Add staff and assign access levels

You can assign access levels to staff for all or specific locations, home page and showcase permissions, as well as reports permissions.

You can also create user accounts. If you previously used patron accounts to create and publish showcases, you can promote the patron accounts and assign access levels.

After you assign staff roles to users, Vega sends them an email from the default email address for your system (usually no-reply@iiivega.com). The email contains a link and asks the user to update their password. The link is valid for 12 hours. After they update their password, they can log in to the Vega administration system.

  1. In the upper-right corner, select Settings Settings icon..
  2. From the Settings menu, select Users & roles > User Management.
  3. From the Select site to manage dropdown list, select the main site, kiosk, or collection site you want the settings to apply to.
    All staff access levels for the main site allow users to administer all kiosks and collection sites. Access levels for a specific kiosk or collection site limit administrative rights to the specific site.
  4. Select Add Staff User.
  5. Enter the following information:
    • User name
      Don’t use spaces or special characters. You can use an underscore.
    • Email
    • First name
    • Last name
  6. Select Save User Info.
    The window expands to display User details which you can use to configure access levels for the selected site.
  7. From the Staff Access Level list, select one of the following:
    • None
      • Main site users can’t manage Vega settings.
      • Kiosk or collection site users can’t manage their site settings.
    • Site Admin
      • Main site users can administer all Vega settings and site settings. Users who are assigned this access level can also create all other user roles except main site users.
      • Kiosk or collection site users can manage all configuration settings for their assigned kiosk or collection.
  8. From the Showcase Access Level list, select one of the following:
    • None
      • Users can’t create or manage showcases for any site when they’re in the Vega Discover user interface.
    • Showcase Admin
      • Users can create and manage all showcases when they’re in the Vega Discover user interface.
    • Showcase Creator
      • Users can create showcases from their own bookmark lists and saved searches. Users can’t publish showcases or modify showcases that other users made.
  9. From the Home Page Access Level list, select one of the following:
    • None
      • Main site users can’t access home page content for main, kiosk, or collection sites.
      • Kiosk or collection site users can’t access the home page content for their assigned site.
    • Content Admin
      • Main site users can create and publish home page content for the main site and all kiosk and collection sites.
      • Kiosk or collection site users can create and publish home page content for their assigned sites.
    • Content Creator
      • Main site users can create draft home page content for the main site and all kiosk and collection sites.
      • Kiosk or collection site users can create draft home page content for their assigned sites, but they can’t publish.
    • Content Reviewer
      • Main site users can view home page content for the main site and all kiosk and collection sites.
      • Kiosk or collection site users can view content for their assigned sites, but they can’t publish.
  10. From the Reports access level list, select one of the following:
    • Reports Admin: Users can view pre-built reports and create custom reports.
      • Main Site: they can create custom reports/dashboards using Query Builder or Native SQL.
      • Collection/Kiosk: they can create custom reports/dashboards using Query Builder only.
    • Reports Consumer: Users can view pre-built reports but can't edit them.
  11. Select Save.

In addition to creating a staff user and assigning staff, showcase and home page access levels, you can also grant the user access to Vega Reports. Reports access is managed separately, and can be assigned at the main site or individual kiosk or collection site level.

  1. In the upper-right corner, select SettingsSettings icon..
  2. From the Settings menu, select Users & roles > User Management.
  3. From the Select site to manage list, select the main site, kiosk, or collection site you want the settings to apply to.
    All staff access levels for the main site allow users to administer all kiosks and collection sites. Access levels for a specific kiosk or collection site limit administrative rights to the specific site.
  4. Select Add Staff User.
  5. Enter the following information:
    • User name
      Don’t use spaces or special characters. You can use an underscore.
    • Email
    • First name
    • Last name
  6. Select Save User Info.

    7. The window expands to display access levels.

  7. From the Reports access level list, select one of the following:
    • Reports Admin: Users can view pre-built reports and create custom reports.
      • Main Site: they can create custom reports/dashboards using Query Builder or Native SQL.
      • Collection/Kiosk: they can create custom reports/dashboards using Query Builder only.
    • Reports Consumer: Users can view pre-built reports but can't edit them.
  8. Select Save Access Levels.

Roles hierarchy and assignment rules

  • Super Admin can assign any role.

  • Reports Admins at the Main Site can assign Reports Admin and Reports Consumer roles at specific site levels.

  • Reports Admins at a Collection Site can assign Reports Consumer roles at that specific collection or kiosk site only.

  • Reports Consumers can't assign any roles.

  • Staff with no assigned reporting role can't access Vega Reports.

Prerequisite

  • The patron needs to have logged in to Discover at least once before their account can be promoted.

Procedure

  1. In the upper-right corner, select Settings Settings icon..
  2. From the Settings menu, select Users & roles > User Management.
  3. From the Select site to manage list, select the main site, kiosk, or collection site you want to the settings to apply to.
  4. Select Promote Patron User.
  5. Enter the user's barcode.
    The user's barcode was established when the user's account was created.
  6. Select Promote.

Promoted patrons don't appear automatically in the LX Admin user table. To have promoted patrons added to LX Admin user table, it's necessary to submit a support ticket.

  1. In the upper-right corner, select Settings Settings icon..
  2. From the Settings menu, select Users & roles > User Management.
  3. From the Select site to manage list, select the main site, kiosk, or collection site you want the settings to apply to.
    • Users who are assigned to the main site can administer all kiosks and collection sites.
    • Users who are assigned to a specific kiosk or collection site only have administrative rights to their assigned kiosk or site.

    Showcase creation and administration aren’t associated with a specific Vega site. To create a showcase creator or admin, choose the main site level.

  4. From the Actions column, select Edit Edit icon. for the user account you want to assign access levels to.
  5. From the Staff Access Level list, select one of the following:
    • None
      • Main site users can’t manage Vega settings.
      • Kiosk or collection site users can’t manage their site settings.
    • Site Admin
      • Main site users can administer all Vega settings and site settings. Users who are assigned this access level can also create all other user roles except main site users.
      • Kiosk or collection site users can manage all configuration settings for their assigned kiosk or collection.

      To give a site administrator permission to create and edit homepage content, be sure to also assign an appropriate home page access level.

  6. From the Showcase Access Level list, select one of the following:
    • None
      • Users can’t create or manage showcases for any site when they’re in the Vega Discover user interface.
    • Showcase Admin
      • Users can create and manage all showcases when they’re in the Vega Discover user interface.
    • Showcase Creator
      • Users can create showcases from their own bookmark lists and saved searches. Users can’t publish showcases or modify showcases that other users made.
  7. From the Home Page Access Level list, select one of the following:
    • None
      • Main site users can’t access home page content for main, kiosk, or collection sites.
      • Kiosk or collection site users can’t access the home page content for their assigned site.
    • Content Admin
      • Main site users can create and publish home page content for the main site and all kiosk and collection sites.
      • Kiosk or collection site users can create and publish home page content for their assigned sites.
    • Content Creator
      • Main site users can create draft home page content for the main site and all kiosk and collection sites.
      • Kiosk or collection site users can create draft home page content for their assigned sites, but they can’t publish.
    • Content Reviewer
      • Main site users can view home page content for the main site and all kiosk and collection sites.
      • Kiosk or collection site users can view content for their assigned sites, but they can’t publish.
  8. Select Save Access Levels.
  1. Log in to the Vega administration system.
    The Sites page opens with no available sites to manage. You don’t have Vega administration system permissions.
  2. To open the patron system, do one of the following:
    • Edit the URL of the administration system (delete /staff).
    • Open a new tab and go to your patron system.
  3. If the patron system doesn’t immediately authenticate you as a Vega staff user, log in to the patron system.
See also