Setup Guide

Get your organization up and running with Nomenclature Tracker in just a few steps.

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Prerequisites

Before you begin, make sure you have:

• ✅ Admin access to your Nomenclature Tracker account
• ✅ Organization name and details
• ✅ List of departments (optional)
• ✅ Initial team members to invite

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Step 1: Create Your Organization

After signing up, you'll be prompted to create your organization.

Organization Details

Provide the following information:

• Organization Name: Your company or organization name
• Industry: Select your industry (Healthcare, Engineering, Legal, etc.)
• Organization Size: Number of team members
• Contact Email: Primary contact for organization-wide communications

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Step 2: Configure Departments

Departments help you organize terminology by team, function, or project.

Creating Departments

1. Navigate to Settings → Departments
2. Click Create Department
3. Enter department details:
   • Name: Engineering, Marketing, Compliance, etc.
   • Description: Brief description of the department's focus
   • Department Manager: Assign a team member as manager

Department Best Practices

• Create departments that align with your organizational structure
• Consider creating cross-functional departments for shared terminology
• Start with 2-3 core departments and expand as needed

Common Department Examples:

• Engineering/Technical
• Marketing/Communications
• Compliance/Legal
• Operations
• Product Management
• Customer Support

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Step 3: Invite Team Members

Add your team members to get started.

Inviting Users

1. Go to Settings → Team Members

2. Click Invite Users

3. Enter email addresses (one per line or comma-separated)

4. Assign roles:

   • ORG_ADMIN: Full access to all features
   • DEPT_MANAGER: Manage specific departments
   • USER: View and submit terms
   • QUIZ_TAKER: Take training quizzes only

5. Assign departments (optional)

6. Click Send Invitations

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Step 4: Upload Your First Document

Start building your glossary with AI-powered term extraction.

Supported File Types

• DOCX: Microsoft Word documents
• PDF: PDF documents (text-based)
• XLSX: Microsoft Excel spreadsheets

Max file size: 4.5MB per file

Upload Process

1. Navigate to Dashboard → Upload
2. Click Upload File or drag and drop
3. Select your file
4. Choose a department
5. Click Process

The system will:

• Extract text from your document
• Use AI to identify technical terms
• Present terms for your review

After upload, you'll see a confirmation:

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Step 5: Review and Approve Terms

After processing, review the extracted terms.

Approval Workflow

1. Go to Approvals page

2. Review extracted terms:

   • Term Text: The identified term
   • Context: Where the term appears in the document
   • Suggested Definition: AI-generated definition
   • Confidence Score: AI confidence level

3. Take action:

   • Approve: Add to glossary
   • Edit & Approve: Modify before adding
   • Reject: Exclude from glossary

4. Use Bulk Actions for multiple terms

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Step 6: Create Your First Quiz

Test team knowledge with AI-generated training quizzes.

Creating a Quiz

1. Navigate to Quizzes → Create Quiz

2. Configure quiz settings:

   • Quiz Title: Descriptive name
   • Department: Select target department
   • Terms: Select glossary terms to include
   • Question Count: Number of questions
   • Passing Score: Minimum score to pass
   • Time Limit: Optional time constraint

3. Click Generate Quiz

The AI will automatically create:

• Multiple choice questions
• Definition matching
• Context-based questions

Assigning Quizzes

1. Select the quiz
2. Click Assign
3. Choose users or departments
4. Set due date (optional)
5. Click Send Assignment

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Advanced Setup (Optional)

Configure Compliance Settings

Set up compliance tracking for regulated industries:

1. Go to Settings → Compliance

2. Enable compliance tracking

3. Set certification requirements:

   • Required quiz passing score
   • Recertification interval
   • Mandatory training deadlines

4. Configure notifications and reminders

Customize Glossary Settings

Tailor the glossary to your needs:

1. Navigate to Settings → Glossary
2. Configure:
   • Approval Workflow: Single vs. multi-level approval
   • Term Visibility: Department-only vs. organization-wide
   • Version Control: Enable term history tracking
   • Search Settings: Configure search behavior

Set Up Integrations

Connect with your existing tools:

1. Go to Settings → Integrations
2. Configure available integrations:
   • API Access: Generate API keys
   • Webhooks: Set up event notifications
   • SSO: Configure Single Sign-On (Enterprise)

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Next Steps

Now that you've completed the basic setup:

• Explore Glossary Management
• Learn about User Roles & Permissions
• Set up Compliance Tracking
• Create Advanced Quizzes

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Quick Start Checklist

Use this checklist to ensure you've completed all setup steps:

• Create organization
• Set up 2-3 departments
• Invite team members
• Upload first document
• Review and approve terms
• Create first quiz
• Assign quiz to users
• Configure compliance settings (optional)
• Set up integrations (optional)

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Common Setup Issues

Issue: Users can't access after invitation

Solution:

• Verify email address is correct
• Check spam/junk folder
• Resend invitation from Team Members page
• Ensure user has proper department assignment

Issue: File upload fails

Solution:

• Check file size (max 4.5MB)
• Verify file type (DOCX, PDF, XLSX only)
• Ensure file is not password-protected
• Try uploading from a different browser

Issue: No terms extracted from document

Solution:

• Ensure document contains actual text (not scanned images)
• Check document language (English supported)
• Try a different document with more technical content
• Review AI processing settings

Issue: Quiz generation fails

Solution:

• Ensure glossary has at least 5 approved terms
• Check that terms have definitions
• Verify department has approved terms
• Contact support if issue persists

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Getting Help

Need assistance with setup?

• Documentation: Browse our complete docs
• Email Support: support@nomenclature-tracker.com
• FAQ: Check our Frequently Asked Questions

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Video Walkthrough

Coming soon: Watch our step-by-step setup video tutorial.

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Congratulations! You're now ready to start managing your organization's terminology with Nomenclature Tracker. 🎉