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The ‘Preparatory material’ table is used as a working space for the terminology coordinators, where they can gather all candidate terms and existing IATE entries being considered for a terminology project.
In this page, you will find out how to:
- Add material to your table
- Customise your table
- Apply generic actions to all entries
- Apply actions to selected entries
Read more on user groups and access rights.
Add candidate TERMS / IATE entries
There are various ways to add material to your preparatory material table. Click on the relevant button to perform the desired action:
- Add entries by ID: provide one or more IATE entry IDs, separated by commas or line breaks. Click on ‘Add entries by ID’.
- Add candidates from a list: provide one or more candidate terms, separated by line breaks and select the source language (one single source language per batch of candidates). Click on ‘Add candidates from list’.
- Add entries from collection: select the collection(s) you wish to add to your preparatory material table. Click on ‘Add entries from collection’. Read more about collections.
- Add entries from file: upload a file containing a list of IDs.
- Add marks: Transfer marks to a TPM project’s Preparatory Material via the ‘Management’ menu, under the ‘Marks’ tab, by clicking on ‘Add to project’.
 You can also add entries to your preparatory material table from various IATE screens: the full entry view, results page, bookmark lists, term extraction module or table view. Click on the ‘Add to project’ button and select your project. |
 As soon as an IATE entry is added to a project’s preparatory material table, the ‘Related projects‘ field in the LIL of that entry (when seen in full entry view) will indicate that the entry is now part of that project. Click on the ‘Load TPM info‘ button, or display this information automatically via your user preferences.In ‘Advanced search‘, the entries added to a project table can be retrieved irrespective of their project’s status (‘Draft’, ‘Ongoing’, ‘Done’, ‘Suspended’ or ‘Abandoned’). |
Customise your table
The chosen candidates and entries are inserted into the table with a range of criteria or metadata displayed in columns. To configure your table, click on the ‘Choose and sort columns’ 
icon. On the left, there is a list of all the columns you can add to it. To display a column in your table, drag and drop it into the right-hand box.
| You can also define your table settings in your user preferences. Then, click on ‘Apply my user preferences’ on top of your preparatory material table. Read more on user preferences. |
Sort the content of your table by entry ID, anchor language, term (alphabetical sorting), or owner (LIL) by clicking on the small arrow next to the column header.
You can also adjust the column width manually as needed.
You can rearrange the order of the candidates and entries in the table by dragging the ‘Sort’ icon  and dropping it on the ‘Sort’ icon of the row where you want to place it. |
Description of the columns
- #: indication of the row number
- Entry ID and Primarity
- Anchor language: language code of the anchor language, if one is specified on the entry
- Domains (multiple values displayed and exported in the same column)
- Owner (LIL): indication of the LIL data owner
- Management Note: content of the ‘Management’ field at LIL
- Collections: content of the ‘Collections’ field at LIL (multiple values displayed and exported in the same column)
- Cross-references: list of cross-references on the entry, including the relation (cross-reference type) and the link to the relating entry
- Languages: list of languages present on the entry, including non-EU languages
- Multilingualism: list of languages present on the entry, followed by a list of languages not present on the entry. Languages present are displayed in green, languages not present are displayed in red.
- Term: term(s) present in the project’s source language. If there are several source languages, the term(s) will be displayed in whichever language is first alphabetically (in terms of language code). If the project has no source language, the ‘Term’ and ‘Definition’ columns will be preloaded in EN, unless this information is missing from the entry, in which case no information will be loaded.
- Definition: definition in the project source language (same logic as per Term – see above).
- Duplicates: click on ‘Add new entries’ in the ‘Duplicates’ column. Click on ‘Automatically find duplicate entries’ for IATE to identify potential duplicates. You can also add duplicates manually: enter the entry ID and click on the plus
icon. - Related entries: click on ‘Add new entries’ in the ‘Related entries’ column. Click on ‘Automatically find related entries’ to launch an automated search for existing cross-references for the chosen entry, followed by cross-references on the entries detected as first-level cross-references.
- Comments: information related to the entry, provided by the project coordinators
- Feedback: information related to the entry, provided by the project coordinators
When launching the automatic duplicate detection (in the ‘Duplicates’ column), an exact match search is run for all terms in all languages that are present on the selected entry. A list of potential duplicates is retrieved, with the entries with more exact matches across languages displayed on top. These entries can be added as duplicates  of your current entry, or added to your project  if relevant. If the list of potential duplicates is too long, you can remove entries  to shorten the list.You can also ‘Add all duplicates’ to your table by clicking on the dedicated button at the bottom of the list. |
At the end of each entry row, there are buttons which allow you to consult the entry history  and marks  , and to see a preview  of the entry. |
Coordinators have many ways to provide information about a project:
- In the ‘Project info’ tab, the ‘Comments‘ field is meant for coordinators only, whereas the ‘Project instructions‘ are generic instructions for the project assignees.
- In the ‘Preparatory material’ and ‘Project entries’ tabs, the ‘Comments‘ field is meant for entry-related information that the coordinator wishes to relay to the assignees.
- When creating assignments, the coordinator can provide ‘Assignment instructions‘ per language or for all languages of the project at once to further detail what is requested from assignees for these specific tasks. In some cases, there can be several batches of tasks for each language, i.e. tasks for completion, and for validation. Read more about ‘assignments‘.
- Forums can be used for exchanges between the coordinators and internal or external assignees. Read more about the ‘internal forum‘ and about the ‘external forum‘.
Apply generic actions to all entries
Several actions have been included in a floating panel that can be closed and reopened by clicking on the pen 
button. You can also move the panel around as needed.
The action buttons appear in two shades of blue: enabled action buttons are in a deeper blue and disabled buttons are in a lighter blue.
Description of generic actions
- Expand: opens the full screen view
- Refresh: reloads the table content
- Select all entries: selects all IATE entries from your table to apply a specific action (see section below)
- Select all candidates: selects all candidates from your table to apply a specific action (see section below)
- Save IDs to file: saves a list of IDs from the table to a file. This file can be uploaded onto a preparatory material table or to other parts of IATE via the ‘Add entries from file’ button.
- Create watchlist: automatically generates a project-based watch list or appends content to it, if it already exists
| There are 3 export features in this screen: * Export table (on top right of the table): launches a synchronous (i.e. immediate) export into Excel of the preparatory material table as it is displayed (keeping all customisations). * Export project (at the bottom of the table): exports the project details (4 tabs: project metadata, preparatory material entries, preparatory material candidates, project entries). Read more about this export. * Export entries (in the floating panel): launches an asynchronous export of the selected entries (candidates are ignored). Read more about the standard IATE export. |
apply actions to selected entries
Select entries individually or use the check box  in the first column header to select all the entries at once. |
Description of specific actions
- Create raw entries (only Administrators and Terminologist+): prefills the entry creation form with available data, namely the term, project domain(s) and collection(s), and saves the entry as ‘raw’. The assigned entry ID will be displayed in the dedicated column, together with the ‘raw’ label. Click on the entry ID to consult and edit the newly created entry.
- Mark as raw (only Administrators and Terminologist+ for own institution entries): (applies to existing IATE entries only) updates the entry status to ‘raw’
- Mark as not raw (only Administrators and Terminologist+ for own institution entries): (applies to existing IATE entries only) updates the entry status to ‘not raw’
| The collection(s) and domain(s) set in the ‘Project info’ are applied to the newly created IATE entry. The ‘raw‘ label indicates that the entry data is in draft form and that entry completion is still in progress. |
- Search term in IATE: (applies to a single entry or candidate) launches an exact match search for the selected term or candidate in all languages
- Batch search: runs a search by list of terms for the selected terms and candidates. Select the source language and matching option for the search, the fields to be exported, and decide whether to schedule the batch search request for a later time (default) or execute it immediately. Download the resulting report from the asynchronous requests list (in the Management menu). Read more about ‘batch search‘.
- Export entries: (applies to existing IATE entries only) see section above.
- Delete entries from IATE: (applies to existing IATE entries only) removes the selected entries from IATE. Read more about ‘entry deletion‘.
- Copy to ‘Project entries’: (applies to existing IATE entries only) adds the selected entries to your ‘Project entries’ table, i.e. the list of entries that will be part of the project and for which assignments will be created.
| Entries copied to the project entries table are indicated in the preparatory material table with a yellow background and italic formatting. From the moment they are copied, the specific fields (duplicates, related entries, comments and feedback) can only be edited from the project entries table. Data will be synchronised and reflected in the preparatory material. |
- Move to another project: removes the selected candidates and entries from the current project and adds them to the preparatory material table of the selected project
- Add to ‘Table view’: (applies to existing IATE entries only) loads the selected entries to your table view. Read more about table view.
- Add to batch collections operation: (applies to existing IATE entries only) adds the selected entries to the collections management screen for a batch linking operation
- Remove from project: removes selected rows from the project. Note that candidates that are not stored anywhere else will be lost.
(*) User GROUPs and access rights
Check below to see what TPM features are available to different IATE user groups:
| User group | View ‘Preparatory material’ | Edit ‘Preparatory material’ |
|---|---|---|
| NON-LOGGED-IN USER | No | No |
| EXTERNAL COLLABORATOR | No | No |
| TRANSLATOR (limited) and above | No | No |
| TERMINOLOGIST (limited) and above | Yes | Yes (only project coordinators) |