The Terminology Glossary grows from records of SOP wording that was corrected on site. Corrected terms are collected every night and listed under [Term candidates]. Once you confirm a term, it is added to the Terminology Glossary. Aliases and descriptions backed by enough evidence are added to the Terminology Glossary automatically. You can also have AI extract terms from your own documents.
This feature is available only to customers on the Core, Pro, or Enterprise plan (Group-specific names are available only on the Enterprise plan). Only users with a role that can approve the Terminology Glossary can review and confirm term candidates. By default, these are the Owner and Team Administrator roles.
How the glossary grows
It uses the following records as input. Records are stored only within that team, and they are never used to train or retrain the AI model itself.
- Corrections before publishing: Sentences in an SOP that the AI created from a video, which a person corrected before the SOP was published
- Replacements in bulk edit: Terms replaced using Text replace in the bulk edit of an SOP
- Search rephrasing: Terms that were rephrased in AI Search to find an SOP (when records are collected in the AI Search settings)
Records are compiled every night, and terms that meet the following conditions are listed under [Term candidates].
- Bulk edit replacement: 1 or more times
- Correction before publishing: The same correction in 2 or more places
- Search rephrasing: Used by 2 or more people
Aliases and descriptions for which the same correction appears in 3 or more places and in 2 or more SOPs are automatically added to the Terminology Glossary (see "Added automatically" below).
Review and confirm term candidates
- In the sidebar, open [Dictionary / Templates], then select the [Terminology Glossary] tab
- Click [Term candidates]
- For each candidate, the type and basis are shown: the number of corrections, the number of SOPs, the number of people, and which records it came from. Check the details before taking action.
| Type | Details |
|---|---|
| New term | Adds a term that is not in the Terminology Glossary as a new term |
| Aliases | Adds another way of writing or naming to an existing term |
| Group-specific names | Adds a name for each group to an existing term (Enterprise plan). Shown when corrections are concentrated in the SOPs of one particular group |
| Tidy up | Items a person needs to fix in the table, such as when the same name appears in two rows |
- [Confirm]: Adds the term to the Terminology Glossary as the candidate suggests. With [Confirm selected], you can add several selected candidates together
- [Edit and confirm]: Edit the standard term, aliases, descriptions, and so on, then add it
- [Dismiss]: Removes the item from the list. The same item will not appear again as a candidate or in automatic updates. You can check dismissed candidates under [Dismissed candidates]
- [Handled]: Press this for a "Tidy up" candidate after you have fixed it in the Terminology Glossary table
Records are normally collected every night. You can also collect them again right away with [Collect now] (up to once every 15 minutes). Reload the list a few minutes after collection starts, and the results will appear.
Added automatically
For teams where "Grow it from the records on site" is set to [Update automatically] (default), aliases and descriptions for which the same correction appears in 3 or more places and in 2 or more SOPs are added to the Terminology Glossary automatically.
- Terms are only added. Values entered by a person are not overwritten
- Items added automatically are marked, and "Updated by" shows "System (automatic update)"
- In [Term candidates], you can remove an item from [Added automatically] by clicking [Remove]. A removed item is never added automatically again
- If, after an item was added automatically, corrections in SOPs continue to revert it to the original wording, the item is removed automatically and the candidate shows "Reverted after auto-add"
If you prefer to review candidates and decide yourself instead of adding terms automatically, select [Do not update automatically (only offer proposals)] under "Settings" below.
Register from bulk edit replacement
Users with a role that can approve the Terminology Glossary can select [Also register in the Terminology Glossary] when they replace a term with Text replace in the bulk edit of an SOP (on the SOP edit screen, go to [Other] at the top right → [Bulk edit] → [Text] tab → [Text replace]).
- To use the new term for the whole team: The term before replacement is registered as an alias or alternate spelling of the new term
- To set it as a group's name: The new term is registered as that group's name under Group-specific names (Enterprise plan)
If you cannot register it here, for example because the term before replacement is already the standard term in the Terminology Glossary, the reason is shown. In that case, fix it in the Terminology Glossary table.
Extract from documents (AI)
- On the [Terminology Glossary] tab, click [Extract from documents (AI)]
- Select documents (such as PDF or Office files) from your materials. Up to 5 files
- Click [Extract], and AI will extract terms, aliases, group-specific names, and descriptions from the documents and list them
- Select the rows you want to register, and click [Register N selected]
Terms that conflict with names in other rows, and terms with nothing to add, cannot be selected. Documents from which text cannot be extracted, such as image-only PDFs, cannot be read. For long documents, only the first part is read.
Settings
Owners configure this from a PC browser. From the side menu, open [Owner Functions] → the [Business rules] tab at the top → [Grow it from the records on site].
| Item | Description |
|---|---|
| Collect records from the site and grow the Terminology Glossary | On by default. When turned off, records are not collected and no new candidates are gathered (existing candidates can still be viewed) |
| Update automatically (default) | Aliases and descriptions with enough evidence are added to the Terminology Glossary automatically |
| Do not update automatically (only offer proposals) | The Terminology Glossary does not change automatically, and candidates accumulate under [Term candidates] |
On the Enterprise plan, the same setting also grows the SOP writing guidelines and the reading of internal rules (see: Defining how to write SOPs).
Frequently asked questions
No term candidates are shown
Only terms that meet the conditions in "How the glossary grows" above are listed as candidates. Wait until enough records have built up, or press [Collect now]. If "Collect records from the site and grow the Terminology Glossary" is off, no new candidates are collected.
[Term candidates] is not shown
It is shown only to users with a role that can approve the Terminology Glossary (Core plan or higher). Owners can change which roles can approve (see: I want to apply changes to the Pronunciation Dictionary and Terminology Glossary directly, without approval).
I do not want to use aliases that were added automatically
From [Added automatically], click [Remove] to remove the item. A removed item will never be added automatically again. If you want to stop automatic additions altogether, select [Do not update automatically (only offer proposals)] in Settings.