Glossary and/or Index creation from map content

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I have been searching all over the place, but can't seem to find any way to create either a Glossary or Index from my map content. Is there a built in way to do this that I am not seeing, or does anyone know of any third party tools or add ins that might help with this process?
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Mike Danielski

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Posted 4 years ago

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Marian Kocmanek, Official Rep

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Hi Mike, 

Have you tried using the Index feature in MindManager 14?  The Index auto-updates as you add Markers and Elements to your Map. 

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Mike Danielski

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Hi Marian,

Thanks for your response. The problem is that the end product I am creating is a giant, unified Word document, and the MindManager program will not be distributed with that, so the built-in index will be of no use to the end users fo the documentation I am creating.
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Marian Kocmanek, Official Rep

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Hi Mike, 

When exporting to MS Word from MindManager, you can select the option "Insert Table of Contents at beginning of document" . 
(Edited)
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Mike Danielski

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I will be using the TOC functionality, but that won't give me the Glossary data, or the index like you find in the back of the book. I was looking at a software company called Context Discover, which has some very interesting software for keyword extraction and analysis, but their product seems to work with a much older version of MindManager, unfortunately.

I need to not only define terms, but provide a meaningful list of all occurrences of a keyword in my final Word document. I would use Word's built in functionality for this, but since my map is going to be regenerating the file each time I export it, it will wipe out my changes.

The only workaround I came up with was manually create the Word glossary as a separate document, then add it as a sub-document on the final copy of the file. Kindofa hack, but can't see a better way to do it at this point.
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Alex Gooding, Champion

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I think completely automating this process within MindManager is always going to be problematic. It's easy enough to generate a TOC for a Word document because topic levels can be matched to heading levels, and Word does the rest. Doing this with an index is a bit trickier. It also depends if you are trying to index key words in the topics, topic notes, or both.

As far as I can tell there are three options, none of which are entirely satisfactory and all of which require some degree of intervention. Options 1 and 2 would work only if the keywords are in topics only, while option 3 should work with both topics and topic notes:

  1. Assuming the keywords are in the topics only, set up the map index using icons or tag to identify topics with key words as you add them as Marian advised above. Then copy and paste the index into the Word document you have exported or as a separate file.

    Frustratingly this approach pastes every instance of the icon or tag, so for example if you have tagged "Stewart" 40 times in the map you will get a list showing the word "Stewart" 40 times but without any context. You could use this approach to set up a separate index but you would have to add the page numbers manually.

  2. Set the icons or tags up as above, but insert the legend into the map instead. This effectively does the opposite of the first option in that it pastes only a single instance of the icon or tag, but at least this could be used as a starting point for completing the index within the main Word document.

  3. Add a tag to the index with a unique combination of symbols, say "###". Use this to tag keywords in topics, and type in the same combination after keywords where they appear in topic notes. Then export the document with the option to include tags ticked.

    In Word use the Find feature to track down every instance of the ### (or whatever symbol combination you are using) and add the associated key word to the index. Then use Find and Replace to delete the symbols.

    If you used this approach you could edit the main file, or export first with the include tags option box unticked to create the core document without tags. Then repeat the export with the box ticked to create the index and attach this as a separate document.


(Edited)
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Mike Danielski

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Thank you for your response, Alex. I will have to consider those options to see what I can come up with but I sure appreciate the candor. No software is perfect for every use, and every user. I'll just have to think about the best method to use and adjust my expectations accordingly.
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Andrew Wilcox, Champion

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I think you already have Olympic Limited's WordX addin http://www.olympic-limited.co.uk/product/wordx/? Unfortunately is doesn't deal with index and glossary.

With respect to the index and glossary, here are my thoughts to build on:

  • Use a top level map as the chapter map (and one or more levels down if it makes sense). You can also use this map as project management map and hide all the callouts, floating topics, task data etc. when you export to Word.
  • To make updating easy - Link the index and glossary map to every content map and the top level map.
  • Mark these links with an icon that can be used to hide them before the Word export of the content maps.
  • The index map is just keywords or phrases.
  • The glossary will become a section of the exported Word document.

How do you go from the index map to indexing the Word document? Export the index map to a plain text file and use this with a Word macro or third party macro tool to mark all the index words with the Word index XE field.  Alternatively use the mark up and replace process.

In the past I have also marked text e.g <Index text Index> then replaced them after export (I have used this a lot in web exports). Makes reading the content messy but it can work. I think the Glossary links can be built post export in this way to.

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Mike Danielski

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Thank you again for your insight Andrew. Yes, I do have WordX. I'm going to have to sit back, get a good drink, and think the big thoughts about this larger picture but I think you have provided some solid ideas that I had started thinking about earlier... so I guess it is time to brush off those thoughts!
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Mike Danielski

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I think I found a fairly elegant solution to this problem. Since I have such an extensive Map Icon list, I used the "Insert Legend into Map" feature to paste the index into my map - attaching it as a 2nd level topic, and renaming it glossary.

That way I can add Notes to each that will function as glossary descriptions :)
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Alex Gooding, Champion

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Actually that was my second option in my reply to you on this question : ) Anyway I'm glad that this approach is useful.
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Mike Danielski

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Oooooooh, so THAT's where I got the idea :) Well, it was a great idea!