Checking Profile Assignments

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.

Editing 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:


  1. Navigate to Guidance Settings Checking Profiles Profile Assignment
  2. Find the assignment that you want to edit and click the arrow icon to expand the assignment.
  3. 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.
  4. To edit the selectors, update the Select By panels.

    You can select users based on the following criteria:

    • Acrolinx role.
    • Additional user information.
    • User IDs.
    • 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".

  5. 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. By default, the first checking profile that you add to an assignment is marked as preferred. The preferred checking profile is the profile that is selected by default when users connect to Acrolinx.

When users change the checking profile in the plug-in options, the changed selection is stored in the user properties. When they reopen the editor, the user-selected checking profile instead of the preferred checking profile is selected by default.

Selecting 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, you must log off from the Dashboard and log on again.

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


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

    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.

  5. Click Apply All Changes.

    Your changes take effect immediately after you apply them.

Selecting Users Based on Where They’re 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:


  1. Navigate to Guidance Settings Checking Profiles Profile Assignment
  2. Expand an existing assignment or create a new assignment.
  3. 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.

  4. In the Choose 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.

  5. Click Apply All Changes.

    Your changes take effect immediately after you apply them.

Selecting Users Based on Their User ID

If you have users who require special checking profiles, you can assign checking profiles based on their user IDs. For example, you might have a small team of three authors 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 user IDs of your testing team.

To select users based on their user ID, follow these steps:


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

    To add more users, repeat this step until you’ve added all required user IDs.

  5. Click Apply All Changes.

    Your changes take effect immediately after you apply them.

Deleting 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:


  1. Navigate to Guidance Settings Checking Profiles Profile Assignment.
  2. Select the checkbox next to the assignment that you want to delete and click Delete.
  3. 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 Classic Edition.

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:


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

Finding 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:


  1. Navigate to Guidance Settings Checking Profiles View Usage Report Overlapping Assignments
  2. 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.