Add a user account to LibGuides

  1. Go to Admin > Accounts.
  2. Under the Accounts tab, click on the  Add Account button.
  3. 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.

Clicking the Add Account button under the Accounts tab

The Lookup Account button

If the email address belongs to an existing LibApps account

  1. The user's existing LibApps account password will be used, so the Password and Confirm Pass fields will be disabled.
    • Users can change their password at any time, either by logging in and editing their LibApps account or by using the Reset Password link on the login page.
  2. The First Name and Last Name from the user's LibApps account will be used so these fields will be disabled.
    • These can only be edited within LibApps (not LibGuides), either by a LibApps admin or the user.
  3. 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.
  4. 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.

Selecting the account level for an existing LibApps account

If the email address does not belong to an existing LibApps account

  1. When creating an account, you can optionally set the user's initial password. Just enter the same string in the Password and Confirm Pass fields.
    • We recommend leaving the password fields blank, which will allow the user to set their own password when they first log into the system.
    • If you do choose to set an initial password, it must be a minimum of 8 characters and contain at least one number or symbol.
    • Users can change their password at any time, either by logging in and editing their LibApps account or by using the Reset Password link on the login page.
  2. Enter the user's First Name and Last Name.
    • Once the account is created, this can only be edited within LibApps (not LibGuides), either by a LibApps admin or the user.
  3. 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.
  4. 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.

Setting a new user's name, account level, and optional password

Additional permissions (for regular users only)

  1. When adding a Regular user account, you can select the checkbox next to each optional permission you want to add to the user's account.
    • 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

Group access (CMS only)

  1. Before a Regular, Editor, or Contributor user can add or edit guides in a group, they must have access to the group. Use the dropdowns next to each group to set the user's access level.
    • 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.

Finishing up

  1. 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).
    • 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

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