Managing User Roles

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

To add roles to a user:

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 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 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.
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 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:

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 Roles Details Page

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

Select Save Role. The role is saved.
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:

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.
Select Confirm in the confirmation dialog box. The roles are removed.
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 Working with Analytics Objects). You can assign privileges to roles in Esploro from Configuration > General > Roles and Privileges.

To view the privileges for each role go to Configuration > General > Roles and Privileges > Roles 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 Management	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	Delete Direct Deposit Edit Direct Deposit Manage External Organizations User List View View Others Research Deposit Delete Mediated Deposit Search Researchers User Manager View View Research Asset	Manage 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).

Adding Roles to Users

Editing Roles Assigned to Users

Removing Roles from Users

User Roles – Descriptions and Accessible Components

Role Privileges

Additional References