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    Ex Libris Knowledge Center

    Managing User Roles

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    To manage user roles, you must have one of the following roles:
    • User Manager
    • User Administrator

    Adding Roles to Users

    You add a role to a user by:
    • 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 Management > Manage 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 select multiple roles, the roles 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 a 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 > User Management > Manage 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.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.
      If you reduce a user's scope to library-level from institution-level, or remove a library-level scope from a user, the user can no longer manage those entities that are assigned to him/her but are now out of scope.
      Status Select whether the role is active or inactive.

      The role is considered inactive after the role expiry date even if its status is still ‘Active’. For a role to be considered active, it must have both an ‘Active’ status and no expiry date that is in the past.
      Expiry date The date after which the role becomes inactive.

      The role is considered inactive after the role expiry date even if its status is still ‘Active’. For a role to be considered active, it must have both an ‘Active’ status and no expiry date that is in the past.

      Can't edit restricted users

      This setting is applicable for the following roles:

      • General System Administrator
      • User Administrator
      • User Manager
      • Circulation Desk Manager
      • Circulation Desk Operator
      • Circulation Desk Operator - Limited
      • Repository Manager

      User accounts can be defined as 'restricted for editing' in the Users Restricted for Editing table (Configuration Menu > User Management > Roles and Registration > Users Restricted for Editing). See Restricting Users for Editing.

      If all of this user's roles have Can't edit restricted users selected, the user has no edit/delete access for restricted users. This user will still be able to view the user records, but not to make changes (such as editing contact info, etc.). If this user is assigned several of the above roles, and some roles have "Can't edit restricted users" selected and other roles do not, the user can still make changes.
    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 Management > Manage 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 Rapido components that each user role can access.
    For the below jobs, institution scope is required to run jobs. For the list of roles managed at the library level, see Roles Managed at the Library Level.
    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 Rapido page for each role. See Role Privileges below for detailed information on privileges 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.

    For more details on jobs and the roles that are required to be able to run them, see Manual Jobs and Their Relevant Parameters.
    Manages the library's fulfillment services related to resource sharing.

    The Fulfillment Services Operator needs the scope of a library to be able to see Resource Sharing requests. If the scope of the role is on the Institution Level, Resource Sharing requests do not become visible. 

    User Roles
    Module Role Accessible Components Description Scope Role Parameters
    User Management
    User Administrator
    ADMIN:
    • Manage Users
    • Purge User Records
    • User Identifier Types (read only)
    • Run a Job
    • Monitor Jobs
    • Manage Sets
    • Toggle Account Type
    • User Management Configuration Menu
    Manages all aspects of user management, including configuration aspects such as setting up and running user synchronization actions. Can manage Patron record type.
    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.
    Institution
    • 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 Users
    • User Identifier Types (read only)
    • Run a Job
    • Monitor Jobs
    • Manage Sets
    • Manage Exports
    • Toggle Account Type
    Manages user information, such as roles, blocks, and contact information. Can manage Patron record types. 
    The User Manager can change the password of an internal user.
    The User Manager can delete users.
    Institution
     
    Discovery
    Discovery - Administrator
    • Labels
    • Discovery Configuration Menu
    Enables the configuration of all discovery functionality.
    Institution
     
    Discovery Operator - Limited
    DISCOVERY:
    • Discovery Configuration Menu
    Limits the administrator to the following options on the Discovery Configuration menu:
    • Display Configuration
    • Other
    Institution
     
    Fulfillment
    Circulation Desk Manager
    FULFILLMENT:
    • Scan in items
    ADMIN:
    • Manage Users
    Manages circulation desk actions.
    You must assign a circulation desk when configuring this role.
    To configure this role for multiple circulation desks in the same scope, assign the desks as multiple parameters in the same role.
    Library
    • Circulation Desk – The circulation desk for which this role applies.
    Circulation Desk Operator
    FULFILLMENT:
    • Scan in items
    ADMIN:
    • Manage Users
    You must assign a circulation desk when configuring this role.
    To configure this role for multiple circulation desks in the same scope, assign the desks as multiple parameters in the same role.
    The Circulation Desk Operator can change the password of an internal user if the user has a patron role only and the role has not expired.
    Library
    • Circulation Desk – The circulation desk for which this role applies.
    Circulation Desk Operator - Limited
    FULFILLMENT:
    • Scan in items
    ADMIN:
    • Manage Users
    You must assign a circulation desk when configuring this role.
    The Circulation Desk Operator - Limited can change the password of an internal user if the user has a patron role only and the role has not expired.
    Library
    • Circulation Desk – The circulation desk for which this role applies.
    Fulfillment Administrator
    FULFILLMENT:
    • Fulfillment Configuration Menu
    ADMIN:
    • Run a Job
    • Monitor Jobs
    • Manage Exports
    Select Read Only to enable the user to view but not edit fulfillment configurations.
    Institution / Library
    • Read only – When selected, the user can view fulfillment configuration tables, but not change them or run any related fulfillment jobs.
    Fulfillment Services Manager
    FULFILLMENT:
    • Monitor Requests & Item Processes
    ADMIN:
    • Manage Users (View Only)
    Manages the library’s authoritative fulfillment service actions - assigns and handles resource sharing requests.
    Institution / Library
     
    Fulfillment Services Operator
    FULFILLMENT:
    • Resource Sharing Requests
    ADMIN:
    • Manage Users (View Only)
    Manages the library's fulfillment services related to resource sharing. 
    The Fulfillment Services Operator needs the scope of a library to be able to see Resource Sharing requests. If the scope of the role is on the Institution Level, Resource Sharing requests will not become visible. 
    Institution / Library
    • Service Unit – The department for which this role applies.
    Patron
    USER MANAGEMENT:
    • User Details - Fines/Fees tab
    Receives services from the specified library (if the institution is specified, the patron receives services from all libraries in the institution). Services include receiving loans, placing requests for physical items, and digitization of items.
    To limit patron's circulation activity, you can set either the user card OR the Patron role expiry date. A patron cannot perform fulfillment activities if either the user card or the Patron role has expired. For more information about the user expiry date, see Expiration Date.
    Institution / Library
     
    Resource Sharing Partners Manager
    ACQUISITIONS:
    • Create Purchase Request
    FULFILLMENT:
    • Partners
    • Rota Templates
    Manages resource sharing partners, to define the types of communication available between Rapido and the resource sharing system. Also manages rota templates, to enable attaching a group of partners to a resource sharing request.
    Institution / Library
     
    Inventory
    Repository Administrator
    RESOURCES:
    • Import profiles
    ADMIN:
    • Run a Job
    • Monitor Jobs
    • Manage Exports
    Manages institution and library configurations related to inventory.
    Select Read Only to enable the user to view but not edit resources configurations.
    Institution
    • Read only – When selected, the user can only view repository configurations, but not change them or run any related repository jobs.
    Repository Manager
    RESOURCES:
    • Manage  Repository
    • Restore Jobs
    ADMIN:
    • Run a Job
    • Monitor Jobs
    • Manage Sets
    • Manage Exports
    Manages authoritative inventory-related actions, including adding, editing, deleting, and linking inventory.
    Institution / Library
     
    Miscellaneous
    Analytics Administrator
    ACQUISITIONS:
    • Create Purchase Request
    ANALYTICS:
    • Subscribe to Analytics
    • Analytics Configuration Menu
      • Analytics Objects List
      • Analytics User Statistics
      • Analytics Citation Attribute Types
      • Analytics Other Settings
    Enables configuring analytics and exposing analytics to other staff operators.
    Institution
     
    Designs Analytics
    ACQUISITIONS:
    • Create Purchase Request
    ANALYTICS:
    • Design Analytics
    • Design Analytics (Primo)
    Enables creating analytics reports.
    Institution
     
    General System Administrator
    RESOURCES:
    • Resources Configuration Menu
    FULFILLMENT:
    • Resend Printouts/Emails
    • Fulfillment Configuration Menu
    ADMIN:
    • 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 Rapido system configurations.
    Select Read Only to enable the user to view but not edit configurations or run jobs.
    Institution
    • Read only – When selected, the user can view configuration tables and import/export profiles, but not change them or run any related jobs.
    Letter Administrator
    ACQUISITIONS:
    • Create Purchase Request
    ADMIN:
    • General Configuration Menu
    Manages letter configurations, such as Letter Activity and Letter processes.
    Select Read Only to enable the user to view but not edit letters.
    Institution
    • Read only – When selected, the user can view letters, but not change them.
    Printout Queue Manager
    ADMIN:
    • Printouts Queue
    Has access to the Printouts Queue link (Admin > Printouts Queue > Printing). Can view and print all letters from the printouts queue. 
    Institution
     
    Printout Queue Operator
    ADMIN:
    • Printouts Queue
    Has access to the Printouts Queue link (Admin > Printouts Queue > Printing). Can view and print their own printed letters from the printouts queue. 
    Institution
     

    Roles Managed at the Library Level

    The following roles can be managed at the library level:

    • Circulation Desk Manager
    • Circulation Desk Operator
    • Circulation Desk Operator - Limited
    • Fulfillment Services Manager
    • Fulfillment Services Operator
    • Patron
    • Repository Manager
    • Resource Sharing Partners Manager