# Configuring the Glossary & Definitions

The glossary is a set of _Glossary Definition_ records. _Glossary Definitions_ include a _Term_, a _Definition_, and a _Language_. 

While viewing a document, users can either select a word or short phrase or enter a word or phrase into the glossary panel to search for approved _Glossary Definitions_ with matching values. You can configure a library of _Glossary Definitions_ in Vault and set up approved external search engines.

Vault returns a maximum of five (5) results for each search and presents any available definitions in the user's language. If there are no definitions in the user's language, Vault presents definitions in English. If a search term matches an approved definition that is not in the user's language, and that definition is related to an approved definition in the user's language, Vault presents the definition in the user's language. For example, while configuring the Glossary, you relate the English definition for "Low Calorie Diet" to both the Spanish definition for "Dieta baja en calorías" and the French definition for "Régime hypocalorique." If a French-language user searches any of these terms, Vault presents the definition for "Régime hypocalorique."

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      <p><strong>Note</strong>: The glossary matches definitions based on the user’s defined language and the language specified on an individual <em>Glossary Definition</em> record. It does not consider the document language.</p>
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## Enabling the Glossary

To enable the glossary, navigate to **Admin > Settings > General** and, under _Documents_, select **Enable Glossary Lookup**.

### Configuring the External Search

After enabling the glossary, you can configure an external search engine. To add an external search engine, enter a valid **External Search URL** and **External Search Label** in **Settings**.


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      <p><strong>Important</strong>: Valid external URLs must contain the <code class="language-plaintext highlighter-rouge">{{searchTerm}}</code> token in the position where the search engine expects the search term. For example, the valid URL for PubMed is <code class="language-plaintext highlighter-rouge">https://pubmed.ncbi.nlm.nih.gov/?term={{searchTerm}}</code>.</p>
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## Configuring Glossary Definitions

To add definitions to the glossary:

  1. Navigate to **Business Admin > Objects > Glossary Definitions**.
  2. Click **Create**.
  3. Enter a **Glossary Term**. You can enter a word or phrase.
  4. Enter the **Definition Text**.
  5. Select a **Language**.
  6. Optional: Select a **Related English Definition**. This field is only available when the selected _Language_ is not _English_.
  7. Click **Save**.

You can include full path URLs in _Definition Text_ values, which are rendered as navigable hyperlinks in the Glossary panel.

You can relate _Glossary Definitions_ in English to _Glossary Definitions_ in other languages. You cannot relate an English _Glossary Definition_ to another English _Glossary Definition_ or a non-English _Glossary Definition_ to another non-English _Glossary Definition_. However, you can relate two non-English _Glossary Definitions_ to the same English _Glossary Definition_.

You can also relate _Glossary Definitions_ on the _Glossary Definition_ object record detail page.

When you relate _Glossary Definitions_, users can see relevant _Definitions_ in their preferred language. When searching the Glossary, Vault displays matched or related _Glossary Definitions_ in the user's language. If no _Glossary Defintions_ are found in the user's language, Vault displays matching _Glossary Definitions_ in English.

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      <p><strong>Important</strong>: Vault only displays <em>Glossary Definitions</em> in the <em>Approved</em> state.</p>
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### About Glossary Definition Languages

The **Language** field is required on _Glossary Definitions_. Vault does not display _Glossary Definitions_ in multiple languages at once. Document language values are not applicable to Glossary searches.

### About the Glossary Event Object

Vault uses the _Glossary Event_ object to maintain a record of all glossary activity. _Glossary Event_ records include _Search Phrase_, _Search Type_ (_Glossary Lookup_ or _External Search_), _Match Type_ (_Precise_, _Fuzzy_, _None_), _Glossary Term_ and _Language_ (both are blank when the _Match Type_ is _None_), and _Definition Copied_ (_true_ or _false_).

With _Glossary Events_, you can:

* View events by navigating to **Business Admin > Objects > Glossary Events**.
* Create _Glossary Event_ reports using a <a href="/en/gr/21543/">custom report type</a>.
* Export _Glossary Event_ data using <a href="/en/gr/26597/">Vault Loader</a>.

### About the Glossary Definition Lifecycle

By default, the _Glossary Definition_ object uses the _Glossary Definition Lifecycle_. You can relabel the states and add additional states to the <a href="/en/gr/30683/">lifecycle</a> as needed.

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      <p><strong>Note</strong>: Users cannot edit the status of <em>Glossary Definition</em> records. The record’s status is defined by the state.</p>
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## Reporting on the Glossary

Vault maintains a record of all glossary activity, including searches, displayed _Glossary Definitions_, and document metadata, using the _Glossary Event_ object. The _Glossary Event_ object also logs the identity of the user performing a search.

You can report on the _Glossary Event_ object using a <a href="/en/gr/21543/">custom report type</a> or export the data using <a href="/en/gr/31536/">Vault Loader</a>.