Creating User Accounts

The ability to create and manage staff user accounts is functionality that can be handled by administrators via the dashboard. Administrators can create all account types on behalf of users, and self-registration can be enabled to allow users to create patron accounts for themselves.

Segments can also be created to group users together for the purpose of content management, should you have the need to control user access to certain content.

While administrators can manually create Patron accounts, third-party authentication solutions such as an ILS or SSO can automatically create patron accounts. In this scenario, these must be managed at the Identity Provider (IDP) level; meaning, if you use OpenAthens to authenticate users at login, any patron passwords or information must be modified within OpenAthens.

Considerations

Segments

A segment allows administrators to group one or more users together for the purpose of content management. If you have a need to control the content that certain groups of users should see or have access to, segments allow you to perform these actions.

To create a new segment:

1. From the Dashboard, click the People tile
2. Click the Segments tab near the top of the page 
3. Click + Add segment
4. In the window that opens complete the fields
   1. Title - this is the name for the segment
   2. Segment Terms - add relevant terms to associate with the segment
5. Click Create User Segment

Users can be assigned to a segment either manually (described below) or by using a Survey at login.

Multi-domain Sites

For customers with multiple domains, its important to consider which domain(s) each user should have access to so they can access the content they need to, and in the case of administrative users, properly perform their functions as it relates to modifying settings, creating, editing, and deleting content in the domain(s) they are responsible for.

To create a new user account

1. From the Dashboard, click People
2. Click  + Add User
3. Complete the fields in the window that opens
   1. Email Address
      1. Enter a valid unique email address; this will also be the default email address for the user to receive all Stacks communications
         1. Communications can include event signup confirmations, reminders and broadcasts, room booking confirmations, and password resets
   2. Roles
      1. Select the most appropriate role for the user. Note: Users can only be assigned to 1 role.
         1. See role definitions and permissions granted at the bottom of this article
   3. Username
      1. Provide a unique username which the individual will use to log into the Stacks site
         1. This can be an email address and can contain special characters
   4. Password
      1. Enter a strong password that meets the strict guidelines implemented by the Stacks site, parameters are:
         1. Passwords length of 8-64 characters 
         2. Passwords cannot contain repeating characters
         3. Passwords cannot contain sequential identical characters
         4. Passwords cannot contain context words
         5. Passwords cannot contain the users name
   5. Status
      1. Set the status of the account choosing from the following options, see Editing User accounts (below) for more information
         1. Blocked - Temporarily disable the account
         2. Active - The account is enabled and in good standing
   6. Notify User of New Account
      1. When this option is checked, an automated message will be sent to the email address provided with instructions on how to update their password and access the Stacks site as a user
   7. LDAP Options
      1. This section is only applicable to Stacks sites that are using LDAP authentication
         1. This section allows administrators to set a rule to allow creation of LDAP accounts and define conflict resolution for associated accounts
   8. Patron Segments
      
      1. Select the the most appropriate value, if this feature is being used 
   9. Domain Access
      1. Select the domain(s) the user should have access to
         1. This section is only applicable to Stacks sites that are part of multi-domain environments
   10. CAPTCHA
       1. Complete a captcha challenge to prove you are a human
          1. This is designed to prevent multiple unwanted submissions
4. Click Create new account

Role Definitions

PATRON

• Provides users/patrons with access to your Stacks site using Stacks internal authentication or third-party authentication. With this access, users/patrons will have access to various features within your site, including the 'My Account' page where they may be able to manage event registrations, bookings, and saved searches.
  • Patrons do not have access to the dashboard and cannot create or manage any content on the site

BOOKING MANAGER

• This role provides limited administrative access to the Stacks dashboard, specifically for the purpose of setting up and managing rooms, booking settings, and approving or denying room bookings. Users with this role will only have access to the Booking Management tile in the dashboard. 
  • Users with this role will can:
    • Add, edit, and delete rooms
    • Manage booking settings
    • Approve or deny booking requests

EVENTS MANAGER

• This role provides limited administrative access to the Stacks dashboard, specifically for the purpose of managing events. Users with this role will only have access to the Events Management tile in the dashboard.
  • Users with this role can:
    • Create, edit, and delete events
    • Edit or delete event registrations
    • Manage event emails

PROGRAM MANAGER

• This role provides limited administrative access to the Stacks dashboard, specifically for the purpose of managing both Bookings and Events. Users with this role will only have access to the Booking Management and Events Management tiles in the dashboard.
  • Users with this role can perform the same functions described above in booking manager and event manager roles described above

CONTRIBUTOR

• This role provides limited administrative access to the Stacks dashboard, specifically for the purpose of creating and editing content. It is best suited for volunteers, interns, or other specialized team members responsible for content creation.
  • Content created by users with this role can change the Save As value to a Draft, Needs Review, or Published state depending on your workflow process for content creation
  • Content this role can create and edit includes:
    • Custom Blocks, Index Pages, News Articles, Pages, Research Guides, Reserves, Resource Flows, and Sliders

EDITOR

• This role provides limited administrative access to the Stacks dashboard, specifically for the purpose of creating and editing more content types than the contributor role. This role is often assigned to regular or part-time staff members.
  • Content created by users with this role can change the Save As value to a Draft, Needs Review, Reviewed, Published or Unpublished state depending on your workflow process for content creation 
  • Content this role can create and edit includes:
    • Callouts, Collections, Custom Blocks, Directory Listings, Easy Forms, Feeds, Files, News Articles, Pages, Research Guides, Reserves, Resource Flows, and Sliders

MODERATOR

• This role provides limited administrative access to the Stacks dashboard, specifically, this role can moderate and manage the publishing status of content produced by Editors and Contributors, including the ability to add content to landing pages. This role is typically reserved for more experienced staff members.
  • This role has access to most tiles in the dashboard, including limited access to the System Configuration tile for the purpose of managing Filter Vocabulary values; however, Moderators do not have permissions manage integrations, users, or any other system configuration options

ADMINISTRATOR

• This role provides full administrative access to Stacks, including the ability to manage integrations, site configuration, design, content, and manage user accounts
  • Users assigned to this role are typically in a management or decision-maker position who require the highest level permissions