Step 1
Define the terms
Lock term list first so the operational baseline is clear.
Knowledge management Excel template
Download the Terminology Glossary Template for free. Keep term list, translations, and approval history in one workbook.
A free Excel template that makes it easy to organize terms and translations term list, translations, and approval history in one workbook. The same page also shows the matching web-screen flow.
Free download
Term list
Translation
Approval history
Input example
Align the term list assumptions first
Aligning term list, translations, and approval history first makes the workflow more stable.
Terms
40
Translation candidates
12
Pending approval
4
Owners
3
Free download
See what is inside the Excel version first
A free Excel template for making terms and translations visible. After downloading, start by aligning the term list and translations assumptions.
File
knowledge_management_terminology_glossary_template_en.xlsx
Sheets
5 sheets
Purpose
term list, translations, approval history
Aligning term list, translations, and approval history first makes the workflow more stable.
Keeping term list and translations in the same workbook makes the sharing flow easier to understand.
A visible history makes it easier to refer back to older versions or past states.
Start with the term list and translations assumptions.
How Excel is used
How terms and translations works in Excel
Keeping term list, translations, and approval history in one flow makes it easier to avoid misses.
Step 2
Align the translations
Record translations so changes and checks stay visible.
Step 3
Run approval
Organize approval history so the exchange with sharing targets stays stable.
Step 4
Make it stick
Keep the history so it can be reused in the next review.
Excel to screen mapping
When you carry the terms and translations data model directly into screen design, sharing and reference flows become easier to understand.
Excel element
System element
Notes
Excel element
term list
System element
Search dictionary
Notes
Shows term list and update dates clearly.
Excel element
translations
System element
Multilingual dictionary
Notes
Lets you track pending work in one list.
Excel element
approval history
System element
Change log
Notes
Manages rollout to related teams.
Excel element
History
System element
Reference notes
Notes
Useful for revisions and older version references.
Adoption boundary
Where does Excel end and the system begin?
The number of terms and translations, update frequency, and number of sharing destinations determine the split between Excel and a system.
Excel is enough
Small operations
If terms and translations is small and the flow is fixed, Excel can handle it well.
- Small team
- Few changes
- Weekly updates
Partial systemization
Lighten confirmation and sharing
Moving only the list or checks online first can reduce the time spent looking and sharing.
- Cleaner list
- Split checks first
- Simple notifications
Full systemization
Design for it from the start
If there are many owners and permissions, it is safer to design it as a system from the start.
- Many owners
- Complex permissions
- Need notifications
FAQ
Frequently asked questions
Here are the most common questions before adoption.
What do you need for an estimate?
If you can share term list, translations, and approval history, we can outline the direction.
Can it work with our current sheet?
Yes. You can keep the current sheet and start by organizing the needed parts first.
Is it suitable for mobile use?
Yes. It is also meant for browsing from outside the office as a review list.
Consultation
If you are not sure which template is closest to your current operation, contact us and we will help you narrow it down. We can also tune only the columns for terms and translations.
We can also tune only the columns you actually need.