1. DigiTool User Architecture and Overview DigiTool Version 3.0

2. User Management Overview 2 Agenda Overview Patrons and Profiles Staff Users and Privileges Depositors and Profiles Staff Approvers and Profiles

3. User Management Overview 3 User Architecture PatronsStaff Users DepositorsApprovers Meditor User Management Management Module - /mng Web ProfilePrivileges Depositor ProfileApprover Profile

4. User Management Overview 4 Overview Patrons and Profiles Staff Users and Privileges Depositors and Profiles Staff Approvers and Profiles Agenda

5. User Management Overview 5 What is a patron? A patron is a profiled user of the DigiTool system who, once confirmed, may login to the Resource Discovery or request profiled access to the deposit module. A patron ’ s details may be managed locally (within the DigiTool DB) or remotely by way of LDAP.

6. User Management Overview 6 Patron Registration Request Guests can request patron status in one of two ways: 1.Completing the Registration form from the Resource Discovery. 2.Completing the Registration form through the Deposit Module.

7. User Management Overview 7 Patron Confirmation/Activation Staff Confirms/Manages Patrons and Patron Requests from the Meditor User Management Interface by selecting the DigiTool > Administration > Patrons menu. 1.User requests are reviewed, a web profile is attributed expiry date set and finally are confirmed as patrons. 2.Patrons may be added and confirmed manually, without need for registration request. 3.All staff users attain a confirmed patron and default staff profile automatically, without need for step 1 or 2. 4.LDAP authorization provides automatic patron recognition upon login based on external db.

8. User Management Overview 8 Managing New Patron To add a new Patron, click New. The Global Patron Information form appears for you to fill in the patron personal details and profile.

9. User Management Overview 9 Web Profile – Resource Discovery The patron profile or web profile is a mandatory set of definitions related to each patron which defines the behavior and authorizations for the patron in the Resource Discovery. Patron profiles are defined independently of the patron, and then attributed by profile name to existing patrons. NOTE: The default profile name is DIGITOOL

10. User Management Overview 10 Web Profiles The Web Profile enables control over the patron’s Resource Discovery functions; this includes setting the default search base, e-Shelf permissions, personal collection definitions, etc. The Profile List is accessed from Meditor from the DigiTool > Administration > Web Profiles menu.

11. User Management Overview 11 New Web Profile To add a new Web Profile, choose a New option.

12. User Management Overview 12 Overview Patrons and Profiles Staff Users and Privileges Depositors and Profiles Staff Approvers and Profiles Agenda

13. User Management Overview 13 User Architecture PatronsStaff Users DepositorsApprovers Meditor User Management Management Module - /mng Web ProfilePrivileges Depositor ProfileApprover Profile

14. User Management Overview 14 What is a staff user? A staff user is a privileged user of the DigiTool system who, depending on their given authorizations, may have a variety of staff rights that provide them access to and enable them to perform various functions across the system. A staff user’s details are managed locally only (from the Meditor Client) by other privileged staff users. ADMIN staff users with appropriate privilege may be able to manage all staff users in the system, while non-ADMIN staff users may only gain privilege to manage other staff users within their Administrative unit. NOTE: The default ADMIN user is named DIGITOOL and should not be erased until another ADMIN user exists.

15. User Management Overview 15 Staff Users List The staff users list offers the option to filter users by the Administrative Unit to which the user is defined, by selecting a check box on the top of the screen. Note: ADMIN users will see all staff users. To access the Staff Users List and Privileges, select: DigiTool > Administration > Staff Privileges from the Meditor menu.

16. User Management Overview 16 Duplicate User To add a new user with the same privileges as an existing one is possible by copying an existing user's details. Highlight a user on the list and click Duplicate User.

17. User Management Overview 17 ADMIN Staff Users ADMIN Staff users are staff users that their “User Unit” is ADMIN and not any specific Admin Unit. Note this is not a real Unit and user should be granted permissions on specific admin units.

18. User Management Overview 18 Login as Another User/Change Password Staff users can change their password or login as another user while logged into the Meditor, by right- clicking the bottom key of the Operation Bar. Right-hand lower tray of icons (right-click on the relevant icon): Login, password and privileges

19. User Management Overview 19 Staff Privileges (Profiles) Each staff user belongs to a single administrative unit except for ADMIN staff users who may belong to multiple units. Every staff user has their own “ Profile ” which is a set of privileges which defines their authorization status for different available staff functions on a per administrative unit basis. ADMIN staff users with appropriate privilege may be able to manage all staff users in the system, while non-ADMIN staff users may only gain privilege to manage other staff users within their Administrative unit.

20. User Management Overview 20 Access Rights for a New User To assign access rights to a new user, highlight the name on the list and click Access Rights. Access Rights are assigned for each Administrative Unit separately.

21. User Management Overview 21 Access Rights Summary To view the access rights summary of all functions and sub- functions assigned to the staff user, highlight the name on the list and click Summary. Allowed Denied

22. User Management Overview 22 Overview Patrons and Profiles Staff Users and Privileges Depositors and Profiles Staff Approvers and Profiles Agenda

23. User Management Overview 23 User Architecture PatronsStaff Users DepositorsApprovers Meditor User Management Management Module - /mng Web ProfilePrivileges Depositor ProfileApprover Profile

24. User Management Overview 24 Depositor - KEY POINTS Would-be depositors MUST be registered as Patrons first before requesting and becoming a depositor. Every depositor is associated with ONE administrative unit only.

25. User Management Overview 25 Depositor – Request Deposit Access 1. Already a patron? Logging into the deposit module will recognize the user and prompt a profile request page. The user requests an admin unit to deposit to and only once a profile is assigned (by staff), will the depositor have access. 2. Not yet a patron? Click the register tab from the deposit login screen and fill out the standard patron registration form. The next screen shown will be the deposit profile request page. See 1 above.

26. User Management Overview 26 Depositor Profile A depositor profile is a set of definitions that apply to depositors which specify different behaviors and authorizations that the depositor will have access to when using the deposit module. The details managed at the depositor profile level: Available workflows File or disk space quota restrictions Active Deposits Deposit Group

27. User Management Overview 27 Depositor Profile Available for review only to Staff users from the Management module and defined per Admin Unit.

28. User Management Overview 28 Depositor Details – Assignment of Profile Assigning a profile to a depositor initiates an email to the user notifying their approved deposit status. This process also confirms the user as a patron if they were not yet already confirmed.

29. User Management Overview 29 Overview Patrons and Profiles Staff Users and Privileges Depositors and Profiles Staff Approvers and Profiles Agenda

30. User Management Overview 30 User Architecture PatronsStaff Users DepositorsApprovers Meditor User Management Management Module - /mng Web ProfilePrivileges Depositor ProfileApprover Profile

31. User Management Overview 31 Approver - KEY POINTS Would-be Approvers MUST be defined as Staff users first before being defined as approvers. An approver is associated with one administrative unit – UNLESS the staff user is an ADMIN user in which case they may be defined as approvers in multiple units.

32. User Management Overview 32 Approver Profile An approver profile is a set of definitions that apply to staff approvers individually and that specify the responsibilities that the approver will have when using the approver module. The details managed at the approver profile level: Responsible for Group(s) Responsible for Workflow(s)

33. User Management Overview 33 Approver – Profile Assignment Available for review only to Staff users from the Management module and defined per Admin Unit.

34. User Management Overview 34 www.exlibrisgroup.com Thank you!