---
sourceDocument: Australia Workflow Data Fabric
sourceDocumentLink: https://www.servicenow.com/docs/r/australia/integrate-applications

 Release :

    - australia

ft:locale :

    - en-US

ft:publication_title :

    - Australia Workflow Data Fabric

ft:clusterId :

    - crint

bundleId :

    - crint

workflow :

    - Creator


---

# Edit glossary spreadsheet

# Edit glossary spreadsheet {#ariaid-title1}

Release version: Australia  
Updated August 11, 2026  
![](https://www.servicenow.com/docs/portal-asset/ico-clock) 1 minute to read  
Edit the downloaded glossary spreadsheet to add or update glossary terms before importing them back into the Data Catalog.

## Before you begin

Export glossary terms to generate the XLSX template file.

Role required: Data Steward (df_data_steward)

## About this task

You can obtain the glossary spreadsheet by [exporting existing glossary terms](https://www.servicenow.com/docs/DuF5h8XZD_M_ZP4grEvN3w "Download existing glossary terms to an XLSX file for offline review and editing, or download an empty template to create new glossary terms with properly formatted fields.") or downloading an empty template. The exported spreadsheet contains two sheets: Instructions and Export Template (glossary terms). The
Instructions sheet provides detailed guidance on column formatting, field requirements, and editing rules.{#edit-glossary-spreadsheet__edit-glossary-spreadsheet-context-1}

## Procedure

1. Open the downloaded XLSX file in Microsoft Excel or Apple Numbers.  
   Warning:  
   If you use Apple Numbers, you must export the file to Excel format (.xlsx) before importing it back into the Data Catalog. The import process accepts only XLSX files.
2. Review the Instructions sheet to understand the column color coding and field requirements.  
   * Gray columns are read-only: Sys ID, IRI, Parent Term
   * Yellow columns are required for new terms: Title
   * Blue columns are editable: Short Description, Domain, Owner, Status, Tags
3. Navigate to the Glossary terms sheet to edit glossary terms.
4. Edit existing glossary terms or add new terms based on your needs.
   1. To update an existing term, edit the values in the blue columns for that row.  
      Leave a cell empty to leave that field unchanged.
   2. To add a new term, insert a new row and enter values in the required and editable columns.  
      The Title field is required for new terms. Leave the Sys ID, IRI, and Parent Term columns empty for new terms.
5. Format multi-select fields using comma-separated values.  
   For fields that accept multiple values (such as Tags and Domain), separate each value with a comma. For example: Customer,Finance,Sales
6. Verify that user account fields contain valid usernames from your ServiceNow instance.  
   Fields such as Owner must reference existing user accounts. Invalid usernames cause import errors.
7. Verify that Status values match the options listed in the Status values sheet.  
   Valid status values are: draft, in_review, approved, deprecated, rejected
8. Save the file in XLSX format.  
   Warning:  
   Do not change the file structure, sheet names, or column headers. Changes to the template structure cause import failures.

## Result

The edited spreadsheet is ready to import back into the Data Catalog. [Import the glossary terms](https://www.servicenow.com/docs/LlckvDGC5mJNfub7FnOKxg "Import multiple glossary terms at once using an XLSX file to quickly populate your data catalog with business terminology and definitions.") to add or update them in the Data Catalog.