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Creating export definitions

An export definition is a termbase object that defines how data is exported from a termbase to a file. Export definitions are termbase-specific. However, you can save and load any termbase object to other termbases.

Procedure

  1. Go to File > Open Termbase from the Ribbon.
    • Server termbases: Select Servers to set up the available servers, and Login to connect to a specific server. Select for each termbase you want to open, and select OK.
    • Local termbases: Select Browse to open a *.sdltb file. Select for each termbase you want to open, and select OK.
  2. In the Server tree, expand the termbase to which you want to add the new export definition. Expand the appropriate access level (Public, Roles, Users) for the new export definition.
  3. Select Export Definitions and select Add/Create from the Ribbon.
  4. In the Export Wizard, select Save export settings when closing the wizard box. If you do not select this, your chosen settings will not be saved.
  5. If you want the import to take place before the wizard closes, select Run export before closing the wizard. To just create the export definition and not export, clear this checkbox.
  6. Select Next.
  7. Enter a name and description for your export definition.
  8. Proceed to the Export Settings page of the Export Wizard.
    1. Select Save As beside the Export file box and follow the prompts to specify the export file name, type, and location.
    2. You can also enter details directly into the Export file box. There are four file types available in the Save as type drop-down list:
      • XML files (*.xml), which is the default MultiTerm XML file type. Choose this option to export the whole termbase, for example to create a termbase backup. If you choose to save the termbase as an *.xml type file, you will have the option to save the whole or partial termbase in the Type of Export page of the Export Wizard. If you do not provide a file name extension, MultiTerm will, by default, save the file as an *.xml file. If you choose any other file extension than *.xml, you will be prompted to define a custom format for exporting termbase entries in the Partial/Custom Export - Field Selection page of the Export wizard. This page allows you to specify the individual fields you want to export.
      • Rich Text Format files (*.rtf)
      • Text files (*.txt)
    3. Select Save As beside the Log file box and follow the prompts to specify the log file name and location. You can also enter those details directly into the Log file box. If you do not provide a file path, MultiTerm creates the log file in the same folder as the export file. By default, MultiTerm saves the file as a *.log file if you do not provide a file name extension.
    4. Select Sort termbase content by entry number to export the termbase entries in entry number order.
    5. Select Sort termbase content by language field to export the entries in an order given by that language field (for example, in alphabetical order). Choose a language field from the drop-down list to export the entries in the order given by that language field. If you select Sort termbase content by entry number, this selects all entries in a given termbase. If it is not selected and you sort by language, you will only export those entries where at least one term exists in the selected sort language. If you choose to sort the file by a language field, you will be prompted to specify advanced customized formatting, suitable for a dictionary, on the Custom Export - Advanced Options page of the Export Wizard.
    6. Select Apply Filter and choose a filter from the drop down list if you want to apply a filter to the export file.
  9. Proceed to the Type of Export page. Select one of the available options:
    • Complete export - Select this box to export all fields. This option is only available if you selected .XML as the export file type on the Export Settings page of the Export Wizard and you have provided all of the necessary information to define your export definition and back up your termbase.
    • Partial export - Select this box if you want to choose what fields to export in the default .XML format. This option is only available if you selected .XML as the export file type on the Export Settings page of the Export Wizard. This option displays the Partial/Custom Export - Field Selection page where you can choose which fields to export.
    • Custom export/Custom XML format - If you select this option, if you want to choose the fields to be exported and specify their format. This option is available whichever type of file you selected on the Export Settings page of the Export Wizard. This option displays the Partial/Custom Export - Field Selection page where you can choose which fields to export.
  10. If you chose Custom export on the Type of Export page, the Export Wizard displays the Partial/Custom Export - Field Selection page.
    1. Right-click Entry level in the Export definition box. A list of the entry level fields appears in a pop-up box.
    2. Select the fields you want to include in the export file from the pop-up list.
    3. Right-click a selected field to see what subordinate fields are available to include in the export file. The available fields appear in a list in a pop-up box. Select fields from the pop-up list.
      ToDo this
      Select one field

      Select the field name and press ENTER, or double-click the field name.

      Select multiple non-adjacent fields

      Select one field, and then hold down the CTRL key while you click the other fields that you want to select, then press ENTER.

      Select multiple adjacent fields

      Select the first field you want to select, and then hold down the SHIFT key while you click the last field that you want to select, then press ENTER.

      Remove a field from the selection

      Select <delete>. The <delete> option is the first entry in the pop-up box. You can also remove a field by selecting the field name in the Export definition box, and pressing DELETE.

      Remove a field that you have selected to a different position

      You can drag and drop entries, provided that the entries are at the same level. To drag and drop a field, you need to select the field name: you cannot use the icon to the left of the name to drag a field.

    4. The list of fields that appears in the pop-up box can include fields that have not been added in the termbase definition, such as Source and Any field. The Export Wizard adds these fields when it produces the export.
      Field NameTo find the fieldDescription
      Any languageRight-click Entry level.

      The subordinate fields that you include under Any language are added to all languages that are not explicitly defined in the Export definition box. The subordinate fields under Any language are not added to the languages explicitly defined.

      Any fieldRight-click a field name.

      All the subordinate fields that you include under Any field are added to all exported fields.

      Source or TargetRight-click Entry level.

      If you include the Source or Target fields in the Export definition box, when you run the export definition, the wizard will insert the fields from whatever language is the source language or target language at that time.

  11. If you chose Custom export on the Type of Export page, the Export Wizard displays the Custom Export - General Options page after the Partial/Custom Export - Field Selection page. On this page you define the display format of the termbase fields selected on the Partial/Custom Export - Field Selection page.
    1. Select the fields for which you want to apply special formatting from the Export definition box and complete the dialog boxes to the right of the page. Use the following table as a guide:
      ToDo this

      Insert text before and after the selected field and all its subordinate fields

      Enter the text in the Before structure and After structure boxes.

      Include the name of the field

      Select Export field label box.

      Insert text before and after the name of the field

      Enter the text in the Before field label and After field label boxes.

      Include the field contents

      Select Export field contents box.

      Insert text before and after the name of the field

      Enter the text in the Before field contents and After field contents boxes.

    2. The Export Wizard translates any special characters that you enter in the Before and After fields. Ensure that the text you insert is valid for the export file type that you have selected. For example, if the file type is .XML and you inserted invalid XML syntax, MultiTerm will not be able to use the file.
      If you insertThe wizard replaces it with
      \t a tab
      \n a new line
      %20 a space
  12. Proceed to the Custom Export - Advanced Options page, which is available only if you selected Sort termbase content by language field on the Export Settings page.
    • Select Re-export synonyms to export synonyms.
    • Select Export cross-references to export cross-references.
    • Select Export all homonyms under one keyword to export all homonyms with the same spelling under one word.
    • Select Add initial letters to add the first letter of a term before each source term. Terms that have the same first letter are grouped under a heading of that letter.