[Archivesspace_Users_Group] Questions about user accounts & permissions

[Kottman, Miloche]

Christie,

This behavior may have changed in subsequent releases so you may want to experiment …  Ages ago (somewhere in the version 1.2 – 1.3 range) we switched to a Shibboleth sign in system which caused pseudo duplicate users when the Shib username was not the same as the one manually created in ASpace.  So to fix this I naively deleted the username that was created manually in ASpace.  Everything worked fine and dandy until we upgraded to a newer version of ASpace.  My IT folks said that this generated a lot of errors and prevented the upgrade until they went in and cleaned up the affected records.  ASpace was trying to link information in fields to users who no longer existed, my guess would be the create/modify information.  Fortunately for us it was early days of our installation so it was only a handful of records.

So my advice, don’t delete your user records.

--Miloche

From: archivesspace_users_group-bounces at lyralists.lyrasis.org <archivesspace_users_group-bounces at lyralists.lyrasis.org> On Behalf Of Noah Huffman
Sent: Wednesday, August 1, 2018 10:29 AM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org>
Subject: Re: [Archivesspace_Users_Group] Questions about user accounts & permissions

Hi Christie,

I created a new permissions group called “Expired Users” (morbid, I know). That group has no permissions in the system.

When students/interns/staff leave our employ, I assign their user account to that group. This way I can keep a record of their username and other user details.

To answer your first question, I believe the “created_by” and “last_modified_by” fields will still retain usernames even if those users are deleted from the system.

-Noah

================
Noah Huffman
Archivist for Metadata, Systems, and Digital Records
David M. Rubenstein Rare Book & Manuscript Library
Duke University | 919-660-5982
http://library.duke.edu/rubenstein/


From: archivesspace_users_group-bounces at lyralists.lyrasis.org <archivesspace_users_group-bounces at lyralists.lyrasis.org> On Behalf Of Michelson, Daniel
Sent: Wednesday, August 1, 2018 11:14 AM
To: Archivesspace Users Group <archivesspace_users_group at lyralists.lyrasis.org>
Subject: Re: [Archivesspace_Users_Group] Questions about user accounts & permissions

Hi Christie,

To answer your second question, any system administrators should have the "Edit Groups" button grayed out in the Manage User Access list.

Dan Michelson

On Wed, Aug 1, 2018 at 10:55 AM, Larry Weimer <larry.weimer at nyhistory.org<mailto:larry.weimer at nyhistory.org>> wrote:
Christie,

When users no longer need access, I've taken two steps: 1) delete their ID from the user group they're in and 2) change the password. That would seem to eliminate their ability to access and act in the system, while retaining a record of them.

Larry

Larry Weimer
Head of Archival Processing
New-York Historical Society

On Wed, Aug 1, 2018 at 10:46 AM, Christie Peterson <cpeterson at smith.edu<mailto:cpeterson at smith.edu>> wrote:
Hello,

Is there more detailed documentation somewhere about managing user accounts and permissions? (beyond what is in the user manual)

Specifically, I need to know:

  *   What happens when a user account is deleted? Does it delete all references to them in the database (that is, every action they've taken)? If so, what is a better alternative to deletion to use when a staff member leaves an organization?
  *   Is there an easy way through the interface to see who currently has system administrator priviledges?
Thanks,

CP
Christie S. Peterson
Manager of Technical Services for Special Collections
Smith College
cpeterson at smith.edu<mailto:cpeterson at smith.edu>
she/her/hers



_______________________________________________
Archivesspace_Users_Group mailing list
Archivesspace_Users_Group at lyralists.lyrasis.org<mailto:Archivesspace_Users_Group at lyralists.lyrasis.org>
http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group<https://urldefense.proofpoint.com/v2/url?u=http-3A__lyralists.lyrasis.org_mailman_listinfo_archivesspace-5Fusers-5Fgroup&d=DwMFaQ&c=imBPVzF25OnBgGmVOlcsiEgHoG1i6YHLR0Sj_gZ4adc&r=F0JE8U9-xhxe_nE7d7aEUi-uqfKqvYJ222bS0oz9mko&m=aKEddLEPAlr5eh5MCXZmGqOS73Z1XLPRaD_g_iwCANA&s=VGIWICV3PVAMHbvHXqf-YSlkDqmttbFvrIsvaVYsgPU&e=>


[Image removed by sender. http://email.nyhscommunications.org/email/Footer_Shoes3.jpg]<https://urldefense.proofpoint.com/v2/url?u=http-3A__www.nyhistory.org_exhibitions_walk-2Dway-2Dfootwear-2Dstuart-2Dweitzman&d=DwMFaQ&c=imBPVzF25OnBgGmVOlcsiEgHoG1i6YHLR0Sj_gZ4adc&r=F0JE8U9-xhxe_nE7d7aEUi-uqfKqvYJ222bS0oz9mko&m=aKEddLEPAlr5eh5MCXZmGqOS73Z1XLPRaD_g_iwCANA&s=G60v2DmB0YGONvUnbGgKpXvgNgdKe9OR2Yfox1GRa4c&e=>
_______________________________________________
Archivesspace_Users_Group mailing list
Archivesspace_Users_Group at lyralists.lyrasis.org<mailto:Archivesspace_Users_Group at lyralists.lyrasis.org>
http://lyralists.lyrasis.org/mailman/listinfo/archivesspace_users_group<https://urldefense.proofpoint.com/v2/url?u=http-3A__lyralists.lyrasis.org_mailman_listinfo_archivesspace-5Fusers-5Fgroup&d=DwMFaQ&c=imBPVzF25OnBgGmVOlcsiEgHoG1i6YHLR0Sj_gZ4adc&r=F0JE8U9-xhxe_nE7d7aEUi-uqfKqvYJ222bS0oz9mko&m=aKEddLEPAlr5eh5MCXZmGqOS73Z1XLPRaD_g_iwCANA&s=VGIWICV3PVAMHbvHXqf-YSlkDqmttbFvrIsvaVYsgPU&e=>

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lyralists.lyrasis.org/pipermail/archivesspace_users_group/attachments/20180801/e3384cf6/attachment.html>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image001.jpg
Type: image/jpeg
Size: 1004 bytes
Desc: image001.jpg
URL: <http://lyralists.lyrasis.org/pipermail/archivesspace_users_group/attachments/20180801/e3384cf6/attachment.jpg>