Download PDF

On this page…
User Roles
User Scenarios
Provision a New User
Edit User Permissions
Base Filters
Delete Users

User Roles

Administrators can manage user access to projects using the Forum Admin Tools by assigning a new user as either a project Administrator or as a Cataloger.

  • Administrators can review and delete all records in a project, see all cataloging screens created for a project, and publish to all targets. Administrators are also given access to all Lists.
  • Cataloger permissions can be granular. For example, Administrators can restrict the records a cataloger can access and/or edit by applying base filters, as well as limit what fields a cataloger can see and edit by assigning specific cataloging screens in which all or just a selection of fields are editable. Administrators can also determine if a cataloger can publish to any or all of the publishing targets that have been created for the project.

Typically, a user who will be managing projects are assigned the role of Administrator.  A user who will be assisting the administrator with editing data, uploading media, and publishing content are assigned the role of Cataloger.

Administrator Cataloger
Create Items
Delete All Items
Delete Items They Create
Upload & Replace Media* Base filters can limit access to this.
Catalog Items* Base filters can limit access to this.
Access All Cataloging Screens*
Add/Edit Shared Shelf Names
Suppress Items* Only from target collections to which user has right to publish.
Publish Items* Only to target collections to which user has right to publish.
Access All Sets & Filters*
Access All Lists*

*Cataloger can be granted additional permission to all, but still retain the Cataloger role.

Example User Scenarios

Departmental Student Works Project

User User Roles Cataloging Screens Publishing Targets Base Filter
Library Project Administrator Admin All Institutional Collection & Omeka n/a
Departmental Faculty Member Cataloger Faculty Cannot Publish Access to all records
Student Cataloger Image Data Cannot Publish Only records created by this user

 

Communications Marketing Project

User User Roles Cataloging Screens Publishing Targets Base Filter
Communications Department Project Administrator Admin All n/a n/a
Communications Department Assistant Cataloger Image Data n/a Access to all records

 

Faculty content for Architecture Department

User User Roles Cataloging Screens Publishing Targets Base Filter
Instructional Technologist Admin All Institutional Collection n/a
Faculty Cataloger Faculty Data Cannot Publish Only records created by this user

Provision a New User

New Forum users must first be granted access to Forum generally using the Artstor Admin Tools and then added to specific projects using the Forum Admin Tools.You will need to have access to your institution’s Artstor Administrative site; if you don’t have access, contact ForumSupport@jstor.org for assistance.

To grant general access to Forum or Forum Admin Tools:

  1. Log into the Artstor Admin Site: http://admin.artstor.org.
  2. Select Manage Users. If the user has not registered for an Artstor account, click Register and input the email address to create a new Artstor account.
  3. Once they have an Artstor account, search for the user by email address and then select the account from the results list to edit the user’s details.
  4. Check the Enable Forum box to grant them access to Forum, and/or check the Grant Forum Admin Rights box if you want to give them access to the Administrative Tools for building and managing projects. Save your changes.Grant general Forum access in Artstor Admin

To add users to Forum projects:

  1. Log into Forum Admin Tools: http://catalog.sharedshelf.artstor.org/admin.html.
  2. Select the project and then the Permissions tab.
  3. Select New.
  4. In the dialog window, select the user(s) to add to the project from the drop down menu.

Choose their role(s); if the user is a cataloger, select the cataloging screens and targets to which they can publish, and determine the base filter, if required. Click Create. The new user will now appear in the list of users and will be able to log into Forum and access the project.Add user to Forum project

Edit User Permissions

Within the Permissions tab of the Admin Tools, you can quickly view the list of all users in your project and the restrictions placed on their account. You can also sort this list by clicking on the column title.

To edit access for a current user:

  1. Select the project and then the Permissions tab.
  2. Select the user from the list, then click Edit.
  3. Configure the user’s settings and Save. In the edit permissions window, you can:
    • change their role by selecting a new role from the dropdown menu;
    • modify their access to cataloging screens; and
    • add or remove targets to which they can publish.Edit user

Base Filters

When you create a new user or edit a current user with the Cataloger role, you have the option to restrict the items they can access and/or edit.

If viewing the permissions for a cataloger that has a base filter applied, you will see the restriction level listed in the column Base Filter.

  • All means the user has access to all items in the project.
  • Created by means they are restricted to seeing only items they created.
  • Exclusively Accessed means the filter restricts them to see only items owned by this user account and never updated by anyone else.
  • Custom Filter means the filter restricts them to see only items that contain a specific value from a list.
  • Custom base filter and records created by this user means the filter restricts them to see only items that contain a specific value from a list and items they create.

To apply a base filter to a user account:

  1. Select the project and then the Permissions tab.
  2. Select the user from the list, then click Edit. The user must have the Cataloger role in order to apply a Base Filter.
  3. In the User’s base filter drop down menu, choose one of the following options:
    • All records in the project (All)
    • Only records created by this user (Created by)
    • Only records owned by this user and never updated by anyone else (Exclusively Accessed)
    • Custom Base Filter (Custom Filter)
    • Custom base filter and records created by this user
  4. If selecting one of the custom base filter options, select from the available List Fields and then values from the chosen list. This user will only be able to access items that contain at least one of these values in this list field. Select Create or Save.Base Filter

Delete Users

You can delete users from specific projects and disable access to Forum generally. Neither of these actions will impact the system-generated fields Created By, Updated By, or Published By fields.

To delete a user from a project:

  1. Select the project and then the Permissions tab.
  2. Select the user from the list, then click Edit. Deleting a user from a specific project does not disable logging into Forum completely, but it does remove access to the project.

To disable a user’s Forum access:

  1. Log into the Artstor Admin Site: http://admin.artstor.org. You will need to have access to your institution’s Artstor Administrative tools. Contact ForumSupport@jstor.org for assistance.
  2. Select Manage Users.
  3. Search for the user’s account by email address and then select the user from the result list.
  4. In the User Details window, uncheck the Enable Forum box to remove their access to Forum. If the user also has access to Forum Admin Tools, you can uncheck the box next to Grant Forum Admin Rights to disable access. Click Save.