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Version: 3.9.x

User Management

Effective user management is essential for system security. In ABCD, access control is managed via two interacting components: Operators (the people) and Profiles (the permissions).

All user data is stored in the acces database.

1. Access Profiles​

Before creating users, you must define what they can do. Profiles act as templates for permissions.

  • Path: Central > Administration > User administration > Create/edit profiles

Instead of assigning permissions to each person individually, you create a profile (e.g., loan_operator) and assign it to multiple users. If you update the profile, all associated users are updated instantly.

:::tip Strategy Create strict profiles. It is better to have a cataloger profile that only accesses the Cataloging module than to give everyone the adm (Administrator) profile. :::

2. Managing Operators​

Operators are the individual accounts used to log in to the system.

  • Path: Central > Administration > User administration > User administration

Creating a New Operator​

To create a new account, click New user and complete the following fields:

Essential Fields​

  • Username: The login ID. Case sensitive (e.g., maria). Avoid spaces or special characters.
  • Full name: The real name of the staff member (e.g., Maria Silva).
  • Profile: Select the authorization level defined in the previous step.
  • Password: Define the initial password.
  • Confirm password: Retype to validate.

Advanced Configuration​

  • Library Code: Critical for multi-branch libraries. Restricts the operator to managing copies owned by a specific branch (e.g., MAIN, MED).
  • Cataloger Code: A short code (e.g., MS) recorded in the database logs (typically field 900) to audit who created or modified a record.
  • Expiration Date: YYYYMMDD format. The account effectively locks after this date. Useful for temporary staff or students.

Maintenance Tasks​

  • Reset Password: If a user forgets their password, edit their record here. You cannot see the old password (it is encrypted), but you can overwrite it with a new one.
  • Deactivate User: To remove access without losing the history of records created by that user, set an Expiration Date in the past (do not delete the record unless necessary).

:::danger Security Best Practice Never share the generic abcd or adm accounts. Every staff member must have their own named account to ensure accountability in the system logs. :::