How to create a shared glossary

Objective

This tutorial demonstrates how to create a pool of definitions for terms that can be shared between documents and exported to Word DOCX as customized glossary or definition lists.

Prerequisites

To complete this tutorial requires:

• PageSeeder administrator access to a server with PageSeeder version 6.2 or later installed.

All the files for this tutorial are on Github .

Tutorial

Project setup and installing configuration bundle

1. Login to PageSeeder as an administrator.
2. Go to the project where you would like to install these capabilities. Alternatively create a new project by clicking the System administration button at top right. Then click on New project under Projects & Groups and enter a project name, plus any description, then Submit.
3. Click the Project administration button at the top.
4. Select Template files from the left menu and click the Create button at the bottom of the page to open the Samples dialog.
5. Install a configuration bundle – Click the Bundle button, then in the Bundle type field, select Document type from the dropdown.
1. Click the Select button to the right of a bundle – for this example, select Advanced auto-numbered publication.
2. Install the bundle under the root document type for your publication (e.g references, shown in the Document type field on the right of the dialog). Click Install.

Verify package content - project configuration files

In the Template files page check the files as follows.

Export process

The psml/references/export folder (or the document type you specified) contains the following files:

Labels

The label/ folder contains the following file:

You can select Labels from the left menu and the following should be displayed:

Document types

Select Template configuration from the left menu which should display these PSML document types:

Creating a publication

Create a publication root document and content as follows:

1. In PageSeeder go to a group under the project from Step 1. Alternatively create a new group by clicking the Project administration button at the top. Then select Create group from the left menu and enter a group name, plus any description, then Submit and Go to group.
2. In this group create or open an existing document of the root type you selected previously (e.g. references ).
3. Click the Document information icon on the right, click Make this document a publication, ensure there is a Publication ID and for this example, select Publication type "report". Click Submit then Save.
4. If there is no existing content, double-click in the root document, click Browse and create a document (for example default type), select it and save. On the root document press Ctrl-S to save everything.
5. Click a content document, add some headings and paragraphs if required.

Manage definitions

Linking terms to their definition in a glossary can be done using xrefs but if there are a large volume of definitions the xrefs might make the server and user interface slow. That's why this example uses 'weak linking' instead of xrefs, which means that a definition inline label is applied to a term which then matches with a corresponding definition document in the group that has the term as its title. There is no actual link between the two, but an implied link which we call 'weak linking'. It is much easier to add weak links and faster to process or display documents containing them.

1. In a content document, enter edit mode by double clicking on a paragraph.
2. Select a word in the paragraph you want to be a term.
3. Click on the Inline label (highlighter) icon at the top and select Inline label definition.
4. Press Ctrl-S to save.
5. Click the Document validation (tick) icon in the right margin and the following message should appear “The definition for ‘[your term]’ does not exist”.
6. Click the Group documents (folder) icon at the top and then on Create document.
7. Type your term as the Document title and select Definition as the Document type, then click Create.
8. Click Open document and double click the empty fragment under Synonym to edit it.
9. Enter a definition for your term.
10. Click next to Synonym and type another term which should match this definition (for example if your term was subsystem you could type sub-system). Then press Enter.
11. Press Ctrl-S to save.
12. Go back to the original document. You can use the RECENTLY VIEWED list in the navigation drop down menu (top left).
13. Click on the Document validation (tick) icon in the right margin and the message “No reports or errors” should appear because your term has now been defined.
14. Go to your publication root document and add a document of type glossary to it. Press Ctrl-S, then click on the glossary document and enter edit mode by double-clicking in it.
15. This document contains a marker section titled “Definitions - will be inserted here”. When the publication is exported to Word the full definitions will be inserted here and the terms will be linked to them.
16. Mouse over the (+) just below “Definitions - will be inserted here” and click insert fragment. Enter a word used in the definition you previously created and apply the definition inline label to it here and in the original definition document.  You’ll also need to create a definition document for this word so its definition will be included even though this term doesn't appear in the publication. This term actually appears in another definition so we want to include it. Use this method to include any extra definitions you would like.
17. Go to your publication root document and click on the Document validation (tick) icon in the right margin.
18. Select definition list from the Available schemas drop down menu and click Validate.
19. For your information this will list all the terms currently used in the publication.

Export as a Word document

1. Go to any document in your publication.
2. Click the Document export (rocket) icon in the left margin.
3. Under the Choose an export action drop down, select Export publication as custom DOCX and click Run.
4. Open the document in Microsoft Word and see how the definitions have been inserted and each terms is linked to its definition.