Access Roles

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Access Roles define what a user can and can't do within your system. Access Roles can prevent certain users from deleting records, changing preferences or using certain plug-ins. You may define as many Access Roles as you wish and your users can be assigned to as many roles as are appropriate.

In the Global Navigation bar, navigate to Manage > Access Control. Then, select "Access Roles" from the left navigation bar. This displays the list of Access Roles that are currently defined for your system. The list shows the display name, code and descriptions of each of these access roles. You may edit an Access Role by clicking the "edit" icon or delete it by clicking the red "X."

Access role.png

Creating an Access Role

Click the green + labeled "New Role." This brings you to the Access Roles editor screen. Enter the following information about your new Role

  • Name - Give your role a descriptive name
  • Code - Choose a unique code by which to identify the User Role
  • Description - Describe your User Role so that you can quickly refer to it
  • User Actions - Use these checkboxes to determine what your new User can view, delete and change within your system. You can control aspects of every part of the software, as listed below.

Access Restrictions

System Administration 
Controls whether or not the user is an administrator, can set access controls, can view Logs, can configure user interfaces, can configure metadata elements, can configure relationship types, can configure Locales, can view the Configuration Check table, can manage Advanced Search forms, or manage displays.
Searching and Browsing 
Controls whether or not the user can Search, QuickSearch or Browse records in the system.
Personalization 
Controls whether or not the user can set Preferences, create Advanced Search forms, edit advanced search forms, delete advanced search forms, use advanced search forms, create Displays, edit displays, delete displays, or use displays.
Content Management 
Controls whether or not a user can create User Groups, create Sets, edit sets and set content, delete sets and set content, or view sets.
User Generated Content 
Controls whether or not a user can manage user comments and user tags.
Object Editing 
Controls whether or not a user can create objects, edit objects, delete objects, search objects, or browse objects.
Object Lot Editing 
Controls whether or not a user can create object lots, edit object lots, delete object lots, search object lots, or browse object lots.
Entity Authority Editing 
Controls whether or not a user can create entities, edit entities, delete entities, search entities or browse entities.
Place Authority Editing 
Controls whether or not a user can create places, edit places, delete places, search places or browse places.
Occurrence-based Authority Editing 
Controls whether or not a user can create occurrences, edit occurrences, delete occurrences, search occurrences or browse occurrences.
Collection Authority Editing 
Controls whether or not a user can create collections, edit collections, delete collections, search collections, or browse collections.
Storage Location Authority Editing 
Controls whether or not a user can create storage locations, edit storage locations, delete storage locations, search storage locations, or browse storage locations.
List & Vocabulary Editing 
Controls whether or not a user can create lists and list items, edit lists and list items or delete lists and list items.
Web service API access 
Controls whether or not a user can use the browse service; cataloguing service, iteminfo service, search service or usercontent service.
Media Import plugin 
Controls whether or not a user can use media import plugin functions.
Advanced search form widget 
Controls whether or not a user can use the advanced search form widget.
Counts widget 
Controls whether or not a user can use the counts widget.
Last logins widget 
Controls whether or not a user can use last logins widget.
Recent changes widget 
Controls whether or not a user can use recent changes widget.
Recent comments widget 
Controls whether or not a user can use recent comment widget.
Recently created widget 
Controls whether or not a user can see Objects, Entities, Places, Occurrences, Sets, Collections, Object representations, and Object lots in the Recently Created Records widget.
Records by status widget 
Controls whether or not a user can see Objects, Entities, Places, Occurrences, Sets, Collections, Object representations, and Object lots in the Records by Status widget.
Track processing widget 
Controls whether or not a user can use the Track Processing widget.

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