Build Your Team’s Source of Truth

Introduction

Businesses often speak in their own language. Complex technical products are likely to have their own terms for features and functionality, and new customers can feel confused by the new language to learn. This hampers their adoption of your product, causes frustration and risks churn.

A business glossary is a powerful tool to bring together and define all the terms you use across your knowledge base, providing a resource for customers to learn more about particular terms that your business uses to describe its products and their use cases.

Sadly, a glossary takes time to create, and not to mention terms frequently change across the knowledge base. That’s why an AI glossary generator is your friend in documenting a glossary that remains consistently helpful for your users.

What Is an AI Glossary Generator?

An AI glossary generator has multiple functions within your knowledge base. First, it scans your knowledge base to identify specific terms that are frequently used and in a particular context within your documentation, keeping track of the dependencies of terms.

Next, the AI glossary generator also offers suggestions for definitions of common terms used in your documentation. Your writers can decide whether to accept these definitions and add them to your glossary, or write their own. The whole point of a glossary is to provide a miniature dictionary for your specific product or service.

Document360 scans the knowledge base on a weekly basis for new terms that you could include in your glossary. The advantage of the AI glossary generator is it works alongside your knowledge base to shine a light on the terms you use within your content, and defines them for your users.

It takes the process of painstakingly creating a glossary and automates it, so AI does the heavy lifting and all your technical writers need to do is choose and edit the terms.

Key Features

• Auto-Extraction of Terms – Document360’s AI glossary generator automatically extracts the terms in your knowledge base and suggests them for your glossary. It tells you the number of places your terms have been used so you can identify high-volume terms that would most benefit from a definition in your glossary.
• AI-Generated Definitions – in Document360, AI automatically generates possible definitions for your terms in your glossary, which you can then review and decide whether the definition is a good fit. This is far easier than coming up with your own definition yourself, and even if the AI isn’t perfect you can still edit the suggestion to suit your needs.
• Easier Updates and Version Control – AI makes it easy to update your glossary and control the versions of your terms. Regularly scan for new terms that can be included in your glossary without having to manually check your documentation for terms. The AI glossary generator automatically checks your knowledge base so you don’t have to revise your glossary every few months.

Why You Need It

• Saves Hours of Manual Work – building a glossary can be a time-consuming task. You have to read through your documentation to find the terms that should be included, and spend time constructing a useful definition of the term for your glossary. AI automates all of these tasks for you, scanning the entire knowledge base for terms and suggesting definitions.
• Maintains Consistent Terminology Across Documents – AI glossary generator helps you maintain consistent terminology, allowing you to identify similar terms and correct them in the documentation. Instead of referring to a feature as A when it really should be B, the glossary reduces this inconsistency and standardizes your terms.
• Reduces User Confusion and Support Tickets – when users understand the terms used within the documentation, you have fewer support tickets because you have improved usability for the knowledge base. Customers can look up the language you are using in your knowledge base instead of defaulting to contacting your support team.
• Keeps Glossaries Up-to-date with Product or Policy Changes – every time your product or policy changes, check your documentation for new terms that should be included in your glossary.
• Supports Accessibility and Localization – in Document360, you can mark terms as either global, or associate them with a specific language. Contributors can leverage the Global terms across any language, while terms created for specific languages can be leveraged for the articles of their corresponding languages.

How to Enable & Access It

See Document360 in action creating an AI glossary.

Use AI to automatically create a glossary and achieve more with your content team.

Best Practices

• Curate and Review High-Impact Terms Manually – keep track of the terms that are most used in your knowledge base and ensure they have consistent definitions that your users can understand. Gain visibility into where your terms are most used.
• Group Related Terms into Categories (e.g., UI terms, security terms) – glossaries can grow quite large so it’s a best practice to group related terms into categories, which helps when users are browsing your glossary.
• Define Terms with Examples for Clarity – if you can, include an example that brings your definition to life so users can more easily understand your terms.
• Re-run Glossary Generation After Product Updates – run your glossary again after updating a product and include new terms that you’ve added to your documentation.

Streamline Terminology with AI-Powered Glossary Management

An AI-powered glossary is a useful tool in your knowledge base for helping users understand your content. Businesses using their own language would do well to include customers in this process and allow them to enter your world without having to constantly bombard your support team with questions.

Terms change over time and that’s why AI glossary generators like Document360 allow you to frequently re-run the glossary and search for new terms. Products are continuously updated and it’s easier to quickly scan the documentation for new terms to include.

Users appreciate a comprehensive glossary that clarifies the terms used in the documentation. You might use words frequently in the business but customers have no idea what they mean. Glossaries give insight into these terms and make them into a shared language that you can use to communicate with your customers.