Manage and reuse media-neutral texts

crossbase can be used to manage and link texts in any number of languages and versions. Even if used several times, a text element only exists once as an original, which significantly reduces the time and costs spent on maintenance. Element usage can be used to help users understand where the text elements are referenced.

As with media elements, the structure is produced with the help of organization, categorization, keywords and other meta data. The structuring is flexible and can be expanded and adapted at any time. The inheritance concept can also be used.

You can find references on using text management here: Examples of best practice: data maintenance

Main module

Module description

Texts are recorded in a media-neutral manner and managed granularly such that they can be reused in many ways and the amount of updating work is drastically reduced. Categories, versions and languages can be used to structure the diversity of texts in a clear way and manage them in the PIM database in a media-neutral manner in all the world's languages thanks to XML and Unicode.

Texts and text elements

The texts within the text element have different languages and versions and include defined markups with XML, e.g. for headings, paragraphs and lists, to which media-specific DTP and CSS formats are assigned to control formatting in print and online. One text version per language is marked as "current".

Text structuring

Text elements are created directly in the PIM system in a structure or as a caption for a media element or are imported. Text elements are saved granularly as text modules or continuous texts and are categorized using text types (e.g. description or benefit text). Assigned periods of validity can be used to control the validity of text versions. The text status (new, OK, resubmission) on the master and target text (translation) is used to establish the need for translation.

Texts with parameter settings

Product texts may contain variable text modules in the form of placeholders. These modules are replaced with the actual data for the product to which the text is linked.

Text editor

The integrated XML text editor features numerous functions for entering and marking up texts. Editing in WYSIWYG mode is similar to Word. The text is stored with XML markups in a media-neutral manner. The markup can be organized in format groups. Hyphenation and line/paragraph breaks are not used because the texts are automatically broken up e.g. in Adobe InDesign on the basis of language-specific dictionaries.

Optional modules

Text generation

Text components are often used in the same way in different texts. Automatic processes can be used to control this multiple use. To do so, defined text components are joined using text templates. This keeps texts more up-to-date, noticeably reduces translation work and ensures consistent communication (corporate wording).

Document module structure

Text modules, for example in counting texts, can be divided into a separate structure independently of the product so that they can be used several times, e.g. in counting texts generated from these modules. This makes it possible to significantly reduce the number of texts to be edited and results in long-term savings in the change management and translation process.

Editorial structure for technical documentation

Product documentation can quickly and easily be created in a standardized layout. For this purpose, editorial content is combined product-independently into units of meaning within a separately organized structure. By linking one or more units of meaning with a page flow, the technical documentation can be compiled without any further actions being required.

Term management / spell checker

Terms and names which appear in corporate communication should be used consistently. The crossbase term management supports editors and translators with terminology management, and ensures that terms are managed at a central location and used correctly in all texts. The term management and spell checker functions are integrated directly in the crossbase text editor and the suggested corrections can be implemented step-by-step or rejected.

Integration of acrolinx

acrolinx checks texts in the source language for spelling, grammar, style, terminology and search engine optimization. The acrolinx review dialog is integrated directly in the crossbase text editor. The proposed revisions can be accepted or rejected one at a time and a detailed report accessed. Integration in the crossbase text editor is certified by acrolinx.

Software documentation


Thomas Kern
Managing Partner, Project Manager
+49 (0)7031 / 714 – 720


Herby Tessadri
Head of Sales, Authorized Signatory
+43 (0)5574 / 64880 – 39

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