Task 5: Set Up User Definitions

Using the list of users you created in Task 1, follow the steps in this task to set up a user definition for each user. You will assign one of the passkeys you set up in Task 2 to each user. You will assign the users to groups later in Task 7.

To set up user definitions

1 Start the User Manager process.

The default location of this process is the Administration\Security Menu folder on the navigation bar.

Horizon displays the User Manager window.

2 Do one of these options:
To create a user from scratch, click New.
To create a user by copying an existing one, highlight the user you want to copy and click Copy.

Horizon displays the User window. Here is an example of a completed window:

 

3 Complete these fields in the window:

Field

Action

User

Enter a login name for the user.

This is the name the user enters to log in and is the name used to identify the user in Horizon. The name cannot be identical to any other login name you have defined. It can contain up to 30 characters and can include spaces and special characters. (Use ASCII characters only; Unicode is not supported.) Once you save the user record, you cannot change the login name without deleting the record and re-creating it with the new name.

User Name

Enter the user’s full name.

If you are creating a user for use by more than one person, enter a description of the users. Enter the name or description as you want it to appear on screen and in reports.

User Owned By

Choose an owner for the user record.

Access to the user record is restricted to users who have the User Manager privilege for the owner you choose (based on the role/owner pairs assigned to groups). If your library is not using record ownership for user records, use the default Unowned owner. (For information about owners and record ownership, see Ownerships and Planning Ownerships.)

User Password

Enter a password for the user. (Use ASCII characters only; Unicode is not supported.)

After you move the cursor to another field, Horizon prompts you to re-enter the password to ensure you entered it correctly. Re-enter the password and click OK.

For security purposes, Horizon displays asterisks ( * ) in place of the actual password. Also, the next time you open the record, Horizon displays 15 asterisks in this field regardless of the actual length of the password. If you need to change the password, you will need to re-enter the entire password.

Password change required at next logon

Mark this box to require the user to change the password the next time he or she logs in.

Using this option has several advantages. First, it makes things easier for you because you can use the same initial password for each user. Second, only the user knows the final password. Finally, since you do not communicate the final password to the user, there is no risk of it being intercepted by someone else. Horizon clears this box after the user changes the password.

Self Password Change

You can enable a user to change their password. You enable this for each user individually. If this option is selected, the user or users can change their password by going to File > Change Password.

This feature is best disabled for cases where multiple people share the same user name for login.

Change password every X Days

If you want the user to change his or her password on a periodic basis, enter the number of days between password changes; otherwise, enter “0”.

For example, enter “30” to require the user to change the password every month or “365” to require the user to change the password every year. At the end of each period, Horizon requires the user to change the password when he or she logs in.

E-mail Address

Enter the user’s email address.

This field is planned for use with future enhancements to allow email messages to be sent to the user. Even though the system does not use this field now, you may still want to enter the user’s email address so it is available for future use.

User Disabled

Mark this box to prevent the user from accessing Horizon. Clear this box to restore access.

This option lets you temporarily deny a user access to Horizon without having to delete the user definition or change the user’s password. If you mark this box and the user tries to log in, Horizon displays a message notifying the user of the change in status and refers the user to the system administrator for details. When you are ready to give the user access again, you can clear this box.

User expires on

Mark this box if you want Horizon to disable the user account on a certain day; then choose the day in the field that appears to the right of the box. Clear this box to restore access or to stop the aging process.

Use this feature for users who should not have access after a certain date, but whose access you may restore later (for example, student employees who will leave at the end of spring semester for summer break). If the user attempts to log in on or after the date you enter, Horizon displays a message that notifies the user of the change in status and refers the user to the system administrator for details. When you are ready to restore access, you can clear this box.

Save User Preferences

Mark this box if you want Horizon to save the user’s changes to Launcher and MARC Editor preferences. Clear this box if you do not want Horizon to save the user’s changes.

If you clear this box, the user can change preferences for a session, but the changes will be lost after the user logs out. Also, clearing this box will not remove any previously saved preferences.

Security Level

Choose the security level you want for the user.

A user’s security level determines the groups to which the user can be assigned. You can choose from these levels, shown in order of most access to the least access:

Sys Admin. Gives the user access to all role privileges and to all data immediately. You do not need to assign the user to any groups, and no other setup is required except to give the user access to privileges controlled by passkeys (by assigning a passkey in the Pass Key field, explained under Pass Key).

Important: Assign the Sys Admin security level to the system administrator only. It gives the user immediate and full access to all role privileges and to all data.

Local Admin. Restricts the user to groups with a security level of Local Admin or lower.
Supervisor. Restricts the user to groups with a security level of Supervisor or lower.
Staff. Restricts the user to groups with a security level of Staff and Guest.
Guest. Restricts the user to groups with a security level of Guest.

Lowering a user’s security level may restrict the user from groups to which the user is already assigned. If so, Horizon tells you that the change will cause the user to be removed from some groups. If you still want to make the change, click Yes; otherwise, click No. (Raising the security level does not affect existing role and group assignments.)

Preference Group

Choose a preference group for the user.

The preference group defines the default set of Launcher and MARC Editor preferences for the user. These preferences define the look and feel of the Horizon Launcher and the MARC Editor. The user can make changes to the defaults for a session, or indefinitely if you mark Save User Preferences (explained above). If a user resets Launcher preferences, the preferences are reset to the preferences of the group you have assigned in this field. (The MARC Editor has no reset capability.) (For more information about preference groups, see Setting Up Preferences for Users.)

Default Location

Choose a default location for the user, or choose None to require the user to choose a location before logging in.

Horizon logs the user into this location unless the user changes the location at login. The user can change this default for the current session, or indefinitely (by marking the Make Default box in the Login Options window). The user can also change locations at any point after logging in. (For information about changing the location at login, see “Logging In to Horizon” in the “Getting Started” chapter of the Horizon Basics Guide.)

View Set

Choose the view set you want for the user, if any.

A view set is a group of one or more alternate views that you can assign to a user or group of users. View sets let you display custom Horizon list and edit windows for specific users, based on the needs of those users. If you assign the user to a view set, the user will see the views in the view set in place of the standard views. (For more information about view sets and alternate views, see Working with Alternate Views.)

Pass Key

Choose the passkey you want for the user.

The passkey you assign defines the passkey privileges to which the user has access. Once you create a passkey and assign it to a user, the user has access to the privileges defined in the passkey. No additional setup is required.

Default Owner

Choose a default owner for the user. If your library is not using record ownership, choose Unowned.

This field determines the default owner that Horizon assigns to records created by the user. The user can change this default at login for the current session or indefinitely (by marking the Make Default box in the Login Options window). The user can also change this default for the current session with the Change Default Owner option on the File menu. Note that for certain records, this default may be overridden by another setting. (For example, for bib and authority records, the default owner on the bib or authority workform is used instead.) If you are updating an existing user, the list of owners in this field is limited to owners for which the user has rights, based on the role/owner pairs assigned to groups to which the user belongs.

(For information about changing the default owner at login, see “Logging In to Horizon” in the “Getting Started” chapter of the Horizon Basics Guide. For information about owners and record ownership, see Ownerships and Planning Ownerships.)

BLUEcloud Staff ID

The BLUEcloud Staff ID needs to be the same as the users Email/User Name found in the User Management section of BLUEcloud Admin.

4 Save your changes.
5 Repeat steps 2 through 4 for each additional user you want to create.

 


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