open [Bulk edit] and select [Text replace] on the [Text] tab. (To standardize only some steps, select multiple steps first, then open [Bulk edit].)
Click [Choose terms to standardize] under [Standardize to the Terminology Glossary].
The words found in the text are listed together with their current wording, standard term, and match count (all are selected by default).
If there are words you do not want to standardize, clear their check boxes.
Click [Standardize ○ selected words in ○ places].

Video editor

The same [Standardize to the Terminology Glossary] is also available on the screen that opens from [Bulk replace] in the video editor toolbar. The target is the text and subtitles of the steps.

When group-specific names are registered (Enterprise plan)

If group-specific names (names for each brand or site) are registered in the Terminology Glossary, you can select [Standardize to] on the standardization screen. The default is [My group's names]. Selecting a group name standardizes the words to that group's names, and selecting [Team's standard terms] standardizes them to the standard terms.

Register to the Terminology Glossary from bulk edit replacement

Users who can approve the Terminology Glossary can select [Also register in the Terminology Glossary] when they replace words using text replace in bulk edit. They can register the word before replacement as an alias, or register the word after replacement as a group-specific name (Enterprise plan). Replacement records are also used as material for [Term candidates] in the Terminology Glossary (See also: Grow the Terminology Glossary from on-site records (Term candidates and Extract from documents)).

Differences by user role

By default, Owners / Team Admins apply changes to the Terminology Glossary immediately. Changes registered by users at Group Administrator level or below (excluding Guests) are sent to Owners / Team Admins as proposals, and a request for approval is sent to them. Owners can change this scope (See also: Apply changes to the Pronunciation Dictionary and Terminology Glossary directly without approval).

Terminology Glossary (terms and multilingual translations): registering terms, descriptions, translations, aliases, and group-specific names, and bulk import
Fix misreadings of kanji and units: specify readings in the Pronunciation Dictionary

Standardize spelling variations (Aliases in the Terminology Glossary)