[sitka/doc/acquisitions.git] / admin / admin-acq-permissions.xml

<?xml version='1.0' encoding='UTF-8'?>\r
<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"\r
   xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="admin-acq-permissions">\r
   <info>\r
      <title>Permissions and Settings</title>\r
      <legalnotice>\r
         <para><emphasis role="bold">Adapted with permission from original material by the <link\r
                  xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=administration_functions_in_the_acquistions_module_ev.pdf"\r
                  xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=administration_functions_in_the_acquistions_module_ev.pdf">Evergreen\r
                  Community</link></emphasis></para>\r
      </legalnotice>\r
      \r
     \r
\r
      <abstract>\r
         <para>The Acquisitions Module requires specific library settings to be set and acquisitions permissions to be granted to staff \r
before the module can be used.</para>\r
<para>This chapter covers the library settings specific to acquisitions as well as the permission groups specific to acquisitions and how to apply them.</para>\r
 </abstract>\r
      \r
\r
   </info>\r
\r
\r
\r
   <section xml:id="acq-library-settings">\r
      <title>Acquisitions Specific Settings in Library Settings Editor</title>\r
      \r
\r
<para>Several settings in the <guilabel>Library Settings Editor</guilabel> pertain to functions in the Acquisitions Module.</para>\r
<para>You can access these settings by clicking <menuchoice><guimenu>Admin</guimenu>\r
<guisubmenu>Local Administration</guisubmenu><guimenuitem>Library Settings Editor</guimenuitem></menuchoice>.  To update these settings a user must have both \r
LSA and Acquisitions Administration permissions.</para> \r
\r
 <table xml:id="lsa-library-settings-acquisitions">\r
         <title>Acquisitions</title>\r
         <tgroup cols="5" align="left" colsep="1" rowsep="1">\r
            <colspec colnum="1" colname="setting" colwidth="2*"/>\r
            <colspec colnum="2" colname="description" colwidth="3*"/>\r
            <colspec colnum="3" colname="type" colwidth="1*"/>\r
            <colspec colnum="4" colname="editor" colwidth="1*"/>\r
            <colspec colnum="5" colname="notes" colwidth="2*"/>\r
\r
            <thead>\r
               <row>\r
                  <entry>Setting</entry>\r
                  <entry>Description</entry>\r
                  <entry>Data type</entry>\r
                  <entry>Edited by</entry>\r
                  <entry>Notes</entry>\r
               </row>\r
            </thead>\r
\r
\r
\r
            <tbody>\r
               <row>\r
                  <entry>Allow funds to be rolloed over without bringing the money along</entry>\r
                  <entry>This setting controls whether money and encumbrances or just encumbrances are rolled over when performing the \r
<link linkend="yearend-closeout">Fiscal Year Close-out Operation</link>.</entry>\r
                  <entry>\r
                     True/false\r
                  </entry>\r
                  <entry>LSA and Acq Admin</entry>\r
                  <entry></entry>\r
               </row>\r
               <row>\r
                  <entry>Allows patrons to create automatic holds from purchase requests</entry>\r
                  <entry>This function is not currently available as further development of this feature is required.</entry>\r
                  <entry>True/False</entry>\r
                  <entry>Sitka Support</entry>\r
                  <entry>True/False</entry>\r
               </row>\r
               <row>\r
                  <entry>Default circulation modifier</entry>\r
                  <entry>Enter the circulation modifier that you would be like to be applied to items that are created in the Acquisitions Module if no \r
circulation modifier is specified.</entry>\r
                  <entry>Selection list</entry>\r
                  <entry>LSA and Acq Admin</entry>\r
                  <entry>If this setting is left blank no circulation modifier will be applied during the acquisitions process unless specified during the acquisitions\r
process.</entry>\r
               </row>\r
\r
               <row>\r
                  <entry>Default copy location</entry>\r
                  <entry>Select the copy location that you would like to be applied to items that are created in the Acquisitions Module if no copy location \r
is specified.</entry>\r
                  <entry>Selection List</entry>\r
                  <entry>LSA and Acq Admin</entry>\r
                  <entry>If this setting is left blank the system will use the SITKA Stacks copy location unless specified during the acquisitions process.</entry>\r
               </row>\r
\r
               <row>\r
                  <entry>Fund Spending Limit for Block</entry>\r
                  <entry>When the amount remaining in the fund, including spent money and encumbrances, goes below this percentage, attempts to spend from \r
the fund will be blocked.</entry>\r
                  <entry>Number</entry>\r
                  <entry>LSA and Acq Admin</entry>\r
                  <entry/>\r
               </row>\r
\r
             \r
               <row>\r
                  <entry>Fund Spending Limit for Warning</entry>\r
                  <entry>When the amount remaining in the fund, including spent money and encumbrances, goes below this percentage, attempts to spend from \r
the fund will be blocked.</entry>\r
                  <entry></entry>\r
                  <entry>LSA and Acq Admin</entry>\r
                  <entry></entry>\r
               </row>\r
\r
\r
               <row>\r
                  <entry>Rollover Distribution Formulae Funds</entry>\r
                  <entry>When year end processes run the funds specified in distribution formulae roll over to the new fiscal year.</entry>\r
                  <entry>True/False</entry>\r
                  <entry>LSA and Acq Admin</entry>\r
                  <entry/>\r
               </row>\r
               <row>\r
                  <entry>Set copy creator as receiver</entry>\r
                  <entry>When receiving a copy in acquisitions, set the copy "creator" to be the staff that received the copy</entry>\r
                  <entry>True/False</entry>\r
                  <entry>LSA and Acq Admin</entry>\r
                  <entry>The creator of a copy can be seen in Edit Item Attributes.</entry>\r
               </row>\r
               <row>\r
                  <entry>Temporary barcode prefix</entry>\r
                  <entry>The temporary barcode prefix must be entered as your library code preceded by the letter A. This prevents conflicts between \r
the libraries using acquisitions.</entry>\r
                  <entry>Text</entry>\r
                  <entry>LSA and Acq Admin</entry>\r
                  <entry>If this setting is left blank the system will use ACQ as the default barcode prefix. This prefix has potential to conflict with prefixes \r
used by libraries not currently using acquisitions and so acquisitions libraries are required to use their library code for the prefix.</entry>\r
               </row>\r
\r
\r
               <row>\r
                  <entry>Temporary call number prefix</entry>\r
                  <entry>Enter a temporary call number prefix for items that are created in the Acquisitions Module.</entry>\r
                  <entry>Text</entry>\r
                  <entry>LSA and Acq Admin</entry>\r
                  <entry>If this setting is left blank the system will use ACQ as the default call number.</entry>\r
               </row>\r
\r
\r
                <row>\r
                  <entry>Delete bib if all copies are deleted via Acquisitions lineitem\r
                     cancellation.</entry>\r
                  <entry>This means when a line item is cancelled, if there are no longer copies at any library attached to the bibliographic record, \r
the bibliographic record will be deleted</entry>\r
                  <entry>True/False</entry>\r
                  <entry> Sitka Support</entry>\r
                  <entry>Default TRUE</entry>\r
               </row>\r
    </tbody>\r
         </tgroup>\r
      </table>\r
\r
\r
\r
\r
<table xml:id="lsa-library-settings-acquisitions-load-MARC">\r
         <title>Acquisitions - Load MARC Order Record Defaults</title>\r
         <tgroup cols="5" align="left" colsep="1" rowsep="1">\r
            <colspec colnum="1" colname="setting" colwidth="2*"/>\r
            <colspec colnum="2" colname="description" colwidth="3*"/>\r
            <colspec colnum="3" colname="type" colwidth="1*"/>\r
            <colspec colnum="4" colname="editor" colwidth="1*"/>\r
            <colspec colnum="5" colname="notes" colwidth="2*"/>\r
\r
            <thead>\r
               <row>\r
                  <entry>Setting</entry>\r
                  <entry>Description</entry>\r
                  <entry>Data type</entry>\r
                  <entry>Edited by</entry>\r
                  <entry>Notes</entry>\r
               </row>\r
            </thead>\r
\r
\r
\r
            <tbody>\r
\r
\r
               <row>\r
                  <entry>Upload Activate PO</entry>\r
                  <entry>Activate the purchase order by default during ACQ file upload</entry>\r
                  <entry>True/False</entry>\r
                  <entry>LSA and Acq Admin</entry>\r
                  <entry/>\r
               </row>\r
\r
\r
\r
               <row>\r
                  <entry>Upload Create PO</entry>\r
                  <entry>Create a purchase order by default during ACQ file upload</entry>\r
                  <entry>True/False</entry>\r
                  <entry>LSA and Acq Admin</entry>\r
                  <entry/>\r
               </row>\r
\r
               <row>\r
                  <entry>Upload Default Insufficient Quality Fall-Thru Profile</entry>\r
                  <entry>Default low-quality fall through profile used during ACQ file upload</entry>\r
                  <entry>Selection List</entry>\r
                  <entry>LSA and Acq Admin</entry>\r
                  <entry>Quality Fall-Thru Profiles are not currently set up in the system.</entry>\r
               </row>\r
\r
\r
               <row>\r
                  <entry>Upload Default Match Set</entry>\r
                  <entry>Default match set to use during ACQ file upload</entry>\r
                  <entry>Selection List</entry>\r
                  <entry>LSA and Acq Admin</entry>\r
                  <entry/>\r
               </row>\r
\r
\r
               <row>\r
                  <entry>Upload Default Merge Profile</entry>\r
                  <entry>Default merge profile to use during ACQ file upload</entry>\r
                  <entry>Selection List</entry>\r
                  <entry>LSA and Acq Admin</entry>\r
                  <entry/>\r
               </row>\r
\r
\r
               <row>\r
                  <entry>Upload Default Min. Quality Ratio</entry>\r
                  <entry>Default minimum quality ratio used during ACQ file upload</entry>\r
                  <entry>Number</entry>\r
                  <entry>LSA and Acq Admin</entry>\r
                  <entry>Minimum quality ratios are not currently set up in the system.</entry>\r
               </row>\r
\r
               <row>\r
                  <entry>Upload Default Provider</entry>\r
                  <entry>Default provider to use during ACQ file upload</entry>\r
                  <entry>Text</entry>\r
                  <entry>LSA and Acq Admin</entry>\r
                  <entry/>\r
               </row>\r
\r
               <row>\r
                  <entry>Upload Import Non Matching by Default</entry>\r
                  <entry>Import non-matching records by default during ACQ file upload</entry>\r
                  <entry>True/False</entry>\r
                  <entry>LSA and Acq Admin</entry>\r
                  <entry/>\r
               </row>\r
\r
               <row>\r
                  <entry>Upload Load Items for Imported Records by Default</entry>\r
                  <entry>Load items for imported records by default during ACQ file upload</entry>\r
                  <entry>True/False</entry>\r
                  <entry>LSA and Acq Admin</entry>\r
                  <entry/>\r
               </row>\r
\r
               <row>\r
                  <entry>Upload Merge on Best Match by Default</entry>\r
                  <entry>Merge records on best match by default during ACQ file upload</entry>\r
                  <entry>True/False</entry>\r
                  <entry>LSA and Acq Admin</entry>\r
                  <entry/>\r
               </row>\r
\r
               <row>\r
                  <entry>Upload Merge on Exact Match by Default</entry>\r
                  <entry>Merge records on exact match by default during ACQ file upload</entry>\r
                  <entry>True/False</entry>\r
                  <entry>LSA and Acq Admin</entry>\r
                  <entry/>\r
               </row>\r
\r
               <row>\r
                  <entry>Upload Merge on Single Match by Default</entry>\r
                  <entry>Merge records on single match by default during ACQ file upload</entry>\r
                  <entry>True/False</entry>\r
                  <entry>LSA and Acq Admin</entry>\r
                  <entry/>\r
               </row>\r
\r
          </tbody>\r
         </tgroup>\r
      </table>\r
   \r
</section> \r
\r
<section xml:id="acq-permissions-overview">\r
<title>Acquisitions Permissions Overview</title>\r
<para>There are four Acquisitions Permission Groups: <link linkend="permissions-acqselector">Basic Selector, Advanced Selector</link>, \r
<link linkend="permissions-acqpurchase">Purchaser</link>, <link linkend="permissions-acqadmin">Administrator</link>.  These permission groups are applied \r
in additional to a staff member's current permissions group.</para>\r
\r
\r
<note><para>At present acquisitions permissions are only available to those libraries involved in the Sitka Acquisitions Pilot.</para></note>\r
\r
\r
\r
<simplesect xml:id="permissions-acqselector">\r
<title>Acquisitions Selection</title>\r
<para>There are two permission group options for a selector.</para>\r
\r
<para><emphasis role="bold">Acq Basic Selector</emphasis></para>\r
<para>This group includes permissions to:</para>\r
<itemizedlist>\r
<listitem>\r
<para>perform searches using the Acquisitions General Search</para>\r
</listitem>\r
<listitem>\r
<para>create, merge, clone, and delete selection lists</para>\r
</listitem>\r
<listitem>\r
<para>add line items to a selection list</para>\r
</listitem>\r
<listitem>\r
<para>view and use selection lists created by another user</para>\r
</listitem>\r
<listitem>\r
<para>create brief MARC records</para>\r
</listitem>\r
<listitem>\r
<para>perform a MARC Federated Search</para>\r
</listitem>\r
<listitem>\r
<para>add copies, alerts, and notes to line items</para>\r
</listitem>\r
<listitem>\r
<para>apply funds to copies and line items on a selection list</para>\r
</listitem>\r
<listitem>\r
<para>link line items to bibliographic records in the catalogue</para>\r
</listitem>\r
<listitem>\r
<para>mark line items <guilabel>selector-ready</guilabel> and/or <guilabel>order-ready</guilabel></para>\r
</listitem>\r
<listitem>\r
<para>view, but not create, purchase orders</para>\r
</listitem>\r
<listitem>\r
<para>view fund summaries for the current year for the location the workstation is registered to</para>\r
</listitem>\r
</itemizedlist>\r
\r
<para><emphasis role="bold">Acq Advanced Selector</emphasis></para>\r
<para>In addition to the Acq Basic Selector permissions, this group includes permissions to:</para>\r
<itemizedlist>\r
<listitem>\r
<para>view fund summaries for multiple years and location</para>\r
</listitem>\r
<listitem>\r
<para>create, edit, delete funds</para>\r
</listitem>\r
<listitem>\r
<para>view debits associated with a fund</para>\r
</listitem>\r
<listitem>\r
<para>transfer money between funds</para>\r
</listitem>\r
</itemizedlist>\r
\r
</simplesect>\r
\r
<simplesect xml:id="permissions-acqpurchase">\r
<title>Acquisitions Purchaser</title>\r
\r
<para>In addition to selector permissions, this groups includes permissions to:</para>\r
\r
<itemizedlist>\r
<listitem>\r
<para>apply distribution formulas to line items</para>\r
</listitem>\r
<listitem>\r
<para>create, view, rename, print, and activate purchase orders</para>\r
</listitem>\r
<listitem>\r
<para>add notes and charges to purchase orders</para>\r
</listitem>\r
<listitem>\r
<para>receive and un-receive purchase orders, line items, and copies</para>\r
</listitem>\r
<listitem>\r
<para>view purchase order history</para>\r
</listitem>\r
<listitem>\r
<para>cancel purchase orders, line items, and copies</para>\r
</listitem>\r
<listitem>\r
<para>change a line item's claim policy</para>\r
</listitem>\r
<listitem>\r
<para>claim line items and copies</para>\r
</listitem>\r
<listitem>\r
<para>print claim vouchers</para>\r
</listitem>\r
<listitem>\r
<para>create, view, print, and close invoices</para>\r
</listitem>\r
<listitem>\r
<para>reopen invoices</para>\r
</listitem>\r
<listitem>\r
<para>add charges to invoices</para>\r
</listitem>\r
<listitem>\r
<para>prorate charges across the funds on an invoice</para>\r
</listitem>\r
<listitem>\r
<para>view, but not edit, providers</para>\r
</listitem>\r
<listitem>\r
<para>view all invoices associated with a particular provider</para>\r
</listitem>\r
</itemizedlist>\r
\r
</simplesect>\r
\r
<simplesect xml:id="permissions-acqadmin">\r
<title>Acquisitions Administrator</title>\r
\r
<para>In addition to the selector and purchaser permissions, this groups includes permissions to:</para>\r
<itemizedlist>\r
<listitem>\r
<para>create, edit, and delete funding sources</para>\r
</listitem>\r
<listitem>\r
<para>allocate credit to funding sources</para>\r
</listitem>\r
<listitem>\r
<para>create, edit, and delete funds</para>\r
</listitem>\r
<listitem>\r
<para>allocate credit from funding sources to funds</para>\r
</listitem>\r
<listitem>\r
<para>create, edit, and delete providers</para>\r
</listitem>\r
<listitem>\r
<para>update a variety of Library Editor Settings</para>\r
</listitem>\r
<listitem>\r
<para>create distribution formulas</para>\r
</listitem>\r
<listitem>\r
<para>create line item alerts</para>\r
</listitem>\r
<listitem>\r
<para>assign acquisitions permission groups to other staff members</para>\r
</listitem>\r
</itemizedlist>\r
\r
<note><para>The Acquisition Administrator Permission Group can only be assigned to library staff by members of the Sitka Team.</para></note>\r
\r
</simplesect>\r
\r
</section>\r
\r
<section xml:id="acq-secondary-groups">\r
<title>Secondary Group Permissions</title>\r
\r
<para>The <guibutton>Secondary Groups</guibutton> button functionality has been introduced with the acquisitions module.  This button enables supplemental permission\r
 groups to be added to staff accounts. The <guibutton>Secondary Groups</guibutton> button is currently only visible to those users with the Acq Admin supplemental\r
permission group. </para>\r
\r
<para><link linkend="acq-granting-permissions">Granting Acquisitions Permissions</link></para>\r
<para><link linkend="acq-removing-permissions">Removing Acquisitions Permissions</link></para>\r
\r
\r
<note><para>The Acq Admin permission can only be granted to users by Sitka Staff.  Only users with the Acq Admin permission can grant the Acq Purchaser, Acq Avd.\r
 Selector, and Acq Basic Selector permission to other users.</para></note>\r
\r
<caution><para>Acquisitions permissions groups only function as secondary groups.  If an acquisitions permission group is set as a user's \r
<guilabel>Main (Profile) Permission Group</guilabel>, that user will be unable to login to Evergreen.</para></caution>\r
\r
<simplesect xml:id="acq-granting-permissions">\r
<title>Granting Acquisitions Permissions</title>\r
\r
<para>To be able to use the acquisitions module, staff must be granted the appropriate supplemental permission group.</para>\r
\r
<procedure>\r
<step>\r
<para>Open the account of the user you wish to grant acquisitions permissions to.</para>\r
</step>\r
\r
<step>\r
<para>Click <guibutton>Edit</guibutton>.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guibutton>Secondary Groups</guibutton>, located to the right of the <guilabel>Main (Profile) Permission Group</guilabel>.</para>\r
<para><mediaobject>\r
<alt>screenshot of providers</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/sup-permissions-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>From the dropdown menu select one of the Acq Supplementary Perm Groups.</para>\r
<para><mediaobject>\r
<alt>screenshot of providers</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/sup-permissions-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<para>Click <guibutton>Add</guibutton>.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guibutton>Save</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of providers</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/sup-permissions-3.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<para>Click <guibutton>Save</guibutton> in the top right hand corner of the <guilabel>Edit Screen</guilabel> to save the user's account.</para>\r
</step>\r
</procedure>\r
\r
</simplesect>\r
\r
<simplesect xml:id="acq-removing-permissions">\r
<title>Removing Acquisitions Permissions</title>\r
\r
<procedure>\r
<step>\r
<para>Open the account of the user you wish to remove acquisitions permissions from.</para>\r
</step>\r
\r
<step>\r
<para>Click <guibutton>Edit</guibutton>.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guibutton>Secondary Groups</guibutton>, located to the right of the <guilabel>Main (Profile) Permission Group</guilabel>.</para>\r
<para><mediaobject>\r
<alt>screenshot of providers</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/sup-permissions-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guibutton>Delete</guibutton> beside the permission group you would like to remove.</para>\r
<para><mediaobject>\r
<alt>screenshot of providers</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/sup-permissions-4.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guibutton>Save</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of providers</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/sup-permissions-5.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<para>Click <guibutton>Save</guibutton> in the top right hand corner of the <guilabel>Edit Screen</guilabel> to save the user's account.</para>\r
</step>\r
</procedure>\r
\r
</simplesect>\r
\r
\r
</section>\r
    \r
</chapter>\r