1 Introduction
2 User groups and permissions
3 Create a new user account
- 3.1 Supervisor procedures
- 3.2 Administrator procedures
- 3.3 New employee procedures
4 Administrator procedures to deactivate a user account

Introduction

Administrators of the Archives Catalogue manage user groups and create new user accounts.
Administrators have made some adjustments to the default permissions for each user group.
The "contributor" user group is the default user group for all new user accounts.
Requests for new user accounts must be sent to Academic Technology Services from the supervisor.
Permissions can be restricted or granted at the user level. This is not usually necessary, though it may be appropriate when training new staff or students.

User groups and permissions

The following table explains the four main user groups in the Archives Catalogue:

User group	Description

User group	Description
Administrator	Administrators can create, read, update, or delete any record. Administrators can also install or uninstall AtoM, customize AtoM to institution-specific requirements or themes, and manage user accounts and user profiles.
Contributor	Contributors can search, browse, create, revise, and delete published and draft archival descriptions. Contributors can also revise authority records and taxonomy terms. Contributors do not have permissions to create or delete authority records and taxonomy terms. Contributors cannot create, revise, or delete institution profiles. This is the default user group for all new user accounts.
Editor	Editors can search, browse, create, revise, and delete published and draft archival descriptions. Editors can also create, revise, and delete authority records and taxonomy terms. Editors can also revise institution profiles. Permissions to create and delete institution profiles are reserved for site administrators. Type of user who can search, browse, add, edit and delete archival descriptions, authority records, archival institutions, functions, and terms.
Translator	Translators can translate data elements and user interface elements.

This table explains user groups and permissions associated with controlled vocabularies maintained in the Archives Catalogue.

Controlled vocabulary	Permissions	Administrator	Editor	Contributor

Controlled vocabulary	Permissions	Administrator	Editor	Contributor
Archival authority records
	Create new terms	X	X
	Update existing terms	X	X	X
	Delete terms	X
Subject access points
	Create new terms	X	X
	Update existing terms	X	X	X
	Delete terms	X	X
Genre access points
	Create new terms	X	X
	Update existing terms	X	X	X
	Delete terms	X	X
Geographic place access points
	Create new terms	X	X
	Update existing terms	X	X	X
	Delete terms	X	X

Contributors should contact an administrator or editor for new subject access points, geographic place access points, or authorized headings for an archival authority record.

See the Archives Procedure Manual section on controlled vocabularies for more information about controlled vocabularies.

Create a new user account

Supervisor procedures

Ensure new employee has received basic Archives Catalogue training or is scheduled to receive training.

Send a ticket to support@dal.ca with the subject: Attn: ATS - create new user account in Archives Catalogue.

Request new "contributor" user account in Archives Catalogue. Provide full name, NetID, and work location of new employee.

Administrator procedures

Log into the Archives Catalogue.

Click on the "Admin" drop-down menu and select "Users."

The List Users page shows all active users of the Catalogue.

Scroll to the bottom of the page and click on the "Add new" button.

Complete the Add User form. Record the new employee's full name in the username box.

Record the NetID email in the email box.

Generate a strong temporary password and record it in the password and confirm password boxes.

Add the user to the "contributor" group (unless the support ticket specifically requests a translator or editor account).

Click "Create" to save the new user account.

Send new employee temporary password in separate message and provide instructions on how to log into Archives Catalogue and update password.

Update support ticket with notification that new user account is now active. Mark ticket as closed/resolved.

New employee procedures

Log into Archives Catalogue. Click on Profile.

Click on Reset Password link.

Add new strong password.

Click on the "Save" button.

Administrator procedures to deactivate a user account

When an employee leaves Dalhousie or no longer requires access to the Archives Catalogue, administrators should deactivate the user account.

Log into the Archives Catalogue.

Click on the "Admin" drop-down menu and select "Users."

The List Users page shows all active users of the Catalogue.

Scroll through the list and click on the User name of the account to be deactivated.

Click on the "Edit" button.

Remove the "Active" checkmark from the Basic info section and remove the user group(s) in the Access control section.