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IxD/IA & Research & Writing
Glossary: Functional Requirements
Advanstar Communications (2001)
By Cassie Carter, PhD

Purpose of this Document
This document includes the Functional and Content Requirements for the Glossary.  Functional Requirements spell out what the Glossary must be able to do.  Content Requirements specify copy and graphical components that must be included on each page.  

For the most part, requirements are illustrated using screenshots from the very nicely done Technical Glossary at Geek.com (http://www.geek.com/glossary/glossary_search.htm ).  Where Geek.com screenshots are unavailable or incomplete, Visio page outlines have been included instead.  In some cases, Geek.com screens have been modified to serve as clearer examples. 

This document does not specify graphical page design or copy; it only makes recommendations in these areas to be acted upon by the Art Director and Copywriter.  At the completion of the design phase, this document will become part of the Functional Design Document, along with graphical page designs, the copy deck, and a content map.

Glossary Integration

Functional Requirements: Search
The user may arrive at the Glossary by using the Basic or Advanced search tools (see Search and Advanced Search User Experience Requirements for search tools specifications).

Functional Requirements: Contextual Links

1. Glossary functionality will allow editors to provide contextual links to glossary definitions.
2. The user may arrive at the Glossary by following a contextual link within an article or other content area within the site.
3. Contextual links may present Glossary definitions using popup windows, as editor desires.

1. An individual section or article in the site can offer its own specialized Glossary (illustrated here in the link to Backbone Glossary.
2. In creating a Specialized Glossary, editors must be able to draw from existing Glossary terms as well as to enter new terms that are added to both the general and specialized Glossaries. 

In addition to being available on the Glossary home page, Searching tips are available on a separate page, linked from results pages.

1. Explain how to search the Glossary to achieve the best results
2. Specify parameters, limitations, assumptions
3. Provide examples
4. Provide an obvious link that returns user to where they were

1. Title
2. Instructional copy
3. Examples
4. Text of link back to previous location

Single-Term Glossary Search Result

When a glossary search turns up an exact match, when there is only one result, and when an article includes a direct link to a specific glossary term, the result is displayed as a Singe-Term Glossary Search Result. 

Functional Requirements

1. Basic search box at top: text entry field, search button, link to searching tips near search button
2. Alphabetical browsing
3. Display glossary term and definition, with other glossary terms cross-linked to their entries
4. Display related terms
5. Display see also link to Specialized Glossaries
6. Display images with captions
7. Link to Alphabetical Glossary Listing, where user can view found term in context of other words starting with the same letter
8. Link to printable version (see next page)

1. Descriptive title for <TITLE> tag to facilitate useful search results, such as  Resources: Glossary: Geek
2. Instructions on how to search again
3. Glossary term, definition
4. Related terms and See also headings and links
5. Optional image
6. Print button
7. Go to Glossary button

Single-term glossary results may also be displayed in a separate popup window if referenced within an article, product description, etc. 

Functional requirements for a Glossary Popup are the same as for a standard single-term glossary search result, except:

1.  The glossary entry is displayed in its own popup window
2. All browser controls are available, allowing the user to print, save, etc.
3. There is no search box or alphabetical browsing available.
4. If the graphic design is printable, then the popup version is the printable version and there is no PRINT button; if graphic design is complex, a printable version is available in the same window via the PRINT button.

Content requirements for a Glossary Popup are the same as for a standard single-term glossary search result, PLUS:

1. Descriptive title for <TITLE> tag to facilitate useful search results, such as  Resources: Hive4Telecom Glossary: Consectetuer

If the user has chosen to browse alphabetically or has typed in a partial word (and has not specifiedexact match), results are displayed as an Alphabetical Glossary listing.

1. Basic search box at top: text entry field,search button, link to searching tips near  search button
2. Alphabetical browsing
3. Glossary entries are listed alphabetically, listing the most relevant/closest matches (according to the user’s criteria) with the closest match about 3 or 4 entries down, highlighted.
4. If there is no exact match, insert aYour term would appear here if it were available in this glossary placeholder, with a link to Submit a New Term (see next page)
5. Each entry includes the term, hyperlinked to its Single Term result page, then its definition, with other glossary terms cross-linked to their entries.

1. Descriptive title for <TITLE> tag to facilitate useful search results, such as  Resources: Glossary: G.Lite – Garbage Collection
2. Instructions on how to search again
3. Glossary terms and definitions (dynamic)
4. Text for Your Term would appear here if it were available in this glossary
5. Text/label forSubmit a New Term button

In this example, (a) if the user typed Game Console, s/he would receive a Single Term result page.  (b)  If the user typed Game, then the Alphabetical Glossary Listing would display Game Console and Game Port.    (c) If the user typed GAM or GA, all of the terms shown would be displayed except for G.Lite.    (d)  If the user typed Gamma, the user would be informed that the term does not exist in the Glossary and would be invited to add it.

Submit New Glossary Term

Functional Requirements

If there is no exact match for the term a user enters, and the user clicks the Submit New Term button, s/he arrives on the Submit New Glossary Term page.  

1. The Submit a New Glossary Term tool must remember what term the user had entered and reprint it.
2. The user is invited to provide context for the term by typing a sentence containing the term into a text field
3. Basic search box at top: text entry field,search button, link to searching tips close to search button
4. Alphabetical browsing
5. For other recommendations, see requirements for handling No Matches results in Search & Advanced Search User Experience Requirements
6. Also recommended: BACK button

Content Requirements

1. Descriptive title for <title> tag to facilitate useful search results, such as  Resources: Hive4Telecom Glossary: Submit a New Term
2. Polite message to user, such as,We’re sorry we couldn’t find any terms matching XYZ.  Please search again if you think you may have misspelled your search word, or submit the term to request that we define it.
3. Instructions on how to search again
4. Text field for user to type in sentence using the term
5. Instructions asking user to type in sentence using the term
6. Text/label forSubmit a New Term button
7. Also recommended: BACK button

Submit New Glossary Term: Confirmation Message

Functional Requirements

The confirmation message lets the user know that they have successfully submitted a term to theteam to be added to the Glossary, and it lets the user know their suggestion is appreciated.

Content Requirements

1. Descriptive title for