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AI agent for ux writers

Product Terminology Standardization Agent

One agreed term per concept used across the product

Quality controlAutomationWritersCreatives
See how it worksGet access
Product Terminology Standardization Agent: what goes in, what the agent does and what you get

What it does

Products grow and terms drift: 'workspace' in one place, 'project' in another, 'team' in a third. Once a month this agent collects all interface strings, help articles and product emails and groups words that refer to the same concept. It compares them with your terminology list and flags conflicts with their exact locations. For terms that are not yet decided, it drafts a decision note with usage counts and examples. The content lead decides open terms. The agent then proposes string changes in a branch and rescans to confirm only the approved term remains. If the rescan finds missed places, it adds them to the change. Legal and billing labels are routed to their owners instead of being changed. Edge case: a billing label using the old term is sent to the billing owner, not edited.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueNo 1 STARTS WHEN Monthly scan begins 2 USES A TOOL Collect strings, help articles and emails 3 DOES Group words that refer to the same concept 4 DOES Compare with the terminology list 5 YOU APPROVE Content lead decides open terms 6 USES A TOOL Propose string changes in a branch 7 CHECKS THE RESULT Does a rescan show only the approved term? If not: find missed locations and add them to thechange. Back to step 6. 8 RESULT Terminology list and strings updated
Read the steps as a list
  1. Monthly scan begins
  2. Collect strings, help articles and emails
  3. Group words that refer to the same concept
  4. Compare with the terminology list
  5. Content lead decides open termsThe agent waits here for your OK.
  6. Propose string changes in a branch
  7. Does a rescan show only the approved term?If not: find missed locations and add them to the change. Back to step 6.
  8. Terminology list and strings updated

How it decides

It groups terms that appear in the same contexts and flags any group with more than one label. Decided terms override others.

  • Flag a concept with two or more labels
  • Route legal and billing labels to their owners
  • Count usage to support each decision note

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Sources to scan
  • Scan frequency
  • Glossary format
  • Who decides terms

What keeps you in control

It always asks you first

  • Choosing a term
  • Merging string changes

Hard limits

  • Never merges without approval
  • Does not edit legal copy

It stops when

  • Done: rescan clean
  • Stop: owners disagree on a term; escalate

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensIn the October scan, the agent found 'workspace' 212 times and 'project' 47 times for the same concept. The content lead chose 'workspace'. The agent proposed 47 string changes. The rescan check failed: 9 strings in transactional emails still said 'project'. It added them to the change and rescanned clean. Two invoice labels were routed to the billing owner, who approved the change.

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