Libraries Organizations & Users Updated: 18-Jun-2006

Libraries, Organizations & Users 2 Organizations Organizations in Verde represent external organizations that the library communicates with in the course of managing electronic resources (e.g. publishers or interface providers).

Libraries, Organizations & Users 3 Organization List Open the list by selecting Organizations in the Managing drop down menu. Using the Jump to button, you can jump to the desired organization instead of searching forward and backward in the list.

Libraries, Organizations & Users 4 Organizations Details An organization can have more than one role.

Libraries, Organizations & Users 5 Organization Contacts An organization can have contacts with one or more roles. One cannot delete a contact marked as Main If a contact lacks an address, it will be taken from the organization itself.

Libraries, Organizations & Users 6 Organization Pick Up An organization is required for a number of attributes (for example: a licensor for a license), and can be selected from a pick up window.

Libraries, Organizations & Users 7 Create a New Organization “On the Fly” If the required organization is missing from the list, you can create it “on the fly”, by pressing the New button. Next: Libraries

Libraries, Organizations & Users 8 Libraries Libraries represent different administrative units within the Verde installation. There are 2 different library types: Instance Institute

Libraries, Organizations & Users 9 Instance is the highest level. Every Verde instance has its own view of the Verde database and is independent in terms of management of its e-products. Institutes within one instance share the e- products and the key attribute entities like acquisitions, license, trial, access and admin. A single instance can support more than one institute. All institutes share e-products and attribute entities, and they represent the SFX institutes in Verde. Libraries

Libraries, Organizations & Users 10 ShrivenhamCranfield Library Example Instance Institute Silsoe Cranfield University Note that all e-products are shared by the different institutes within the same instance.

Libraries, Organizations & Users 11 Library Details Set the different library details. For example: Library code Alternate names Address.

Libraries, Organizations & Users 12 Library Contacts Press the contacts button to open the list. A contact can have one or more roles. Marking a contact as Main makes the contact undeletable.

Libraries, Organizations & Users 13 Library IP Lists The IP lists for the library and for the vendor can be kept under the IP Lists tab. Parallel IP lists can be found for each institute in SFX:

Libraries, Organizations & Users 14 Library Proxy Server Details of the proxy server that the library is using can be maintained under the Proxy Server tab. The proxy server is also saved in SFX, under Add Proxy Settings:

Libraries, Organizations & Users 15 Setting Local Institutes Local institutes should reflect the administrative structure of the library (such as SFX institutes and ALEPH adm units) Every administrative unit interacting with Verde should be set as a library.

Libraries, Organizations & Users 16 Setting Local SFX Institutes If your SFX instance contains institutes (for example: an Astronomy library with the code ASTRO) – you should create a parallel institute in Verde and fill the SFX Institute Code, to allow updates between the applications.

Libraries, Organizations & Users 17 Shared Instance in Consortium The shared instance in the consortium will purchase e-products for other instances In this example, the shared instance has an institute library representing the other instances in the installation. Shared instance INST1INST2 INST1INST2 Institutes in the shared instance

Libraries, Organizations & Users 18 Shared Instance in Consortium (2) The shared instance in the consortium will purchase e-products for other instances Create an institute for each other instance, and fill the Related Instance field to correlate between the institute and the instance. Next: Verde Users

Libraries, Organizations & Users 19 Users User Records contain usernames, passwords, authorizations and permissions of staff users, and are maintained by the Verde administrator.

Libraries, Organizations & Users 20 User Types The system administrator of an instance is authorized to define new users, modify existing ones, load data and change system configuration A staff user carries out different Verde operations. Staff users can be assigned roles (such as Selection Librarian) and are linked to profiles that define their permissions.

Libraries, Organizations & Users 21 Profiles Profiles allow the library to define granular specific authorizations (permissions) and restrictions per user Profiles are defined within an instance A staff user linked to a particular profile will be able to activate ONLY the functions that the profile allows.

Libraries, Organizations & Users 22 A user must be assigned at least one permission in order to work with Verde Permissions are assigned by the administrator, as part of a profile, or separately. User Permissions

Libraries, Organizations & Users 23 A Role is a label or a status that identifies the user as part of a functional group during the library’s workflow. A role is associated with the permissions that the user has (but the connection is not fixed) The RBA System delivers tasks to users according to their roles and permissions. Role Based Authentication (RBA)

Libraries, Organizations & Users 24 Users in Multi Instance Environment A profile can be made available for other instances. For example, a guest profile which allows other instances to view your holdings. The guest profile will be assigned by the administrator of the other instance to its users.

Libraries, Organizations & Users 25 Further reading… See section 2.15 – Organizations, section Libraries and section 3.1 – Users in the staff user’s guide.