Difference between revisions of "Manage user accounts"

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<span class="pageTitle">Set up and manage user accounts</span>
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[[Main Page]] > [[User manual]] > [[Administer]] > Manage user accounts
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[[Main Page]] > [[User manual]] > [[UM-7|UM-7 Administer ICA-AtoM]] > UM-7.2 Set up and manage user accounts
 
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'''This page is currently being updated and is not yet complete'''
 
  
  
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==Add a new user==
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== Add a new user ==
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[[Image:UM-7.2.png|500px|right|thumb|Go to users accounts]]
 
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Every user of the system who needs to be able to create, edit or delete [[database content]] must have a [[user account]]. Only [[Administrator|administrators]] can create new [[User account|user accounts]].
 
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1. Click the ''admin > users'' tab.
 
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2. In ''users/groups'' click on ''users'' if it is not already underlined.
 
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3. Click ''add new'' in the [[column header]].
 
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4. ICA-AtoM routes you to a blank data entry screen.
 
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5. Enter the user's name.
 
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6. Enter the user's email address; the email address (rather than the user name) is used when logging in.
 
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7. Enter the user's default [[password]]. Note that users can later change their own [[password]] (see [[UM-2.6|UM-2.6 Change password]]).
 
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8. Select the appropriate [[user role]]. The [[user role]] determines the user's [[Access privilege|access privileges]].
 
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*For more on [[User role|user roles]], see [[UM-2.3|UM-2.3 User roles]].
 
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*Note that you can add multiple [[User role|user roles]] to an account; for example, a user may need both [[editor]] and [[translator]] [[Access privilege|access privileges]]. As of the current version of ICA-AtoM you can only register them one at a time, by selecting the role, clicking the ''create'' or ''save'' button and repeating for each additional role.
 
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*To remove a [[user role]] from a saved [[user account]], click the [[delete icon]] next to it in the list above the data entry field.
 
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*You can create new user roles by adding new groups. See Add new group, below.
 
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*You can refine user permissions in the groups and permissions [[information area]]: see Refine user permissions, below.
 
  
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<div class="clearfix">
  
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9. Click the [[create button]] to register the new [[user account]].
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<p>[[Image:adminMenu.png|500px|right|thumb|Fig. 1 In the "Admin" menu, select "Users"]]  
  
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<ol>
  
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10. ICA-AtoM creates the new account and routes you to the [[view screen]] (View user profile).
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<li>
  
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==Refine user permissions==
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Every user of the system who needs to be able to add, edit, or delete [[Glossary#Database content|database content]] must have a [[Glossary#User account|user account]]. Only [[Glossary#Administrator|administrators]] can add new [[Glossary#User account|user accounts]].
  
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[[Image:UM-7.2_1.png|500px|right|thumb|Refine user permissions]]
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<li>
  
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ICA-AtoM allows an administrator to refine user permissions. For example, if the software is being used for as a [[multi-repository system]], you can restrict the ability of a user to create, update and delete records for only one [[archival institution]].
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In the [[Glossary#Admin menu|admin menu]], select "Users" (Fig. 1). This will take you to a list of current [[Glossary#User account|user accounts]].
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The List users page has two presentation options: "Show active only" and "Show inactive only" which allow the Administrator to view active users and inactive users in the system.
  
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The following example shows how to permit a user to update [[archival description|archival descriptions]] belonging to only one [[archival institution]].
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</ol>
  
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</div>
  
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1. In the user [[edit screen]], open the groups and permissions [[information area]].
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<div class="clearfix">
  
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<p>[[Image:user.png|500px|right|thumb|Fig. 2 Enter the data in the user edit page, then click "Create"]]
  
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2. In the ''action'' [[drop-down menu]] under ''Add a new permission (archival descriptions)'', select "update".
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<ol>
  
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<li>
  
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3. Under ''grant/deny'' select "deny".
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Click "Add new" in the [[Glossary#Button block|button block]] at the bottom of the List users page. ICA-AtoM routes you to a blank [[Glossary#Edit page|edit page]].
  
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<li>
  
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4. Save the record, then re-open the [[edit screen]].
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In the "Basic info" [[Glossary#Information area|information area]] enter the following data (Fig. 2):
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* In "Username" enter the user's name
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* In "Email" enter the user's email address; the email address (rather than the user name) is used when logging in
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* In "Password" enter the user's default [[Glossary#Password|password]]. Note that users can later change their own [[Glossary#Password|password]] (see [[change password]]).
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* In "Confirm password" enter the [[Glossary#Password|password]] again
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* The default is Active (you must deselect to make the user inactive)
  
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<li>
  
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5. In the ''action'' [[drop-down menu]] under ''Add a new permission (archival descriptions)'', select "update".
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In the "Access control" [[Glossary#Information area|information area]] Select the appropriate user group (Fig. 2). The user group, or [[Glossary#User role|user role]] determines the user's [[Glossary#Access privilege|access privileges]]. Select the allowed languages for translation.
  
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<li>
  
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6. Under ''grant/deny'' select "deny" select "grant"
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</ol>
  
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</div>
  
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7. Under ''repository'' type the first few letters of an [[archival institution]] and then select the institution from the drop-down menu.
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<div class="clearfix">
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</div>
  
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For more on [[Glossary#User role|user roles]], see [[user roles]].
  
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8. Save the record.
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<ol>
  
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<li>
  
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The result is that the user is denied the right to update any [[archival description|archival descriptions]] EXCEPT those from the [[archival institution]] that was selected in step 7. Repeat these steps as often as needed until you have refined the user permissions to the desired extent.
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You can add multiple [[Glossary#User role|user roles]] to an account; for example, a user may need both [[Glossary#Editor|editor]] and [[Glossary#Translator|translator]] [[Glossary#Access privilege|access privileges]].
  
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Please note that this feature is at a relatively early stage of development in ICA-AtoM 1.0.8. Future versions will allow for adding multiple permissions without having to save the record after each change, and will also allow permissions to be refined for [[authority record|authority records]], [[archival institution|archival institutions]] and other types of records and activities.
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<li>
  
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Click "Create". ICA-AtoM creates the new account and routes you to the [[Glossary#View page|view page]] (view user profile).
  
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==Add and edit groups==
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<li>
  
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[[Image:UM-7.2_2.png|500px|right|thumb|Edit screen for a group]]
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The View user profile screen presents the profile, the information object permissions, the actor permissions and the taxonomy permissions as hyperlinks/tabs.
  
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[[Image:UM-7.2_3.png|500px|right|thumb|The saved group now appears as a selectable user role in the user edit screen]]
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<li>
  
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If there is a group of users for whom there need to be identical specific, refined permissions, the [[administrator]] may wish to create a group and add users to it, rather than using an existing group (i.e. [[user role]]) and refining the permissions for each user. For example, an archives may have a group of volunteers which it wishes to provide specific, limited permissions that are different from those of other users.
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You can refine user permissions in the groups and permissions [[Glossary#Information area|information area]], see [[edit permissions]].
  
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1. Click the ''admin > users'' tab.
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</ol>
  
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<div class="clearfix">
  
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2. In ''users/groups'' click on ''groups'' if it is not already underlined.
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<p>[[Image:Userprofile.png|500px|right|thumb|View user profile]]
  
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</div>
  
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3. Click ''add new'' in the [[column header]].
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== Add a new group ==
  
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<ol>
  
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4. ICA-AtoM routes you to a blank data entry screen.
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<li>
  
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<p>[[Image:listGroups.png|500px|right|thumb|Fig. 3 Click "Add new" in the column header to add a new group]]
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In the [[Glossary#Admin menu|admin menu]], select "Groups". This will take you to a list of current groups. Click "Add new" in the [[Glossary#Column header|column header]] (Fig. 3).
  
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5. Enter the name of the group.
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<li>
  
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<p>[[Image:addGroup.png|500px|right|thumb|Fig. 4 Enter data in the edit page, then click "Create"]]
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In "Name" enter the name of the group you wish to add (e.g. "Volunteer"). Add a description, then click "Create" (Fig. 4).
  
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6. Provide a description of what the group is for.
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<li>
  
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<p>At this point you will need to add [[glossary#Access privilege|access privileges]] for this group. For information on how to do that, see [[edit permissions]].
  
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7. By default, the group will have no permissions and the [[administrator]] needs to create them. See Refine user permissions, above. Note that there is no [[view screen]] for groups and saving the record takes the user back the the groups [[list screen]].
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</ol>
  
  
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8. Once a group is saved, it becomes a [[user role]] and can be selected in as the [[user role]] in a user account [[edit screen]]. You can add as many users to a group as required.
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[[Category:User manual]]

Latest revision as of 15:54, 30 August 2012

Please note that ICA-AtoM is no longer actively supported by Artefactual Systems.
Visit https://www.accesstomemory.org for information about AtoM, the currently supported version.

Main Page > User manual > Administer > Manage user accounts


This section describes how to add, edit, and delete user accounts in your ICA-AtoM application.


Add a new user

Fig. 1 In the "Admin" menu, select "Users"
  1. Every user of the system who needs to be able to add, edit, or delete database content must have a user account. Only administrators can add new user accounts.
  2. In the admin menu, select "Users" (Fig. 1). This will take you to a list of current user accounts. The List users page has two presentation options: "Show active only" and "Show inactive only" which allow the Administrator to view active users and inactive users in the system.

Fig. 2 Enter the data in the user edit page, then click "Create"
  1. Click "Add new" in the button block at the bottom of the List users page. ICA-AtoM routes you to a blank edit page.
  2. In the "Basic info" information area enter the following data (Fig. 2):
    • In "Username" enter the user's name
    • In "Email" enter the user's email address; the email address (rather than the user name) is used when logging in
    • In "Password" enter the user's default password. Note that users can later change their own password (see change password).
    • In "Confirm password" enter the password again
    • The default is Active (you must deselect to make the user inactive)
  3. In the "Access control" information area Select the appropriate user group (Fig. 2). The user group, or user role determines the user's access privileges. Select the allowed languages for translation.

For more on user roles, see user roles.

  1. You can add multiple user roles to an account; for example, a user may need both editor and translator access privileges.
  2. Click "Create". ICA-AtoM creates the new account and routes you to the view page (view user profile).
  3. The View user profile screen presents the profile, the information object permissions, the actor permissions and the taxonomy permissions as hyperlinks/tabs.
  4. You can refine user permissions in the groups and permissions information area, see edit permissions.

View user profile

Add a new group

  1. Fig. 3 Click "Add new" in the column header to add a new group

    In the admin menu, select "Groups". This will take you to a list of current groups. Click "Add new" in the column header (Fig. 3).

  2. Fig. 4 Enter data in the edit page, then click "Create"

    In "Name" enter the name of the group you wish to add (e.g. "Volunteer"). Add a description, then click "Create" (Fig. 4).

  3. At this point you will need to add access privileges for this group. For information on how to do that, see edit permissions.

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