Terminology

The Terminology module is the tenant-owned source of truth for approved terms, glossary entries, language variants, aliases, avoid terms, usage guidance, source refs, and import lineage.

Use it when governed workflows need controlled wording, bilingual review, approved abbreviations, or terminology evidence for AI-assisted document treatment.

What Terminology Owns

Terminology owns:

terminology sets and set versions;
glossary entries and entry versions;
canonical terms, language variants, aliases, avoid terms, definitions, and usage guidance;
review status, lifecycle status, source refs, provenance, and import batches;
safe audit, activity, audit-package, work-management, and compliance-posture metadata for terminology records.

Sensitive term text, definitions, usage guidance, and provenance are tenant content. Treat them as governed content and avoid copying them into other modules unless the product workflow explicitly requires a safe snapshot.

When To Configure It

Configure Terminology before relying on controlled wording in:

Document Intelligence review of bilingual, regulated, or customer-controlled documents;
source-grounded drafting where approved language matters;
audit packages that need to prove which terminology set or version was available;
compliance posture checks that need to distinguish configured terminology from reference-only declarations.

If Terminology is not configured, use not-configured. If another product path can only point to a future or external terminology owner, use reference-only. If a selected terminology ref is missing or archived, use unavailable.

Operating Model

Start with a terminology set for a broad domain, such as vendor contracts, policy drafting, medical operations, finance controls, or internal procedures. Avoid customer, regulator, or country-specific defaults unless your tenant owns that content and has rights to use it.

Create set versions when approved terminology changes. Create entry versions when terms, variants, aliases, avoid terms, definitions, or usage guidance change. Keep import batches as lineage for private tenant imports or catalog-style adoption records.

Reviewers should approve terminology through the tenant’s normal governance process. Terminology does not execute machine translation and does not silently replace controlled document content.

Terminology publishes work-management descriptors for set review, entry review, and import-batch review. Work-management can surface and route internal follow-up, but Terminology remains the source of truth for terminology status, review posture, and import application.

Import Batch Review

Import batches keep lineage for tenant imports, private packs, and catalog-style adoption records. A reviewed batch proves the proposed terms were checked. An applied batch must point to the terminology set and set version that received the approved content, and Novantra records reviewer and applier posture from the authenticated actor.

Use reviewed when a batch has been checked but not applied. Use applied only when the target set and set version are known. If a batch cannot be linked to tenant-owned terminology truth, keep it as reference-only instead of implying configured terminology.

AI And Document Intelligence

Document Intelligence and other governed consumers should reference terminology set, version, entry, and import evidence. They should not store mutable glossary truth as AI-owned data.

Before running AI-assisted treatment, confirm:

The selected terminology set is active.
The selected set version is approved for use.
The source document’s language evidence and selected language keys are visible.
The AI profile and action policy allow terminology use for the source.
Any missing, draft, archived, or unapproved terminology is labelled reference-only, not-configured, or unavailable.

Consumer snapshots may include a sanitized consumer reference such as a DMS document, regulated-content case, or Document Intelligence run when that owner exposes a stable resource ref. The snapshot should identify the terminology set/version and consumer ref; it should not copy full mutable terminology content, raw document text, prompts, or model output.

Audit And Posture

Audit packages should export terminology refs and statuses without exposing sensitive term text by default. Compliance posture can show terminology configured state, review posture, current-version posture, and import status where relevant.

Do not use terminology evidence to claim legal validity, translation accuracy, or AI accuracy. Those claims require separate operational proof and should be labelled evidence-required.