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Accounts: Add users and manage permissions

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Account permissions in LibGuides

There are five different account levels in LibGuides.

  • Admin users: these users can create content, edit all content in the system, and manage system settings & customizations.
  • Regular users: these users can create and edit their own content. Ideal for most users who will be creating and maintaining guides.
  • Editor users: these users can only edit guides to which they've been assigned as editors. Ideal for collaborators, such as students, faculty, or volunteers.
  • Contributor users: this user level is only available with E-Reserves. These users have the same access to E-Reserves as regular users, but editor-level access in the rest of the system.
  • Patron users: this user level cannot log into the admin side of LibApps. These are public-facing accounts that allow patrons to comment on blogs and post to discussion boards.

The sections below summarize the various permissions that each account has.


General permissions

Permission Admin users Regular users Editor users Contributor users Patron users
Log into LibGuides Yes Yes Yes Yes No
Create widgets Yes Yes No No n/a
Access the API (CMS-only) Yes Yes No No n/a
Download XML data exports Yes Yes, but only for guides they own No No n/a
Download HTML guide backups Yes Yes, but only for guides they own No No n/a
Access the OAI-PMH feed Yes Yes No No n/a
Access the Search & Replace tool Yes No No No n/a
Access the Link Checker tool Yes Yes, but can only edit assets they own (unless they have been given the Manage Assets permission).* No No n/a
Customize system settings Yes No No No n/a
Customize look & feel options Yes No No No n/a
Manage subjects, tags, friendly URLs, and metadata Yes Only if they have the Manage Subjects / Tags / Friendly URLs permission.* No No n/a
Create and manage user accounts Yes No No No n/a
Create and manage alert boxes Yes No No No n/a

* The Manage Assets and Manage Subjects/Tags/Friendly URLs permissions are only available in CMS.


Guides

Permission Admin users Regular users Editor users Contributor users
Create new guides Yes Yes No No
Assign a guide to a group (CMS-only) Yes, any group Yes, but only if given access to the group Yes, but only if given access to the group Yes, but only if given access to the group
Edit and delete guides
  • If a guide is assigned to a group, user must also have access to that group.
Yes, any guide in any group Yes, but only guides they own or edit (unless they have been given the Edit All Guides permission). Yes, but only guides they've been assigned to edit. Yes, but only guides they've been assigned to edit.
Change a guide's status to Published
  • If publishing workflow is enabled, user must be an authorized reviewer. Otherwise, they must submit the guide for review.
  • If a guide is assigned to a group, user must also have access to that group.
Yes, any guide in any group
 
Yes, but only guides they own or edit (unless they have been given the Edit All Guides permission). Yes, but only guides they've been assigned to edit. Yes, but only guides they've been assigned to edit.
Change a guide's status to Private
  • If a guide is assigned to a group, user must also have access to that group.
Yes, any guide in any group Yes, but only guides they own or edit (unless they have been given the Edit All Guides permission). Yes, but only guides they've been assigned to edit. Yes, but only guides they've been assigned to edit.
Change a guide's status to Unpublished
  • If a guide is assigned to a group, user must also have access to that group.
Yes, any guide in any group Yes, but only guides they own or edit (unless they have been given the Edit All Guides permission). Yes, but only guides they've been assigned to edit. Yes, but only guides they've been assigned to edit.
Assign editors to a guide
  • If a guide is assigned to a group, user must also have access to that group.
Yes, any guide in any group Yes, but only guides they own. No No
Reassign ownership of a guide
  • If a guide is assigned to a group, user must also have access to that group.
Yes, any guide in any group Yes, but only guides they own. No No

Publishing Workflow (CMS only)

Permission Admin users Regular users Editor users Contributor users
Enable or disable Publishing Workflow Yes No No No
Add or remove authorized reviewers Yes No No No
Can be an authorized reviewer Yes Yes No No
Can take boxes and pages out of Draft mode on published guides when Publishing Workflow is enabled Only if an authorized reviewer. Otherwise, they must submit the guide for review. Only guides they own or edit (unless they have been given the Edit All Guides permission) and only if an authorized reviewer. Otherwise, they must submit the guide for review. For guides they've been assigned to edit, they must submit the guide for review. For guides they've been assigned to edit, they must submit the guide for review.
Can change a guide's status to Published when Publishing Workflow is enabled Only if an authorized reviewer. Otherwise, they must submit the guide for review. Only guides they own or edit (unless they have been given the Edit All Guides permission) and only if an authorized reviewer. Otherwise, they must submit the guide for review. Only guides they've been assigned to edit and only if an authorized reviewer. Otherwise, they can only submit the guide for review. Only guides they've been assigned to edit and only if an authorized reviewer. Otherwise, they can only submit the guide for review.
Can change a guide's status to Private or Unpublished when Publishing Workflow is enabled Yes Yes, but only guides they own or edit (unless they have been given the Edit All Guides permission). Yes, but only guides they've been assigned to edit. Yes, but only guides they've been assigned to edit.
Can take boxes and pages out of Draft mode on Private or Unpublished guides Yes Yes, but only guides they own or edit (unless they have been given the Edit All Guides permission). Yes, but only guides they've been assigned to edit. Yes, but only guides they've been assigned to edit.
Can add new content to visible boxes and pages on published guides Yes Yes, but only guides they own or edit (unless they have been given the Edit All Guides permission). Yes, but only guides they've been assigned to edit.  Yes, but only guides they've been assigned to edit.

Assets

Permission Admin users Regular users Editor users Contributor users
Create and reuse assets Yes Yes Yes Yes
Edit and delete assets Yes, any asset Yes, but only assets they own (unless they have been given the Manage Assets permission).* Yes, but only assets they own. Yes, but only assets they own.
Add and manage resource icons Yes Only if they have been given the Manage Assets permission.* No No

* The Manage Assets permission is only available in CMS.


A-Z Database List

Permission Admin users Regular users Editor users Contributor users
Create and manage databases Yes Only if they have been given the Manage Assets permission.* No No
View, filter, and export the database list Yes Yes No No
Customize A-Z Database List settings Yes Only if they have been given the Manage Assets permission.*  No No
Analyze holdings (CMS only) Yes Yes No No
Browse the A-Z Community list (CMS only) Yes Yes No No

Image Manager

Permission Admin users Regular users Editor users Contributor users
Add and manage images the user's personal library Yes Yes Yes Yes
Add and manage images in other users' personal libraries No No No No
Add and manage images in the shared library Yes No No No

Blogs

Permission Admin users Regular users Editor users Contributor users Patron users
Manage system blog settings Yes Only if permission is enabled by admin No No No
Add and manage posts on the system blog Yes Only if permission is enabled by admin No No No
Comment on system blog posts Yes Yes Yes Yes Yes
Add a blog page to a guide Yes Yes, but only guides they own or edit (unless they have been given the Edit All Guides permission). Yes, but only guides they've been assigned to edit. Yes, but only guides they've been assigned to edit. No
Manage a guide blog's settings Yes Yes, but only guides they own or edit (unless they have been given the Edit All Guides permission).  Yes, but only guides they've been assigned to edit.  Yes, but only guides they've been assigned to edit.  No
Add and manage posts on a guide's blog Yes Yes, but only guides they own or edit (unless they have been given the Edit All Guides permission). Yes, but only guides they've been assigned to edit. Yes, but only guides they've been assigned to edit. No
View a guide blog's posts
  • If a guide is assigned to a group, user must also have access to that group.
Yes Yes. Yes Yes Yes
Comment on system blog posts Yes Yes Yes Yes Yes

Statistics

Permission Admin users Regular users Editor users Contributor users
View and export statistics reports Yes Yes, but only for guides they own or edit, the A-Z Database page, assets on their guides, and E-Reserves courses. Yes, but only for guides and E-Reserves courses they edit, the A-Z Database page, and assets on their guides, . Yes, but only for guides they edit, the A-Z Database page, assets on their guides, and E-Reserves courses

E-Reserves (add-on module)

Permission Admin users Regular users Editor users Contributor users
Customize E-Reserves settings Yes Only if they have the Manage E-Reserves permission. No No
Add and manage course terms Yes Only if they have the Manage E-Reserves permission. No No
Add and manage copyright statuses Yes Only if they have the Manage E-Reserves permission. No No
Create and reuse courses Yes Yes No Yes
Edit a course's content and settings Yes Yes, but only courses they own or edit (unless they have the Manage E-Reserves permission). Yes, but only courses they've been assigned to edit. Yes, but only courses they own or edit.
Add items Yes Yes, but can only assign to courses they own or edit (unless they have the Manage E-Reserves permission). Yes, but can only assign to courses they're assigned to edit. Yes, but can only assign to courses they own or edit.
Edit and delete items & courses Yes Yes, but only items they own (unless they have the Manage E-Reserves permission). Yes, but only items they own. Yes, but only items they own.
Track and manage copyright for items Yes Yes, but only items they own (unless they have the Manage E-Reserves permission). Yes, but only items they own. Yes, but only items they own.
Manage e-reserves requests Yes Only if they have the Manage E-Reserves permission. No No

mSite Builder (add-on module)

Permission Admin users Regular users Editor users Contributor users
Create and manage mobile sites Yes Only if they have the Manage mSite Builder Sites permission. No No
Customize mobile site settings Yes Only if they have the Manage mSite Builder Sites permission. No No
Add and edit site content Yes Only if they have the Manage mSite Builder Sites permission. No No

Discussion boards (CMS only)

Permission Admin users Regular users Editor users Contributor users Patron users
Add and manage discussion tags Yes Only if they have the Manage Discussions permission. No No No

Add and close discussions on internal discussion boards

  • For internal guide discussion boards, users must also have permission to edit the guide.
Yes Yes, but can only close their own discussions (unless they have the Manage Discussions permission). Yes, but can only close their own discussions. Yes, but can only close their own discussions. No
Edit and delete posts/replies on internal discussion boards
  • For internal guide discussion boards, users must also have permission to edit the guide.
Yes Yes, but only their own posts/replies (unless the have the Manage Discussions permission). Yes, but only their own posts/replies. Yes, but only their own posts/replies. No
Add and close discussions on public discussion boards Yes Yes, but can only close their own discussions (unless they have the Manage Discussions permission). Yes, but can only close their own discussions. Yes, but can only close their own discussions. Yes, but can only close their own discussions.
Edit and delete posts/replies on public discussion boards Yes Yes, but can only their own posts (unless they have the Manage Discussions permission). Yes, but can only their own posts. Yes, but can only their own posts. Yes, but can only their own posts.
Mark posts as helpful Yes Yes Yes Yes Yes
Mark a post as the best answer Yes Yes, but can only in their own discussions (unless they have the Manage Discussions permission). Yes, but can only in their own discussions. Yes, but can only close their own discussions. Yes, but can only close their own discussions.

Groups (CMS only)

Permission Admin users Regular users Editor users Contributor users
Add a new group Yes No No No
Customize a group's settings Yes Only if given Admin access to the group  No No
Delete a group Yes Only if given Admin access to the group No No
Assign guides to a group Yes Only guides they own or edit (unless they have the Edit All Guides permission).

They must also have Regular or Admin access to the group.
Only guides they own or edit.

They must also have Regular access to the group.
Only guides they own or edit.

They must also have Regular access to the group.
Edit and delete guides in a group Yes Only guides they own or edit (unless they have the Edit All Guides permission).

They must also have Regular or Admin access to the group.
Only guides they own or edit.

They must also have Regular access to the group.
Only guides they own or edit.

They must also have Regular access to the group.
View guides in an internal group
  • Users must also be logged into LibGuides.
Yes Only if they have Read-Only, Regular, or Admin access to a group. Only if they have Read-Only or Regular access to a group. Only if they have Read-Only or Regular access to a group. 

Add a new user account

  1. Go to Admin > Accounts.
  2. Under the Accounts tab, click on the  Add Account button.

Clicking the Add Account button under the Accounts tab

  1. On the Add New Account page, enter the email address of the user you want to add and click the Lookup Account button.
    • This will check to see if the email address is associated with an existing LibApps user account.
    • If it's not, then a new one will be created for this user.

The Lookup Account button

  1. If the email address is not associated with an existing account, enter the user's First Name and Last Name.
    • If the email address is associated with an existing LibApps user account, the First Name and Last Name from that account will be used so these fields will be disabled.
    • Please note: once the account is created, these fields can only be edited within LibApps (not LibGuides), either by a LibApps admin or the user.
  2. Select the appropriate account level for the user.
    • Admin users: these users can create content, edit all content in the system, and manage system settings & customizations.
    • Regular users: these users can create and edit their own content. Ideal for most users who will be creating and maintaining guides.
    • Editor users: these users can only edit guides to which they've been assigned as editors. Ideal for collaborators, such as students, faculty, or volunteers.
    • Contributor users: this user level is only available with E-Reserves. These users have the same access to E-Reserves as regular users, but editor-level access in the rest of the system.
  3. If you would like to send the user a welcome email letting them know their account has been added to LibGuides, select the Email Options checkbox.

The Username/Email, First Name, Last Name, Level, and Email Options fields

  1. When adding a Regular user account, you can enable Additional Permissions for the user's account. These can extend what the user can do without giving them full Admin access to your system.
    • Edit all guides: this allows the user to edit and delete any guide in the system. For CMS customers, if a guide is assigned to a group, these users must still be given access to the group before they can edit the guide.
    • Manage subjects/tags/friendly URLs (CMS only): this allows the user access to the Admin > Metadata & URLs page, where they can manage subjects, tags, and friendly URLs.
    • Manage assets (CMS only): this allows the user to add & edit all assets, resource icons, and the A-Z Database List.
    • Manage e-reserves (E-Reserves subscribers only): this allows the user to manage e-reserves requests and settings, as well as edit all e-reserves content.
    • Manage discussions (CMS only): this allows the user to manage all discussions and tags.
    • Manage mSite Builder sites (mSite subscribers only): this allows the user to add and manage mobile sites and their content.

Additional permission options

  1. If you have a LibGuides CMS system, use the Group Access dropdowns to set the user's access level for each group. (Remember: before a Regular, Editor, or Contributor user can add or edit guides in a group, they must be given access to the group.)
    • Admin (available for Regular users only): this will allow the user to add & edit their own guides in the group, as well as manage the group's settings.
      • This does not allow them to edit guides in the group owned by other users. For that, they still need the Edit all guides permission.
      • This does not give them admin access to your entire system -- they can only configure this group's settings.
    • Regular: this will allow Regular users to add & edit their own guides. Editor and Contributor users will be allowed to edit only the guides to which they've been assigned in the group.
    • Read-Only (internal groups only): this will only allow users to view public pages in the group once they've logged in, but they cannot add or edit content in the group.
    • No Access: this will prevent the user from adding or editing content in the group. If this is an internal group, they will also be prevented from viewing any content in the group.
  2. Once you have finished configuring the user's account, click on the Save button.
    • At this point, the user will receive a welcome email with information about logging into your system (unless you disabled this option during account creation).
    • Users will be able to set their password upon their initial login. They can also click the Reset Password link on your LibApps login page.
    • If you need to edit the user's email address or name, this can only be done from within LibApps (not LibGuides) -- either by a LibApps admin or the user.

Group access options


Edit an account

To edit a user's account level, additional permissions, and group access (CMS only):

  1. Go to Admin > Accounts and click on the user's Manage Account () icon in the Actions column.

Click on an account's Manage Account icon

  1. Make all needed changes, then click the Save button.
    1. Looking to change a user's email address or name? This can only be done from within LibApps (not LibGuides), either by a LibApps admin or the user.
    2. Use the Level options to change the user's account level.
      • Admin users: these users can create content, edit all content in the system, and manage system settings & customizations.
      • Regular users: these users can create and edit their own content. Ideal for most users who will be creating and maintaining guides.
      • Editor users: these users can only edit guides to which they've been assigned as editors. Ideal for collaborators, such as students, faculty, or volunteers.
      • Contributor users: this user level is only available with E-Reserves. These users have the same access to E-Reserves as regular users, but editor-level access in the rest of the system.
    3. For regular-level users, use the Additional Permissions options to add or remove extra account permissions.
      • Edit all guides: this allows the user to edit and delete any guide in the system. For CMS customers, if a guide is assigned to a group, these users must still be given access to the group before they can edit the guide.
      • Manage subjects/tags/friendly URLs (CMS only): this allows the user access to the Admin > Metadata & URLs page, where they can manage subjects, tags, and friendly URLs.
      • Manage assets (CMS only): this allows the user to add & edit all assets, resource icons, and the A-Z Database List.
      • Manage e-reserves (E-Reserves subscribers only): this allows the user to manage e-reserves requests and settings, as well as edit all e-reserves content.
      • Manage discussions (CMS only): this allows the user to manage all discussions and tags.
      • Manage mSite Builder sites (mSite subscribers only): this allows the user to add and manage mobile sites and their content.
    4. If you have LibGuides CMS, use the Group Access dropdowns to adjust the user's access to each of your groups. (Admins have access to all groups, so these options will only appear for Regular, Contributor, and Editor users.)
      • Admin (available for Regular users only): this will allow the user to add & edit their own guides in the group, as well as manage the group's settings.
        • This does not allow them to edit guides in the group owned by other users. For that, they still need the Edit all guides permission.
        • This does not give them admin access to your entire system -- they can only configure this group's settings.
      • Regular: this will allow Regular users to add & edit their own guides. Editor and Contributor users will be allowed to edit only the guides to which they've been assigned in the group.
      • Read-Only (internal groups only): this will only allow users to view public pages in the group once they've logged in, but they cannot add or edit content in the group.
      • No Access: this will prevent the user from adding or editing content in the group. If this is an internal group, they will also be prevented from viewing any content in the group.

Editing a user account


Removing a user account

To remove a user's access to your LibGuides system:

  1. Go to Admin > Accounts and click on the user's Remove Account () icon in the Actions column.

The Remove Account icon

  1. The Remove Account window will appear. Review the summary to confirm that you selected the correct user account.
  2. From the dropdown menu, you must select a user account to inherit the content owned by the user you are removing. This will reassign the ownership of the content, which includes both guides and assets.
    • If you want to divide a user's guides or assets between multiple users, you will have to do this for each guide/asset individually before removing the user's account.
    • If you choose to add the user back to your LibGuides system in the future, they will not automatically reassume ownership of that content.
  3. To proceed, select the checkbox next to I understand this cannot be undone.
  4. Click the Remove button.

The Remove Account window


Invite one or more users to set up an account

Instead of adding multiple new accounts one at a time, you can send invitations to multiple users at once. When a user receives an invitation email, all they need to do is click a link to finish setting up their user account. You can choose which users to invite and which account level they should have.

Sending invitations

  1. Go to Admin > Accounts.
  2. Click on the Invitations tab.
  3. Click on the  Invite Users button.

The Invite Users button under the Invitations tab

  1. In the Invite Users window, enter the email addresses for the users you want to invite in the Addresses text box.
    • You can separate multiple addresses with either a space, comma, semi-colon, or line break.
  2. From the Account Level dropdown, select the account level you would like these user accounts to have. 
    • Admin users: these users can create content, edit all content in the system, and manage system settings & customizations.
    • Regular users: these users can create and edit their own content. Ideal for most users who will be creating and maintaining guides.
    • Editor users: these users can only edit guides to which they've been assigned as editors. Ideal for collaborators, such as students, faculty, or volunteers.
    • Contributor users: this user level is only available with E-Reserves. These users have the same access to E-Reserves as regular users, but editor-level access in the rest of the system.
    • Patron users: this user level cannot log into the admin side of LibApps. These are public-facing accounts that allow patrons to comment on blogs and post to discussion boards.
    • If you need some users to have different account levels, then divide them up into multiple invitations (one invitation for each account level).
  3. Click the Send Account Invitations button. Each user will receive an email notification containing a link to set up their account.

The Invite Users window

Managing invitations

  1. Click on a column heading to sort by that column in ascending order. Click it again to sort in descending order.
  2. Use the column filters to narrow the list by ID, Email, Invited By, Level, Invited, and Processed.
    • The Invited column indicates the date and time the invitation was sent to the user.
    • The Processed column will indicate the date and time the user set up their account. If this is empty, then the user has not yet set up their account.
  3. Use the navigation options at the bottom of the table to move between pages of users.
  4. Use the  Copy,  Excel, and  PDF buttons to copy or export the list of users currently displaying on the page.
  5. Use the Export All Records option to export the entire list of users, either in  HTML or  CSV format.

Resend or revoke invitations

If an invitation has not yet been processed, you can either resend or revoke it.

  1. To resend an invitation, click on its Resend Invitation () icon in the Actions column.
    • The user will be sent another invitation email with a new link for setting up their account.
  2. To revoke an invitation, click on its Revoke Invitation () icon in the Actions column.
    • This will invalidate the link in the user's invitation email.
    • If the user clicks it, they will be prevented from setting up an account.

Options for managing invitations


View a list of email addresses for all user accounts

As an admin, there may be times where you want to send a mass email to your users. For example, maybe you want to remind users of about new style guidelines or reusable content. To help with this, LibGuides provides you with a list of email addresses that you can easily copy and paste into your email client.

  1. Go to Admin > Accounts.
  2. Click on the Email List tab.
  3. Use the checkboxes next to each account level to add or remove those users from the list.
  4. Select and copy the addresses from the Email List panel and paste them into your email client.
    • Pro tip: if you do not want all of the addresses to appear in your email's TO field, address it to yourself and paste the list in the email's BCC field.

Navigating to the Email List page