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How to manage LibApps staff & patron accounts

What are LibApps accounts?

Each person who contributes content or manages one of your Springy sites must first be given a LibApps user account. When a site's Admin adds a user, they begin by entering the person's email address. If a user's email address is not associated with an existing LibApps user account, a new one will be created for them. Otherwise, their existing LibApps user account will be added. The site's Admin will then set that user's access level for the particular app, which determines what that user will be allowed to do.

For example, when an Admin for your LibGuides site adds a new account, they control whether that new user can create guides, manage system settings, etc. These permissions would only apply to LibGuides -- if the user also has access to your LibAnswers site, their permissions would be managed separately by your LibAnswers admin. That can allow someone to have Admin permission to LibGuides, but not LibAnswers. It also means a user can have access to LibGuides, but not LibCal or another system.

One account for all your Springy sites

When a user signs into LibApps, this will give them easy access to each Springy site to which they've been given access -- no need to sign in separately for each one! This means the user only needs to remember one username and password.

It also means the user's general account details and profile info is all managed in one place: their LibApps user account. This is where they can change info shared between all of your Springy sites, including their name, password, and email address. Other profile info may be used by some Springy sites, but not others (for example, the email signature is used by LibAnswers, but not LibGuides). Similarly, each of your sites may have its own specific user settings that are managed separately.

A LibApps Admin user can also view and edit a user's LibApps account info, too. Although they cannot change a user's account level in individual Sites (unless they are also an Admin there), they can change a user's name, password, email address, and profile information. For example, a LibApps Admin can change a user's name, which would be reflected throughout LibGuides. However, that same LibApps Admin could not also change the user's permission level in LibGuides unless they were also a LibGuides Admin, too.

Manage access & permission site by site

This brings up an important point: permissions are handled separately in each site -- even in LibApps itself! In other words, just because someone has Admin access to your LibApps settings, it does not automatically make them a LibGuides Admin (and vice versa). And, just like how a LibGuides Admin determines who does and does not have Admin access to your LibGuides site, a LibApps Admin determines who does and does not have Admin access to your LibApps system settings (which not only includes managing user account info, but also things like LibAuth and the LTI Tool).

Within LibApps, there are essentially two types of accounts:

  • Staff users: these are all of the users at your library who have been given access to one or more of your sites, such as LibGuides or LibAnswers. A staff user can either have Regular or Admin permissions to your LibApps settings.
    • Regular: users have access to manage their personal account details, profile info, and Image Manager library. This is the default level for all new accounts.
    • Admin: in addition to everything a Regular user can do, Admin users can also configure your LibApps system settings, including:
      • Customer record information for your institution
      • Domains and SSL certificate settings for each of your Springy sites
      • Manage account details and profile info for all LibApps user accounts
      • Manage patron accounts
      • LibAuth authentication
      • Search sources
      • Social channels integration
      • LTI Tool Builder (if you subscribe to LibGuides CMS and/or E-Reserves)
  • Patron users: these are limited accounts intended specifically for patrons to interact with your public LibGuides blogs and discussion boards. They cannot log into the staff interface of LibApps or your Springy sites.

The purpose of this Springboard is to help LibApps Admin users manage both staff and patron accounts. For staff users, this will only apply to existing accounts. If you are looking for help creating a brand new account in one of your Springy sites, check out the Links & Files section below for more details.

Manage staff user accounts

The Admin > Manage Accounts page allows LibApps admins to edit the information (name, email address, password, and account level) for any account in your LibApps system.

edit the information for a LibApps account, step 1

However, this is not the place to create or remove accounts in your individual Springy sites. In order to add, edit, or remove a user's access to a specific Springy site, you will need to go to that product's dashboard via blue the Spring To menu in the top-left corner of the command bar. Then, in most sites, you would go to Admin > Accounts to access that site's accounts management area (remember: each site can have different Admin users, so you may not necessarily have the permissions to manage accounts yourself). You can find more info for each product in the Links & Files section below.

Tip: Use the Site Count column to know exactly which sites an account needs to be added to / removed from.

add or remove accounts from within each application

To completely remove a user from your LibApps systems, their account would need to be removed from each of your Springy sites individually. Once a user is removed from all of your Springy sites, they will no longer appear in the LibApps > Admin > Manage Account list, nor will they be able to log into your LibApps system.

Learn more

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Manage and import patron accounts

Some public-facing functions in Springshare apps require an account, like posting on discussion boards or commenting on blog posts in LibGuides. Patron accounts allow you to give access to the commenting/posting features with blog posts and discussion boards while not allowing any access to the admin side of LibApps.

Patron accounts can be created by sending invitations, importing them in bulk via a spreadsheet, or by allowing anyone with an email address from a specific domain to create them on their own. The Manage Patron Accounts page allows LibApps admins to manage these settings, as well as edit or remove any existing patron account.

edit the information for a patron account, step 1

If you have a LibAuth configuration setup, and you allow logging into LibApps with LibAuth, your patron account holders can sign in to post/comment with the same account they use in your local authentication layer. Patron accounts must be created for each email address for the LibAuth login option to work. They can then click on the Login to LibApps link at the bottom of the page and choose your LibAuth login method.

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