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Version: 3.2.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.

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).
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.