Using Globalize

Definitions for terms in uPerform content can be updated using a process called globalization. During globalization, definitions are inserted into documents and new terms in documents are gathered for inclusion in the central glossary on the Server. The globalization process affects only text within recorded Field/Description tables. Text within Field/Description tables manually inserted during editing is ignored.

If a term exists in the document, but not in the glossary, the term is added to the glossary with a blank definition. The glossary will then need to be updated with a customized definition of the new term. You can then globalize to distribute the update to the documents containing the term.

If your glossary administrator has enabled the centralized glossary, all uPerform documents will be globalized upon check in. Non-uPerform documents, such as managed documents, are not globalized.

The glossary functionality is not case-sensitive, meaning that a term in a document will be considered the same as a term in the glossary regardless of whether the same capitalization rules are applied. Purchase order and Purchase Order in documents are considered the same term. The Glossary is character-string dependent, however; Purchase order (one space) is different than Purchase order (two spaces).

During globalization, each globalized document receives a minor version update only if modifications have been made to the document (for example, 1.1, 2.1, 3.2).

Globalizing a Single Document From the Editor

1. Select File > Open > Open from Server....
2. Select the document to open.
3. Click OK.
4. Click the Document tab.
5. Select Home> Update Definitions.

Globalizing a Batch of Documents on a Daily Frequency

The Server can be configured to automatically globalize documents in the globalize queue daily during off-peak hours. Documents are automatically placed in the queue when:

• the definition value is changed
• the definition is removed
• a new definition is added
• the assigned definition context is changed or removed
• a new context is added to terms that are contained in that document

In addition, uPerform documents are automatically globalized when the documents are checked into the Server.

For detailed information on creating a daily globalize task, refer to Scheduling Automated Tasks in the companion manual Administration.

Viewing the Globalize Queue and History

Via the globalize queue, you can also immediately process one or more documents.

You must be a part of the Glossary Administrators group to configure glossary settings and manage the glossary queue. For detailed information on groups, refer to Managing Users, Roles, and Groups.

The globalize queue displays the documents that require update. The globalize history list displays a record of globalization events (both documents globalized upon check in and daily globalize runs) for the current day. You can view history records from the last 30 days.

Viewing the Globalize Queue

1. Click the Administration cog on the navigation bar of the Management Center.
2. Select Servers > Glossary in the left navigation menu.
3. Click View Globalize Queue.
4. Review the following information:

   NOTE:

   Click on the column headings to sort the glossary queue. Click the up and down arrow beside the column heading to sort by ascending and descending order.

   Field	Description
   Document Name	The name of the document included in the globalize processing. Click on the document name to go to the document's cover page.
   Project Name	The name of the project containing the document.
   Date Last Modified	The date of the last document modification.
   Entered By	The author who last added the document.
   Reason	The activity which caused the document to be added to the queue.
   Date Entered	The date and time the document entered the queue.
   Status	The status of the globalization activity (In Queue, Waiting, Processing, or a failure indicator) for the current document.

5. Perform one or more of the following actions:

   If You Want To	Then
   Immediately process all documents in the globalize queue	Click Globalize All.
   Empty the globalize queue	Click the drop-down arrow to the right of the action button. Click Delete All.
   Refresh the globalize queue	Click the drop-down arrow to the right of the action button. Click Refresh Queue.
   Remove a single document	Click Remove next to the document you want to remove.
   Globalize a single document	Click Globalize Now next to the document you want to globalize.
   Navigate through the glossary queue	Click Previous or Next.

Viewing the Globalize History

1. 1. Click the Administration cog on the navigation bar of the Management Center.
   2. Select Servers > Glossary in the left navigation menu.
   3. Click the drop-down arrow to the right of the action button.
   4. Click View History.
   5. Review the following information:

      NOTE:

      Click on the column headings to sort the glossary queue. Click the up and down arrow beside the column heading to sort by ascending and descending order.

      Field	Description
      Document Name	Lists the title of the globalized document. Click on the document name to go to the document's cover page.
      Date Started	Lists the date and time the globalize process was started.
      Date Completed	Lists the date and time the globalize process was completed.
      Terms Processed	Lists the number of uPerform terms processed during the globalization activity. Click on the hyperlinked number to review the list of terms processed.
      Status	Lists the success or failure of the globalization for the document.
      Reason	Lists the reason the globalization task was initiated (for example, Document Checked-In).

   6. Perform one or more of the following actions:

      If You Want To	Then
      Refresh the history list	Click Refresh History.
      View an alternate globalization history date	Click the drop-down arrow to the right of the action button. Click View Different Date.
      View all new terms from the current day	Click the drop-down arrow to the right of the action button. Click View All New Terms. Click on the term to see more information about it.
      View all undefined terms from the current day	Click the drop-down arrow to the right of the action button. Click View All Undefined Terms. Click on the term to see more information about it.
      Navigate through the globalization history list	Click Previous or Next.