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    Managing User Roles

    Translatable
    To manage user roles, you must have one of the following roles:
    • User Manager
    • User Administrator
    For convenience, circulation desk operators can be deleted, exported, or imported by running batch jobs (see Running Manual Jobs on Defined Sets).

    Adding Roles to Users

    You add a role to a user by:
    • Selecting a role profile, as described below.
    • Selecting roles individually, as described below.
    • Running the Update/Notify Users job to add roles to users in bulk; see Update/Notify Users.

    When a user's role assignments have been edited, the user is required to log out and log in again for the changes to take effect.

    You manage roles in the User Roles area on the General Information tab of the User Details page (Admin > User and Staff Management > Manage Staff and Users; select Edit in the row actions list).
    user_roles_area_ux.png
    User Roles Area
    To add roles to a user:
    1. In the User Roles area on the User Details page, add roles using one of the following methods:
      • Manually select roles for the user: Select Add Role. The Add New Roles page appears.
        add_new_roles_ux.png
        Add New Roles Page
        For the description of the roles that can be configured for users, see User Roles – Descriptions and Accessible Components.
        Select the roles you want to assign to the user and select Add Role. If you select a single role, the User Roles Details page appears. See Editing Roles Assigned to Users. If you selected multiple roles, the roles are added to the user.
      • Add roles using a profile: Select Add from Profiles. The Profiles List page appears.
        profiles_list_ux.png
        Profiles List Page
        The Profiles List page displays the defined role profiles (pre-defined by a system administrator; see Configuring Role Profiles).
        Select the required role profiles and select Select. All roles associated with the selected profiles are added to the user.
    2. Select Save. Roles that require additional configuration (such as selecting a scope) are inactive until you edit them; see Editing Roles Assigned to Users.

    Editing Roles Assigned to Users

    You can activate or deactivate ra user's roles, and you can change a user role's scope. When multiple roles are added all at once to a user (see Adding Roles to Users), roles that require additional configuration (such as selecting a scope) remain inactive until they are edited.
    To edit a role assigned to a user:
    1. In the User Roles area on the User Details page (Admin > Users and Staff Management > Manage Staff and Users; select Edit in the row actions list), select the role or select Edit in the row actions list. The User Roles Details page appears.
      User Role Details.png
      User Roles Details Page
    2. Edit the required information.
      Role Information Fields
      Field Description
      Role name The name of the role.
      Scope This field is mandatory, even though the field appears without a red asterisk.
      • For roles that always apply to the entire institution, the scope is set to the institution and cannot be changed.
      • For roles set on the library/campus level, select the campus/library (or the institution, if it is available) to which the role applies.
      After selecting the scope, some roles require additional information in the Role Parameters section, such as a service unit or circulation desk. Select the required values for these parameters, as described in User Roles – Descriptions and Accessible Components.
      To add multiple libraries/campuses, add the role to the user multiple times, selecting a different library/campus each time.
      Status Select whether the role is active or inactive.
      Expiry date The date after which the role becomes inactive.

      Can't edit restricted users

      If all of this user's roles have the Can't edit restricted users selected, the user will have edit/delete access only for users that are not restricted. The user will still be able to view the limited access user records, but not make any changes (including to contact info, etc.). If one of the user's roles is not limited, the user is not limited in their edit/delete access.

      This is applicable for the following roles:

      • General System Administrator
      • User Administrator
      • User Manager
      • Repository Manager
    3. Select Save Role. The role is saved.
    4. Select Save. The user details are saved.
    If the scope is properly set for a role, you can activate or deactivate a role by selecting the slider in the User Roles area on the User Details page.

    Removing Roles from Users

    You can remove roles assigned to a user.
    To remove roles from users:
    1. In the User Roles area on the User Details page (Admin > User and Staff Management > Manage Staff and Users; select Edit in the row actions list) , select the role or select Delete in the row actions list or select the roles and select Remove Selected. A confirmation dialog box appears.
    2. Select Confirm in the confirmation dialog box. The roles are removed.
    3. Select Save. The user details are saved.

    User Roles – Descriptions and Accessible Components

    The following table describes the roles that can be configured for users and the Esploro components that each user role can access. All users can search (see Searching in Esploro), view certain widgets (see Managing Widgets), and potentially view analytics information in a link or widget (see Running Analytics Reports and Displaying Them in Esploro). You can also assign privileges to roles in Esploro from Configuration > General > Roles and Privileges.
    User roles (actually, the internal privileges associated with the roles) determine not only which pages a user can access, but often the fields, options, jobs, or actions that the user can perform on these pages. Unfortunately it is not possible to present here an extensive and exact list of every option and action available on each Esploro page for each role. See the respective areas in the documentation for the roles required to access each page and, in some cases, perform a specific action on the page. Additional information is provided in the Roles Report and Privileges Report.
    User Roles
    Module Role Accessible Components Description Role Parameters
    User Management User Administrator

    ADMIN:

    • Manage Staff and Users
    • Run a Job
    • Monitor Jobs
    • Manage Sets
    • Toggle Account Type
    Manages all aspects of user management, including configuration aspects such as setting up and running user synchronization actions.
    Select Read Only to enable the user to view but not edit user management configurations.
    The User Administrator can change the password of an internal user.
    The User Administrator can delete users.
    • Read only – When selected, the user can view user management configuration tables, but not change them or run any related user management jobs.
    User Manager

    ADMIN:

    • Manage Staff and Users
    • Run a Job
    • Monitor Jobs
    • Manage Sets
    • Manage Exports
    • Toggle Account Type

    Manages user information, such as roles and contact information.

    The User Manager can change the password of an internal user.

    The User Manager can delete users.

     
    Miscellaneous Esploro Analytics Administrator

    ANALYTICS:

    • Subscribe to Analytics
    • Analytics Objects List
    • Asset by Links
    • Assets by Input Method
    Enables configuring Esploro analytics and exposing analytics to other staff operators.  
    Esploro Designs Analytics

    ANALYTICS:

    • Design Analytics
    • Data Visualization
    • Subscribe to Analytics
    • Analytics Objects List
    • Asset by Links
    • Assets by Input Method
    Enables creating Esploro analytics reports.  
    General System Administrator ADMIN:
    • All Processes and Sets options
    • Manage Users
    • Run a Job
    • Monitor Jobs
    • Manage Sets
    • Manage Exports
    • User Management Configuration Menu
    • General Configuration Menu

    ANALYTICS:

    • Analytics Configuration Menu
    Overall manager of all Esploro system configurations.
    Select Read Only to enable the user to view but not edit configurations or run jobs.
    • Read only – When selected, the user can view configuration tables and import/export profiles, but not change them or run any related jobs.
    Research Configuration Manager
    • Research configuration
    • General configuration (to configure integration profiles)
    • Admin – Monitor jobs
    • Analytics – Subscribe to analytics
    • Research – Manage and run research import profiles
    Access all Esploro-related configuration areas  
    Media Mentions Manager      
    Organizations Manager
    • Organization Management (Research main menu)
      • Organization Academic Units
      • External Research Organizations
    Manage internal and external organization units.  
    Research Assets Curator
    • Admin – Manage users (read only) and sets
    • Analytics – Subscribe to analytics
    • Research – View and edit assets, manage deposits (not including the assigned to others tab)
    • Organization Management – External Research Organizations (with the Manage External Organizations privilege)
    Manage research deposits and assets.  
    Research Assets Manager
    • Admin – Manage users (read only), sets, import and publishing profiles and jobs
    • Analytics – Subscribe to analytics
    • Research – Manage assets, deposits (all assignment tabs) and grants
    • Organization Management – External Research Organizations (with the Manage External Organizations privilege)
    Manage research deposits and assets, including assigning deposits to curators.  
    Research Observer
    • Analytics – Subscribe to analytics
    • Research – Manage assets and deposits (read only)
    View-only access to research deposits and assets.  
    Researcher      
    Researcher Manager
    • Admin – Manage users and manage sets
    • Analytics – Subscribe to analytics
    • Research – Manage researchers
    Manage researchers.  

    Researcher Curator

    • Admin – Manage sets
    • Research – Curate researchers
       
    Research Depositor
    • Research – Curate deposits (does not include deposit approval).
    • Organization Management – External Research Organizations (with the Manage External Organizations privilege).
    Create and update research deposits.  

    Role Privileges

    The Role_-_Privilege_V12.xlsx table provides the following information:

    • Privileges available for each role (on the first tab). 
    • Description of each privilege (on the second tab). 

    Additional References