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Rechecking a Document
When you check a document, the flags from previous checks are removed.
By selecting Recheck Selection , you can make a correction and recheck a part of the document, without losing the flags in the rest of the document. This feature saves time when you work with larger documents.
To recheck a document, follow these steps:
Select the text that you want to recheck.
If you select text inside a table cell, the plug-in always checks the entire table cell.
to start rechecking.
When the check is complete, the Acrolinx Results dialog box appears.NOTE: If you recheck part of the text, the flags from the previous recheck are removed.
to close the dialog box and view the flags in the document
NOTE: If you click Show Report after using the Recheck Selection button, the report from the last full check is displayed.
Reviewing and Correcting a Document
When Acrolinx checks a document, it marks parts of the text that possibly need corrections with flags. The Acrolinx client software cannot insert flags in certain elements, for example read-only text. Issues in these elements are listed in the Acrolinx Scorecard.
If you review flags in the text of the document, you must always edit flags with the Acrolinx shortcut menu. You edit flags by clicking the flag and selecting one of the shortcut menu options.
If you cut or copy text that contains Acrolinx flags, the flags might not respond to the shortcut menu when you paste the text back into the document. You can remove unresponsive flags by selecting the Acrolinx menu option Permanently Remove flags . To copy text that contains flags, hide the flags first.
To edit flags with the shortcut menu, follow these steps
- Right-click the flagged text. The first menu item describes the flag.
- (Optional) Select Enable Step-through Mode to step through all the flags in the document, one at a time.
- Click the first menu item to see a full description of the flag in a web browser window.
Correct the flagged text in one of the following ways:
- To replace the flagged text, click a suggested text.
- To edit the text or ignore the flag, click one of the other menu items .
- To edit the flag directly, ignore the flag and edit the unflagged text. You can also press Esc to close the shortcut menu and edit the text.
Navigate to other flags by clicking another flag or by clicking on one of the following options:
- Next Flag to keep the flag and move to the next flag.
- Previous Flag to move back to the previous flag.
Corrections Dialog Box
The corrections dialog opens after you run a check. In the corrections dialog, Acrolinx marks parts of the text that possibly need corrections with flags .
In the corrections dialog, you review and edit flags one sentence at a time. The flag which you are currently editing is referred to as the active flag . The currently edited sentence is also highlighted in the document to serve as a contextual reference.
To review and edit flags in the corrections dialog, follow these steps:
- Start a check.
The first flag appears in the Sentence field of the corrections dialog. This flag is marked in the active flag color .
If suggestions are available for the active flag, they appear in the Suggestions List .
If one section of text has multiple flags (for example if a misspelled word is also a style issue), this text is marked in the flag color for multiple active flags and additional active flag buttons appear in the Active Flag section. The current active flag is displayed in bold..
Navigate through the flags in the following ways:
- Click next flag or previous flag to navigate through the flags.
- Left-click the flagged text to manually select the flag.
- Click an active flag button to switch between flags where the section of text has multiple flags.
Click next sentence
or previous sentence
to change the displayedsentence.
When auto-advance is enabled in the corrections dialog box, the next sentence is automatically displayed after all flags in the current sentence have been corrected or ignored.
Click the colored boxes in the
section to exclude specific flag types from the range of sentences to be reviewed.
For example, to start reviewing only sentences that contain spelling flags, click the colored boxes for all other flag types so that they appear crossed out. The sentence count is updated to display the number of sentences that contain spelling flags.
Once you have reviewed all sentences that contain spelling flags, you can move to the next flag type.
To include more flag types, click one or more of the colored boxes that appear crossed-out. The colored boxes no longer appear crossed out and the corresponding flag types are included in the range of sentences to be reviewed. You can use this function to review each flag type separately.
Edit the active flag in one of the following ways:
- Select a suggested correction in the Suggestions List and click Replace. If a flag has multiple suggestions and you don't select a suggestion, the first suggestion is used. Double-clicking a suggestion immediately inserts this selection into the text.
Edit the flagged text directly in the
When you edit the flagged text directly, the Suggestions List is cleared and the Ignore and Replace buttons become inactive for the affected flag.
You can select the text with the mouse or keyboard and use keyboard shortcuts to copy (Ctrl+C or Ctrl+Insert), cut (Ctrl+X or Shift+Delete), and paste (Ctrl+V or Shift+Insert) text.
- Click Ignore to remove the flag without changing the text, and move to the next flag.
Complete your session in one of the following ways:
- Click Apply Corrections to close the dialog and apply your corrections to the document.
- Click Cancel to close the dialog and discard your changes.
Reviewing Your Scorecard
Acrolinx gives you a Scorecard that scores your content based on the types of issues that you're checking for. You also get an overall quality score. To see your Scorecard, click the Scorecard button at the bottom of the sidebar.
The scorecard contains the following sections. Some sections are only displayed if the corresponding checking option was selected for the check.
|Quality||The overall quality score for your content. If you're curious about how it's calculated, check out the section How the Quality Score is Calculated .|
|Categories||Scores that show you how well you did for each of the issue types. You only get scores for the issue types that are selected in your Acrolinx options.|
|Voice||Scores for each of the characteristics that make up the tone of your content. There's more information about these characteristics at the bottom of the Scorecard.|
|Document Information||Information about the checked document. For example, this section displays the document name, the number of words and sentences, and other statistical information about your document.|
|Administrative Information||Information about the Acrolinx configuration that was used for the check. For example, this section displays information about the user who ran the check and the Acrolinx server and client versions.|
Information about the check. For example, this section displays the language of the document and the rule and term sets that were used for the check. Additionally, this section can also display the reuse leverage and the Flesch Reading Ease score.
About Reuse Leverage
Reuse leverage is relevant if your organization uses the Reuse module. The reuse leverage percentage indicates the proportion of validated sentences that you have used in your document.
The percentage is calculated from the number of sentences in the checked text that have an exact match against a representative sentence in the reuse repository. This value is only shown when the checking option Reuse was enabled.
About the Flesch Reading Ease Score
The Scorecard does not display the Flesch Reading score by default. However, your administrator might configure the Scorecard to display the Flesch Reading Ease score so that you have an additional score for measuring the quality or your content.
The scorecard displays a separate section for each issue type. Each of these sections contains detailed information about the detected issues together with suggestions on how to resolve the issue. If we found issues in read-only sections, the scorecard displays a padlock icon next to the detected issue.
In the following sections, you can change the way the information is presented or perform a followup action:
Style and Grammar
|Voice Descriptions||Information about the different voice scoring characteristics, for example readability, informality, or liveliness.|