Manage user accounts

Set up and manage user accounts

Main Page > User manual > UM-7 Administer ICA-AtoM > UM-7.2 Set up and manage user accounts

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

Add a new user

Refine user permissions

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. Click the admin > users tab.

2. In users/groups click on users if it is not already underlined.

3. Click add new in the column header.

4. ICA-AtoM routes you to a blank data entry screen.

5. Enter the user's name.

6. Enter the user's email address; the email address (rather than the user name) is used when logging in.

7. Enter the user's default password. Note that users can later change their own password (see UM-2.6 Change password).

8. Select the appropriate user role. The user role determines the user's access privileges.

• For more on user roles, see UM-2.3 User roles.

• Note that you can add multiple user roles to an account; for example, a user may need both editor and translator 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.
• 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.
• You can create new user roles by adding new groups. See Add new group, below.
• You can refine user permissions in the groups and permissions information area: see Refine user permissions, below.

9. Click the create button to register the new user account.

10. ICA-AtoM creates the new account and routes you to the view screen (View user profile).

Refine user permissions

Refine user permissions

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.

The following example shows how to permit a user to update archival descriptions belonging to only one archival institution.

1. In the user edit screen, open the groups and permissions information area.

2. In the action drop-down menu under Add a new permission (archival descriptions), select "update".

3. Under grant/deny select "deny".

4. Save the record, then re-open the edit screen.

5. In the action drop-down menu under Add a new permission (archival descriptions), select "update".

6. Under grant/deny select "deny" select "grant"

7. Under repository type the first few letters of an archival institution and then select the institution from the drop-down menu.

8. Save the record.

The result is that the user is denied the right to update any 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.

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 records, archival institutions and other types of records and activities.

Add and edit groups

Editing a group

1. Click the admin > users tab.

2. In users/groups click on groups if it is not already underlined.

3. Click add new in the column header.

4. ICA-AtoM routes you to a blank data entry screen.