Setting up record ownership consists of three tasks: first, defining the owners you want to use; second, assigning those owners to records; and third, associating roles with owners. The first two tasks are explained below. The third is explained later in task 7.
Using the list of owners you created in task 1, follow the steps in this task to define the owners in Horizon.
To define owners
1 | Start the Ownership Manager process. |
The default location of this process is the Administration\Security Menu folder on the navigation bar.
Horizon displays the List Owner window.
2 | Click New to display the Edit Owner window. |
Here is an example of a completed window:
3 | Enter a short code for the owner in the Entry Code field. |
4 | Enter a description of the owner in the Descr field. |
5 | Save your changes. |
6 | Repeat steps 2 through 5 for each additional owner you want to create. |
7 | Close the List Owner window. |
8 | After you finish creating owners, you must exit Horizon and log back in before you can assign the owners to records. |
Task 3.2: Assign Owners to Records
After you define the owners you want to use, you need to assign the owners to individual records. To assign owners to your existing records, use SQL commands to select and update multiple records at once. You can do this with any SQL tool (such as SQL Advantage for Sybase databases). If you are using record ownership for security records (users, roles, and groups), you can assign the owners as you create these records, as explained in later tasks.
You also need to assign owners on an ongoing basis as you create new records. You and your staff members do this by completing the “Owned By” fields on records that use record ownership. To ensure that owners are assigned correctly, you should establish policy and train staff members as needed.
You can define a default owner for users on the user record (as explained in Task 5: Set Up User Definitions). This value determines the default owner that Horizon assigns to records created by the user. (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.) A user can change his or her default owner at login. A user can also change the owner assigned to a record. In both cases, the owners that are available for the user to choose from are limited to owners for which the user has rights, based on the role/owner pairs assigned to groups to which the user belongs.
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