Glossary
Define organization-specific terms and abbreviations that the AI understands automatically
Teach the AI your internal language. The glossary holds your organization's terms, abbreviations and their explanations, and the AI pulls the relevant entries into every conversation. Product names and industry jargon are then understood the same way each time. You find it under Organization settings → AI & models → Glossary.
Two kinds of permissions apply. Apply the organization glossary in chat makes the glossary work in a member's chats and lets them open this page. Adding, editing and deleting entries needs Add organization glossary entries, Edit organization glossary entries and Delete organization glossary entries. See Roles.
Create an entry
Click Create entry to add a new entry. Each entry has three fields.
Term
Required. The main name for the concept, for example "High-bay warehouse". Synonyms or other spellings go into the fields under Additional terms.
Abbreviation
One or more abbreviations for the term, for example "HRL". Use the + button to add another and the delete icon to remove one.
Explanation
What the term means in your organization, up to 2,048 characters. The more precise the explanation, the more reliably the AI applies it.
What happens in the chat
When a member sends a message, DeutschlandGPT looks for matching terms and abbreviations in the glossary and adds their explanations as context. The AI then:
- Expands abbreviations that are specific to your organization
- Uses your preferred terms in its answers
- Understands domain concepts without having them explained again each time
Manage entries
All entries appear in one table with the columns Term, Abbreviation and Explanation. Use the search field to find an entry. Click a row to open the entry. The … menu at the end of the row offers Edit (View if you may not edit), Duplicate and Delete. To save the glossary as a file, click the download icon (Export) in the table toolbar and choose CSV (.csv) or Excel (.xlsx). The file has the columns Term, Abbreviation, Explanation and Additional terms, and you can import it again after editing, as long as it holds at most 1,000 terms.
Importing entries
To add many terms at once, load them from a file instead of creating each one. Click Import next to Create entry and choose a CSV or Excel file (.csv, .xlsx). You need the same permission as for creating an entry.
- The first row holds the column names Term, Abbreviation, Explanation and Additional terms, in English or German. Only Term is required. This is the same format the export writes. The dialog also offers a template to download.
- Additional terms go into one cell, separated by semicolons, with the abbreviation in brackets: "High-bay warehouse (HBW); Warehouse".
- A CSV file from a German Excel, which uses a semicolon as the separator, is recognised.
- A term that is already in the glossary is skipped, not overwritten. Upper and lower case do not matter. If a term appears more than once in the file, the first row counts.
- A file can hold at most 1,000 terms, and each term at most 50 additional terms.
Before anything is saved, the dialog shows how many terms are new, which are skipped and which rows are invalid, for example because the term is missing or a field is too long.
Delete an entry
Click Delete in the row's … menu or Delete term on the entry's page. To delete several entries at once, select them in the table and click Delete. This cannot be undone. Existing chats that used the term stay as they are; only future conversations no longer get this context.