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Import glossary

Article ID: 311
Last updated: 17 Mar, 2011

If you already have a list of terms and definitions that you would like to use in your knowledgebase, you can upload these terms in bulk.

The process is:

  • Create a file of glossary items to import
  • Upload a test sample to the system
  • Import.

Create a file of glossary items to import

First, you need to create your file of articles. This is a comma-separated (CSV) text file that consists of a phrase, followed by a definition.

  • Both fields must be included, and they must be in the order of glossary item name (phrase) first, and then the text that explains it
  • Place the data for each glossary item onto a single line, and separate each field by a comma. Include a space after the comma. If you choose to use something else other than a comma, update the field terminated by field under CSV options to match.
Field Type/size M/O Comments
phrase varchar(100) M The maximum size of a phrase is 100 characters
definition text M
id int(10) O Record ID. If this record ID already exists in the database KBPublisher will skip the record. It will not overwrite an existing ID.
Highlight once tinyint(1) O Defaults to 0.

Create a test file

Don't try to upload the whole file without testing it first. If something goes wrong you may then have to delete all those half-imported glossary items and try again. Create a test file and run that first.

  • Copy, say, the first three lines of your text import to a separate file
  • Either:
    • Save the file to a local drive (e.g. somewhere on your c: drive)
    • Upload the file to the server

Import the test file

You are now ready to import the test file to KBPublisher.

  • Click on the Import menu
  • Click on the Import Glossary tab
  • If the import file is on your c: drive (or another local drive),
    • Choose Load Data Local File in the SQL Load Command field
    • Browse for the CSV file on your drive and load it
  • If the import file is on the server,
    • Choose Load data file
    • Type the address where the file is located into the Path to file field on CSV file line
  • Change CSV options if required.
  • Click Load

On completion of the load, you will see a message at the top of the Import Articles screen telling you how many files were imported successfully and how many were skipped.

  • If the upload was successful, click on the Articles tab to check out the articles.

Fix any problems

All going well, you should now have three new glossary items in your knowledgebase. Check them carefully and ensure that everything worked as you expected. If you had problems, delete these, fix the test file and run it again. Keep fine-tuning until it works, and then update the real file to match the fixes you made in the test file.

You are now ready to import the rest of the glossary.

Import articles

Import the rest of the glossary using the same process as for the test file, only this time using the real data file.


  • If the glossary item already exists, a new item will still be uploaded.  We recommend you do not duplicate.
  • If any unique keys will be duplicated during import, records from cvs file will be ignored.


This functionality works in version 4.0 and above

Article ID: 311
Last updated: 17 Mar, 2011
Revision: 2
Views: 6053
Comments: 0
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Also read
document Glossary explained
document Add a glossary item

Also listed in
folder User Manual v5.5 -> Importing

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