Using and Managing Term Filters
|Acrolinx Server||4.6, 4.7, 5.0, 5.1, 5.2|
|If you have versions 4.3 , 4.4 , or 4.5 , open the previous version of this article as a PDF .|
You're probably already familiar with the basic idea of filters. If you've ever filtered your e-mails or filtered data in a program like Microsoft Excel, you'll know that you can select a bunch of different criteria to see only the information that you're interested in. Our filter works the same way with a few extra bells and whistles.
The Filter Bar
You'll find the filter bar by navigating to
When you search for terms, we'll try to present your filter in the form of a sentence. Sort of like how you would tell a person to go and get some terms for you. We call this sentence the "filter description". This shows up in the main filter bar along with the other filter features.
Creating a Filter
Acrolinx starts to create a filter for you when you search for a term pattern or click one of the categories on the Terminology page. Even the default page "Show all terms" is basically an empty filter. So all you have to do is start adding criteria.
To add criteria to a filter, follow these steps.
- Click Filter .
window that appears, select your criteria and click
This immediately adds your criteria to the filter. Keep an eye on the filter description and notice how it changes when you keep adding criteria. If you have a lot of criteria the description can get quite complex, so make sure it's what you expected.
- When you're done, click OK to close the window.
- If you're happy with your filter and want to use it again, save it by clicking
If you're not sure what some of the criteria mean, have a look at the following criteria descriptions:
Changing a Filter
If you want to add new criteria to a filter, you can click Filter to open the Filter Criteria window. However, if you just want to change one of the existing criteria you can do it by editing the filter description. You can also negate or remove criteria in the same way.
To change a filter by editing the filter description, follow these steps.
Click on an underlined section of the filter description.
For example, suppose that you've filtered for a project with the codename "crystal bacon" and you want to filter for another project instead.
Your filter description might look like this:
"Show all terms with a project field that contains "crystal bacon" and status Preferred ."
In the filter description, you would click the text " a project field that contains "crystal bacon" "
In the dialog box that appears, select new values for the criteria and click
For example, suppose that you want to change the project filter from "crystal bacon" to "titanium cupcake".
There's also a special search feature for domains which isn't available in the Filter Criteria window:
- Select "titanium cupcake" from the "project" dropdown and click OK .
If you've filtered for a domain such as "widgets", you can click
in the filter description and click
to add more domains such as "sprockets" and "doohickeys".
These domains are combined together with an "AND" operator so that the filter description would look like this:
"Show all terms with domains widgets and sprockets and doohickeys .
Navigating Between Filters
You can open a filter by navigating to.
What you might not immediately notice is that you can have several filters open at the same time.
You can switch between open filters in the navigation menu. Each open filter is displayed as a menu item under.
You can use the close buttons to close filters and remove the menu items from the navigation menu. If you navigate to, you'll get the last unsaved filter that you had open.
Changing the Details in the Search Results
When you open a filter, all matching terms are displayed in the search results table.
You can customize the appearance of the search results table to reveal or hide information.
When you save a filter, Acrolinx also saves any changes that you've made to the search results table as part of the filter.
To choose what details appear in the search results, select
Select the information that you want and click OK .
To change the order of the columns, drag and drop the columns to where you want them to be.
Admittedly this process can be a bit fiddly so you'll need a steady hand. While dragging, move your cursor to the precise area between the columns. You can drop the column when you see the drop icon above your cursor, like this:
You probably don't want to try this after drinking five espressos.
You can also select group terms by term entry to see all terms that belong together. A term group displays all synonyms and translations. Each term group is displayed in a separate section of the search results table. This feature is especially useful if your terms usually have many synonyms and translations. If you group the terms by the term entry, you get a better overview of the terms that describe the same concept.
When you save a filter, Acrolinx also remembers your selection for the Group by term entry option.
Sharing, Editing, and Managing Filters
Sharing with People who have Dashboard Access
Suppose that you're managing different lists of terms for different projects. You'll probably want to save those lists as filters and share them with other people who are working on the same projects.
You can share your filters with anyone as long as they have a role that contains the "term edit" privilege.
To share a filter with people who have Dashboard access, follow these steps:
- Open your filter and navigate to .
In the window that appears, click the user IDs of the people who you want to share your filter with.
You can also stop sharing a filter with someone by clicking their name in the Filter Recipients list.
- Click OK to confirm your changes.
Sharing with People who use the Term Browser
Not everyone can log in to the Dashboard. You might have freelance writers who occasionally use the Term Browser to look up official product names and terminology. No problem, you can share your filter with them too.
Before you start sharing, make sure that you have a role with the privilege "Share filters with the Term Browser". To see your privileges, click Settings in the top-right section of the Dashboard.
To share a filter with people who use the Term Browser, follow these steps:
Open your filter and navigate to
If this menu item is disabled, it could be that you're trying to share someone else's filter. You can't share someone else's filter with the Term Browser, only a filter that you created.
In the confirmation prompt that appears, select whether you want the filter to be the default filter that loads when people open the Term Browser.
If you don't want to make it the default filter, just click OK without selecting anything.
You can also stop sharing a filter with Term Browser users, selectlist.
Editing, Saving, and Deleting Filters
You can update the criteria for a filter after you've opened it. You can do this with filters you've saved yourself and filters that other people have shared with you.
If you change the search criteria of an active filter, an asterisk appears beside the name of the filter in the Navigation Menu to indicate that you haven't saved your changes.
To save your changes navigate to
You'll always get prompted to confirm the name of the filter:
- To update the filter you have open, just click OK without changing the filter name.
- To make a copy of one of your own filters, enter a new name and click OK .
If you save a copy of a filter that someone has shared with you, Acrolinx will propose a new name.
If you need to, update the name, then click OK .
To rename a filter, select
You can only rename your own filters. You can't rename other people's filters. That would be asking for trouble.
To delete a filter, select
If you delete one of your own filters, it will disappear forever.
You can delete someone else's shared filter, but don't worry, you're only deleting it from your list of saved filters. The person who shared the filter can still see it in their list of saved filters.
However, if this hypothetical person is observant enough, they'll see that you're no longer in the list of recipients for that filter. So be careful not to hurt anyone's feelings. Sharing is caring.
Setting a Default Filter
If you work with the same set of terms every day, you probably don't want to have to click around to open your favorite filter every time you start work. Acrolinx can do that for you. All you have to do is set your favorite filter as the default filter.
For example, suppose that all your product releases have specific codenames, and you happen to be working on project "Crystal Bacon". You've got a filter for all the terms that relate to this project. You want to see it whenever you open the terminology section.
To set that filter as the default filter, navigate to
When you navigate toAcrolinx displays whatever filter you have set as your default filter.
By the way, you don't have to stick to your own filters. You can also use someone else's shared filter as your default filter.
and click the little star next to the filter name so that it turns yellow.