Add, Edit, and Delete Checking Profile Assignments

Warning

Acrolinx has started to phase out support for this. But don’t worry! We've replaced it with Targets. If you have Targets enabled, you already have an easier way to manage your guidance. You might also want to visit our Sunset Policy.

Once you’ve assigned a few Checking Profiles to different user groups, you can start to optimize your assignments. You can try out different types of selectors to see what works best and arrange your assignments by priority.

Assign Checking Profiles to Users

You assign a Checking Profile to a group of users so that you can configure their check settings. When users have a Checking Profile assigned to them, they don’t have to think about what settings to select. They can start working with Acrolinx straight away.

Tip

When you open the Profile Assignment page for the first time, you see an assignment with the name "Default Assignment: Every Checking Profile is assigned to every user". After you’ve created your own assignments, you can delete this assignment. Select the assignment and click Delete.

To assign Checking Profiles to users, follow these steps:

Navigate to Guidance Settings > Checking Profiles > Profile Assignment.
Click New Assignment. This creates a new assignment row at the top of the assignments table. Acrolinx automatically gives this assignment a name according to the following naming convention:
```
Assignment <NUMBER> - <DATE> <TIME>
```
Click the arrow icon next to the assignment name to expand the assignment.
Give the assignment a more meaningful name.

For example, you might call the assignment something like "Standard US for Techdoc Department with DITA settings".
Select the Checking Profiles that you want to assign. You can do this with the following steps:
1. In the Checking Profiles panel, click the plus icon + to add a Checking Profile.
2. In the Select Profile window, select the required profiles.
Define your user selection criteria. You can define the selection criteria by following the steps below:
1. Click anywhere inside the Select By panel to add a selector.
  
  A selector is a category of selection criteria such as "Department" or "Team". Unless you have enabled custom user information for your Acrolinx Platform, you can see only the selectors "User ID" and "Acrolinx role".
2. In the Choose Selector window, choose a selector from the dropdown list, select the applicable values, and click OK.
  
  Tip
  
  To get started quickly, try using the selector "Acrolinx role".
The Selected Users panel tells you how many users your assignment will affect.
Click Apply All Changes.

Your assignments apply to users immediately.

Edit Assignments

Once you’ve created some assignments, you can update your selection criteria and refine how users are selected.

To edit an assignment, follow these steps:

Navigate to Guidance Settings > Checking Profiles > Profile Assignment.
Find the assignment that you want to edit and click the arrow icon to expand the assignment.
To edit the Checking Profiles, update the Checking Profiles panel.
- To add a Checking Profile, click the add " + " icon.
- To delete a Checking Profile, click the delete icon.
- To select a preferred Checking Profile, click the star icon next to the name of your preferred profile.
To edit the selectors, update the Select By panels.

You can select users based on the following criteria:
- Acrolinx role.
- Custom user information.
- Usernames.
- If you have several selectors to choose from, a new Select By panel appears after the first selection and you can keep adding selectors.
- If you add multiple selectors, these selectors have an "AND" relationship.
  
  For example, suppose that you select by the division "Consumer Electronics" and the Acrolinx Role "Author". The assignment applies only to users who are in the "Consumer Electronics" division and who also have the Acrolinx role "Author".
Click Apply All Changes.

Your changes take effect immediately after you apply them.

Preferred Checking Profiles

If you have an assignment that contains at least two Checking Profiles, you can select the preferred Checking Profile. The preferred Checking Profile is marked with a gold star.

By default, the first Checking Profile that you add to an assignment is marked as preferred. The preferred Checking Profile is selected by default when a writer connects to an Acrolinx Integration for the first time.

If a writer changes the Checking Profile in their Acrolinx Integration, the changed selection is stored in the user properties. When they reopen the integration, the user-selected Checking Profile instead of the preferred Checking Profile is selected by default.

Select Users Based on Their Acrolinx Role

You normally use Acrolinx roles to manage the privileges for your Acrolinx users. However, you can also use these roles to assign Checking Profiles. You might select users based on their Acrolinx role if you have Acrolinx roles that require different check settings.

For example, you might have one Checking Profile for users with the role "Author" and another Checking Profile for users with the role "Translator-DE".

If you create a new Acrolinx role, the new role isn’t automatically displayed in the selector dropdown list. To add the new role to the dropdown list, sign out from the Dashboard and sign in again.

To select users based on their Acrolinx role, follow these steps:

Navigate to Guidance Settings > Checking Profiles > Profile Assignment
Expand an existing assignment or create a new assignment.
Click anywhere inside a Select By panel and in the Choose Selector window, choose "Acrolinx role" from the dropdown list.
Select at least one role for the list of roles and clickOK.

The Selected Users panel tells you how many users that your assignment matches.

If some of your users have multiple roles, they could match multiple assignments. In this case, users receive the Checking Profile from the highest priority assignment. The highest priority assignment is the one that is the highest in the assignments list.

You can check the Overlapping Assignments report for users who match several assignments.
Click Apply All Changes.

Your changes take effect immediately after you apply them.

Select Users Based on Where They Are in Your Organization

If you use Acrolinx to collect additional information about your users, you can use that information to assign Checking Profiles. Additional information is typically information about where the user is located in your organization. For example, this information could include the department or team that the user belongs to.

To collect custom user information, this feature must be enabled and configured in the Dashboard.

To select users based on where they are in your organization, follow these steps:

Navigate to Guidance Settings > Checking Profiles > Profile Assignment
Expand an existing assignment or create a new assignment.
Click anywhere inside a Select By panel and in the Choose Selector window, select a custom information field from the dropdown list.

The range of available fields depends on the information that you collect with the user information form. Suppose that you require your users to specify their division before they can use Acrolinx. When you open the Choose Selector window, you can choose "Division" as a selector.

If you edit the available fields on the custom information form, you must restart the server before the updated values are displayed in the dropdown.
In theChoose Value dropdown, select a value from your chosen selector, and click OK.

The Selected Users panel tells you how many users that your assignment matches.

Remember: If you ask your users to enter their custom information again, the matching for your assignments might change. For example, if some users select a new department, they’ll no longer match your assignment. If you change the fields or values on your user information form, check to see if this change affects your assignments.
Click Apply All Changes.

Your changes take effect immediately after you apply them.

Select Users Based on Their Username

If you have users who require special Checking Profiles, you can assign Checking Profiles based on their usernames. For example, you might have a small team of three writers who are testing a new writing guide. You can create a Checking Profile that uses the new writing guide and assign the profile to the usernames of your testing team.

To select users based on their username, follow these steps:

Navigate to Guidance Settings > Checking Profiles > Profile Assignment
Click New Assignment.
Click anywhere inside a Select By panel and in the Choose Selector window, select User ID.
In the Choose Values field, type the first few letters of the username and select a matching username from the autocomplete dropdown.

To add more users, repeat this step until you’ve added all required usernames.
Click Apply All Changes.

Your changes take effect immediately after you apply them.

Delete Assignments

You can delete assignments that are no longer required. After you delete an assignment, you might have more unassigned users. To ensure that there are no users who are unintentionally without Checking Profiles, check the "Users" report on the View Usage Reports page.

To delete an assignment, follow these steps:

Navigate to Guidance Settings > Checking Profiles > Profile Assignment.
Select the checkbox next to the assignment that you want to delete and click Delete.
Click Apply All Changes.

Your changes take effect immediately after you apply them.

Assignment Prioritization

When working with Checking Profiles, it’s possible for you to assign multiple Checking Profiles to one user group. If you have several assignments that could match the same users, you can prioritize the assignments. These users then receive the highest priority assignment first.

The way prioritization works depends on whether you’re using Sidebar or a Classic Integration.

You prioritize assignments by moving them up or down in a prioritized list. Assignments with a lower number are at the top of the list and have a higher priority than assignments that are lower in the list.

To prioritize assignments, follow these steps:

Navigate to Guidance Settings > Checking Profiles > Profile Assignment
Use the checkboxes to select assignments.
To change the priority for an assignment, click Move Assignment Up or Move Assignment Down.
Click Apply All Changes.

Find Overlapping Assignments

Overlapping assignments are two or more assignments that target the same set of users. This situation can be intentional or unintentional. If you have several assignments with multiple selectors, it can become difficult to anticipate exactly when some users will match multiple assignments. You can use the Overlapping Assignments report to review assignments that have similar selection criteria.

To find overlapping assignments, follow these steps:

Navigate to Guidance Settings > Checking Profiles > View Usage Report > Overlapping Assignments
Review the selection criteria and Checking Profiles for the overlapping assignments.

You can also reprioritize overlapping assignments to ensure that users get the most relevant assignment.

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