Analytics Custom User and Document Information

When you run a check, Acrolinx stores check-related data in the reporting database. Acrolinx collects data like the user name of the user who ran the check or the name of the checked document. For analytics, you might want to drill down on more data about the user or the document. You can ask your users to enter custom user or document information when they run checks. You can make these fields required, optional, or get them from a third-party source, such as your external directory service. If you'd like to configure your custom fields from a third-party source, contact the Acrolinx professional services team.

Acrolinx prompts users to enter the information by displaying the custom information form. You can configure the fields that appear on this form in the Analytics section of the Dashboard. You can add custom user fields to collect user information or custom document fields to collect document information. Whenever you add a field to the custom information form, all users have to fill out the form again before they run the next check.

Creating and Configuring Custom Fields

To make sure that you collect the right custom information, you can configure Acrolinx to display a custom information form when users start a check. You can also configure Acrolinx to automatically map data from documents to specific custom fields.

You use the Custom Fields page to configure the custom fields that are used to gather analytics data about your users or documents. You can add 16 custom user fields and custom document fields in total.

Before you use this feature, make sure that the reporting database is also enabled.

To configure the custom fields in the Dashboard, follow these steps:

  1. Navigate to Analytics Administration Custom Fields.
  2. Open the User or Document tab and configure the custom fields.
    1. Click Add Field to add a field.
    2. Enter the Name.
    3. Select the Field Type.
      • Choose the List option if the field is a list field where users select a value from the predefined values.
      • Choose the Text option if the field is a free-text field where users can enter any value.
    4. (Optional) If the field is a list field, enter the values in the Values column.

      Enter each value in a new line. When you have entered all values, click anywhere outside the text box to apply your changes.

    5. Select the Input Type.
      • Choose the Required option if you want users to fill out the field.
      • Choose the Optional option if the field is a free-text field where users can enter any value.
      • (User fields only) Choose the Third-party option if the field comes from an external source.

        Note: The Third-party option currently only works with a PingFederate server.

        (Document fields only) Choose the From Content option if values for this field should be extracted from the document.
        For more information about this feature, see the article Configure Automatic Data Mapping.

  3. Click Save to save your changes.
  4. (Optional) If you have edited the values of a field and want users to review the new values, clear the custom information. So your users have to enter their user data again.

Deleting Custom Information Fields

You can delete any custom information field that you no longer need. For example, suppose that you configured a custom report that requires users to enter their geographical location. Later, you update that report and no longer need the information about the geographical location of the user. You can then delete the geographical location field to avoid collecting data that might lead to confusion. If you delete a field, the corresponding data remains in the database.

If you have checking profiles enabled, you should check your assignments before you delete a field or field value. You might have checking profiles assigned to users based on the information in that field. For example, if you delete a department, users in that department might no longer receive the right check settings. To check your assignments, navigate to Guidance Settings Checking Profiles Profile Assignment.


To delete custom information fields, follow these steps:

  1. Navigate to Analytics Administration Custom Fields.
  2. Open the User or Document tab.
  3. Select the custom fields that you want to delete.
  4. Click Delete to delete the selected fields.
  5. Click OK to save your changes.

You can't delete the 'Department' field, but you can change the Input Type.

Editing Custom Information Fields

Edit the custom information fields to reflect any changes in your reporting requirements.

For example, suppose that you require your users to enter their department as part of the custom user information. You add a custom list field with the field name "Department" and enter the different departments as values. If you now add a department to your organization, you can edit the existing list of departments and add the name of the new department.

You can edit custom field values but you can't edit custom field names. Custom field names are read-only to ensure that your reporting data is consistent over time. If you want to update the field name, delete the original field and add a new field with the updated name.

If you have checking profiles enabled, you should check your assignments before you delete a field or field value. You might have checking profiles assigned to users based on the information in that field. For example, if you delete a department, users in that department might no longer receive the right check settings. To check your assignments, navigate to Guidance Settings Checking Profiles Profile Assignment.

To edit custom information fields, follow these steps:

  1. Navigate to Analytics Administration Custom Fields.
  2. Open the User or Document tab.
  3. Click the table cell that you want to edit and add your changes.
  4. Click OK to save your changes.
  5. (Optional) If you've edited the values of a field and want users to review the new values, clear the custom user information. Your users will have to enter their user data again.

If you need to modify the XML templates directly, go to Template Files for Custom Fields.