Skip to main content
ExLibris
  • Subscribe by RSS
  • ExLibris Dev

    Roles and Registration Configuration

    Translatable
    For more information about roles, see Managing User Roles.
    The base unit of permission for viewing an item (page, option, link) or performing an action is privilege. Privileges are grouped by roles. Roles are grouped by role profiles. A user’s job category is a group of role profiles.

    Configuring Role Profiles

    To configure role profiles, you must have one of the following roles:
    • User Administrator
    • General System Administrator
    A role profile comprises multiple roles, normally grouped according to job function, that can be used when assigning roles to users (see Adding Roles to Users). Role profiles are also used when assigning job categories to users, instead of assigning roles individually (see Configuring Job Categories).
    You can also configure role assignment rules which indicate when a role profile is to be assigned (see Configuring Role Assignment Rules).
    You configure role profiles on the Profiles List page (Administration > User Management Configuration > Configuration Menu > Roles and Registrationnbsp;> Profiles).
    Profiles List Page
    If the selected role profile does not have roles assigned to it, you can add roles as described in Adding a Role Profile.
    You can perform the following actions on this page:
    • Add a role profile (see Adding a Role Profile)
    • Edit a role profile (select Actions > Edit). When editing a role profile, you can do the following on the Profile page:
      • Remove a role profile:
      • To remove a single role profile, select Actions > Remove
      • To remove multiple roles from the role profile, select the check boxes of the roles you want to remove and click Remove Selected
      • Edit a role (Actions > Edit; see Editing a User Role)
      • Enable/Disable a role (click the yellow check mark to the left of the role to disable it, and click the gray check mark to enable it)
    • Duplicate a role profile (Actions > Duplicate and modify the role profile, as needed)
    • Delete a role profile (Actions > Delete)

    Adding a Role Profile

    You can add a role profile to the list of role profiles.
    Each role in a role profile can be either enabled or disabled. By default, each new role is enabled. Click the yellow check mark to the left of the role to disable it, and click the gray check mark to enable it.
    To add a role profile:
    1. On the Profiles List page (Administration > User Management Configuration > Configuration Menu > Roles and Registration > Profiles), click Add Profile. The Profile page appears. This is the first page of a two-page wizard.
      Profile Page
    2. Enter a name for the role profile (required), and click Save and Continue. The Profile page updates and displays the Profile Roles section.
      Profile Page – Updated
    3. Click Add Role. The Add New Roles page appears.
      Add New Roles Page
      For a list and description of the roles that can be configured for users, see User Roles – Descriptions and Accessible Components.
    4. Select the check boxes of the roles you want to add to the role profile and click Add Role. The new roles are added to the Profile page.
      Profile Page
    5. Click Save to store the new role profile and return to the Profiles List page. The new role profile appears in the list of role profiles.

    Editing a User Role

    You can edit the roles that are associated with a role profile.
    To edit a user role:
    1. On the Profile page (Administration > User Management Configuration > Configuration Menu > Roles and Registration > Profiles, select Actions > Edit for a role profile), select Actions > Edit for a role. The User Roles Details page appears.
      User Roles Details Page
    2. Update the necessary fields, as described in the following table:
      Role Information Fields
      Field Description
      Role Name The name of the role (cannot be changed).
      Scope From the predefined drop-down list, select the campus/library in which the role is allowed.
      Status From the predefined drop-down list, select if the status is Active or Inactive.
      Expiry Date The date after which the user no longer has the role.
      Click the Expiry Date box and select the required date from the Calendar dialog box.
    3. Click Save Role. The edited role is saved, and the Profile page appears.

      Click Save on the Profile page to store the changes you made to the role profile.

    Configuring Role Assignment Rules

    To configure role assignment rules, you must have one of the following roles:
    • User Administrator
    • General System Administrator
    After you define role profiles, you can create rules that automatically assign a role profile to a user. Role assignment rules can also be used to assign profiles to job categories.
    Any user added to the system after a role assignment rule is created, and matching a rule's input parameters will receive all roles defined in that rule's output parameters. Rules are not applied retroactively to existing users, and new role profiles must be assigned to existing users manually.
    There is a default role assignment rule that defines the role profiles that are automatically assigned to a new user when the user is created. This rule differs from the role assignment rules that you create in that it applies to all users. When you create a role assignment rule, you define the users to whom the rule will apply.
    Each role assignment rule can be either enabled or disabled. By default, each new rule is enabled.
    You configure role assignment rules on the Automatic Role Assignment Rules page (Administration > User Management Configuration > Configuration Menu > Roles and Registration > Role Assignment Rules).
    Automatic Role Assignment Rules Page
    You can perform the following actions on this page:
    • Add role assignment rules (see Adding Automatic Role Assignment Rules)
    • Edit a role assignment rule (Actions > Edit)
      You cannot edit an existing set of input parameters. To modify an existing set of input parameters, first delete the existing set, and then add a new set.
    • Edit the default role assignment rule (see Editing the Default Automatic Role Assignment Rule)
    • Duplicate a role assignment rule (Actions > Duplicate and modify the relevant fields)
    • Delete a role assignment rule (Actions > Delete)
    • Disable a role assignment rule (click the yellow check mark to the left of the automatic role assignment rule. To enable a disabled role assignment rule, click the gray check mark .)

    Adding Role Assignment Rules

    New role assignment rules are only applied to new users added after the rule is created. They do not affect existing users and are not applied retroactively.
    To add a new role assignment rule:
    1. On the Automatic Role Assignment Rules page (Administration > User Management Configuration > Configuration Menu > Roles and Registration > Role Assignment Rules), click Add Rule. The Automatic Role Assignment page appears.
      Automatic Role Assignment Page
    2. In the Automatic Role Rule Editor section, specify a name (required) and description (optional) for the rule.
    3. In the Input Parameters section, specify the components of the input parameter (Name, Operator, and Value). A set of input parameters may look like this: Job Category = Cataloger.
    4. Click Add Parameter. The set of input parameters is added to the list of parameters for the role assignment rule. Note that all the parameters in the list must be satisfied in order for the output parameter to be applied. If no parameters are specified, the rule will not be assigned to any new user.
    5. In the Output Parameters section, select up to three role profiles for the rule.
    6. Click Save. The rule you defined appears at the bottom of the list of rules on the Automatic Role Assignment page.
      Automatic Role Assignment Rules Page

    Editing the Default Automatic Role Assignment Rule

    To edit the default automatic role assignment rule:
    1. On the Automatic Role Assignment Rules page (Administration > User Management Configuration > Configuration Menu > Roles and Registration > Role Assignment Rules), under Default Rule, click Edit. The Automatic Role Assignment page appears.
      Automatic Role Assignment Page
    2. Under Automatic Roles Rule Editor, modify the default rule name and description if required.
    3. Under Output Parameters, select at least one role profile for the rule.
    4. Click Save. The modified default rule details appear on the Automatic Role Assignment Rules page.

    Configuring User Registration Rules

    To configure user registration rules, you must have one of the following roles:
    • User Administrator
    • General System Administrator
    User registration rules enable you to assign terms of use to defined user groups. Terms of use (TOU) refers to a list of policies that define the institution/library commitment to the patron according to which a service is provided or terminated. TOU can be seen as the “contract” between the library and the patrons, and are associated with a specific type of fulfillment activity, such as a loan, a request, or user registration. For more information on terms of use, see Configuring Terms of Use.
    Any user added to the system after a user registration rule is created, and matching a rule's input parameters, receives the terms of use assigned in the rule. Rules are not applied retroactively to existing users, and new terms of use must be assigned to existing users manually.
    There is a default user registration rule that defines the terms of use that are automatically assigned to a new user when the user is created. This rule differs from the automatic user registration rules that you create in that it applies to all users. When you create a user registration rule, you define the user groups to whom the rule will apply.
    Each user registration rule can be either enabled or disabled. By default, each new rule is enabled.
    You configure user registration rules on the User Registration Rules page (Administration > User Management Configuration > Configuration Menu > Roles and Registration > User Registration Rules).
    User Registration Rules Page
    You can perform the following actions on this page:
    • Add user registration rules (see Adding User Registration Rules)
    • Edit user registration rules (Actions > Edit)
      You cannot edit an existing set of input parameters. To modify an existing set of input parameters, first delete the existing set, and then add a new set.
    • Edit the default user registration rule (see Editing the Default User Registration Rule)
    • Duplicate a user registration rule (Actions > Duplicate and modify the relevant fields)
    • Delete a user registration rule (Actions > Delete)
    • Disabling a user registration rule (click the yellow check mark to the left of the automatic role assignment rule. To enable a disabled automatic role assignment rule, click the relevant gray check mark .)

    Adding User Registration Rules

    You can add a user registration rule. New user registration rules are only applied to new users added after the user registration rule is created. They do not affect existing users and are not applied retroactively.
    User registration rules enable you to assign terms of use to defined user groups. For information on the user registration policies that can be included in a Terms of Use, see the User Registration section in Fulfillment Policy Types.
    To add a new user registration rules:
    1. On the User Registration Rules page (Administration > User Management Configuration > Configuration Menu > Roles and Registration > User Registration Rules), click Add Rule. The User Registration Rules page opens.
      To create a copy of an existing user registration rule, select Actions > Duplicate. Once you have copied the rule, you can modify it as needed.
      User Registration Rules Page
    2. In the Fulfillment Unit Rules Edit section, specify a name (required) and description (optional) for the rule.
    3. In the Input Parameters section, specify the components of the input parameter (Name, Operator, and Value). A set of input parameters may look like this: User Group = Alumni.
    4. Click Add Parameter. The set of input parameters is added to the list of parameters for the user registration rule. Note that all the parameters in the list must be satisfied in order for the output parameter to be applied.
    5. In the Output Parameters section, select the terms of use for the rule. For information on creating terms of use that can be selected here, see Physical Fulfillment.
    6. Click Save. The rule you defined is listed at the bottom of the list of rules on the User Registration Rules page.
      User Registration Rules Page
    7. Use the Move Up and Move Down arrows to set the order of the user registration rules. The order of the rules within the list of rules is significant because Alma will apply the first (enabled) rule whose input parameters are satisfied.

    Editing the Default User Registration Rule

    You can edit the default user registration rule if required.
    To edit the default user registration rule:
    1. On the User Registration Rules page (Administration > User Management Configuration > Configuration Menu > Roles and Registration > User Registration Rules), under Default Rule, click Edit. The User Registration Rules page opens.
      User Registration Rules Page
    2. In the User Registration Rule Editor section, modify the default rule name and description, if required.
    3. In the Output Parameters section, select at least one terms of use for the rule.
    4. Click Save. The modified default rule details are displayed on the User Registration Rules page.

    Roles Report

    The Roles Report provides a detailed list of what a user with a particular role can do in the system, such as the menu items that are shown for a user with a specific role or the pages that the user can access and whether they can add, view, or edit information on that page.
    For a description of the various user roles and the Alma components that each user can access, see User Roles – Descriptions and Accessible Components.
    You view the Roles Report by selecting Administration > User Management > Roles Report and the required role from the Roles drop-down list.
    The following is an example of the Roles Report for a Trial Manager.
    Roles Report – Trial Manager

    Privileges Report

    The Privileges Report provides a detailed list of the privileges associated with each role, such as the privileges that a user with the role of Invoice Operator may have.
    You view the Privileges Report by selecting Administration > User Management > Privileges Report. You can filter the report to list:
    • Roles, and the privileges associated with each role
    • Privileges, and the roles associated with each privilege
    For a description of the various user roles and the Alma components that each user can access, see User Roles – Descriptions and Accessible Components.
    Some of the roles, such as Exlibris (all), SAAS Operator, and Technical Analyst, are internal and cannot be assigned to users.
    The following is an example of the Privileges Report with the Role filter selected.
    Example of Privileges Report with Roles Filter