Importing glossary values

Your organization might already have an enterprise glossary that you would like to import into the Blueworks Live glossary. You can import glossary values into Blueworks Live from an external source by using a CSV (comma-separated values) file.

To import a CSV file, open the section of the glossary where you want to import values, for example Participants | Business Owners | Experts or Inputs | Outputs, and click Import.

After you enter the location of the CSV file, Blueworks Live scans the file to make sure that the glossary values are in the correct format and displays errors and warnings if required. Review errors and warnings carefully. If the values are already in the glossary, you can choose to skip those values when the file is imported, or merge the values in the file with the ones in the glossary.
Important: Fix any errors and review any warnings before you import the file. Once the import is complete and your glossary values are changed, any further corrections must be done manually.
Restrictions:
  • At most, one URL reference and one glossary value reference can be imported for each glossary value.
  • Descriptions must be on one line. Newline characters are not supported.

CSV file format

CSV is a simple text file format that is used to store tabular data, such as data found in a spreadsheet. A CSV file contains a separate line for each row in the table and uses commas to separate the columns. To create CSV files, use Microsoft Excel, click Save As, and select CSV UTF-8 (Comma delimited) (*.csv) as the type.

The CSV glossary file contains the following fields (representing columns) on each line (representing rows):
Table 1. Columns in CSV file
Field (Column) Description Value
Value The name of the glossary term This value is required.
Description The description of the glossary term  
Visibility When items show up in the glossary Accepted values are:
  • always-visible-and-preferred
  • always-visible
The default value is always-visible-and-preferred.
Type (for Inputs | Outputs only) Data type Predefined values are:
  • text
  • yes-no
  • integer
  • decimal
  • date
  • complex
The default value is text. Any other value is treated as a reference to another glossary term.
Content (for Inputs | Outputs with complex type only) Other glossary terms that this term contains If the type is complex, the contents field contains other glossary terms. If you have multiple terms in the contents section, use commas to separate them. For example, Work Order Cost, Work Order Rating.
If the name of the glossary term you are referring to in the contents field contains commas or double quotation marks, you must enclose the term in double quotation marks. If double quotation marks are part of the name, then you must also double the number of quotation marks. For example, if you want to use two terms named "Official" Outcomes and Number, Proportion, or Rate, you would enter them in Excel as 
"""Official"" Outcomes",
"Number, Proportion, or Rate"
If you save the file as CSV from Excel, additional double quotation marks are also added.
Reference Hyperlink URL to link to This value is optional, but if you provide a Reference Hyperlink value, you must also provide a Reference Hyperlink Label value. Otherwise, the row will not be imported.
Reference Hyperlink Label Label for the URL This value is optional, but if you provide a Reference Hyperlink Label value, you must also provide a Reference Hyperlink value.
Linked Glossary Value ID Name or ID of a glossary value to link to This value is optional. It can be either the glossary ID or the name of a glossary value to link to. If you use a name rather than an ID, you must also provide the category of the glossary value.
Linked Glossary Category Category of the linked glossary value This value is required if you used a name for the Linked Glossary Value ID.

A header row is required as the first line in the file. The Value column cannot be empty. To leave other columns empty, leave the area inside the commas blank.

For example, the first row (Account Manager) in the following Participants | Business Owners | Experts sample CSV file has an empty Description column. The Group1 Student and Group2 Student rows have hyperlink references (URLs), and the Group3 Student row has a link to another glossary value.
Value, Description, Visibility, Reference Hyperlink, Reference Hyperlink Label, Linked Glossary Value ID, Linked Glossary Category
Account Manager,,always-visible-and-preferred
Account Focal Point,day-to-day focal point,always-visible
Account Specialist,prepares and oversees account work,always-visible
Account Expert,resolves problems,always-visible
Group1 Student, unpaid hours, always-visible-and-preferred, http://www.ibm.com, IBM, IT Provisioning Portal, system
Group2 Student, unpaid hours, always-visible-and-preferred, http://www.google.com, Google, c003f
Group3 Student, unpaid hours, always-visible-and-preferred, , , c003f
The following sample CSV file is for the Inputs | Outputs section.
Value,Description,Visibility,Type,Contents,Reference Hyperlink,Reference Hyperlink Label,Linked Glossary Value ID,Linked Glossary Category
Number of Work Orders,How many in last 24 hours,always-visible,integer,
Work Order Completed,,always-visible,yes-no,
Work Order Completed Date,,always-visible,date,
Work Order Cost,,always-visible,decimal,
Work Order,Work order,always-visible-and-preferred,complex,"Work Order Completed, Work Order Completed Date, Work Order Cost"

You can download a sample Participants CSV file or sample Inputs and Outputs CSV file that was exported from Excel.

For detailed information about the CSV format, see Common Format and MIME Type for Comma-Separated Values (CSV) Files External link opens a new window or tab.