Viewing Undefined Glossary Term Links

You can view a list of files where glossary term links are inserted, but those glossary terms do not appear in any of your glossary files. This might occur, for example, if you have created a new term in a glossary and then inserted that term into a topic as a glossary term link. Later, you remove that term from the glossary. You now have a glossary term link in a topic, but the term no longer exists in the glossary. Therefore, a problem exists. You need to either remove the glossary term link from the content, or you need to add the term to the glossary again. From the Undefined Glossary Term Links window pane, you can quickly unbind or rename multiple glossary term link occurrences in a single batch, add a new glossary term, or map the undefined term to an existing glossary term.

  1. Open a project.

  2. Do one of the following, depending on the part of the user interface you are using:

    • Ribbon Select Analysis > Undefined Items > Undefined Glossary Term Links.

    • Analysis Summary Window Pane Double-click the row that mentions undefined glossary term links.

    The Undefined Glossary Term Links window pane opens.

  3. To see more of the information in the window pane, drag the divider bar to make the pane wider.
    • Term Displays the term that is used in a glossary term link in the file.
    • File Displays the name of the file.
    • Title Displays the properties title of the file (if any).
    • Folder Displays the folder where the file is found.
  4. If a certain number of items have been found, page navigation buttons in the local toolbar may be enabled. You can use these buttons to go to additional pages to display more items. You can also click View All in the local toolbar to see all results on a single page. Keep in mind that the more items you have in the project, the longer it will take to load this view.

There are a few basic ways to fix an undefined glossary term link: (1) You can rename the glossary term; (2) you can unbind the glossary term link; (3) you can remove the glossary term link from the file; (4) you can add the same glossary term to the glossary file; (5) you can replace an undefined glossary term with an existing glossary term; and (6) you can create a new glossary term.

To Rename Glossary Terms in a File

  1. In the window pane, select all glossary term link occurrences that you want to rename. If you want to select all rows click Click to select all rows.. You can hold the SHIFT key to select a range, or you can hold the CTRL key to select individual items.

    Note All glossary term occurrences that you select will be renamed to the same glossary term that you provide in the following steps.

  2. In the local toolbar, click the Rename button.
  3. In the New glossary term link name field, enter a new glossary term.
  4. Click OK.

  5. A message lets you know how many files were changed. Click OK. All of the selected glossary term link occurrences are renamed.

    Note If you want to undo the conversions, you can use the Backups window pane (View > Backups). See Restoring Backup Files.

To Unbind Glossary Term Links in a File

  1. In the window pane, select all glossary term link occurrences that you want to unbind. If you want to select all rows click Click to select all rows.. You can hold the SHIFT key to select a range, or you can hold the CTRL key to select individual items.

    Note The links for all glossary term occurrences that you select will be removed.

  2. In the local toolbar, click the Unbind button.
  3. Click OK.

  4. A message lets you know how many files were changed. Click OK. The links for all of the selected glossary term link occurrences are removed.

    Note If you want to undo the conversions, you can use the Backups window pane (View > Backups). See Restoring Backup Files.

To Remove Glossary Terms From a File

  1. You can either double-click on the specific row, or right-click on the row and select Open.

  2. On your keyboard press DELETE. Add regular text if necessary.
  3. Click Save the active file. to save your work.

To Add Matching Terms to a Glossary

  1. In the Undefined Glossary Term Links window pane, select the row that you want to correct. You can either double-click on the specific row, or right-click on the row and select Open. The file opens in the XML Editor of the application, with the glossary term link highlighted.
  2. Open the glossary and add a matching glossary term. See Glossaries and Creating Glossary Terms and Definitions.

To Replace an Undefined Glossary Term With an Existing Term

  1. In the window pane, select all glossary term link occurrences that you want to replace. If you want to select all rows click Click to select all rows.. You can hold the SHIFT key to select a range, or you can hold the CTRL key to select individual items.

  2. Do one of the following, depending on the part of the user interface you are using:

    • Local Toolbar Click Edit a glossary term link..
    • Right-Click Right-click on the glossary term you want to replace and from the context menu select Create Glossary Term Link.

    The Create Glossary Link dialog opens.

  3. On the right side of the dialog, select the existing glossary term you want to link to the undefined term.
  4. Click OK. The undefined glossary terms are replaced with the term you selected.

To Create a Glossary Term

  1. In the window pane, select the glossary term link occurrences that you want to add to the project.

  2. Do one of the following, depending on the part of the user interface you are using:

    • Local Toolbar Click Edit a glossary term link..
    • Right-Click Right-click on the glossary term you want to replace and from the context menu select Create Glossary Term Link.

    The Create Glossary Link dialog opens.

  3. Click Add New Term.

    The Create Glossary Term dialog opens.

  4. Enter a new term and definition, which will be added to the glossary when you are finished.
  5. (Optional) You can also use the Insert Variable button Insert Variable button, if you want to add a variable to the definition.

  6. (Optional) If you want to sort a glossary entry using a different term, in the Sort As field, enter the term you want to use for sorting. "Sort As" terms appear in the Sort As column of the glossary.

    Tip Use a "Sort As" term if you want to sort a glossary term as something else. This can be useful when a term begins with a symbol (e.g., place <html> in the "h" section, instead of at the top of the glossary), or if you are using character sets that need to be sorted phonetically.

  7. Click OK.
  8. In the Create Glossary Link dialog, click OK. The undefined glossary terms are replaced with the new glossary term.

What’s Noteworthy?

Note You can also include this information in reports that you create. See Reports.