Creating a Glossary – Step 1

One of the great things about Flare is there are several ways to do just about everything; one of the not so great things about Flare is there are several ways to do just about everything. This was a huge hurdle for my team when we made the move to Flare four years ago. To make sure the entire team used a consistent workflow, several team members spent time testing the various workflow options available and selected the options we thought worked best. I thought I’d share with you the options we put in place for glossaries. This post addresses how we add glossary terms in our content. My next post will cover how to handle the glossary output.
Identify/link glossary terms
NOTE: By default, glossary terms will not be converted to links if they are found in any heading tags (<h>) as well as hyperlinks (i.e., content with the <a> tag). However, if the same term is found in, say, a regular paragraph, the term will be converted to a link in your online output. For your print output, you have a few options, that we’ll cover in a later post.
  1. Open the content file (topic, snippet).
  2. Highlight the word or phrase that you want to add as a glossary term and link. 
  3. Select Insert>Glossary Term Link. The Create Glossary Term dialog opens.
  4. If necessary, select the glossary on the right side of the dialog (you need to do this only if more than one glossary file exists in the project.).
  5. In the Definition field, type a definition for the term.
  6. Click OK.  The word or phrase is now shown as a linked glossary term with an icon  beside it. The term and definition are added to the glossary.
  7. To select a style class for your term, highlight the entire term – make sure to include tags around the term – and right-click. Select Class style and select your style. We use the pop-up style, which is the default.
  8. Save your work.
  9. If you want to make every instance of the word or phrase included in your project a glossary link, you can use the Find and Replace feature. For example, I want to link every instance of the word “database” to the glossary definition I just created.
    1. Select EditFind and Replace.
    2. In the Find what field, enter the glossary term. For this example, I’ll enter “database.”
    3. In the Replace with, enter the following:
      • <MadCap:glossaryTerm class=”Popup”>database</MadCap:glossaryTerm>
      • Make sure to change “database” to the term you are defining
    4. Under Options in the Find and Replace pane, in Find in, select (whole project) and select Find in source code.
    5. Click Start. You will have to review each topic before selecting Replace (do not run a “Replace in All Files). Glossary links DO NOT WORK IN HEADINGS, so whenever you encounter the word in a heading, skip that term by clicking Start. Whenever you encounter a location in which you do want to add the glossary link, click Replace.

Insert glossary term links for terms that have already been created

  1. Open the content file (topic, snippet).
  2. Select Tools>Glossary Terms. The Glossary Terms window pane opens listing all the terms already added to the glossary.
  3. In the Glossary Terms window pane, double-click the term that you want to insert as a glossary link.
  4. Make sure you double-click under the Term column. If you double-click anywhere else in the row (under the Definition or File column), the Glossary Editor opens instead. The word or phrase is now shown as a linked glossary term with an icon  beside it.
  5. Save your work.

Related Links:

MadCap Flare – About Glossiers

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