User Account Editing

Contents

INTRODUCTION
The ClassWeb user account editor is used to create and update end-user account records.  These records have two functions: most importantly, they determine who can log into ClassWeb and what the user will be able to do once they are logged in (for example, can this person create and update local notes); and secondly, the record contains end user preferences like how many records to return on each page.  When you edit a user record, you will be able to modify all of the information associated with a particular account.  Not only does this give you total control over your accounts but you can also assist users when they have problems with their preferences.

When you are finished working with a user record, you can save it by clicking on the Save button or cancel your editing changes by clicking on the Cancel button.  While you are working on a user record in the editor, it is locked in the database to prevent other users from editing the same record at the same time.  This does not stop other users from reading the record, so you won't be preventing anyone from logging in.  However, while you are editing a user record, users of that account will not be able to change any of their preferences.

Keep in mind that if you don't interact with this system for a period of two hours, the server will terminate your session.  This will cause you to loose any record lock you might have.  If that happens, you will have to re-edit the record and you won't be able to save the changes you had made.

USER ACCOUNT RECORD
The first line after the save and cancel buttons at the top of the screen reminds you that you are editing a user account record.  It is followed the index key value for this record in square brackets (unless you are displaying the results of a query).  The index key value will be one of the fields from the user record, depending on which index you are browsing.  For example, if you are browsing user accounts by e-mail address, the key value will be an e-mail address from the current record.

Following this first line are all of the fields from the user record, divided into four sections, which are: Basic Information, Renewal, Options, Advanced and History.  These will all be described below.

Basic Information
This includes the most fundamental information about an account. Most of these fields pertain to the primary contact for this account but there are additional fields for the e-mail addresses of secondary contact persons.  The fields are:

User login name
This is the name that the user logs in with.  Every account must have a unique user name (there can't be two accounts with the same user name).  Please note that login names are case sensitive, so that "UCLA" and "ucla" are two different names.  However, it is strongly recommended that all login names use lower case letters ("ucla") to reduce support calls.

Password
This is the password that is needed to log into this account.  You cannot log into an account if it does not have a password.  This is how users can be "locked out" of their accounts -- by removing their password.

Read-only password
In addition to the regular password for an account, a user may set up a read-only password (it is optional).  If a user logs into their account with the read-only password, they will not be able modify their account preferences or edit or create local notes.  The read-only password can be given to users at an account's institution who should not be making these types of changes.  All passwords must be at least four characters long and may not contain spaces.

Primary contact name
This is the full name of the primary contact person.   For example, "Jane Doe".  Unless you fill in a license acceptance name, this is the only person at this institution who can accept the "click-through" license agreement.

Institution
This is the name of the institution associated with an account.

Address
This is the mailing address for the account.

Country
If the account is not in the United States.

Primary contact phone
The primary contact person's telephone number.

Primary contact fax
The primary contact person's fax number.

Primary contact email
The primary contact person's e-mail address.   Unless you fill in a license acceptance email, this is the only person at this institution who can accept the "click-through" license agreement.

Take extra care when entering e-mail addresses.  The slightest typographical error will usually result in invalidating the address, making it impossible to send this person e-mail messages.

Additional contact email
This is a repeating field that should contain one additional email address per field.  Whenever an e-mail notice is sent by the system (i.e. when an account is expiring or if you click on the Resend link or button), it goes out to all of the e-mail addresses associated with an account.

Take extra care when entering e-mail addresses.  The slightest typographical error will usually result in invalidating the address, making it impossible to send this person e-mail messages.  If additional entry fields are needed when editing a user record, save the record and re-edit it.

Customer number
This is the CDS customer number for this account.

Purchase order number
This is the account holder's purchase order number that was used to purchase the current subscription.

Invoice number
This contains an encoded value with the last invoice number used with this account. The format is "YYYY NUMBER" where YYYY is the subscription year and NUMBER is the invoice number.

Account Type
This determines how many users can log into ClassWeb with this user name at the same time.  In-house accounts are not limited in this manner (the account type is ignored).

Subscription start date
This is the date on which this subscription initially began or is to begin.  If it is set to a date some time in the future, the user will not be able to log into this account until that time.   In-house accounts do not have a start date (it should be left blank).

Expiration date
This is the date on which this subscription will expire (or has expired).  Strictly speaking, the expiration date is the last day on which a user should be able to log in using this account (in other words, they can use the account all of that day).  However, there is a 30 day grace period on all expired accounts to allow for slow renewals.  As an example, if a subscription starts on July 1st,  it should expire on June 30th.  However, users will be able to log in through July 30th because of the 30 day grace period).  In-house accounts do not have an expiration date (it should be left blank).

Minutes used this month
This field only applies to "solo user" accounts and is used to keep track of how many minutes this account has been used so far this month.  This value is only read when a solo user first logs in and is not updated until they log out.  This means that any changes you make to this field will not affect this user if they are already logged in.  When they log out, this field will be updated to reflect the amount of time this user was online today.

Notes
This field contains any notes about this account.

License Acceptance
These fields support the "click-through" license agreement feature of Classification Web.  The fields are:

Name
This field is only filled in if the primary contact name for this account is not authorized to accept the "click-through" license agreement. This field contains the name of the only person at this institution who can accept the agreement.  If this field is filled in, the next field must be also (Email).

Email
This field is only filled in if the primary contact email for this account is not authorized to accept the "click-through" license agreement. This field contains the email address of the only person at this institution who can accept the agreement.  If this field is filled in, the previous field must be also (Name).

Take extra care when entering e-mail addresses.  The slightest typographical error will usually result in invalidating the address, making it impossible to send this person e-mail messages.

Expires
This field should not be modified unless necessary.  It contains the date when the current "click-through" license agreement will expire for this account.  It is blank for all new accounts and is only set after an account has accepted the "click-through" license.  Once accepted, this field will be set to the same value as the expiration date for the current subscription.

PIN
This field should not be modified unless necessary.  It contains the personal identification number (PIN) needed to accept the "click-through" license agreement.  This field is generated by the system whenever a subscription is renewed.  Without it, a user cannot go through the license acceptance process.  Once a user has accepted the license agreement for their current subscription, the PIN is deleted so the system knows that the agreement has been accepted.  It prevents users from going through the acceptance process until their subscription is renewed the next time.

Renewal
The two renewal fields are only used when a subscription is being renewed with a different account type in the next subscription year (i.e. an increase or decrease in the number of simultaneous users). In that case, the "Expiration date" field should be extended by one year and the two renewal fields should be filled in. The best way to do this is to use the Renew command (which will automatically calculate the new expiration date) and then set the two renewal fields before you save the record.

Note: You should not fill in either of these fields when a subscription is being renewed with the same account type as it has now. As long as the "Renewal date" field is blank, both fields will be ignored. The fields are:

Renewal account type
This field describes the new account type that will go into effect when this subscription reaches its renewal date.

Renewal date
This field contains the date this subscription will renew (i.e. when the new account type will go into effect). Once the renewal date arrives, the system will automatically update the user record to reflect the new account type and these two fields will be cleared.

Options
This are settings that the user can change themselves using the Preferences link on most of the ClassWeb menus.  The fields are:

IP address
This is a repeating field that is used to implement the automatic login feature of ClassWeb.  In order for this feature to be enabled, the Auto login box must also be checked for this account (it is, by default, for all but in-house accounts).  Additional documentation is available on using this option.

OPACS (Online Public Access Catalogs)
There are places in this system where classification numbers can be linked to bibliographic records in publicly accessible on-line catalogs.  When a user clicks on a bibliographic link, they will either be taken directly to the OPAC of their choice (if they choose only one OPAC here) or to a list of OPACs for that classification number.  The user may choose one or more of the pre-defined OPACs
from the list as well as create a link to a local OPAC.

The default selection of All will cause the bibliographic links to always display the most current list of OPACs.  If they don't want to use this feature at all, make sure that none of these boxes are checked (on the user account record display, it will show as NONE).

Local OPAC (Online Public Access Catalog) name
In addition to being able to link to publicly accessible OPACs, this system can create links from classification numbers to bibliographic records in a local OPAC.  In order to link to bibliographic records in a local OPAC, the OPAC must be able to perform a classification number search using just a URL.

When making links to the local OPAC, this system creates a URL by taking the "Local URL prefix" defined here and appending the classification number and any "Local URL suffix" that has been specified.  At a minimum, the "Local OPAC name" and "Local URL prefix" must be input to use this feature.  The URL suffix is optional (it depends on your OPAC). Additional documentation is available to assist in inputting these values.

Local URL prefix
This is the beginning portion of the URL that is required to run a classification number search on the local OPAC.  It must include "http://" at the very beginning of the string.  The system will be appending the classification number to search for after the "Local URL prefix".  A general description of the "Local OPAC" feature is available above.

Local URL suffix
This is an optional URL ending that is appended after the classification number to search for in the local OPAC.  A general description of the "Local OPAC" feature is available above.

Records per page
Users can control the number of records that are returned with each request that is submitted to the server.  Keep in mind that the larger the number, the longer it will take each page to be displayed in their browser.  This is especially true if they have a slow connection to the Internet.  The value that is set here is a user's default value.  They can override this setting on individual screens on a case by case basis.

Browser
The classification browser has three different styles of display: standard, enhanced and hierarchy.  The standard version displays the classification data in the same manner as the print product (classification numbers are not calculated when you apply a table).  The enhanced version automatically calculates classification numbers when a table is applied.  The hierarchy browser displays the classification data one level at a time and automatically applies tables as necessary and also calculates classification numbers.  A more thorough description of the browser types can be found here.

No-frames
This site uses HTML frames on some of its screens.  If your browser does not support frames (this is highly unlikely) or if you prefer not to use frames, the no-frames box should be checked.

Headings
If the Start with a summary list of index headings check box is selected, the subject heading screen will always start with a summary list of index headings instead of a full subject display.  By starting with a summary list, a user can scan the screen for the item they are interested in and click on that link to display its full listing.

This setting also affects those of you manage user accounts.  At the bottom of the user account search screen is the option "Start with a summary list of index values (do not display user records)".   If you change your own account preferences and set the "Headings" option, the user account search screen will usually return a list of user accounts without any summary data.  This can be overridden on the search screen itself.

Dewey collelations
If this box is checked, additional links will be displayed throughout the system that perform correlations between Dewey decimal numbers and either LC classification numbers or subject headings.  In order for CDS customers to have this box checked, they must have a WebDewey account with OCLC.

If you check this box, you must fill in the "Dewey aux. info." field with the OCLC WebDewey account number for this customer. If you uncheck this box to disable this feature, you must add the termination date and reason to the WebDewey account number in the "Dewey aux. info." field.

Dewey aux. info.
If you have checked the "Dewey correlations" option for this customer, you must input the OCLC WebDewey account number for this customer into the "Dewey aux. info." field. If you have unchecked the "Dewey correlations" option for this customer, you must append the termination date and reason to the WebDewey account number in the "Dewey aux. info." field.

Advanced
The most likely advanced options you will be working with are the password and read-only password fields.  If you don't see some of the fields described nere, it is because the options available to you will depend on who you logged in as and how your account is configured.  For example, account administrators can not see the passwords of other account administrators, only of regular users.

User ID
This is the internal number that Minaret uses to keep track of an account.  These numbers are assigned automatically whenever you create a new account or repeat an existing account.  These values should not be changed unless you really know what you are doing.

Initials
This field only needs to be set on accounts that will be editing classification records.  And then, only when you would prefer that the user's initials be used instead of their user name in the modification history field (900).

Groups
This field is part of the security system in Minaret.  Each user account can belong to one or more groups that controls field level permissions within a database.  There are four groups currently defined and in the CDS version of Minaret, only two groups will be used for almost all accounts: "Public users" and "Administrative users".  The other two groups give users more privleges ("Cataloger of records" and "Editor of records"), including the ability to edit classification records.  These latter two groups should only be assigned when you know exactly what you are doing.

You should never have to set the values in this field.  When you create a new user, the default settings include just the "Public users" group.  If you need to create another account administrator, locate an existing administrator user record and repeat it.  Then, just make the necessary changes (including selecting a new user name) to the record and save it.

Run queries
If this box is checked, the users of this account will be able to run queries.

Sort query results
If this box is checked, the users of this account will be able to run queries.

Local notes
If this box is checked, the users of this account will be able to maintain local notes associated with specific classification numbers.

Auto login
If this box is checked, the users of this account will be able to login automatically, provided they input the appropriate IP addresses in the IP field.  When this box is not checked, the user will not be able to set or modify the IP addresses on their account preferences page.  That section of the preferences page will not even be displayed.

If an account is causing problems with other users because they consistently misconfigure their IP addresses, uncheck this box to disable this feature in their account.

Import data
If this box is checked, the users of this account will be able to import data into ClassWeb.

Export data
If this box is checked, the users of this account will be able to export data out of ClassWeb.

Manage unique
If this box is checked, the users of this account will be able to manage the unique number generator in ClassWeb.  Very few accounts need this option set.

Edit layouts
If this box is checked, the users of this account will be able to edit the database schemas or layouts in ClassWeb.  Very few accounts need this option set.

Own fields
If this box is checked, the users of this account will be able to own fields in ClassWeb.  Very few accounts need this option set.

Manage users
If this box is checked, the users of this account will be able to manage users in ClassWeb.  Only system administrators need to have this option set.

Manage server
If this box is checked, the users of this account will be able to run the server management features of  ClassWeb.  Very few accounts need this option set.

Advanced features
If this box is checked, the users of this account will be able to run advanced searches in ClassWeb.  Only in-house accounts for power users require this option.  It allows users to run queries that can result in every record in the database being read in (a very slow and computationally intensive process).  Very few accounts need this option set.

Print product
If this box is checked, this user will be able to access the Classification Print Product application. This option should be set on very few accounts (just those in-house users that really require this feature).

In-house account
If this box is checked, this is an in-house account.  This option does not need to be set on the in-house LC version of Minaret.  This option indicates that this account is for LC staff and contractors only and that the account does not have a start or expiration date or a limit to the number of users who may log in at the same time.

Stop renewal notices
Checking this box will stop email reminders to renew the current year's subscription for this account. When the renewal process is completed for this account, this box will automatically reset and renewal notices will again be emailed to the customer beginning three months before the renewed subscription is set to expire.

History
This section of an account record can not be edited.  In includes system generated data that reflects when this user account was created and edited and a history of changes to the account.

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