--- title: "Vocabulary" slug: "administrator-help-vocabulary" updated: 2025-08-19T20:00:44Z published: 2025-08-19T20:00:44Z canonical: "support.nvoq.com/administrator-help-vocabulary" --- > ## Documentation Index > Fetch the complete documentation index at: https://support.nvoq.com/llms.txt > Use this file to discover all available pages before exploring further. # Vocabulary On the vocabulary page you can add a new term so that it may be recognized in dictation. Proper names of people, places, product names, and uncommon words are terms that might need to be added. You don't need to add words *that already return* in dictation to vocabulary. TEST YOUR TERM before you add it to vocabulary! If the word returns but just needs formatting (like capitalization for example), [**create a SUBSTITUTION instead**](/v1/docs/administrator-help-add-substitution).User profiles can only process up to 15,000 vocabulary terms in dictation. Anything over that will not be recognized.The 15,000 limit on vocabulary terms includes a combination of both organization and account vocabulary. Terms are counted in the order that they were added.[nVoq Administrator: Vocabulary](https://player.vimeo.com/video/986696974?h=30c6045cdb&badge=0&autopause=0&player_id=0&app_id=58479) ## Vocabulary Page Toolbar ![Vocabulary-toolbar-15-2](https://cdn.us.document360.io/03b5534a-5f9a-42ce-852d-08bf09105da4/Images/Documentation/Vocabulary-toolbar-15-2.png) ### Delete ![Toolbar-Trash-icon](https://cdn.us.document360.io/03b5534a-5f9a-42ce-852d-08bf09105da4/Images/Documentation/Toolbar-Trash-icon.png) When one or more vocabulary terms is selected using the checkmark to the left of the Written form, the trash can icon will appear in the toolbar IF the logged in user has the ability to make changes to the selected vocabulary. Click the trash can icon to delete the selected vocabulary term(s). See [**Delete Vocabulary**](/v1/docs/administrator-help-delete-vocabulary) ### Copy ![Toolbar-Copy-icon](https://cdn.us.document360.io/03b5534a-5f9a-42ce-852d-08bf09105da4/Images/Documentation/Toolbar-Copy-icon.png) When one or more vocabulary terms is selected using the checkmark to the left of the Written form, the copy icon will appear in the toolbar. Use this to copy the term(s) from one account or organization to another. See [**Copy Vocabulary**](/v1/docs/administrator-help-copy-vocabulary) ### Edit ![Toolbar-Edit-icon](https://cdn.us.document360.io/03b5534a-5f9a-42ce-852d-08bf09105da4/Images/Documentation/Toolbar-Edit-icon.png) When one or more vocabulary terms is selected using the checkmark to the left of the Written form, the edit icon will appear in the toolbar. Use this to edit the term(s) selected. You can also view the *version history* of vocabulary terms on this page (starting with the 19.0.0 release of nVoq Administrator). See [**Edit Vocabulary**](/v1/docs/administrator-help-edit-vocabulary) ### New ![Toolbar-Add-icon](https://cdn.us.document360.io/03b5534a-5f9a-42ce-852d-08bf09105da4/Images/Documentation/Toolbar-Add-icon.png) Click on the plus symbol to add a new vocabulary term. If viewing an organization vocabulary list, the term will be added at the organization level selected in the Organization menu at the top of the page. If viewing an account vocabulary list, the term will be added to the account being viewed. See [**Add Vocabulary**](/v1/docs/administrator-help-add-vocabulary) ### Upload ![Toolbar-Upload-icon](https://cdn.us.document360.io/03b5534a-5f9a-42ce-852d-08bf09105da4/Images/Documentation/Toolbar-Upload-icon.png) Click the upload icon to upload a spreadsheet to add multiple vocabulary terms at once. See [**Upload Vocabulary**](/v1/docs/administrator-help-upload-vocabulary) ### Download ![Toolbar-Download-icon](https://cdn.us.document360.io/03b5534a-5f9a-42ce-852d-08bf09105da4/Images/Documentation/Toolbar-Download-icon.png) Click the download icon to download a .csv file spreadsheet that includes vocabulary terms for the selected organization or account list being viewed. You have the option to download All Vocabulary in the list being viewed or Selected Vocabulary which will download only the terms that are selected using the checkmark to the left of the Written form. See [**Download Vocabulary**](/v1/docs/administrator-help-download-vocabulary) ### Support Center ![Toolbar-QuestionMark-icon](https://cdn.us.document360.io/03b5534a-5f9a-42ce-852d-08bf09105da4/Images/Documentation/Toolbar-QuestionMark-icon.png) Click on the question mark icon *in the blue toolbar* to go directly to the online documentation for the Vocabulary page. (The black question mark icon at the top right goes to the nVoq Administrator main help page.) ### View Select the radio button for Account or Organization. Use this in conjunction with the **organization menu** at the top of the page. #### View individual user account vocabulary - When you select the account radio button the Account drop-down menu displays to the right. - The menu will display a maximum of 250 accounts. If there are more than 250 accounts in the selected organization, the bottom of the menu will say, "Showing 250 out of [#] possible accounts."![account-list-over-250-accounts](https://cdn.us.document360.io/03b5534a-5f9a-42ce-852d-08bf09105da4/Images/Documentation/account-list-over-250-accounts.png) - All accounts within the selected organization may be included in the menu, even those that do not have client access. - Use the Find Account field at the top of the menu to find any account that exists in the selected organization, even if it is not one of the 250 displayed in the menu. ![RandC-find-account](https://cdn.us.document360.io/03b5534a-5f9a-42ce-852d-08bf09105da4/Images/Documentation/RandC-find-account.png) - Hover your mouse over the account in the list to see the username in a tooltip if it's cut off on the menu. ![account-list-hover-username](https://cdn.us.document360.io/03b5534a-5f9a-42ce-852d-08bf09105da4/Images/Documentation/account-list-hover-username.png) #### View vocabulary added for an organization - When you select the Organization radio button you can a "Show Organization" menu which allows you to select whether or not you want to view vocabulary for organizations above or below the organization selected in the organization menu. ![Generic-view-organization](https://cdn.us.document360.io/03b5534a-5f9a-42ce-852d-08bf09105da4/Images/Documentation/Generic-view-organization.png)**When first going to the page, you will not see ANY** **items that exist at the organization level unless one of these options is selected.** - **Selected and Parents -** Display vocabulary created for the organization selected in the Organization menu and all parent organizations above it. - **Only Selected -** Display vocabulary created for only the organization selected in the Organization menu. - **Selected and Children -** Display vocabulary created for the organization selected in the Organization menu and all child organizations below it. ### Search![generic-search-field](https://cdn.us.document360.io/03b5534a-5f9a-42ce-852d-08bf09105da4/Images/Documentation/generic-search-field.png) Use the Search field at the top right of the page to search for text in any of the columns. Enter all or part of a word or name. ![Vocabulary-search-19-0-0](https://cdn.us.document360.io/03b5534a-5f9a-42ce-852d-08bf09105da4/Images/Documentation/Vocabulary-search-19-0-0.png) ## Vocabulary Page Columns Click on any column header on the page to sort information in ascending or descending order. The sort order is retained after selecting a different organization in the organization menu. Additionally, sorting and scrolling location are remembered when leaving and returning to a page, even if you log out and back in. ![Vocabulary-columns-19-0-0](https://cdn.us.document360.io/03b5534a-5f9a-42ce-852d-08bf09105da4/Images/Documentation/Vocabulary-columns-19-0-0.png) ### Book Icon / Checkbox Hover your mouse over the book icon ![Vocabulary-icon](https://cdn.us.document360.io/03b5534a-5f9a-42ce-852d-08bf09105da4/Images/Documentation/Vocabulary-icon.png) and click to put a checkmark in the box to select the vocabulary term in order to perform an action on it from the **[blue toolbar](/docs/administrator-help-vocabulary#toolbar)**. Once selected, the row turns green and there is a checkmark on the left side. - You can select **multiple vocabulary terms** by clicking on each icon and then perform actions available in the **[blue toolbar](/docs/administrator-help-vocabulary#toolbar)** on all selected vocabulary terms - You can select **all vocabulary terms** in the list by putting a checkmark in the box to the left of the column headers (above the book icons). ![Vocabulary-select-all-19-0-0](https://cdn.us.document360.io/03b5534a-5f9a-42ce-852d-08bf09105da4/Images/Documentation/Vocabulary-select-all-19-0-0.png) ### Written The Written field displays a new word or phrase that will be returned in a transcript when a user dictates. ### Sounds Like Information in the Sounds Like column tells the dictation engine how a vocabulary term is pronounced. **Most vocabulary terms will not need anything entered in the Sounds Like field.** Sounds Like may be helpful for people with accents, or who pronounce a regular word atypically, or if users are having problems with a particular term. ### Owner This is name of the account or organization under which the vocabulary term was added. Vocabulary terms added for an organization are available for all client users at and below the organization listed. ### Modified By This is the username of the person who last saved the term. This information is blank for vocabulary added prior to the 19.0.0 deployment of nVoq Administrator. ### Modified Date This is the date and time that the vocabulary term was last saved. This information is blank for vocabulary added prior to the 19.0.0 deployment of nVoq Administrator. ### Actions Click on the Actions icon![Accounts-actions-icon](https://cdn.us.document360.io/03b5534a-5f9a-42ce-852d-08bf09105da4/Images/Documentation/Accounts-actions-icon.png)to open a menu and select an action to take with a vocabulary term. **Administrators with a "Read Only" Role do not see the Actions menu on this page.** Possible actions include: - **Edit Vocabulary -** Modify the Written Form or Sounds Like for a vocabulary term for the selected account or organization. See [**Edit Vocabulary**](/v1/docs/administrator-help-edit-vocabulary) - **Copy Vocabulary -** Create a duplicate of the vocabulary term in another location (account or organization). See [**Copy Vocabulary**](/v1/docs/administrator-help-copy-vocabulary) - **Delete -** Remove the vocabulary term from the selected account or organization. See [**Delete Vocabulary**](/v1/docs/administrator-help-delete-vocabulary) ## Known Limitations - Multiple-word vocabulary terms are "tokenized" in the dictation engine, meaning that they act as a single unit. For example, if "Saskachewan Children's Hospital" is added as a vocabulary term and the single word "Saskachewan" is NOT in the base vocabulary or a separate word the in organization or user vocabulary, the word "Saskachewan" will not return on its own. Only the full phrase will return. - There is a 1 MB TOTAL LIMIT for ALL vocabulary AND sentence modeling in a user's account (which includes both account and organization vocabulary and sentence models combined). However because the process of adding vocabulary is asynchronous, you may still receive a "success" notification message when adding vocabulary to an account that has reached this limit.