Page tree
Skip to end of metadata
Go to start of metadata

This section describes setting up a new Access Permission. It consists of the following settings:


To access Access Permission Maintenance, select System Management > Security > Access Permission Maintenance. 

 

From the Access Permission Maintenance screen, click Add access permission in the Actions menu.

The following screen opens (top half of screen only shown):


 

Enter information into the following fields (required fields have an asterisk next to the label):

 

Name *Enter a meaningful name for the Access Permission
DescriptionDescription for the Access Permission

 

 

Then define the following settings:

Search Accessibility

Select Allow if the user is to be able to save searches; otherwise select Deny.

Back to top

Access to Requests

Determines whether or not the user can make requests and specifies the maximum number of loans and requests allowed for each request type. If Yes is selected, the following options appear:

 

Tick the required options:

Allow Loan Requests & Maximum AllowedEnter the maximum number of loans and requests that can be made by a user of this access permission at any one time
Allow Photocopy Requests & Maximum AllowedEnter the maximum number of photocopy requests that can be made by a user of this access permission at any one time
Allow Supply a Copy & Maximum AllowedEnter the maximum number of Supply a Copy requests that can be made by a user of this access permission at any one time

 

 

Caution! Even if you are not allowing requests, you still need to change the setting to Yes and enter the maximum number of loans allowed in the first box - otherwise you will not be able to loan anything.

Note that you also need to specify which Record Types the user can make requests for, and which type of request.

 

 

See Requests and Reservations for an explanation of the types of request.

Back to top

Access to Non-Published records

This setting determines whether or not users can see records which have been flagged as Not Published:


 

Select Allow or Deny as required.

Back to top

Access to Non-Published records only function

This setting determines whether or not the user is to be able to search Non-Published records only:

Select Allow or Deny as required.

Back to top

Categories

To be completed

 

Back to top

File Security Categories

You can assign a File Security Category which determines whether the user can view or download documents and images attached to the catalogue record, and whether staff can assign categories when cataloguing.

You need to have defined the File Security Categories before you can assign them here.

 

 

The options are:

  • View - search the content of the attached document and see the link
  • Download - download the document
  • Manage - assign categories when cataloguing

To allow access to all categories, tick the "All categories" box, which automatically assigns View and Download rights. This is the default setting.

To define access to specific categories, un-tick the "All categories" box, then tick the appropriate View, Download or Manage boxes against the File Security Categories.

Back to top

Content and Record Types

This setting defines which Content and Record Types the user may access.

 

Click on the + symbol next to a Content Type to reveal the Record Types:

Tick the Content and Record Types which this permission is to have access to.

Alternatively, tick the "Allow access to all Content and Record Types" box if this is appropriate.

Specifying edit rights

You can specify which Record Types users can edit. By default, no editing is allowed.

Click Edit next to the Record Type to show the options:

There are three ways to assign edit rights:

  1. If the user is to be allowed edit access to all Content and Record Types, tick the "Allow edit all content and record types" box to the right of the table.
  2. To allow access to selected Record Types, tick the box next to them, then click Assign Edit to selected Record types.
  3. To allow edit access to a specific Record Type, tick the "Allow edit" box above the request options.

Specifying Requesting options

If you have specified that this type of user can make requests, you also need to specify request permissions for individual Record Types. By default, no requesting is allowed.

  1. Click Edit next to the Record Type to show the options, as above. 
  2. Select Yes for "Allow Requests / Reservations".
  3. Tick the appropriate request options that you want to allow.

     

    Note that if an request type option has not been allowed in the "Access to Requests" setting, then it will be greyed out.

  4. To finish, click Update to save the choices.

Back to top

Which offices can the user process requests for?

For library staff only, this setting defines the office for which they can process requests, typically their own office but they may also be able to do this for other offices.

Tick the required offices, or Select All as appropriate.

Caution! Note that you must tick at least one office, otherwise you won't be able to manage requests at all.

 

Back to top

Offices and Libraries

This setting defines which offices and libraries the user may access records from:

 

Tick the required offices, or Select All as appropriate.

Back to top

Other user functionality

There are two options in this section:

Show Locations: Select Allow if the user is to see copies listed on the OPAC summary results table; otherwise select Deny to hide the list.

Show basket in OPAC: Select Allow if the user is to see the Basket function; otherwise select Deny to hide the basket.

 

Note that library staff automatically have access to the Basket function.

 

Back to top

 

Completing the process 

When you have finished, click Save in the Actions menu.

This returns you to the list of Access Permissions, with the new definition added to the list.

 

Access permissions not working as expected? See the Troubleshooting Guide.

  • No labels