The glossary is a set of terms and matching Glossary Definitions. While viewing a document, users can either select a word or short phrase or enter a word or phrase into the glossary panel to search for approved Glossary Definitions with matching values. You can configure a library of Glossary Definitions in Vault and set up approved external search engines.
Vault returns a maximum of five (5) results for each search and presents any available definitions in the user’s language. If there are no definitions in the user’s language, Vault presents definitions in English.
Note: The glossary matches definitions based on the user’s defined language and the language specified on an individual Glossary Definition record.
Enabling the Glossary
To enable the glossary, navigate to Admin > Settings > General and, under Documents, select Enable Glossary Lookup.
Configuring the External Search
After enabling the glossary, you can configure an external search engine. To add an external search engine, enter a valid External Search URL and External Search Label in Settings.
Important: Valid external URLs must contain the {{searchTerm}} token in the position where the search engine expects the search term. For example, the valid URL for PubMed is https://pubmed.ncbi.nlm.nih.gov/?term={{searchTerm}}.
Configuring Glossary Definitions
To add definitions to the glossary:
- Navigate to Business Admin > Glossary Definitions.
- Click Create.
- Enter a Glossary Term. You can enter a word or phrase.
- Enter the Definition Text.
- Select a Language.
- Optional: Select a Related English Definition.
- Click Save.
You can include full path URLs in Definition Text values, which are rendered as navigable hyperlinks in the Glossary panel.
You can relate Glossary Definitions in English to Glossary Definitions in other languages. You cannot relate an English Glossary Definition to another English Glossary Definition or a non-English Glossary Definition to another non-English Glossary Definition.
You can also relate Glossary Definitions on the Glossary Definition object record detail page.
Important: Vault only displays Glossary Definitions in the Approved state.
About the Glossary Definition Lifecycle
By default, the Glossary Definition object uses the Glossary Definition Lifecycle. You can relabel the states and add additional states to the lifecycle as needed.
Note: Users cannot edit the status of Glossary Definition records. The record’s status is defined by the state.
Reporting on the Glossary
Vault maintains a record of all glossary activity, including searches, displayed Glossary Definitions, and document metadata, using the Glossary Event object. You can report on the Glossary Event object using a custom report type or export the data using Vault Loader.