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.
Role-based access control offers several advantages in Acrolinx:

  • Assign multiple sets of privileges to a single user.
  • Align the users and teams that work with Acrolinx to your organizational structure.
  • Centrally update the privileges for many users. Any changes 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. You can assign existing roles to a new user. For example, if you employ a second guidance administrator you can reuse the same privileges that you assigned to your current guidance administrator.
  • Easier setup and distinction of users. With roles, administrators can directly identify each user's areas of expertise.

Acrolinx comes installed with a number of preconfigured roles that are common in many organizations that use Acrolinx. In the Dashboard, you'll see an overview of the roles 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. Roles are editable unless indicated otherwise.

The preconfigured roles in Acrolinx are:

RoleTypical Use Case
Analytics Read-Only User

Analytics read-only users access the overview pages of Acrolinx Analytics. They view Scorecards and reports.

You can't edit this role.

AuthorAuthors write content. They use Acrolinx to check their texts for alignment with the organization's guidelines.
Super Administrator

Super administrators have all privileges available. This role is assigned to the default user admin.

You can't edit this role.

Term Browser Administrator

The Term Browser administrator has access to Terminology.

You can't edit this role.

Term Browser User

The Term Browser user has access to the Acrolinx Term Browser.

You can't edit this role.

Term ContributorTerm contributors use the Term Contribution component to propose new terms for the terminology database or add comments to existing terms.

Restricted Privileges

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. To do this, 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. Suppose that a head term is English and your translator can only edit 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.