By default, the Pronunciation Dictionary and Terminology Glossary use a two-step workflow: "Suggest translation" → "Approve". Content submitted by View-only users through Group Administrators is not reflected until an Owner or Team Administrator approves it.

To allow your team members to apply changes directly to the dictionary without approval, go to the "Owner Functions" tab in the sidebar under Business rules and change the user permissions for "Approve / Edit directly". Only an Owner can configure this setting, and it must be done from a web browser on a PC.

You can configure these operation permissions on all plans. However, the Terminology Glossary is available on Core plan and above, and the Notation Unification Dictionary is available on Pro plan and above.

Default behavior

The Pronunciation Dictionary and Terminology Glossary each have two permissions: "Suggestion feature" and "Approve / Edit directly".

Suggestion feature (default: View-only user and above)

This permission determines who can request changes. Users with this permission can perform the following:

While viewing a SOP, use the "Report misreading" option to suggest a corrected reading
In the "Dictionary / Templates" tab, use "Suggest reading" in the Pronunciation Dictionary tab and "Suggest translation" in the Terminology Glossary tab to submit suggestions
In "My proposals", check whether your submitted suggestions are Pending approval, Approved, or Rejected

Suggestions remain in Pending approval status and do not take effect in actual text-to-speech or translation until they are approved.

Approve / Edit directly (default: Team Administrator and above)

This permission allows users to edit the dictionary directly without needing approval. Users with this permission can:

Use "Add to dictionary" (or "Add term" for Terminology Glossary) to register entries directly to the dictionary
Use "Bulk import" to import from Excel or CSV. For the Terminology Glossary, you can also load from "Industry template"
In "Pending approval", approve or reject suggestions from other users (you can also edit the reading before approving)
Edit or delete registered entries directly
When viewing a SOP, the button changes to "Correct misreading", allowing you to register the correction to the dictionary immediately

By default, Owners and Team Administrators have this permission.

Enable direct application without approval

Open "Owner Functions" in the sidebar
Switch to the "Business rules" tab
Under "Dictionary / glossary operation permissions", select the target dictionary ("Pronunciation Dictionary" or "Terminology Glossary")
In the "Approve / Edit directly" dropdown, select the user permission level you want to allow direct application ("Created user and above", for example)
Click "Save"

The dropdown offers these five options. Lower options expand the range of users who can apply changes directly:

Owner only
Team Administrator and above (default for both Pronunciation Dictionary and Terminology Glossary)
Group Administrator and above
Created user and above
View-only user and above

Guests cannot be assigned operation permissions, so they do not appear in the dropdown.

The Pronunciation Dictionary and Terminology Glossary are configured separately. To enable direct application for both, select the permission level for each and click "Save". To return to the defaults, click "Restore defaults" and then "Save".

What changes after configuration

For users with the permitted permission level, the display will change as follows:

In the "Dictionary / Templates" tab, options for "Add to dictionary" (or "Add term"), "Bulk import", "Pending approval", and "View history" appear, and you can edit table contents directly
When viewing a SOP, the button changes from "Report misreading" to "Correct misreading", and registered readings are reflected across the Entire team without needing approval
If there are suggestions Pending approval, a badge showing the count appears in the sidebar "Dictionary / Templates" and the relevant tab

Change the scope of suggestions

If you only want to change who can submit suggestions, modify the "Suggestion feature" dropdown on the same screen and click "Save". The options are the same as for "Approve / Edit directly".

Set the "Suggestion feature" to a broader range (including lower user permission levels) than "Approve / Edit directly". If you allow only "Approve / Edit directly" and restrict "Suggestion feature", users at those permission levels will not see the "Correct misreading" button when viewing SOPs. However, they can still register changes through the "Dictionary / Templates" page.

When changes take effect

Permission changes are saved when you click "Save". Other users' screens reflect the changes on their next login or after refreshing their screen
Readings registered in the Pronunciation Dictionary take effect when you reopen the target SOP
It takes 1 to 2 minutes for approved or newly registered translations in the Terminology Glossary to be reflected in the actual translation

Frequently asked questions

Where do I configure permissions for the Notation Unification Dictionary?

The settings for "Pronunciation Dictionary" apply directly. There is no separate configuration item for the Notation Unification Dictionary. Note that the Notation Unification Dictionary is available on Pro plan and above.

Can users allowed to apply changes directly also approve suggestions from others?

Yes. When you allow "Approve / Edit directly", users also gain access to approve or reject from "Pending approval" and view "View history".

Can I see who registered or changed something and when?

Records of dictionary registration, editing, deletion, approval, and rejection can be viewed in each tab's "View history". To see the change history for the operation permissions themselves, go to the "Security" tab in "Owner Functions" and export the Audit log as a CSV file.

How do I return to the suggestion workflow?

Change "Approve / Edit directly" back to "Team Administrator and above" and click "Save" (using "Restore defaults" achieves the same result). After that, submissions from lower permission levels will enter Pending approval as suggestions.

Related dictionary features

The "Dictionary / Templates" section includes the following dictionaries. Choose the one that best fits your needs.

Pronunciation Dictionary: Specify readings when text-to-speech mispronounces kanji or units (reference: Correct misreadings of kanji and units)
Terminology Glossary: Pre-set translations for auto-translated terms (reference: Terminology Glossary (terms and multilingual translations))
Notation Unification Dictionary: Register text replacement rules within your team (reference: Standardize notation variations (Notation Unification Dictionary))