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    Limiting Actions Related to Portfolios and E-collections According to User Role Scope

    User actions related to electronic collection and portfolios are limited according to the scope of the user role. Users whose role scope is configured for a specific library will be prevented from performing editing/managing operations on electronic inventory of other libraries, since it is outside of their defined role scope. This is to ensure that portfolio activation and other actions are only done by authorized users.

    The affected roles are:

    • Electronic Inventory Operator
    • Electronic Inventory Operator Extended
    • CDI Inventory Operator

    This page describes the changes that were done on the various Alma pages to support this new functionality. 

    User Roles Enhanced

    The Alma Administrator can now assign users to specific libraries. To support this, the options in the "Scope" parameter of the Electronic Inventory Operator role and of the CDI Inventory Operator role now include libraries. All editing actions granted by these two roles are now enabled only for users whose role scope matches the library/institution defined for the electronic resource.

    • When the Electronic Inventory Operator role (or the CDI Inventory Operator role) is set to institution level, the user cannot add additional roles of Electronic Inventory Operator Extended and Electronic Inventory Operator Limited with a different library scope.
    • When the Electronic Inventory Operator (or the CDI Inventory Operator role) is set to library level, the user can add additional roles of Electronic Inventory Operator Extended and Electronic Inventory Operator Limited and define other library scopes for these roles.

    electronic inventory operator role extended to libraries.png

    Any changes made to user role scope are logged in the user history (accessible from User Details page > History tab).

    Inheritance Principles and Derived Behavior for the Library Set on the Electronic Resource

    Condition Result
    No library is defined on the electronic collection 
    • The electronic collection library level is considered institution-level (across all libraries of the institution). This has the following implications:
      • All the collection's portfolios are considered institution-level.
      • Only users with institution-level role scope can manage the electronic collection and its portfolios.
    • The collection's portfolios can be set with any library and in this case only users with institution-level role scope and the specific library scope can edit the portfolio.

    Library is defined on the electronic collection

    Defining the library on the collection deletes the library previously set on the portfolios of the collection, and portfolios now inherit the library from the collection. This has the following implications: 

    • Only users with the specific library role scope can manage the electronic collection and its portfolios.
    • Once you set a library on the electronic collection, the ability to define a library is disabled for the collection's portfolios.  
    • The "Library" parameter becomes hidden in the following locations:
      • The Electronic Portfolio search results - the portfolio-level library label is hidden, and instead the parameter "Electronic collection library" is displayed.
      • The Electronic Portfolio Editor - the portfolio-level library label is hidden, and instead the parameter "Electronic collection library" is displayed.
      • The Portfolio table list in the Service editor.
    • The library set on the electronic collection is displayed on the Portfolio Editor as a read-only parameter "Electronic collection library".

    When changes are done to the library of either electronic collection or a portfolio (either an explicit change or by via inheritance), these changes are recorded by Alma. You can see these changes at all times in the History tab of the relevant resource. 

    Changing the library of the electronic collection does not trigger a publishing of a portfolio.

    Editing Permissions Flowchart

    • A user whose Electronic Inventory Operator role (or the CDI Inventory Operator role) scope is set to institution level can edit any electronic resource on which any library was set. 
    • A user whose Electronic Inventory Operator role (or the CDI Inventory Operator role) scope is set to a particular library, can edit any electronic resource set for that library, whether explicitly or by inheritance.

    Electronic inventory operator flowchart.png

    "Electronic Collection Library" Parameter Added to Portfolio Editor

    The read-only "Electronic collection library" parameter was added to the Portfolio Editor > General tab. This parameter displays the library inherited by the portfolio--which is the library set for the electronic collection. This parameter is not displayed for standalone portfolios (which are always in the scope of the user role).

    When this parameter is displayed, the portfolio-level parameter "Library" is hidden.

    Add Electronic collection library parameter to the portfolio editor.png

    Confirmation Popup When User Sets a Library on Electronic Collection

    Selecting a library on an electronic collection deletes the library on all its portfolios. The deleted libraries cannot be restored. For this reason, when you add a library to a collection, a popup message is displayed: "Setting a library to the electronic collection will delete any existing library value from all its portfolios, and they will inherit the collection's library definition. This action will be done by a background process and cannot be reversed." You need to confirm this message to proceed. Alma displays a success message with the job ID and a link to the Monitor Jobs page where you can track the job. 

    Restrictions on Actions in Search Results

    Actions in Search Results are now enabled based on a match between the library scope of the user's role and the library selected on the resource. 

    • When the user's Electronic Inventory Operator role (or the CDI Inventory Operator role) is set to a particular library, and the user makes an Electronic Portfolios or Electronic Collection search, the search results provide the Edit and Add actions only for the results that have that library selected. For resources set to a different library, the Edit and Add action are not displayed.
    • When the user's "Electronic Inventory Operator Extended" role is set to a particular library, and the user makes an Electronic Portfolios or Electronic Collection search, the search results provide the Delete action (see table below) only for the results matching that library. For resources set to a different library, the Delete action is not displayed.

    For the search Electronic Collection and Electronic Portfolios, the search results actions are as follows:

    Restrictions on Actions in the Electronic Editors

    Action  Electronic Inventory Operator role and CDI Inventory Operator role Electronic Inventory Operator Extended role
    Electronic Collection Editor

    Row level action Delete (Additional tab > Services table) 

    Disabled Enabled
    Selecting a library in the Library selection list 

    Enabled only for libraries the user has permissions to edit according to user role(s) scope.

    • If role is defined to institution level, you can select from the entire libraries list. 
    • If role is library-level, then you can select only from libraries defined on user role(s).
    Not applicable to role
     Electronic Portfolio Editor
    Linking a standalone portfolio to an electronic collection via the "Attach to an electronic collection" option. 

    A popup opens where you need to select the electronic collection to which to link the portfolio. The selection screen that opens all collections, but allows selecting only the collections that match your role scope(s).   

    When linking a standalone portfolio that has a library set, and attach it to an electronic collection that has a library set, the portfolio's library is deleted.

    When the library of the standalone portfolio and the library of the destination electronic collection are different, a warning is displayed on the collection selecting popup (see below): "The portfolio you are about to attach has a different library definition than the selected electronic collection.Once confirmed, the portfolio will inherit the electronic collection's library definition. Note that this action cannot be reversed."

     
    Selecting a library in the Library selection list 

    Enabled only for libraries the user has permissions to edit according to user role(s) scope.

    • If role is defined to institution level, you can select from the entire libraries list. 
    • If role is library-level, then you can select only from libraries defined on user role(s).
     
    Electronic Service Editor
    Row level actions Edit, Move, Remove, Duplicate, Deactivate, Delete (enabled for the Electronic Inventory Operator Extended role) Enabled only if the library set in the electronic resource matches the library defined on the user's role scope. For other electronic resources, these actions are disabled.  
    Table-level actions: 'Link local portfolios to Community', 'Move set of Portfolios', 'Activate/Deactivate', 'load Portfolios', 'Add' (all options), 'Delete Selected' (enabled for the Electronic Inventory Operator Extended role) Enabled only if the library set in the electronic resource matches the library defined on the user's role scope. For other electronic resources, these actions are disabled.  
    Row level actions Delete/Delete selected (Portfolios list table > Portfolios tab) Disabled Enabled
    All Electronic Editors

    Parameters in the Electronic Service Collection editor, the collection's Service Editor, the portfolios in the Portfolio List in the Service Editor

    Enabled only if the library set in the electronic resource matches the library defined on the user's role scope. For other electronic resources, the Editor opens in view mode.  

    message when selecting collection and service.png

    If you attempt to open any of the electronic resource editors in Edit mode, but you do not have the required editing permissions for that specific object you want to edit, the editor opens in View mode, with a warning message saying "The resource was opened in View mode due to insufficient editing privileges for this resource":

    resource opened in view mode message.png

    Restrictions on Actions in the Community Zone Updates Task List page

    In the Community Zone Updates Task List page (Alma Menu > Resources > Manage Inventory > Community Zone Updates Task List), under the Review tab, the below editing actions are now disabled for Report Type resources whose library does not match the library defined in the scope of the user roles:

    • Edit (available for the Electronic Inventory Operator role)
    • Dismiss 
      Note: You cannot dismiss resources out of the scope of your user role. If you select multiple report types and select 'Dismiss Selected', then resources that are out of scope cannot be selected and the checkbox for these resources are disabled. If you select "Dismiss All", only resources that are within your role scope is handled, and resources that are our of the user scope are skipped.

    Restrictions on Actions in the Electronic Resource Activation Task List Page

    In the Electronic Resource Activation Task List page (Alma Menu > Resources > Manage Inventory > Manage Electronic Resource Activation), under the various tabs, the below actions are disabled for resources whose library does not match the user scope of your role:

    • Edit
    • Edit Resource
    • Activate
    • Done
    • Delete (enabled only for the Electronic Inventory Operator Extended role)
    • Unsuppress
    • Change Status

    In addition, when you select resources, the selection checkbox does not appear by resources whose library (set either explicitly or by inheritance) does not match the library set in your role scope. 

    Restrictions on Related Inventory Actions in the Metadata Editor

    In the Metadata Editor, on the View Inventory page > Portfolios and Electronic collection tabs, the Edit and Delete actions (Delete only for the Electronic Inventory Operator Extended role) are enabled only for users whose role scope matches the library selected on the resource.

    View Inventory edit and delete restricted by scope.png

    Note that the action Add Local Portfolio in the Portfolio tab is enabled regardless of user's role scope. This action opens the "Add local portfolio" page, see next section below.

    Restrictions on Actions in 'Add Local Portfolio' Page

    The following changes were made to the page:

    • The "Library" parameter was changed from a pickup field to a dropdown. Its values are limited to the libraries within your role's scope.
    • When you select the "Part of an electronic collection" option in the "Portfolio Type" parameter, the "Electronic Collection" mandatory pickup field behaves as explained in section Attach to an electronic collection).
    • When you choose an electronic collection for the portfolio to be part of, and this electronic collection has a library set, then the "Library" parameter displays the library set on the selected electronic collection in read-only mode.

    collection selection on  'Add Local Portfolio' form.png

    Restrictions on Actions in the Purchase Order Line Details Page

    When editing the PO line, under the "Ordered Items" section, the editing actions are disabled for the resources whose library does not match the user role scopes.

    purchase order line details screen electronic inventory.png

    Restrictions on Actions in the License page

    From within the License Editor page > Inventory tab (Alma menu > Acquisition >  Acquisitions Infrastructure > Licenses > Edit License > Inventory tab), you can access the Electronic Collection Editor and Electronic Portfolio Editor by selecting the links to the electronic collection or portfolio.

    The editor now opens as follows:

    • If the electronic collection/portfolio is within the user's role's scope - the editor opens in Edit mode.
    • If the electronic collection/portfolio is not within the user's role's scope - the editor opens in View mode.

    license page electronic inventory.png

    "Library" Parameter Added to Search Results 

    The "Library" parameter was added to search results on the Electronic Collection, Electronic Portfolios and Portfolio List pages. This parameter is hidden if there is no value to display.

    See below for the details. 

    Library Parameter Added to Search Results .png

    Electronic Collection Search Results 

    The "Library" parameter was added to the search results of electronic collections.

    Electronic Portfolios and Portfolio List Search Results 

    Two new parameters "Library" and "Electronic Collection Library" were added to the search results of electronic portfolios:

    • The "Library" parameter displays the portfolio-level parameter (if defined).
    • The "Electronic Collection Library" parameter displays the portfolio's electronic-collection-level value (if defined).

    Electronic Portfolios and Portfolio List Search Results .png

    "Library" Facet Added to Search Results

    In the Electronic Portfolios and Portfolio List search results, a new facet "Library" was added. This facet displays portfolios with:

    • Library set for the portfolio
    • Library inherited from the collection

    In the Electronic Collections search results, a "Library" facet was added. 

    Updates to the Electronic Service Editor

    • "Collection Library" parameter added to the Service Editor Header
      A new "Collection library" parameter was added to the header of the Service Editor. This parameter displays the library set for the electronic collection:
      collection library on electronic service header.png
    • "Library" column added to the Portfolio List
      A new column "Library" was added to the portfolio list under the Parameters tab. The column displays only the library set in the portfolio (not set in the collection). This column is hidden by default, but you can display it.
    • "Library" filter in Portfolio List
      A "Library" filter was added to the table of portfoliosThe filter has the 'All' value by default. Other options are the values available in the "Library" column.
    • New Columns added to Extended Export report
      Two columns were added to the Extended Export report: 'Library' and "Electronic Collection Library". Note that the "Electronic Collection Library" column is not used during import/portfolio load.

    Updates to the "Change Electronic Portfolio Information" Job

    Electronic Inventory Operator, Electronic Inventory Operator Extended, CDI Inventory Operator roles do not have permission to run the job. 

    If you have the role to run "Change Electronic Portfolio Information" job, then note that: 

    • The "Set owner" field in the "Change Electronic Portfolio Information" job was renamed to "Library". In this field you can indicate a library that you want to update on multiple electronic resources in bulk. 

    When setting a library update in the job's parameters, some portfolios might already have a library set. If the library selected in the job does not match the electronic collection's library, this causes the job to skip the processing of this portfolio entirely (not only skip the specific library parameter update, but skip the entire portfolio updating process via this job's run). 

    To support this, new labels were added to the job report:

    • Library update skipped - indicates the number of portfolios where the library update was skipped because that library is already set on the electronic collection (since the portfolio inherits the e.collection's library). Select the (info) icon to display the explanation in Alma. 
    • Portfolios update skipped - indicates the number of portfolios where the library update was skipped because a different library is already set on the electronic collection (since the portfolio inherits the e.collection's library). Select the (info) icon to display the explanation in Alma. 

    Repository Import 

    The repository import process (Alma Menu > Resources > Import > Manage Import Profiles), now makes sure that the portfolios that are imported follow the library inheritance principle described above

    The 'Repository' import process validates the imported/creation of portfolios as follows:

    • When you select 'Part of an electronic collection' in the parameter "Portfolio Type", the "Electronic Collection" mandatory selection field behaves as explained in section Attach to an electronic collection.
      repository import library selection.png
    • Regarding the "Extract library from field":
    • Standalone portfolios are imported/created.
    • If the extracted library matches the library set on the electronic collection of the portfolio, then the portfolio is imported/created.
    • If the extracted library does not match the library set on the electronic collection of the portfolio, the portfolio is skipped and reported in the report. 
    • The report's counter for the portfolios skipped due to library mismatch is named "Electronic portfolio skipped due to library conflict with the electronic collection library".
    • If there is no library value to be extracted from the field, the portfolio is imported/created.
    • If the extracted library does match any existing library due to a typo, then the job takes the library from the "Default library" field.
    • The "Default library" was changed from a pickup field to a dropdown that will include all the libraries.

    Note that only the import profile type 'Repository' supports the "Portfolio Library" field (the import profile types 'Inventory Update' and 'New Order' do not support the library information). 

    Activating Electron Resource from the Community Zone 

    Activation from the Community Zone does not set the library defined in the user role scope on the activated electronic resource. Creation of a local electronic resource does not force the user's role scope's library on the created electronic resource.

    If a user with role's scope of Library X activates a resource or creates a local resource, and that user did not set a library matching that user's role scope to this electronic resource, this resource is created/activated in Institution-level, and user will not be able to edit it (as the user role's scope is defined for Library X).