Manage Your Users

Set Up Your Users

If you already use Google as a user management system, you can easily connect this to Acrolinx using OAuth 2.0. This is the simplest solution for user management.

If you use a different user management system and you're on an Acrolinx Private Cloud instance, we can set up your users with Enterprise Federated Authentication.

Otherwise, you can authenticate your writers with LDAP or ActiveDirectory.

If you only have a few writers, say less than 50, then you can manage your writers manually in the Dashboard. Choose unique usernames. An email address is a good username.

Roles

Acrolinx comes with a set of predefined roles. We recommend that you set default roles so that Acrolinx automatically assigns at least one default role to new users.

You can also create your own roles based on your organization's needs. Refer to our list of privileges.

Manage Your Users Over Time

Release Licenses

It's good practice to review usage regularly and release user licenses that you aren’t using.
To release a license, follow these steps:

  1. Make sure that your role has the 'Release user licenses' privilege.
  2. Navigate to Users in the Dashboard
  3. Click on a user with a License Type: (active)
  4. Under User Administration > License Status, click Release License.

Departments

We recommend that you set up departments to help organize writers for Analytics and Checking Profiles.

To set up a department, follow these steps:

  1. In Analytics, create a Custom Field.
  2. Navigate to Users in the Dashboard.
  3. In User Administration > User Information , select a Department.

    Writers can also select their Department from the Sidebar themselves.

Built-In Dashboard Users

Acrolinx comes with a default admin user that you can use for standard server administration tasks. The admin user has the role Super Administrator with all available privileges.

Your installation might include additional built-in users that are necessary for specific features. The number of extra built-in users can depend on the features that come with your license.

If you're using a Standard Stack installation, we recommend that you change the default passwords of your built-in users (admin:admin and termbrowser:termbrowser) as soon as possible. This isn't necessary for Private Cloud users.

The following licensed features come with built-in users:

  • The Term Browser module:
    • If your license includes the Acrolinx Term Browser module, the users termbrowser and termcontribution are also included by default.
      • The termbrowser user has the roles Term Browser User and Term Browser Administrator. It can sign in and view terms. You can use the termbrowser user to configure the Term Browser search settings.
      • The termcontribution user has the role Term Contributor and can contribute terms and add comments to existing terms. You can use the termcontribution user to record changes that anonymous users submit from the term contribution and "Add comment" forms.
  • Targets
    • If you're using Targets, the user termtargetaccess is included by default.
      • The termtargetaccess user has the roles Term Browser User and Term Browser Administrator and can sign in and view terms. You can use the termtargetsaccess user to share term filters with Targets.

The following built-in user isn't associated with a licensed feature:

  • If API Token or federated authentication isn't applicable:
    • You can use the termapiaccess user with automatic terminology integrations that use the terminology API. The termapiaccess user has the role Terminology API Access and can access API-based terminology applications, sign in to the Dashboard, and view and edit terms. It can also change the status of a term, import and export terms, and restore and create database backups.

      You'll need to change the password for termapiaccess before you can use it.

The following restrictions and exceptions apply to built-in users:

  • You can’t delete a built-in user.
  • You can’t assign other roles than the preconfigured roles to the built-in users.
  • If your license has a named user limit, the built-in users don’t count toward this limit.