Record circulation and queues

In this chapter, we describe the typical stages in the creation of a record. Once a record is created, it may go through a number of stages until it is complete and available to the public. Through these stages, terminologists can access the record in different queues, depending on the work that the record requires.

1. Create a new record

A record for a new concept is created in one of two ways:

a) By clicking on the  button after receiving a request for a new record through a query or email, or

b) When a user sends a suggestion through the  button, which will appear in the Suggestion queue.

A new record started through the Create button will be automatically labelled as draft/internal and, once saved, it will appear in your My Drafts queue.  A Suggested record will be labelled as suggestion/internal and will remain in the general Suggestion queue.


In the case of records started through the Create button, complete the fields and move the step 2. While in draft/internal, your saved record will remain in your My Drafts queue. 

In the case of records received through the suggestion queue, first review the suggestion to decide whether it should be accepted and, if so, make sure all information is in the corresponding fields and make adjustments or changes as needed. If you believe the suggestion should be rejected, click on the suggestion/internal label and select Delete.

2. Send record to concept review

When you finish completing the record fields, click on the draft/internal or suggestion/internal label to send the record to concept review, with or without priority.


After clicking on concept review, the labels will change to Review draft or Review suggestion, with or without priority:


The record will be sent to the Concept Review queue.

3. Review the concept

The concept reviewer decides whether the record belongs in UNTERM. There are several options available at this stage.

a) Approve as internal and circulate

Click on Review draft or Review suggestion and select OK


If the record is to be made visible to all users, with or without internal access, click on the third label to change the distribution to Public.

The record will appear in one of the following queues:

  •       <language> Equivalents queue, when the language is missing, or
  •       <language> Validation queue, when the record already has a term/title.

b) Approve as public and circulate to all languages

After reviewing a concept, click on Review draft/internal and select Language equivalents

 The record will be marked OK and Public. If you would like the record to remain internal, change the Public label to Internal.


After language equivalents are requested at concept-review level, the record will appear in one of the following queues:

  •       <language> Equivalents queue, when the language is missing, or
  •       <language> Review queue, when the record already has a term/title.

c) Other options

There are other options available when the concept is not approved, available through the Review draft/internal button:

  • Request further work: the record needs more information and will be marked as draft/internal. It will appear in the My Drafts queue of the draft creator or the Suggestion queue.
  • Request verification:  The record will appear in the Verification queue.
  • Mark as obsolete: when a concept is no longer current, the record can be marked as obsolete. It will appear in the Obsolete candidates queue.
  • Archive: The record will be moved to the archive but will still be retrievable by some users through the advanced menu.
  • Delete: The record will be deleted but will still be retrievable by some users through the advanced menu.

3. Add missing language equivalent

Locate the record in the <language> Equivalents queue, open it and add the term in your language. 

If you don’t see the language field corresponding to your language, add it through the top menu. To add French, for example, click on Add FR.

The French fields will be displayed on the record. Enter your term in the text field and add all relevant information.

The language will be marked as unvalidated. Click on the button to change it from unvalidated to any of the other status available, as explained below.

4. Review existing equivalents and validate

When the concept reviewer selects the Language equivalents option, as explained above, all existing language entries, including the source language, will appear in their corresponding Review queue and be marked as “under review” with a question mark.

Click on the toggle button under the language mention to select between the following options:

-        unvalidated: select this option to send the record to the <language> Validation queue, where records await validation by a terminologist. You can also select this option to remove the validation from a record.

- internally approved: these records will remain in the <language> Validation queue until they are marked as Review, Priority or Validated.

- validated: select this option to validate the record. This will remove the record from any of the language queues.

- review: select review to send the record to the <language> Review queue, where a terminologist can review the entry and validate it.

- priority: select priority to have the record reviewed as a high priority. The record will be sent to the <language> Priority queue, where a terminologist can review the entry and validate it.

5. Recirculating a record

A record marked OK can be recirculated at any point by selecting the recirculate equivalents option under the OK/internal label:

The record will be sent to the Review queue of the existing languages and the Equivalents queue of the missing languages.

6. Requesting priority

At any point during workflow, you can request a missing language equivalent as high priority through the Request priority function. Select the language from the dropdown menu.


The record will appear in the Priority queue of the language selected.

7. Language suggestions from users

Suggestions from users at language level, as distinct from suggestions for new records, will appear in the Term/Title suggestion queue in the respective language, and will appear with a suggestion label inside the record.


Click on the suggestion label to see the options available, the last of them being the possibility to reject the suggestion.


8. Displaying and sorting suggestions by Due date

Suggestions for existing or new records can be sorted by the Due date indicated by the user when he/she submitted the feedback. To display the Due date in the suggestions queue, go to Display in the Advanced menu and select Due date. A new column will be displayed in the results page, indicating the due date for the record. The records will be displayed by last updated.


To sort the queue, go to Sort and select Sort by due date. The records will be displayed in chronological order, beginning with the suggestion with the closest due date.  Suggestions sent by non-logged in users will appear last and without a due date.