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Import the terminology file into XTM


Consult the Import terminology field reference as a guide when completing the procedure below.

Importing terms in XTM


Images illustrating a concept cannot be imported!

Importing terms in XTM to create or update a Customer termbase
  1. Prepare a file in one of the following file formats:

    • XLS

    • XLSX

    • TBX

    • MTF

    XTM term statuses to include in the import file
    • VALID





    Columns with terminology translations require UTF-8 language code headers.

    Check language codes supported by XTM.

    1. Check that the source file contains:

      1. a list of terms in a source language.

      2. term equivalents in one or multiple target languages.


      Other term fields are optional.

  2. Go to the Terminology > Import tab and follow the on-screen instructions.

    During term import you can:
    • set the status for all imported terms

    • import the statuses if terms in the import file include statuses

    • specify the status that will be set to terms without a valid status in the import file

    • tag terminology lists during the import to improve terminology categorization


You can add duplicate terms to existing concepts in a termbase rather than creating new concepts from them by clicking the “Add to existing concepts” checkbox and selecting the language to analyze for duplicates.

Make sure that the concepts are the same!

Adding translation to existing concepts

All terms in XTM are linked to a concept and so when you add a translation for a term it is stored in the termbase and linked to the concept.

When importing terms, if you do not select Add to existing terms, a new concept will be created for each row of terms irrespective of whether one or more of the terms already exist in the termbase.

  1. Go to the Terminology tab. Enter the required search criteria and select Search.

  2. Select Add to existing concepts

A new dropdown field is displayed with a list of languages.

Import Terminologies Field Reference
  • Every terminology file is linked to a customer. Each customer can have only one terminology file associated with it, but each terminology file can be associated with multiple customers.


    To associate a terminology file with multiple customers, the terminologist can import the same file multiple times, each time with a unique customer.

    Or the terminologist can upload the terminology file once for a single customer and then contact the project manager and have them select this terminology file in each customer's settings tab.

  • Acceptable extensions: XLSX, XLS, TBX, MTF.

  • By checking this box, if a term already exists for the selected language, then the translation will be added to the existing concept, otherwise, a new concept will be created.

  • A concept is an overarching item in the hierarchy of meaning; E.g. concept=residence, term=condo, hut, apartment, etc.

  • A single concept can have multiple terms.

  • Concepts can contain images and/or explanations.

  • Terms and their corresponding translations can have one of 4 statuses:


    These statuses can be changed later by a terminologist.

    • Forbidden

      • NEVER should be used, i.e. the translation is wrong in such a way that it would cause major issues (e.g. legal terms).

    • Not Approved

      • it's not that wrong, however, we do not use this term and would prefer to use another version or the term has not been approved yet by the appropriate terminologist.

    • Rejected

      • A terminologist has deemed the translation to be inappropriate.

    • Valid

      • A terminologist has agreed that the translation is the correct one.

  • Assign a custom tag to each terminology entry.Tags