Difference between revisions of "Manage user accounts"

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Every user of the system who needs to be able to create, edit or delete [[Glossary#Database content|database content]] must have a [[Glossary#User account|user account]]. Only [[Glossary#Administrator|administrators]] can create new [[Glossary#User account|user accounts]].
 
Every user of the system who needs to be able to create, edit or delete [[Glossary#Database content|database content]] must have a [[Glossary#User account|user account]]. Only [[Glossary#Administrator|administrators]] can create new [[Glossary#User account|user accounts]].
  
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* In the [[Glossary#Admin menu|Admin menu]], select Users. This will take you to a list of current [[Glossary#User account|user accounts]].
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<ol>
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* Click ''add new'' in the [[Glossary#Button block|button block]] at the bottom of the list.
 
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* ICA-AtoM routes you to a blank [[Glossary#Edit page|edit page]].
 
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* In the Basic info [[Glossary#Information area|information area]] enter the following data:
 
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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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* In the Access control [[Glossary#Information area|information area]] Select the appropriate user group. The user group determines the user's [[Access privilege|access privileges]].
 
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* For more on [[Glossary#User role|user roles]], see [[UM-2.3|UM-2.3 User roles]].
 
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<div clas="note">
 
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You can add multiple [[Glossary#User role|user roles]] to an account; for example, a user may need both [[editor]] and [[translator]] [[Access privilege|access privileges]].
 
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</div>
 
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* To remove a [[Glossary#User role|user role]] from a  [[Glossary#User account|user account]], click the little circle to the left of it in the [[Glossary#Edit page|edit page]].
 
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* You can create new [[Glossary#User role|user roles]] by adding new groups. See [[UM-7.2#Add_and_edit_groups|Add and edit groups]], below.
 
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* You can refine user permissions in the groups and permissions [[information area]]: see [[UM-7.2#Refine_user_permissions|Refine user permissions]], below.
 
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* ICA-AtoM creates the new account and routes you to the [[Glossary#view page|view page]] (View user profile).
 
  
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== Access control ==
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<li>
  
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[[Image:UM-7.2_1.png|500px|right|thumb|Refine user permissions]]
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In the [[Glossary#Admin menu|Admin menu]], select Users. This will take you to a list of current [[Glossary#User account|user accounts]].
  
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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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<li>
  
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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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Click ''add new'' in the [[Glossary#Button block|button block]] at the bottom of the list. ICA-AtoM routes you to a blank [[Glossary#Edit page|edit page]].
  
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<li>
  
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1. In the user [[edit screen]], open the groups and permissions [[information area]].
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In the Basic info [[Glossary#Information area|information area]] enter the following data:
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<p>In ''Username'' enter the user's name;
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<p>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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<p>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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<p>In ''Confirm password'' enter the [[Glossary#Password|password]] again.
  
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<li>
  
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2. 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. The user group determines the user's [[Access privilege|access privileges]].
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For more on [[Glossary#User role|user roles]], see [[UM-2.3|UM-2.3 User roles]].
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<div class="note">
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3. Under ''grant/deny'' select "deny".
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You can add multiple [[Glossary#User role|user roles]] to an account; for example, a user may need both [[editor]] and [[translator]] [[Access privilege|access privileges]].
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</div>
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<p>To remove a [[Glossary#User role|user role]] from a [[Glossary#User account|user account]], click the little circle to the left of it in the [[Glossary#Edit page|edit page]].
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4. Save the record, then re-open the [[edit screen]].
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<p>You can create new [[Glossary#User role|user roles]] by adding new groups. See [[UM-7.2#Add_and_edit_groups|Add and edit groups]], below.
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<p>You can refine user permissions in the groups and permissions [[information area]]: see [[UM-7.2#Refine_user_permissions|Refine user permissions]], below.
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5. In the ''action'' [[drop-down menu]] under ''Add a new permission (archival descriptions)'', select "update".
 
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6. Under ''grant/deny'' select "deny" select "grant"
 
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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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8. Save the record.
 
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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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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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==Add/edit groups==
 
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[[Image:UM-7.2_2.png|500px|right|thumb|Edit screen for a group]]
 
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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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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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1. Click the ''admin > users'' tab.
 
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2. In ''users/groups'' click on ''groups'' 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 [[edit screen]].
 
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5. Enter the name of the group.
 
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6. Provide a description of what the group is for.
 
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7. By default, the group will have no permissions and the [[administrator]] needs to create them. See [[UM-7.2#Refine_user_permissions|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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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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<li>
  
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[[Category:User manual]]
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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).

Revision as of 15:01, 2 June 2010

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 > Set up and manage user accounts


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


Add a new user

In the Admin menu, select Users
Enter the data in the user edit page, then click Create


Every user of the system who needs to be able to create, edit or delete database content must have a user account. Only administrators can create new user accounts.

  1. In the Admin menu, select Users. This will take you to a list of current user accounts.
  2. Click add new in the button block at the bottom of the list. ICA-AtoM routes you to a blank edit page.
  3. In the Basic info information area enter the following data:

    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.

  4. In the Access control information area Select the appropriate user group. The user group determines the user's access privileges. For more on user roles, see UM-2.3 User roles.

    You can add multiple user roles to an account; for example, a user may need both editor and translator access privileges.

    To remove a user role from a user account, click the little circle to the left of it in the edit page.

    You can create new user roles by adding new groups. See Add and edit groups, below.

    You can refine user permissions in the groups and permissions information area: see Refine user permissions, below.

  5. Click Create. ICA-AtoM creates the new account and routes you to the view page (View user profile).
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