Glossary and translation memory

Every agency has its preferences: how to translate certain proper names, acronyms, technical terms. EZDocuAI lets you teach those preferences to the translation engine at two levels: glossary (term by term) and translation memory (full segments already approved).

Glossary: forced terms

Useful for proper names, brands, acronyms, and sector-specific vocabulary where machine translation tends to waver.

Good glossary examples

• RENAPER → RENAPER (don't translate the Argentinian acronym).
• Carnet de identidad (ES) → National ID card (EN), to unify across documents.
• Cédula (ES) → Cédula (EN), if your agency prefers keeping it in Spanish.
• First and last names that shouldn't be translated.

How to add terms

1. Open My terms (visible if your plan includes it).
2. Click Add term (top right).
3. Fill in:
   • Source term — original, e.g. RENAPER.
   • Target term — forced translation, e.g. RENAPER.
   • Source lang / Target lang — the pair it applies to.
   • Case sensitive — tick if the rule respects uppercase.
4. Click Save.

The term applies on the next order you create — doesn't affect orders in progress.

Bulk import

To load hundreds of terms at once, use Import CSV. Expected columns:

source,target,sourceLang,targetLang,caseSensitive
RENAPER,RENAPER,es,en,true
cédula,Cédula,es,en,false
...

Max 5,000 terms per import.

Translation memory (TM)

When you approve a translation, every segment (sentence or clause) is automatically saved in your agency's private TM. When you create a new order, the system looks for identical or similar segments and reuses them:

Why it matters

• Consistency — if your agency translates "Ministry of Health" a certain way, it'll stay that way across future orders.
• Savings — 100% matches don't consume credits.
• Speed — orders with high repetition (standardized forms) complete 3-5× faster.

See TM savings

In each order, under Translation stats, we show:

• Total segments.
• Segments reused from TM.
• Credits saved.

Privacy

Your glossary and TM are private per tenant. They never mix with another agency's data and are never used to train any model. If you delete your account, they're permanently wiped.

Feature flag

This section may not be active on your plan. If you don't see My terms in the sidebar, write to us to enable it.

FAQ

Is the glossary per user or per account? Per account. All team members share the same glossary.

Can I export my translation memory? Yes, in TMX format (industry standard). From My terms → Export TMX. Useful if you migrate or need a backup.

Is there a term limit? Soft limit of 5,000 terms per account. Above that, consider splitting by domain.

Related

• Full order workflow
• Invite translators to the team
• How to upload a document