By default, the Pronunciation Dictionary and Terminology Glossary go through a two-step process: "Suggest translation" followed by approval. Content submitted by anyone from View-only users up to Group Administrators will not take effect until an Owner or Team Administrator approves it.

If you want field staff to be able to reflect changes directly in the dictionary themselves, use the "Operation permissions" option in "Owner Functions" in the sidebar to change which user permissions can approve or edit directly. Only Owners can configure this setting, and it must be done from a PC browser.

You can configure operation permissions on all plans. However, the Terminology Glossary is available on the Core plan and above, and the Notation Unification Dictionary is available on the 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 is the scope in which users can request changes. Users with this permission can perform the following operations:

Suggest reading corrections by selecting "Report misreading" while viewing an SOP
Submit suggestions from "Suggest reading" in the Pronunciation Dictionary tab or "Suggest translation" in the Terminology Glossary tab on the Dictionary / Templates page
Check on your own suggestions in "My proposals" to see whether they are pending approval, approved, or rejected

Suggestions are held in a pending approval state and will not be reflected in actual speech playback or translations until approved.

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

This is the scope in which users can edit the dictionary itself without going through approval. Users with this permission can perform the following operations:

Register directly in the dictionary using "Add to dictionary" (or "Add term" for Terminology Glossary)
Import from Excel or CSV using "Bulk import". For the Terminology Glossary, you can also load from "Industry template"
Approve or reject other users' suggestions under "Pending approval" (you can also edit the reading before approving)
Directly edit or delete registered content
When viewing an SOP, the button changes to "Correct misreading" and registers the correction directly in the dictionary

By default, this permission level includes Owners and Team Administrators.

Allow direct changes without approval

Open "Owner Functions" in the sidebar
Switch to the "Operation permissions" tab
Select the dictionary you want to change from "Dictionary / glossary operation permissions" (either "Pronunciation Dictionary" or "Terminology Glossary")
In the "Approve / Edit directly" dropdown, select the user permission level you want to allow direct changes for (for example, "Created user and above")
Click Save

The dropdown offers five options. Options lower in the list allow direct changes by a wider range of users:

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 options.

The Pronunciation Dictionary and Terminology Glossary have separate settings. To enable direct changes for both, select the setting for each and click Save. To return to defaults, click "Restore defaults" and then click Save.

What changes after configuration

For the user permissions you allow, the display will change as follows:

"Add to dictionary" (or "Add term"), "Bulk import", "Pending approval", and "View history" appear in the Dictionary / Templates tabs, and users can directly edit the table contents
When viewing an SOP, the button changes from "Report misreading" to "Correct misreading", and registered readings are reflected to the entire team without requiring approval
If there are suggestions pending approval, a count badge appears in "Dictionary / Templates" in the sidebar and the relevant tabs

Change the scope of who can submit suggestions

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

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

When changes take effect

Permission changes are saved when you click Save. Other users will see the changes the next time they log in (or after they reload the page)
Readings registered in the Pronunciation Dictionary take effect the next time you open the target SOP
It takes 1 to 2 minutes for approved or registered translations in the Terminology Glossary to be reflected in actual translations

Frequently asked questions

Where do I configure permissions for the Notation Unification Dictionary?

The settings for "Pronunciation Dictionary" apply directly. The Notation Unification Dictionary does not have separate configuration items. Note that the Notation Unification Dictionary is available on the Pro plan and above.

Can users permitted to make direct changes also approve other people's suggestions?

Yes. When you grant "Approve / Edit directly" permission, users also gain access to approval and rejection in "Pending approval" as well as "View history".

Can I see who registered or changed what and when?

Records of registration, editing, deletion, approval, and rejection in the dictionary can be viewed under "View history" in each tab. For change history of operation permissions themselves, you can export an audit log from the "Security" tab in "Owner Functions" as a CSV file and review it.

How do I go back 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, additions from lower user permission levels will enter pending approval as suggestions.

Related dictionary features

The Dictionary / Templates page contains the following dictionaries. Use them according to your purpose:

Pronunciation Dictionary: Specify readings when speech synthesis mispronounces kanji or units (Reference: Correct kanji and unit misreadings)
Terminology Glossary: Pre-specify translations for machine translation (Reference: Terminology Glossary (terms and multilingual translations))
Notation Unification Dictionary: Register substitution rules for text within your team (Reference: Unify notation variations (Notation Unification Dictionary))