4.1.18 Create a Glossary Item

 

Glossary Items allow the users to create a list of abbreviations and definitions used throughout the organization’s documentation contained in AgilityBMS.



4.1.18.1 To Create a Glossary Item

 

  1. Navigate to the Workspaces Tab
  2. Click the Glossary icon (Create Glossary window appears)


Create Glossary Window


  1. If required enter Number
  2. Enter Title
  3. If Advanced Properties are in place and are required then select relevant Advanced Properties
  4. If Item Roles are in place click Add or Item Role icon 


Agility Item Query windows appears (Person Item is set as default as Item type as only Person can be added as an Actioner upon Item creation)


Agility Item Query Window


  1. Type in any search criteria or carry out empty search by clicking the Search button
  2. System returns and displays all Person Items in the Results Grid
  3. From the results grid Select any Person
  4. Click the Select button (Item Role is added to the document)
  5. Select Detail Tab
  6. Expand Glossary Type menu (Definition is selected by default)
  7. Select Definition or Abbreviation Glossary Type


Glossary Type Drop-down Menu


  1. Specify Description


Fully Completed Item Glossary Details


  1. Click Save (Glossary is now saved in the system) or you can Save and Check In the Glossary Item.


Notes:


  1. You can define Periodic Review Settings of the Item - See Section 4.1.4 for details on how to achieve this
  2. You can define Subscription Settings of the Item - See Section 4.1.5 for details on how to achieve this



4.1.18.2 Action a Glossary after Creation

 

  1. In the Glossary Designer toolbar select Action Items


New Item Window Management


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Item Workflow Screen


  1. The Item Workflow screen is opened where the Glossary (the default workflow for a Glossary is Basic) can have the following set:


  • Send for Review with the Review Task Settings being modified if required - See Section 4.3.4 for details on how to achieve this
  • Set as Reviewed
  • Send for Approval with the Approval Task Settings being modified if required - See Section 4.3.7 for details on how to achieve this
  • Set as Approved
  • Release.



4.1.18.3 Action a Glossary at a Later Date

 

  1. On the Welcome page or Workspaces tab, select Item Query
  2. Enter the Number/Title or part of the Number/Title of the Glossary in the All or part of the item: field
  3. In Where item type is: select Glossary
  4. Click Search
  5. On the required Glossary, right-click on the Glossary and select Action Items


New Query > Glossary Item > Showing Right Mouse Button Options


  1. The Item Workflow screen is opened where the Glossary Item can enter into the Item Workflow, see previous section (4.1.18.2) for more information.