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USER ADMINISTRATION

Chapter 2. MANAGING USERS

   

 

Adding a User

The types of users you can add and the libraries to which you can add users are determined by your login mode (see Login Modes for more information).

To add a user:

NOTE: Mandatory fields are shown in red type and preceded by an asterisk “*”; all other fields are optional.

NOTE: The content and arrangement of the User Record is customer-selectable (see Configuring the User Record for details). Depending on the specific configuration of the User Record for your library or consortium, some fields may not be available, or may be identified by a different label.

  1. From the User Admin menu, select Add a User.
    • The Add a User Account screen displays. The Library field shows the library code for the library to which the new user account will be added.

Add a User Account Screen

Add a User Account Screen

  1. Assign the user to one or more desired user groups using the User Type radio buttons and checkboxes.

    NOTE: You must assign the user to a user type. If you do not assign the user to a User Type, a dialog displays the message “Please select either a Staff or Patron type” when the record is saved. Click the OK button on the dialog to close the message, and select the desired User Type for the user.

    • Select either the Patron or the Staff radio button.
      • Patron – User can access the system as an authenticated library patron (see the Search User Guide for details).
      • Staff – User can access the system as an authenticated staff member, with access to one or more staff modules (see the System Basics User Guide for details).

    NOTE: A user can be either a “patron” or a “staff user”. A user cannot be both a “patron” and a “staff user.”

    • For Staff users, use the User Type checkboxes and radio buttons to select one or more staff modes to which the user will be granted access. Descriptions of staff modes are provided below.

      NOTE: If desired, you can use the Clone Staff Permissions function to clone staff modes and permissions from an existing user to a new user (see Cloning Staff Permissions for details).

Staff Modes

Mode Description
Acquisitions Staff User can access all functions within the Acquisitions module (see the Acquisitions User Guide for details).

NOTE: When you save the record, you are given the opportunity to modify the user’s Acquisitions permissions (see Modifying Acquisitions Permissions for details).
CAT Staff User can access all functions within the CAT Administration module (see the CAT Administration User Guide for details).

NOTE: If your library has purchased the optional AGCat module:

  • The user’s AGCat permissions are set to Update Any Bib and Update Any HLD by default.

  • The user’s Web HLD permissions are set to Update Only My HLD by default.

NOTE: If your library has purchased the optional Authority Control module, the user’s Authority Preferences are set to use Library Of Congress Subject Headings. When you save the record, you are given the opportunity to modify the user’s CAT Administration, AGCat, Web HLD and Authority Control permissions (see Modifying AGCat Permissions for details).
Circulation Admin User can access all functions within the Circulation Administration module (see the Circulation Administration User Guide for details).

NOTE: When you save the record, you are given the opportunity to modify the user’s Circulation Administration permissions (see Modifying Circulation Administration Permissions for details).
Circulation Staff User can access all functions within the Circulation module (see the Circulation User Guide for details).

NOTE: When you save the record, you are given the opportunity to modify the user’s Circulation permissions (see Modifying Circulation Permissions for details).
ILL Staff User can access the ILL Administration module; by default, user is granted Automatic approval, Change own library, Originate borrow requests, Originate copy requests, Respond to own request and View own request permissions only (see the Circ-ILL User Guide for details).

User can view ILL Statistics through the Statistics module. (User must also be assigned to the Statistics Group ID.)

NOTE: The ILL Staff mode is available only for systems using the option Circ-ILL functionality.

NOTE: When you save the record, you are given the opportunity to grant or deny additional ILL permissions (see Modifying ILL Permissions for details).
PAC Admin If the PAC Admin checkbox is selected, use the Regular Staff and Library SuperUser radio buttons to select the features and functions available to the user:

  • Regular Staff - User can access all standard administrative functions within the PAC Administration module (see the PAC Administration User Guide for details).

  • Library SuperUser – User can access all standard administrative functions within the PAC Administration module and can request statistics for any library within a consortium or collective (see the PAC Administration User Guide for details).
Reports Staff User can access all functions within the Circulation Reports module (see the Circulation Reports User Guide for details).

NOTE: When you save the record, you are given the opportunity to modify the user’s Circulation Reports permissions (see Modifying Reports Permissions for details).
Serials Staff User can access all functions within the Serials module (see the Serials User Guide for details).

NOTE: When you save the record, you are given the opportunity to modify the user’s Serials permissions (see Modifying Serials Permissions for details).
Staff User User can view Database Statistics via the Statistics module. (User must also be assigned to the Statistics Group ID.)
Statistics User can access the Statistics module to view Database Statistics (user must also be assigned to the Staff User Group ID) and/or ILL Statistics (user must also be assigned to the ILL Staff Group ID).

Initially, the user is not granted access to any specified statistics report. When you save the record, you are given the opportunity to select the specific statistics reports to which the user will be granted access (see Modifying Statistics Permissions for details).
User Administrator User can access all functions within the User Administration module (see the User Administration User Guide for details).
  • A checkmark checkmark indicates the user is assigned to the associated User Type.
  • An empty checkbox checkbox indicates the user is not assigned to the associated User Type.
  • Clicking a checkbox repeatedly will toggle it on and off.
  1. Enter a name for the new user in the Username or Barcode text box.
    • The Username or Barcode can contain any combination of alphabetic and/or numeric characters, and the underscore character “_”. Do not include spaces in the Username or Barcode.

    NOTE: Each user must be assigned a unique Username or Barcode. If your library has enabled User Registration Duplicate Checking (see Configuring User Registration Duplicate Checking on page 48 for details) but has not selected comparison by Username/Barcode¸ or, if your library has not enabled User Registration duplicate checking, and you attempt to add a user with a Username or Barcode that already exists in your library's user database, the message "This Username has already been used. Please use another." displays at the top of the screen when you save the user record.

  2. If you are adding a user record for a patron, select a home location for the patron from the Home Location menu.

    NOTE: Library staff members may be associated with a Home Location once the user record has been submitted.

    • The Home Location is used in support of In Transit Reserve Processing within the Circulation module. The Home Location menu lists all currently defined branch locations for your library. Each library patron can be assigned a specific Home Location. The default value for the Home Location menu is Not Assigned.

      NOTE: If your library does not use In Transit Reserve Processing, retain the default selection of Not Assigned in the Home Location menu for all library patrons and staff members. The system will function as normal, and no items will be placed in the In Transit Reserve process.

  3. Enter a password for the new user in the Password and Confirm Password or PIN text boxes.

    The Add a User Account screen may be pre-configured with a default password in both the Password and Confirm Password or PIN text boxes (see Setting the Default User Password for details). If desired, you may overwrite the default password with a unique password for the user being added.

    • The Password may have any combination of alphabetic (upper- or lower-case) and numeric characters, and any special characters (such as & * $ # @, etc.). The Password is not case-sensitive. Do not include spaces in the Password. Enter the password in exactly the same way in both text boxes.

      NOTE: If you are adding a user record for a patron and your library has enabled the Patron Password MUST be numeric option (see the Circulation Administration User Guide for details), the notation “Must Be Numeric” is shown next to the Password text box. You must use numeric characters only when entering the password. If you use characters other than numeric characters, a dialog displays the message “Password must be numeric” when the record is saved. Click the OK button on the dialog to close the message, and reenter the password in the Password and Confirm Password or PIN text boxes.

      NOTE: If you do not enter the password identically in both the Password and Confirm Password or PIN text boxes, a dialog displays the message “Passwords do not match. Please reenter.” when the record is saved. Click the OK button on the dialog to close the message, and reenter the password in the Password and Confirm Password or PIN text boxes.

    • If desired, you may enter the default password "USERPASS" or “STAFFPASS”. Upon logging into the system for the first time, the user will be required to provide a permanent password of their own choosing to complete the login process.
  4. If appropriate, enter a reminder question related to the user’s password in the Reminder Question text box.

    NOTE: In the event a user forgets their password, they may request that their reminder question be e-mailed to them to provide a hint as to their password. When a reminder question is entered in the user record, be sure to include an e-mail address for the user in the E-mail Address text box (see step 11, below).

  5. If desired, enter a nickname for the user in the Nickname text box.

    NOTE: To increase ease of use when logging in, the system allows a “nickname” to be used in place of the Username when logging into the system.

    NOTE: When assigning nicknames, each user must be assigned a unique Nickname. If you attempt to add a user with a Nickname that already exists in your library's user database, the message "This Nickname has already been used. Please use another." displays at the top of the screen when you save the user record.

  6. Enter the user’s first name, middle initial, and last name in the First Name, Initial and Last Name text boxes.
  7. Enter the mailing address for the user using the Address 1, Address 2, City, Zip and Country text boxes, and the State drop-down menu.
  8. If appropriate, enter an alternate address for the user in the Alternate Address Line 1 through Alternate Address Line 3 text boxes.
  9. Enter the e-mail address, telephone number(s) and fax number for the user in the E-Mail, Home Phone, Phone 2, FAX, Mobile Phone and Work Phone text boxes.
  10. Enter the user’s date of birth in the Date of Birth text box.
  11. If appropriate, enter any unique identifying number for the user in the Custom Number text box.
    • The Custom Number may have any combination of alphabetic (upper- or lower-case) and numeric characters, and any special characters (such as & * $ # @, etc.). The Custom Number can be a maximum of 11 characters.
  12. If desired, enter any additional information related to the user in the Notes text box.
  13. Select the patron group to which you wish to assign the patron from the Patron Group menu. The Patron Group menu lists all currently defined patron groups for your library.
  14. Select the patron category to which you wish to assign the patron from the Patron Category menu. The Patron Category menu lists all currently defined patron categories for your library.
  15. Indicate whether or not the user is prohibited from borrowing items from the library by selecting Yes or No from the Blocked menu. If Yes is selected from the Blocked menu, enter the reason the user is blocked in the Block Reason text box. This information displays on the Patron Warning screen in the Circulation Module (see the Circulation User Guide for details).
  16. Enter the date on which the patron's borrowing privileges will expire in the Expiration Date text box. The Expiration Date may be entered using either of the following methods:
    • Enter a specific date using the format "MM/DD/YYYY".
    • Enter a relative date (such as 90 days from today) using the format "T+90".

      NOTE: If you do not enter an Expiration Date, a warning displays when you submit the form. This does not prevent the record from being filed.

      NOTE: If a user’s expiration date has expired, the expiration date must be reset before items can be checked out to the user through the Circulation module (see Editing User Records for details).

  17. Enter the name of a patron or staff member sponsoring the new patron in the Sponsor text box.
  18. Enter any relevant comments about the user in the Comment text box.
  19. If desired, enter any message for the user in the Message text box. This information displays on the Patron Warning screen in the Circulation Module (see the Circulation User Guide for details).
  20. Select the user’s preferred method of transmittal for system generated notices from the Notification Preferences and Reserve Notification Preferences menus; None, Email, Paper, Phone, or SMS.
  21. If desired, use the Show previously checked out items radio buttons to enable (Yes) or disable (No) Previously Checked Out Items functionality for the user.
  22. If the user has opted to receive weekly email notification of circulation status, select the day of the week on which the email will be sent from the Email me on menu. If the user does not wish to receive email notification of circulation status, select No from the Email me on menu.

    NOTE: A valid email address for the user must be entered in the E-Mail field of the User Record to support email notification of circulation status.

    NOTE: If a user’s circulation status shows no active checkouts, reserves, or warnings (overdues, outstanding fines or fees, lost items), circulation status will not be sent to the user.

  23. Use the Receive pre-overdues menu to indicate whether the patron does (Yes) or does not (No) wish to receive courtesy notices for items on loan that are soon due for return.

    NOTE: When the Receive pre-overdues selection is set to Yes, notices are sent to the patron using the method selected from the Notification Preferences menu.

    NOTE: The default selection for the Receive pre-overdues menu is established through Circulation Options available through the Circulation Administration module (see the Circulation Administration User Guide for details).

  24. Select the desired status for the user from the Account Status drop-down menu, either Disable (account is inactive; user cannot log into the system) or Enable (account is active; user can log into the system).

    NOTE: The default selection for Account Status is Enable.

  25. Select the user’s mobile phone service provider from the Mobile Provider menu.

    NOTE: The default selection for Mobile Provider is None.

  26. If the user account will be used simultaneously by multiple users, select the Is an Institution checkbox.

    NOTE: The Is an Institution feature allows an authenticated user to be identified as an “institution” (a single entity that is used to validate one or more individuals affiliated with that institution).

  27. Enter any additional information required by your library, as appropriate, using the “library-defined” text boxes or drop-down menus.

    NOTE: Any fields included in the User Record that are not specifically addressed in steps 2 through 26 are “library-defined” fields. “Library-defined” fields are established by your library’s Customer SuperUser.

  28. When all desired information for the user has been entered, click the Submit button to add the new user to your library’s database.

    NOTE: If you did not include an Expiration Date for the user, an advisory dialog displays the message “No Expiration date was entered” when you submit the record. Click the OK button. You will need to edit the user record if you wish to add an Expiration Date (see Editing User Accounts for details).

    • The status message "User (Username) added" displays.

    NOTE: If you did not include an Expiration Date for the user, an advisory dialog displays the message “No Expiration date was entered” when you submit the record. Click the OK button. You will need to edit the user record if you wish to add an Expiration Date (see Editing User Accounts for details).

    NOTE: If your library has enabled User Registration Duplicate Checking (see Configuring User Registration Duplicate Checking for details), the User Duplicate Check Results dialog displays when you submit the record. Resolve any issues detected during the duplicate check, as appropriate (see Resolving User Duplicate Check Results for details)

    NOTE: Depending on the specific group(s) to which a Staff user is assigned, a “permissions” screen may display when you submit the record. Assign permissions to the user as appropriate (see Modifying User Permissions for details).

    NOTE: If you assigned the user to the Patron group, it may be necessary to edit the ILL permissions for the user (see Configuring ILL Permissions for Patrons for details).

  29. If desired, click the Upload User Photo link to upload a patron photograph (see Managing User Photos for details).

    NOTE: User Photos functionality is optional, and may not be enabled for all systems.

  30. If the added user is a library staff member, click the Staff Home Location Selections link to associated the staff member with one or more home locations (see Configuring Staff Home Locations for details).
  31. Click the OK button on the status message to close the message and return to the Add a User Account screen.
  32. Repeat steps 2 through 32 to add additional users to your library’s database. When all desired users have been added, click the Close button to close the Add a User Account screen.

NOTE: When you add a new patron record to your library’s database, default preferences are applied to the user’s record according to the default values specified for the “generic” patron record (see Editing Preferences for “Generic” Users for details).