Termbook documentation
Getting started
- Install Termbook from the Atlassian Marketplace. It has a 30-day free trial; after that it is $5 a month for up to 10 users, then billed per user.
- Open Apps > Glossary. A short welcome explains the four ways people see definitions.
- Add your first terms with Add term, or import a spreadsheet from the Import tab.
- On any page: type /Glossary term to insert a term, or open the page ••• menu and choose Mark glossary terms.
Confluence admins are glossary editors automatically. To let others edit, go to Settings > Apps > Termbook settings and add editor groups or people.
Where definitions show up
- Glossary term macro: the word appears with a dotted underline. Hover to see the definition; click for the full entry with owner, synonyms and related terms.
- Glossary byline: under each page title. Lists every defined term used on the page.
- Glossary terms on this page macro: a definitions table for the terms that page uses. Good at the end of specs and policies.
- Glossary A-Z macro: the whole glossary on a page, with search, an A to Z bar and an optional tag filter.
- Glossary page: Apps > Glossary for the site, and Glossary in each space sidebar.
All of these work in every browser and in the Confluence mobile web view. There is no browser extension.
Mark glossary terms
Open a page, choose ••• > Mark glossary terms. Termbook lists each glossary term found on the page. Tick the ones to mark and choose Mark. By default only the first time each term appears is marked; turn that off to mark every occurrence.
- Headings, links, code and other macros are left alone.
- The change is saved as a normal page version with the message "Termbook marked N glossary terms". Undo with Remove all glossary marks in the same dialog, or restore the previous version from page history.
- You need permission to edit the page.
Import from Excel, CSV or a paste
Apps > Glossary > Import. Upload an .xlsx or .csv file, or paste cells copied from Excel or Google Sheets (include the header row).
Recognised column headers (any order, case does not matter):
| Field | Also accepted |
|---|---|
| Term (required) | Name, Word, Title, Concept, Keyword, Entry |
| Definition (required) | Description, Meaning, Explanation, Details |
| Acronym | Abbreviation, Abbr, Short form, Initialism |
| Synonyms | Aliases, Also known as, AKA, Variants |
| Tags | Category, Categories, Labels, Domain, Topic |
| Related | Related terms, See also |
| Space | Space key, Scope |
| Owner account id | Owner, Steward |
| Match case | Case, Case sensitive (yes, no or auto) |
Put several synonyms or tags in one cell separated by semicolons. If the first row is not a header, columns are read as Term, Definition, Acronym, Synonyms, Tags.
Preview shows each row as New, Update, Unchanged, Skipped, Error or Blank, with the reason. The totals always add up to the number of rows in your file, so nothing is lost without a message. Choose whether existing terms are updated or kept, then Import. Up to 5,000 rows per file. Older .xls files: save as .xlsx or .csv first.
Export
Apps > Glossary > Export > Create CSV. Copy the text into an empty sheet or save it as a .csv file. The export re-imports unchanged, so keep it as a backup. Admins can export even if the subscription has lapsed.
For a printable glossary, put the Glossary A-Z macro on a page and use Confluence's Export to PDF or Word: the macro exports as a table.
Space glossaries
When Spaces can have their own glossary is on (default), editors can add a term to a space glossary. On that space's pages, people see site terms and space terms. If both define the same term, the space meaning wins there. Turn it off to keep one site-wide glossary.
Permissions
| Who | Can |
|---|---|
| Confluence admins | Everything, including settings |
| Editors (editor groups, individual editors, or everyone when "Everyone can edit" is on) | Add, edit, delete, import, review suggestions |
| Term owners | Edit their own terms |
| Everyone else | Read; suggest terms when "Everyone can suggest terms" is on |
Guests and anonymous visitors (for example on a public knowledge base space) can read definitions in the Glossary term and Glossary A-Z macros on pages they can already view. They cannot suggest or edit terms.
Matching rules
- Case: by default acronyms and other words written in capitals match exactly (so "IT" does not match "it"); other words ignore case. Each term can override this.
- Plurals and possessives: "API" also finds "APIs" and "API's" (can be turned off in settings).
- Chinese, Japanese and Thai: terms match inside text without spaces.
- Longest match wins: "data warehouse" is found as one term, not "data" plus "warehouse".
Licensing and trials
Termbook is paid through Atlassian. During the 30-day trial a banner appears in the last 7 days. If the subscription ends, pages keep showing the marked words as plain text; definitions, editing and import pause until it is renewed. Your terms are never deleted because of a lapsed subscription.
Rovo definitions and Termbook
Rovo's Define feature (Confluence Standard, Premium and Enterprise) suggests definitions from your content, and anyone on the site can add or change one; Rovo definitions are kept for a year after their last edit. Termbook is your approved list: each term has an owner, edits are limited to editors, nothing expires, and the glossary can be browsed, printed, imported and exported. Many teams use both.
Uninstalling and your data
Export to CSV first. When the app is uninstalled, Atlassian deletes Termbook's storage for your site. Pages keep the marked words as text.
Support
Great Work Support portal (link in the Marketplace listing) or hello@greatwork.company. First response within 1 business day.