10 Top Tips to Unlocking the Secrets of Dictionaries in VT Docs

If you analyze, generate, or review strategic content, dictionaries are your secret weapon for precision and efficiency. Discover our 10 top tips to help you revolutionize document analysis.
Kees Hendrickx
3 min read
Blog Cover - 10 Top Tips to Unlocking the Secrets of Dictionaries in VT Docs

In our recent training webinar – How to Create, Edit and Use Dictionaries in VT Docs we covered everything you need to know about how to create, edit and tailor custom dictionaries in VT Docs. In this 30-minute on-demand webinar we show how Dictionaries are a key value driver within VT Docs.

Unlock the power of dictionaries and revolutionize your document analysis with VT Docs. If you analyze, generate, or review strategic content, dictionaries are your secret weapon for precision and efficiency. Dictionaries are easy to create and are a powerful tool for identifying specific terms in documents. They can also be used to track concepts and align key customer language with your own.

You can use dictionaries to highlight risky terms, track contractual requirements and assign functional responsibility. They also help in creating compliance matrices, tee up redlines and bring order to the chaos of complex documents.

But why stop there? VisibleThread is planning to add more features to dictionaries in the next major product update, including pattern matching.

Check out our top tips on creating, editing, and utilizing dictionaries in VT Docs. Master these tips and take your document analysis to new heights of accuracy and effectiveness.

Here are the 10 top tips on creating, editing, and using Dictionaries in VT Docs:

  1. Use a consistent naming convention for your dictionaries. This will make it easy to find and identify your dictionaries later.

  2. Use clear and concise search terms. This will help you to find the terms and concepts you are looking for quickly and easily. But don’t stop at words alone! VT dictionaries also can search for symbols (e.g., “$,” “%,”) for commercial and technical content.

  3. Include synonyms and related terms in your dictionaries. Capturing all the different ways to express a term or concept can help you. VT’s “match words beginning with” feature helps you identify variations on words without having to create a search term for every iteration of a word. For example, “management.” Manage* in a dictionary would return “manage,” “manager,” “management,” etc.

  4. Use categories to organize your dictionaries. This will help you to keep your dictionaries organized and easy to navigate. Many strong dictionaries use action-oriented or prioritization language to group search terms. For example, “Flowdown,” “Must Review,” “Flag to Legal.”

  5. Use filters to narrow down your search results. When reviewing your VT output, you can focus your search on the specific terms and concepts you are interested in. Jump straight to the sections you care about!

  6. Solicit cross functional feedback and share your dictionaries with others. This leads to comprehensive lists that identify the full spectrum of words that keep your colleagues up at night. Other users can leverage existing dictionaries to analyze documents. They can also create new dictionaries using the shared dictionary as a template, rather than starting from scratch. Remember that all users in the same work area have access to the same pool of dictionaries!

  7. Update your dictionaries regularly to keep them up to date. This will ensure that your dictionaries are always accurate and up to date.

  8. Use dictionaries to track concepts and identify key customer language. This will help you to understand your customers’ needs and requirements better. Hint: use the Discovery feature to select frequently occurring themes in your customer documentation. And then create a dictionary using customer language verbatim – no more relying on gut instinct alone!

  9. Use dictionaries to improve the quality of responses by identifying unwanted words. This will help you to produce high-quality proposals that are free of faux pas and inadvertent commitments.

  10. Include non-English words in your dictionaries. This is a key functionality when working with globally dispersed teams and pursuing international opportunities. VT dictionaries can track everything from “avión” to “Flugzeug.”

For a step-by-step guide to dictionaries, you can take our free dictionary skill-building module.

Here you will acquire the necessary skills and knowledge to create new dictionaries. And establish search dictionaries, navigate the Dictionary Marketplace, and efficiently edit and duplicate dictionaries.

Start your journey and enhance your VT Docs expertise by taking our free skill-building module course in VT University.

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