User Group Management
From ResourceSpace Documentation Wiki
Contents |
Default user groups
The default user groups are:
- Administrators: everything (aimed at sysadmins)
- Resources Team: almost everything, except System Setup (aimed at
your internal resources team)
- Archive team: can edit resources in the 'waiting to be archived' and
'archived' states only.
- General Staff: search and download
- Restricted: nothing; they can only see resources they have been e-
mailed. Aimed at external users, i.e. print agencies etc.
The default user groups are:
- Administrators: everything (aimed at sysadmins)
- Resources Team: almost everything, except System Setup (aimed at
your internal resources team)
- Archive team: can edit resources in the 'waiting to be archived' and
'archived' states only.
- General Staff: search and download
- Restricted: nothing; they can only see resources they have been e-
mailed. Aimed at external users, i.e. print agencies etc.
Permissions
The permissions string set on a user group defines which functions users in that group will have access to.
Example permissions string:
r,s,a,t,e0
Note that case is important. Functionality to which access can be controlled is as follows:
Search
------
s Can search for resources
v Can view restricted (admin only) resources, also download 'confidential' resources
g Can download the higher resolution resources (anything above 'screen').
q Can make resource requests.
Fields
------
f* Can see all fields
f? Can see field with reference ? e.g. f1,f2,f3 (applies to editing, advanced search, and viewing resources).
Resource creation
-----------------
c Can create resources / upload files (Team Centre users; resources go directly into usable state)
d Can create resources / upload files (Normal users; resources go into 'pre-check' state.)
e? Can edit resources in specific archive state, e.g. e0, e1, e2
e0: Not archived (visible in a normal search)
e1: Waiting to be archived (hidden from searches)
e2: Archived (visible in archive searches only)
Further permissions govern access to user contributed resources.
e-2: User contributed, awaiting user submission
e-1: User contributed, awaiting team review
Normally the resource management team will have e0 and e1, and the archive team will have e1 and e2.
i Can manage archive resources
n Can tag resources using 'Speed Tagging' (must be enabled in config).
Themes / Collections
--------------------
h Can publish themes, and edit all collections
j* Can see all theme categories
j? Can see theme in category ? (e.g. jCars,jAnimals)
Administration
--------------
a Can access administration tree
t Can see the team centre home
r Can manage research requests
o Can manage content
m Can bulk-mail users
u Can manage users
Restrictive group permissions (allows isolated groups to be created)
-----
U (upper case) Can manage users in children groups to the user's group only
E (upper case) Can email resources to users in the user's own group, children groups and parent group only.
Search filtering
Each user group can have a 'search filter' set, which is like some extra search terms that is always applied, e.g. a user in a user group with this filter set would only see resources from Albania:
country=Albania
You can add several fields and it performs an AND match
country=Albania;emotion=Happy
The user can only see happy photos from Albania. This is an extra permissions layer and for some scenarios is preferable to the standard method of setting the 'custom' access mode and managing user group access that way.
You can add OR matches using the pipe symbol:
country=Albania|Brazil
The user will see resources where the country is Albania OR Brazil.
AND and ORs can be combined:
country=Albania|Brazil;emotion=Happy
Parent / children groups
You can define relationships between groups, so for example group A can manage only those users in group B. This is done using the 'parent' field.
Adding the "U" permission to a group means that they can only manage users in children groups (they still need the 'u' in lower case which gives access to the user management area).
Group specific user interfaces
Customised user interfaces can be created specifically for a user group or groups, for example if you want to give one of the organisations that use your system their own look and feel, perhaps specific to their organisation.
On the user group record in System Setup you will see "Fixed Theme".
- If this is left blank, the user will be able to select their theme from the two standard themes (whitegry and greyblu) using the selector at the bottom of the screen, exactly as the system is normally. Any newly created themes will _not_ appear in the selector.
- If this is set to the name of a theme however (e.g. greyblu), the users in this group will only see this theme and cannot select another theme. The name of this theme could be a new theme, i.e. not one of the two standard themes normally available in the selector.
This allows you to "lock" certain user groups to a certain theme, allowing quite significant rebranding of the application depending on user group. As you can override existing elements using CSS the design could be radically different - i.e. it is not just the colouring that can be changed.
How to create your own themes
Themes have two parts:
- A CSS file in the "css" folder with the name "Col-xxxx.css" where xxxx is the name of your theme.
- A subfolder of the "gfx" folder. You will see the whitegry and greyblu folders in there. Copy one of these to a folder with your new theme name (you will probably want to copy greyblu). You can then change the appropriate CSS and images to style the new theme. The logo is conveniently part of the theme so you can set a custom logo for each group too.
