Edit permissions

Main Page > User manual > Administer > Edit permissions

• You should have two or more archival institutions in your system, with several hierarchical descriptions attached and some digital objects uploaded, in order to fully test the scenarios on this page
• You can only modify the user's settings if you are logged in as an administrator. After completing the steps in each scenario, log out and log back in as the user you've been creating and modifying in order to see the results of your modifications

Scenario one: In a multi-repository system, add a user who can create, update, and publish archival descriptions belonging to one archival institution only

1. When refining user permissions you can begin by creating a User, but do not assign them to a unique User group. Leave this blank and it will automatically assign the User as an authenticated user.(See fig.1)
   

   Fig.1. Leave group field blank. User automatically becomes an authenticated user.




2. In order to restrict permissions to descriptions of a particular institution, we need to go to Admin menu > Users. Select the User you want to restrict to specific repository permissions.(See fig.2)
   

   Fig.2.View User permissions screen
3. Click Edit. Select Permissions by Repository and click Add Repository. Select Repository name from list. Click on Submit.(See fig.3)
   

   Fig.3 View permissions by repository.




4. Click on the circles to Grant Permissions to read, create, update, delete, view draft, publish, access master and access reference.(See fig.4)
   

   Fig.4
5. Click on Save.The Administrator can now view the User and their permissions in relation to a specific Repository.(See fig.5)
   

   Fig.5 View permissions for User




6. To test your permissions, try logging out and logging back in as the user you created. You should be able to create, edit, delete and publish descriptions belonging to the specified institution only.

Scenario two: Add the ability to delete the archival descriptions of the specified institution

Remember that a user in the contributor group does not automatically have the ability to delete any records. To add the ability to delete archival descriptions belonging to the archival institution the user can currently edit and update, go to admin > users > Gene Roddenberry. Click Archival description permissions. Click Edit. For the specified institution, change the Delete permission to Grant.

Scenario three: Remove the ability to create and update authority records

Permissions for authority records can be refined in some of the same ways they can be refined for archival descriptions. In a multi-repository setting it may be desirable to prevent users from creating and/or updating authority records, because one authority record may be linked to archival descriptions belonging to more than one archival institution.

Users belonging to the contributor group automatically inherit the ability to create and update authority records.

Scenario two: Add the ability to translate to a specified language

There are two ways to grant translate permissions to non-administrators:

• Make the user a translator by adding him to the translator group (the same way that you made Gene Roddenberry a contributor). This means that he will be able to translate to any language.
• Instead of making the user a translator, which would allow him to translate to any language, add a language to which a user can translate. This means that he will be able to translate only to the specified language, and only those archival descriptions and authority records he is allowed to update. In this scenario, we will add the ability of the user to translate to Dutch.

Go to admin > users > Gene Roddenberry. You should be in looking at the View user profile screen; if not, click Profile (to the left of Archival description permissions). Click Edit, then click on the blue "Access control" link. In allowed languages for translation, select Dutch. Click Save. The user will now be able to translate from any source language to Dutch. Note that the list of languages is derived from the languages added in the settings menu. See add/remove languages. Note also that you can add more languages from this list as needed.

Scenario three: Remove the ability to view and download master digital objects

Users belonging to the contributor group automatically inherit the ability to view and download master digital objects.

Go to admin > users > Gene Roddenberry. Click on Archival description permissions. Click Edit. Under All archival descriptions next to Access master click Deny. Save the record. This will allow the user to view thumbnail and reference display copies of digital objects, but not to view or download the master objects. Note that if you do not wish to have any users belonging to the Contributor group viewing or downloading masters digital objects, deny permission for this activity at the level of the group - i.e. go to admin > groups > contributor and make the change at that level instead of the level of the individual user.

Scenario four: Add ability to create, update, and delete subject terms

Users belonging to the contributor group do not automatically inherit the ability to create, update, and delete taxonomy terms. You can change these permissions for either the contributor group or an individual user. In this case, we will add the ability to create, update and delete subject terms to our individual user.

Go to admin > users > Gene Roddenberry. Click on Taxonomy permissions (next to Authority record permissions). Click Edit. Click the blue link "Permissions by taxonomy", then click "Add taxonomy". Select Subjects as the taxonomy name from the auto-complete list. Next to Create, Update and Delete select Grant, then save the record. The user should now be able to create, update and delete subject terms but not other kinds of taxonomy terms.