|Acrolinx Server||4.5, 4.6, 4.7, 5.0, 5.1, 5.2|
From 5.0 onwards, we refer to
writing guides.Additionally, we now refer to
linguistic resourcesas a
Managing User Roles and Privileges
You assign roles to different users according to their relevant areas of expertise. You can use roles to group sets of privileges that are relevant to a particular task or set of tasks.
- Assign multiple sets of privileges to a single user. If one of your terminologists also works as the terminology administrator, you can assign the roles Terminologist and Terminology Administrator to this user instead of creating two separate users.
- Align the users and teams that work with Acrolinx to your organizational structure.
- Centrally update the privileges for many users. Any adjustments to a role are automatically inherited by all users with that particular role.
- Ensure consistency of privileges for a specific group of users.
- Reuse the same set of privileges. Existing roles can be assigned to a new user, for example if you employ a second guidance administrator you can reuse the same privileges that are assigned to your current guidance administrator.
- Easier setup and distinction of users. With roles, administrators can directly identify each user's areas of expertise.
The Acrolinx Server comes installed with a number of preconfigured roles that are common in many organizations that use Acrolinx. An overview of the roles is displayed on the Roles page in the Users section. The activated Privileges are displayed next to each role. You can add new roles or edit the preconfigured roles.
|Role||Typical Use Case|
|Analytics Administrator||Analytics administrators access the overview pages of Acrolinx Analytics. They view Scorecards and create customized reports. They also perform administrative tasks, for example creating and restoring reporting database backups.|
|Analytics User||Analytics users access the overview pages of Acrolinx Analytics. They view Scorecards and create customized reports. However, they cannot access the administration features of Acrolinx Analytics.|
|Author||Authors write the technical documentation to describe new features or products. They use Acrolinx to check their texts for conformity with the organization's guidelines.|
|Guidance Administrator||Guidance administrators manage and configure the guidance settings in the Dashboard. You can find additional information in the Guidance Administrators section of the help center.|
|Profile Administrator||Profile administrators manage and configure checking profiles. These advanced users manage check settings for a team of writers. Profile administrators are only required if your organization uses the checking profile feature (currently in an experimental state).|
|Project Manager||Project managers are responsible for the execution of projects. They work with licenses, edit users and assign the roles that are applicable for the relevant projects. During the course of a project they also check the reporting summaries.|
|Reuse Administrator||Reuse administrators manage and configure the components of Acrolinx Reuse. You can find additional information in the Acrolinx Reuse User Guide .|
|Guideline Administrator||Guideline administrators work specifically with writing guides and optimize the guidelines that are used for checking.|
|Server Administrator||Server administrators manage and configure all components of Acrolinx Server. They can perform the same tasks as all other area-specific administrators, such as reuse administrators and project managers.|
|Subject Matter Expert||Subject matter experts have thorough knowledge of a particular domain and are normally involved in the production process. They view and edit the existing terminology and support authors with the technical accuracy of their documentation.|
|Super Administrator||Super administrators have all privileges available. This role is assigned to the default user admin .|
|Technical Editor||Technical editors plan, coordinate, and supervise documentation projects. They define and maintain guidelines and writing guides and use Acrolinx to check documents for compliance with these standards. Unlike standard users, they can also run Term Harvesting, submit dictionary entries to be used in future checks and edit the segmentation and filter settings in the Acrolinx plug-ins.|
|Technical Writer||Technical writers use Acrolinx to check documents. Unlike standard users, they can also run Term Harvesting and submit dictionary entries to be used in future checks.|
|Term Browser||The Term Browser role was implemented specially for the built-in user termbrowser which is necessary for configuring the Term Browser module (if licensed).|
|Terminology Contributor||Terminology contributors use the Term Contribution component to propose new terms for the terminology database or add comments to existing terms.|
|Terminologist||Terminologists are responsible for the research and documentation of technical terms and expressions used in a particular domain. They can view and edit the existing terminology.|
|Terminology Administrator||Terminology administrators manage and configure all the components of the Acrolinx Terminology Manager. You can find additional information in the Acrolinx Terminology Manager User Guide .|
|Translation Reviewer||Translation reviewers check the quality and accuracy of the translation against the source language. By default, they have the same privileges as translators.|
|Translator||Translators translate the documentation from the source language into one or more target languages. During the translation process they update the organization's terminology databases.|
|Translator-<LANGUAGE_ID>||Translators with a restriction for one language translate the documentation from the source language into one target language. During the translation process they update the organization's terminology databases but are restricted to terms in their respective language. This is useful if your organization manages translations in different languages.|
If you use Acrolinx to manage terms for different languages and domains, you might want to ensure that your translators and terminologists can only edit the terms and term settings that are relevant to their role. You can add restrictions to the privileges so that users can only edit a term if the term is associated with a specific language or domain.
You can add restrictions to the privileges that enable users to Edit terms and to Change the status of a term . These privileges appear in the Terminology section of the Edit Role page. You can only add one language or domain for each restriction. To restrict a user to more than one language or domain, give the user multiple roles with the relevant restrictions.
When working with these restrictions, it’s important to understand where Acrolinx stores term information. For example, suppose that a head term is English, and your translator is restricted to editing the German translations of this term. Some of the term information only applies to the relevant language. The translator can therefore edit this language-specific information. Other term information is stored in the English head term and "passed on" to the German term. The translator with a restriction for German terms can't edit this information - because for Acrolinx, it’s in English.
Creating New Roles
The Acrolinx Server comes included with a set of preconfigured roles. If you have groups of privileges that are not covered by the preconfigured roles, you can add new roles or make minor adjustments to the privileges for the existing roles.
To create a new role, follow these steps:
- Navigate to Users > Roles .
- Click Add New Role .
- On the Edit Role page, enter a name for the new role and select the desired privileges for the new role from the different areas.
When selecting a privilege, you might notice that other privileges appear selected as a result. This behavior indicates that the selected privilege depends on other privileges to function correctly.
For example, most privileges require the user to have the Dashboard privilege Log on as a prerequisite
- (Optional) Click Add Restriction next to the privilege Edit terms or Change the status of a term to restrict the privilege to a certain language or domain .
- Save the new role.
- You cannot delete the preconfigured built-in roles Author , Super Administrator , and Term Browser .
- You cannot delete roles that are configured as a default role. You must first deselect the role in the Default column.
- You cannot delete roles that are currently assigned to one or more users. You must first remove the role from the relevant users.
To delete a role, follow these steps:
- Navigate to Users > Roles .
- Select the checkboxes to the left of the roles you want to delete.
- Click Delete and confirm the deletion in the dialog box by clicking OK .
Setting Default Roles
You can configure Acrolinx to automatically assign at least one default role to all new users . Default roles are assigned to users who are created in the Dashboard as well as users who register from a plug-in. You can change the default roles depending on the requirements of your organization.
To change the default roles, follow these steps:
- Navigate to Users > Roles .
- Select the checkboxes next to the roles in the Default column.
- (Optional) Click OK in the popup window to apply the new default role or Cancel to undo the change.
Upgrading to Role-based User Management
In the Acrolinx Server versions 2.3 or later, roles replace the individual user privileges that were used in previous server versions. When you upgrade an installation of the Acrolinx Server with a version earlier than 2.3, all existing user privileges are automatically converted and users are assigned the roles that best match their former user privileges. Before completing the upgrade process, check that users have been assigned the correct roles.
You can find information on the roles that were assigned to each user during the upgrade process in the core server log file.