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Updated on 5/22/2019
Workflow Documentation
Dictionary
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Dictionary

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You can use the Dictionary to rename or translate labels in document templates, email templates, and columns in table controllers.  

Each item you want to translate is called a translation. For information about creating, editing, and importing/exporting translations, see Working with Translations.

The System Dictionary is the default dictionary for all users. However, each user can select a different dictionary using the User Settings link in their profile. 

If you have several tenants, the following rules apply:

  • The System Dictionary created on the default tenant applies for all tenants
    If you change any translations in the System Dictionary on the default tenant, your changes will apply only to the default tenant and tenants you create after making the changes, not to existing tenants.  
  • System Dictionaries created on non-default tenants apply only for that tenant
    If you change any translation in System dictionary of a non-default tenant, your changes will apply only to newly created dictionaries on that tenant, not to existing dictionaries on that tenant. 

To work with dictionaries:

  • Go to Setup > Administration > Dictionary

Using the Browser Language Settings

You can use users' browser language settings for the language preference. In this case, a user will be able to select a custom dictionary after logging in, but the selection will reverse to the browser preferences at next login.

To use browser language settings:

  1. Go to Setup > System Settings > User Settings.
  2. Select the Set dictionary using user browser language settings on login

Managing Dictionaries

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The Dictionaries workspace displays all existing dictionaries. The default dictionary is indicated by in the Use as Default column.

To search for a dictionary, type its name in the Search field and click Search. You can search for a dictionary by name, language, or both. To do this, click the search options link and select the name and/or language checkbox. 

Click the  button to do the any of the following: 

  • Edit: Edit the object properties.

  • Details: See the record creation and update details.
  • Edit Content: Add, edit, and delete existing translations, and export/import dictionaries.
  • Translate: Add a new translation to the dictionary.
  • Delete: Delete the object. You cannot delete objects that are used in default settings, or objects that are in use.  


Create New Dictionary

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To create a new dictionary:

  1. In the Dictionaries workspace, select the New Dictionary link.
  2. Complete the form fields:
    • Name: Enter a name.

    • System ID: A unique identifier, automatically generated when you name an object. You can use this identifier to reference an object in scripts, templates, tags, and through the API. You can change the System ID by selecting the pencil icon. Use caution when changing the ID as it can affect existing scripts associated with the object. For more information, see System ID.

    • Language: Select the language to automatically translate most items within the application. This option does not translate menu items. 
    • Use as Default: Select to use this as the default dictionary.
  3. Click Save.

Working with Translations

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Each translation comprises the following:

  • Message Key: The unique value that identifies the translation. You can use the message key to refer to the translation in document templates, email templates, and columns in table controllers.
  • Value in Selected Dictionary: The value to which to translate.
  • Value in Referent Dictionary: The value to translate.

For example: You want to rename the label Case ID in the Default Dictionary to Reference Number in the Custom Dictionary. The list of translations for the Custom Dictionary will show:

  • Message Key: similar to translations.list.custom.translation
  • Value in Selected Dictionary: Reference Number
  • Value in Referent Dictionary: Case ID

Create New Translation

You can manually add a new translation, or use the Import feature to add multiple translations.

To manually add a new translation:

  1. In the Dictionaries workspace, do one of the following:
  • Click the name of the dictionary you want to edit, or 
  • Click the  button and select Edit Content.
  1. Click the New Translation link.
  2. Enter a unique message key. 
    The message key is a unique ID that you can use to refer to the translation in document templates, email templates, and columns in table controllers.
  3. Enter a value to which to translate the corresponding referent dictionary term.
     The value must not exceed 4,000 characters.
  4. Click the Use Default button to replace the value in selected dictionary with the default value. 
  5. Click Update

Edit Translations

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To edit a single translation:

  1. In the Dictionaries workspace, do one of the following:
  • Click the name of the dictionary you want to edit, or, or
  • Click the  button and select Edit Content.
  1. To find the translation, enter keywords in the search field and click Search.
    To search only the selected columns, click the search options link and select the columns you want to search.
  2. Optionally, select a different dictionary from the Referent Dictionary list. 
    The referent dictionary contains the item to translate.
  3. Click the Edit button next to the translation item.
    You cannot edit the Value in Referent Dictionary. 
  4. Click Update.

To replace a value in all translations:

  1. Enter the value to replace in the Replace field.
    This field is case-sensitive.
  2. Enter the new value in the With field.
    This field is case-sensitive.
  3. Click Replace All.
    A message at the top of the screen shows the number of replacements that were made.

Delete Translations

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  • To delete individual translations, click the Delete button next to the translation.

To delete a large number of translations at once, we recommend you:

  1. Export the dictionary.
  2. Make your changes in the exported file.
  3. Create a new dictionary and import the edited file into it.
  4. Optionally, delete the original dictionary.

Important: To maintain the integrity of scripts that call the dictionary, use the System ID of the original dictionary for the new one. To do this, modify the System ID of the original dictionary so it remains unique, then replace the System ID of the new dictionary with the unmodified one of the original dictionary.  

Import Translations

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You can import an XLS file to add or modify dictionary translations. Only items in the imported file will be updated in the dictionary, all other existing translations will remain unchanged. You cannot use this feature to delete translation items. 

The import file must include:

  • A heading row, with at least the following two columns:
    • Message Key in column A
    • Value in Selected Dictionary in column B
  • Data in each of the two required columns
  • No more than 1,000 characters in column B

In addition:

  • Optionally, the import file can include a Default Dictionary Value in column C.
    The value in that column will be mapped to the Value in Referent Dictionary column of the dictionary into which the file is imported, but will not update the referent dictionary.
  • Data in all other columns is ignored.

To import a file: 

  1. In the Dictionaries workspace, do one of the following:
  • Click the name of the dictionary you want to edit, or
  • Click the  button and select Edit Content.
  1. Click New Dictionary to create a new dictionary.
    For information about creating a dictionary, see Create New Dictionary.
  1. In the Import from Excel section at the bottom of the page, click the Choose File button.
  2. Select the file and click Open.
  3. Click Import.

Workflow displays a message if any errors occur. In such cases, correct the errors and import the file again. 

Export Translations

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You can export a dictionary into an XLS file to easily update, add, and delete translation values, or to backup a dictionary.

To export a file:

  1. In the Dictionaries workspace, do one of the following:
  • Click the name of the dictionary you want to export, or
  • Click the  button and select Edit Content.
  1. In the Export section at the bottom of the page, click the Export button.
    The dictionary is exported to your default download location.