Sharing termbases (new)

Starting with December 2024, you can share termbases with the users in your account by storing termbases in folders (also known as customer locations), and then creating user groups with various permission levels.

Procedure

  1. If you created termbases before December 2024 and you want to control who they are shared with and how they are shared, follow these steps.
    1. Review the current folder (customer location) where your termbase is saved. By default, before December 2024, all termbases were stored in the Root folder. If you want to give all terminologists visibility over the termbases currently stored in the Root folder, then you do not need to change anything. If you want to give terminologists various levels of visibility over the termbases currently stored in the Root folder, then you need to create a new hierarchical folder structure following the steps in this topic. Decide how your folder structure will look like and add the relevant folders (customer locations). Then decide where you want to position each of the existing termbases, namely in which folder you want to move them.
    2. Export the termbases which need to be moved from the Root folder to the new folders you created. To export termbases, follow the instructions in this topic.
    3. Add the termbases in the folders of your choice. To add termbases, follow the instructions in this topic.
    4. Import the termbase content. To import termbases, follow the instructions in this topic.
    5. After you recreate the termbases in the folder of your choice, delete the termbases stored in the Root folder. To delete termbases, follow the instructions in this topic.
    6. If you want users to access your termbases as fully fledged terminologists or administrators, then you do not need to create custom roles. Invite your users in the default groups which are stored in the Root folder.
    7. If you want users to access your termbases in restricted ways, then you need to create custom roles, by following the instructions in this topic. Then, create custom groups, by following the instructions in this topic. When you create a custom group, you associate that group with a custom role and you save the custom group in a folder. Add users to your account and invite them in the group of your choice, by following the instructions in this topic.
  2. If you create termbases starting with December 2024 and you want to control who they are shared with and how they are shared, follow these steps.
    1. Review the current folder (customer location) where your termbase is saved. By default, before December 2024, all termbases were stored in the Root folder. Termbases stored in the Root folder are visible to all users in the account. If you want to give terminologists various levels of visibility over the termbases currently stored in the Root folder, then you need to create a new hierarchical folder structure following the steps in this topic. Decide how your folder structure will look like and add the relevant folders (customer locations).
    2. Add the termbases in the folders of your choice. To add termbases, follow the instructions in this topic.
    3. If you want users to access your termbases as fully fledged terminologists or administrators, then you do not need to create custom roles. Invite your users in the default groups which are stored in the Root folder.
    4. If you want users to access your termbases in restricted ways, then you need to create custom roles, by following the instructions in this topic. Then, create custom groups, by following the instructions in this topic. When you create a custom group, you associate that group with a custom role and you save the custom group in a folder. Add users to your account and invite them in the group of your choice, by following the instructions in this topic.