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EasyTranslate: Create a Glossary for your translations

Unlock precision in e-learning translations by creating a Glossary to get the best translation possible for your courses

Written by Veronica

Easygenerator allows you to create a glossary to enhance EasyTranslate results. By defining preferred translations for specific terms, you can improve accuracy and maintain consistency across your e-learning content, especially for key terminology and brand-specific language. You can add terms one by one, or bulk upload your whole glossary at once with a CSV file.

How to create your Glossary in Easygenerator

If your organization has the EasyTranslate functionality enabled in Easygenerator, the organization's admin and owner can create and manage the Glossary for the automated translations.

Step-by-step:

From the Organizational courses:

You can open the glossary from the Courses tab.

Select Organization courses, click Manage, and choose Automated translation glossary.

From "My organization" dashboard:

1. Or you can go to the My Organization dashboard


2. Switch to the Settings tab by clicking on the gear at the left side of the page


3. Scroll down to find the Automated translation glossary and click on Manage Glossary

Use the image above as a reference for the next steps.

Here you add your keywords manually or bulk upload them with a CSV file.

4. Under the Keywords [1] column, you can add the words in the language that will be basic for your future translations.

  • Click the Add keyword [1a], select the source language [1b], and type the word that should be translated in a specific way in other languages [1c].

5. Under the Translate to [2] column, you can add the specific translations for the keywords in different languages.

  • Click the Add translation [2c], select the target language [2a], and type the translation for the selected language [2b].

6. You can duplicate the keyword and its translations [3a] and delete it [3b].

7. You can also Search by keyword in the search field [4].

8. Upload glossary to bulk upload your glossary using a CSV file [5].

9. Download or delete the current Glossary by clicking the three dots to the right of the Upload glossary button [6].

Notes:

  • Make sure that the language of the course you are going to translate and the language of the keyword match.
    ​
    i.e., if the course you would like to translate is in German, but the keywords are added in English, such keywords won't be translated as you expect. To make it work properly, the keyword should be added in German.
    ​

  • Glossary entries are single-directional. If you add a term going from English to German (e.g., "Learning Path" → "Lernpfad"), that mapping only applies when translating from English to German, it won't automatically apply in reverse. If you also want German-to-English courses to map "Lernpfad" back to "Learning Path," you'd need to add that as a separate entry.

How to bulk upload your Glossary with a CSV file in Easygenerator

You can download your glossary as a CSV file, edit it in Excel, Google Sheets or a text editor, and upload it back. This is the fastest way to add or change many terms at once.

Important:

Uploading a CSV file fully replaces your existing glossary. Any term that isn't in the file will be removed.

To keep your current terms, download your glossary first, edit that file, and upload it back.

Step-by-step:

  1. Go to the My Organization dashboard

  2. Switch to the Settings tab by clicking on the gear at the left side of the page

  3. Scroll down to find the Automated translation glossary and click on Manage Glossary

  4. Download a CSV file to work in:

    1. If you already have a glossary: click the three dots to the right of the Upload glossary button and download your current glossary.

    2. If your glossary is empty: click download our glossary template to get a sample file.

  5. Open the file and add, edit or delete terms. Each row is one term and its translation. See How to format your glossary CSV file below.

  6. Save the file as a CSV.

  7. Back on the glossary page, click Upload glossary.

  8. If you already have a glossary, you can click Download your current glossary to keep a copy before it's replaced. Then click Continue to upload.

    ​

  9. Select your file and click Replace glossary. If your glossary is empty, the button is called Upload glossary.

Notes:

  • While a glossary upload is in progress, we recommend not translating any courses. The translated content may not reflect the updated glossary terms.

  • Once the upload is complete, it may take some time for the changes to sync with our translation provider. We recommend waiting 4–5 minutes after the upload is complete before translating courses.

If the import fails, you'll see a message that your file couldn't be uploaded, with a list of the issues to fix and the row number of each one. Your existing glossary stays unchanged, and nothing is imported until the file is clean. Fix all the issues and upload the file again.

Click below to see why your glossary CSV import might fail.

Why your glossary CSV import might fail

If something in your file isn't right, you'll see a message that your file couldn't be uploaded, followed by all the issues at once, each with its row number. Nothing is imported until the file is clean, and your existing glossary stays unchanged. The import fails if (error message in italics, where it's been confirmed):

  • The file isn't a .CSV file.

  • The file is empty.

  • The file is larger than 50 MB.

  • The file contains more than 100,000 entries.

  • A single language pair contains too many entries. The error names the pairs, e.g. EN→DE.

  • A row doesn't have all four columns filled in (source language term, target language term, source language code, target language code).

  • A language code is incorrect or not supported.
    ​See supported languages and their codes here.

  • The source and target language codes are the same in a row.

  • A source or target term is too long (more than 1024 bytes — roughly 1,000 characters for Latin scripts).

  • A source term is repeated within the same language pair. This check is case-sensitive, and identical rows count as repeats too.

  • A source or target term contains line breaks or special characters.

  • The source and target languages are a base language and a variant of the same language, e.g. French and French (Canada), or the other way round.

  • The file fails the virus scan.

How to format your glossary CSV file

Each row in the file needs four columns, in this order:

  1. Source language term

  2. Target language term

  3. Source language code

  4. Target language code

For example: EG,Easygenerator,EN,FR

EG

Easygenerator

EN

FR

In this case: when a course is translated from English to French and the English course contains the term "EG", it will appear as "Easygenerator" in the French course.


​Make sure your file follows these rules:

  • Don't add a header row.

  • Separate the columns with commas. Semicolons (how Excel saves CSV files in many locales) are accepted too.

  • Save the file in UTF-8. The plain "CSV" format in older Excel versions isn't UTF-8, so non-Latin characters get corrupted and the rows fail validation.

  • If a term contains a comma, semicolon or double quote, wrap the term in double quotes, e.g. "Rear, left",Arrière gauche,EN,FR. Excel and Google Sheets do this automatically.

  • Spaces at the start and end of a term are removed on import.

  • Language codes aren't case-sensitive. The downloaded file always uses upper case (e.g. EN, FR-CA). See Supported languages and language codes in glossary below for the full list.

Uploading a glossary from DeepL

The file format is the same as DeepL's own glossary CSV, so a glossary exported from DeepL can usually be uploaded as is.
​
​One exception: a DeepL glossary with a single language pair only may export with only two columns (source term, target term). In that case, add the source and target language codes as columns 3 and 4 on every row. Otherwise, the upload fails with the error Expected 4 columns.

Click on the tabs below to learn more.

Supported languages in glossary

Glossary terms can be added for any of these 36 languages. Use these codes in your CSV file:

Language name

Language code

Arabic

AR

Bulgarian

BG

Chinese (Simplified)

ZH

Chinese (Traditional)

ZH-TW

Czech

CS

Danish

DA

Dutch

NL

English

EN

Estonian

ET

Finnish

FI

French

FR

French (Canada)

FR-CA

German

DE

Greek

EL

Hebrew

HE

Hungarian

HU

Indonesian

ID

Italian

IT

Japanese

JA

Korean

KO

Latvian

LV

Lithuanian

LT

Norwegian

NB

Polish

PL

Portuguese (BR)

PT

Portuguese (PT)

PT-PT

Romanian

RO

Russian

RU

Slovakian

SK

Slovenian

SL

Spanish

ES

Spanish (Mexico)

ES-MX

Swedish

SV

Turkish

TR

Ukrainian

UK

Vietnamese

VI

Limitations

Please take into account the limitations of the Glossary functionality:

  • Language Limit: Admins and owners can add a maximum of 36 languages to the glossary list page (including the language of the keywords and translations).

  • Character Limit: Each term can be up to 1024 bytes — roughly 1,000 characters for Latin scripts, and fewer for Cyrillic or CJK scripts. This applies both to terms you add manually and to terms you import from a CSV file

  • Language variants: A base language and a variant of the same language can't be used together as source and target pair. For example, you can translate from English to French (Canada), but not from French to French (Canada), or the other way round.

  • CSV file limits: A glossary CSV file can be up to 50 MB and contain up to 100,000 entries.

  • Limit per Organization: Only one glossary is allowed per organization.

  • Role limit: Only the organization admin and owner can create and manage the Glossary.

Best Practices

Make the most of your glossary items by following the best practices.

  1. It's important to note that glossary terms are case-sensitive. So, when adding glossary terms to your course, make sure you enter them correctly as you wish to see them after the auto-translation. For example, if your glossary term is "Subject matter experts," it won't be recognized if your course content has "subject matter expert" (missing capitalization and singular form).
    ​

    In such cases, your course will be automatically translated based on the surrounding context, not the glossary item.
    ​
    If you want to add both capitalized and non-capitalized versions of glossary items, make sure to include separate entries for each version.

  2. Please make sure to include only the terms for which you need to control the translated values.
    ​

  3. The glossary item page works well with any words, including verbs and homographs. The ideal entries are Proper names, such as brand names and product names.
    ​

  4. The glossary page is not intended as a tool for controlling spaces, punctuation, or capitalization. Therefore, please avoid using the following types of glossary terms:
    I.e:

    -Adding spaces (e.g., EN: USA, FR: U S A).

    -Adding punctuation (e.g., EN: USA, FR: U.S.A).

    -Changing capitalization (e.g., EN: USA, FR: Usa).

    -Special characters (e.g., @, %).

  5. Please avoid adding different translations for the same source phrase in your glossary page.
    I.e.:
    Item 1 → EN: Amazon FR: Amazon
    Item 2 → EN: Amazon FR: Amazone

  6. Target terms in the glossary page should be fluent in the target language. Please avoid using the target terms that contain numerous special characters or formatting.

  7. You can include multi-word phrases or clauses in your glossary page. However, terms that contain multiple words are less likely to be read fluently in the target languages.

  8. The entries/items in the glossary page use the meaning of the source and target term in the translation context to decide whether to use the target term during auto-translating the course. If a target term isn't a good fit in a given translation context, it may not use the target term in your glossary page.


    ​Suggestions for avoiding this type of situation:

    a. Make sure that the target term for each language is semantically equivalent to the source term.

    b. Avoid source or target terms that have multiple meanings.

  9. You can create your glossary page for any of the languages that are listed in the language drop-down list we provided in the glossary page.

FAQ

Does uploading a CSV file replace my existing glossary in Easygenerator?


Yes. Bulk upload fully replaces your existing glossary. To keep your current terms, download your glossary first, edit that file, and upload it back.

Can I upload a glossary exported from DeepL to Easygenerator?


Usually, yes. Easygenerator uses the same format as DeepL's glossary CSV. If your DeepL glossary has only one language pair, it may export with just two columns. In that case, add the source and target language codes as columns 3 and 4 on every row.

What happens to my Easygenerator glossary if the CSV import fails?

Nothing changes. Your existing glossary stays as it was. You'll see a list of the issues in your file, each with its row number, so you can fix them and upload the file again.

How long can a glossary term be in Easygenerator?

Up to 1024 bytes, which is roughly 1,000 characters for Latin scripts and fewer for Cyrillic or CJK scripts. The same limit applies to terms you add manually and terms you import from a CSV file.
​

Can I use the Easygenerator glossary to translate from a source language to its variant language and vice-versa (For example French to French (Canada) and vice-versa)?

No. If a base language is selected as the source (e.g. French), the target cannot be a variant of the same language (e.g. French Canadian) and vice-versa. So, in simple words, it will be possible to translate from English to French (Canadian) but it will not be possible to translate French to French (Canadian) and vice-versa.

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