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. If one of your terminologists also works as the terminology administrator, you can assign the roles Terminologist and Terminology Administrator to this user instead of creating two separate users.
  • Align the users and teams that work with Acrolinx to your organizational structure.
  • Centrally update the privileges for many users. Any adjustments 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. Existing roles can be assigned to a new user, for example if you employ a second guidance administrator you can reuse the same privileges that are 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, an overview of the roles is displayed 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.

The preconfigured roles in Acrolinx are:

RoleTypical Use Case
Analytics AdministratorAnalytics administrators access the overview pages of Acrolinx Analytics. They view Scorecards and create customized reports. They also perform administrative tasks, for example creating and restoring reporting database backups.
Analytics UserAnalytics users access the overview pages of Acrolinx Analytics. They view Scorecards and create customized reports. However, they can’t access the administration features of Acrolinx Analytics.
AuthorAuthors write the technical documentation to describe new features or products. They use Acrolinx to check their texts for conformity with the organization's guidelines.
Guidance AdministratorGuidance administrators manage and configure the guidance settings in the Dashboard.
Profile AdministratorProfile administrators manage and configure Checking Profiles. These advanced users manage check settings for a team of writers. Profile administrators are only required if your organization uses the Checking Profile feature.
Project ManagerProject managers are responsible for the execution of projects. They work with licenses, edit users, and assign the roles that are applicable for the relevant projects. During the course of a project they also check the reporting summaries.
Reuse AdministratorReuse administrators manage and configure the components of Acrolinx Reuse.
Guideline AdministratorGuideline administrators work specifically with writing guides and optimize the guidelines that are used for checking.
Server AdministratorServer administrators manage and configure all components of the Acrolinx Core Platform. They can perform the same tasks as all other area-specific administrators, such as reuse administrators and project managers.
Subject Matter ExpertSubject-matter experts have thorough knowledge of a particular domain and are normally involved in the production process. They view and edit the existing terminology and support writers with the technical accuracy of their documentation.
Super AdministratorSuper administrators have all privileges available. This role is assigned to the default user admin.
Technical EditorTechnical editors plan, coordinate, and supervise documentation projects. They define and maintain guidelines and writing guides and use Acrolinx to check documents for compliance with these standards. Unlike standard users, they can also discover terms, submit spelling exceptions to be used in future checks and edit the segmentation and extraction settings in the Acrolinx Integrations.
Technical WriterTechnical writers use Acrolinx to check documents. Unlike standard users, they can also discover terms and submit spelling exceptions to be used in future checks.
Term BrowserThe Term Browser role was implemented specially for the built-in user termbrowser, which is necessary for configuring the Acrolinx Term Browser module (if licensed).
Terminology ContributorTerminology contributors use the Term Contribution component to propose new terms for the terminology database or add comments to existing terms.
TerminologistTerminologists are responsible for the research and documentation of technical terms and expressions used in a particular domain. They can view and edit the existing terminology.
Terminology AdministratorTerminology administrators manage and configure all the components of the Acrolinx Terminology Manager. You can find additional information in our articles on the Acrolinx Terminology Manager.
Translation ReviewerTranslation reviewers check the quality and accuracy of the translation against the source language. By default, they have the same privileges as translators.
TranslatorTranslators translate the documentation from the source language into one or more target languages. During the translation process they update the organization's terminology databases.
Translator-<LANGUAGE_ID>Translators with a restriction for one language translate the documentation from the source language into one target language. During the translation process they update the organization's terminology databases but are restricted to terms in their respective language. This is useful if your organization manages translations in different languages

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. You can 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. For example, suppose that a head term is English, and your translator is restricted to editing 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.