Initial import of Acquistions doc.

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

<?xml version='1.0' encoding='UTF-8'?>
<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"
   xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="admin-acq-permissions">
   <info>
      <title>Permissions and Settings</title>
      <legalnotice>
         <para><emphasis role="bold">Adapted with permission from original material by the <link
                  xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=administration_functions_in_the_acquistions_module_ev.pdf"
                  xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=administration_functions_in_the_acquistions_module_ev.pdf">Evergreen
                  Community</link></emphasis></para>
      </legalnotice>
      
     

      <abstract>
         <para>The Acquisitions Module in Evergreen requires administrative set up before it can be used by staff.</para>
<para>This chapter covers those pieces of the acquisitions module that must be in place before the module is useable by acquisitions staff, including funding, providers,
 and permissions.  This chapter also includes information on best practices that prevent conflicts in the Evergreen between the Sitka libraries using Acquisitions.</para>
<para>This chapter is ordered is such a way as to facilitate an initial set up of the administrative portion of Acquisitions in Evergreen.</para></abstract>
      

   </info>

<section xml:id="acq-admin--permissions-placeholder">
</section>


   <section xml:id="acq-library-settings">
      <title>Acquisitions Specific Settings in Library Settings Editor</title>
      

<para>Several settings in the <guilabel>Library Settings Editor</guilabel> pertain to functions in the Acquisitions Module.</para>
<para>You can access these settings by clicking <menuchoice><guimenu>Admin</guimenu>
<guisubmenu>Local Administration</guisubmenu><guimenuitem>Library Settings Editor</guimenuitem></menuchoice>.</para>

<itemizedlist>
<listitem>
<para><guilabel>CAT: Delete bib if all copies are deleted via Acquisitions lineitem cancellation</guilabel> - This settings has been set to TRUE by Sitka.</para>  
<para>This means when you cancel a line item, if there are no longer copies at any library attached to the bibliographic record, then the bib record will be 
deleted.</para>
</listitem>

<listitem>
<para><guilabel>Default circulation modifier</guilabel> - Enter the circulation modifier that you would be like to be applied to items that are created in the 
Acquisitions Module if no circulation modifier is specified.</para>
</listitem>

<listitem>
<para><guilabel>Default copy location</guilabel> - Select the copy location that you would like to be applied to items that are created in the Acquisitions Module 
if no copy location is specified.</para>
<para>The Default Copy Location can be used to make on-order items OPAC invisible.  See 
<link linkend="onorder-OPAC-invisible">How to Make Your On-order Records OPAC Invisible</link> for instructions.</para>
</listitem>

<listitem>
<para><guilabel>Funding Spending Limit for Block</guilabel> - When the amount remaining in the fund, including spent money and encumbrances, goes below this percentage, 
attempts to spend from the fund will be blocked.</para>
</listitem>


<listitem>
<para><guilabel>Fund Spending Limit for Warning</guilabel> - When the amount remaining in the fund, including spent money and encumbrances, goes below this percentage, 
attempts to spend from the fund will be blocked.</para>
</listitem>


<listitem>
<para><guilabel>Temporary barcode prefix</guilabel> - The temporary barcode prefix must be entered as your library code. This prevents conflicts between the libraries
using acquisitions.</para>
</listitem>


<listitem>
<para><guilabel>Temporary call number prefix</guilabel> - Enter a temporary call number prefix for items that are created in the Acquisitions Module.</para>
</listitem>
</itemizedlist>
</section> 

<section xml:id="acq-permissions-overview">
<title>Acquisitions Permissions Overview</title>
<para>There are four Acquisitions Permission Groups: <link linkend="permissions-acqselector">Basic Selector, Advanced Selector</link>, 
<link linkend="permissions-acqpurchase">Purchaser</link>, <link linkend="permissions-acqadmin">Administrator</link>.  These permission groups are applied 
in additional to a staff members' current permissions group.</para>

<caution><para>The Acquisitions permission groups are supplementary permission groups.  This means they must be used in conjunction with the other permission groups. 
If an acquisitions permission group is set as the only permission group for a user, that user will not be able to login to Evergreen.</para></caution>
<note><para>At present only Sitka staff can grant acquisitions permissions.  Please contact Sitka support if you have staff requiring new or different acquisitions
permissions.  Acquisitions permissions are only available to those libraries involved in the Sitka Acquisitions Pilot.</para></note>



<simplesect xml:id="permissions-acqselector">
<title>Acquisitions Selection</title>
<para>There are two permission group options for a selector.</para>

<para><emphasis role="bold">Acq Basic Selector</emphasis></para>
<para>This group includes permissions to:</para>
<itemizedlist>
<listitem>
<para>perform searches using the Acquisitions General Search</para>
</listitem>
<listitem>
<para>create, merge, clone, and delete selection lists</para>
</listitem>
<listitem>
<para>add line items to a selection list</para>
</listitem>
<listitem>
<para>view and use selection lists created by another user</para>
</listitem>
<listitem>
<para>create brief MARC records</para>
</listitem>
<listitem>
<para>perform a MARC Federated Search</para>
</listitem>
<listitem>
<para>add copies, alerts, and notes to line items</para>
</listitem>
<listitem>
<para>apply funds to copies and line items on a selection list</para>
</listitem>
<listitem>
<para>link line items to bibliographic records in the catalogue</para>
</listitem>
<listitem>
<para>mark line items <guilabel>selector-ready</guilabel> and/or <guilabel>order-ready</guilabel></para>
</listitem>
<listitem>
<para>view, but not create, purchase orders</para>
</listitem>
<listitem>
<para>view fund summaries for the current year for location the workstation is registered to</para>
</listitem>
</itemizedlist>

<para><emphasis role="bold">Acq Advanced Selector</emphasis></para>
<para>In addition to the Acq Basic Selector permissions, this group includes permissions to:</para>
<itemizedlist>
<listitem>
<para>view fund summaries for multiple years and location</para>
</listitem>
<listitem>
<para>create, edit, delete funds</para>
</listitem>
<listitem>
<para>view debits associated with a fund</para>
</listitem>
<listitem>
<para>transfer money between funds</para>
</listitem>
</itemizedlist>

</simplesect>

<simplesect xml:id="permissions-acqpurchase">
<title>Acquisitions Purchaser</title>

<para>In addition to selector permissions, this groups includes permissions to:</para>

<itemizedlist>
<listitem>
<para>apply distribution formulas to line items</para>
</listitem>
<listitem>
<para>create, view, rename, print, and activate purchase orders</para>
</listitem>
<listitem>
<para>add notes and charges to purchase orders</para>
</listitem>
<listitem>
<para>receive and un-receive purchase orders, line items, and copies</para>
</listitem>
<listitem>
<para>view purchase order history</para>
</listitem>
<listitem>
<para>cancel purchase orders, line items, and copies</para>
</listitem>
<listitem>
<para>change a line item's claim policy</para>
</listitem>
<listitem>
<para>claim line items and copies</para>
</listitem>
<listitem>
<para>print claim vouchers</para>
</listitem>
<listitem>
<para>create, view, print, and close invoices</para>
</listitem>
<listitem>
<para>reopen invoices</para>
</listitem>
<listitem>
<para>add charges to invoices</para>
</listitem>
<listitem>
<para>prorate charges across the funds on an invoice</para>
</listitem>
<listitem>
<para>view, but not edit, providers</para>
</listitem>
<listitem>
<para>view all invoices associated with a particular provider</para>
</listitem>
</itemizedlist>

</simplesect>

<simplesect xml:id="permissions-acqadmin">
<title>Acquisitions Administrator</title>

<para>In addition to the selector and purchaser permissions, this groups includes permissions to:</para>
<itemizedlist>
<listitem>
<para>create, edit, and delete funding sources</para>
</listitem>
<listitem>
<para>allocate credit to funding sources</para>
</listitem>
<listitem>
<para>create, edit, and delete funds</para>
</listitem>
<listitem>
<para>allocate credit from funding sources to funds</para>
</listitem>
<listitem>
<para>create, edit, and delete providers</para>
</listitem>
<listitem>
<para>update a variety of Library Editor Settings</para>
</listitem>
<listitem>
<para>create distribution formulas</para>
</listitem>
<listitem>
<para>create line item alerts</para>
</listitem>
<listitem>
<para>assign acquisitions permission groups to other staff members</para>
</listitem>
</itemizedlist>

<note><para>The Acquisition Administrator Permission Group can only be assigned to library staff by members of the Sitka Team.</para></note>

</simplesect>

</section>

<section xml:id="acq-secondary-groups">
<title>Secondary Group Permissions</title>

<para>The <guibutton>Secondary Groups</guibutton> button functionality has been introduced with the acquisitions module.  This button enables supplemental permission
 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
permission group. </para>

<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.
 Selector, and Acq Basic Selector permission to other users.</para></note>

<caution><para>Acquisitions permissions groups only function as secondary groups.  If an acquisitions permission group is set as a user's main (Profile) Permission
Group, that user will be unable to login to Evergreen.</para></caution>

<simplesect xml:id="acq-granting-permissions">
<title>Granting Acquisitions Permissions</title>

<para>To be able to use the acquisitions module, staff must be granted the appropriate supplemental permission group.</para>

<procedure>
<step>
<para>Open the account of the user you wish to grant acquisitions permissions to.</para>
</step>

<step>
<para>Click <guibutton>Edit</guibutton>.</para>
</step>

<step>
<informalfigure>
<para>Click <guibutton>Secondary Groups</guibutton>, located to the right of the <guilabel>Main (Profile) Permission Group</guilabel>.</para>
<para><mediaobject>
<alt>screenshot of providers</alt>

<imageobject>
<imagedata fileref="media/sup-permissions-1.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>From the dropdown menu select one of the Acq Supplementary Perm Groups.</para>
<para><mediaobject>
<alt>screenshot of providers</alt>

<imageobject>
<imagedata fileref="media/sup-permissions-2.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<para>Click <guibutton>Add</guibutton>.</para>
</step>

<step>
<informalfigure>
<para>Click <guibutton>Save</guibutton>.</para>
<para><mediaobject>
<alt>screenshot of providers</alt>

<imageobject>
<imagedata fileref="media/sup-permissions-3.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<para>Click <guibutton>Save</guibutton> in the top right hand corner of the <guilabel>Edit Screen</guilabel> to save the user's account.</para>
</step>
</procedure>

</simplesect>

<simplesect xml:id="acq-removing-permissions">
<title>Removing Acquisitions Permissions</title>

<procedure>
<step>
<para>Open the account of the user you wish to remove acquisitions permissions from.</para>
</step>

<step>
<para>Click <guibutton>Edit</guibutton>.</para>
</step>

<step>
<informalfigure>
<para>Click <guibutton>Secondary Groups</guibutton>, located to the right of the <guilabel>Main (Profile) Permission Group</guilabel>.</para>
<para><mediaobject>
<alt>screenshot of providers</alt>

<imageobject>
<imagedata fileref="media/sup-permissions-1.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>Click <guibutton>Delete</guibutton> beside the permission group you would like to remove.</para>
<para><mediaobject>
<alt>screenshot of providers</alt>

<imageobject>
<imagedata fileref="media/sup-permissions-4.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<informalfigure>
<para>Click <guibutton>Save</guibutton>.</para>
<para><mediaobject>
<alt>screenshot of providers</alt>

<imageobject>
<imagedata fileref="media/sup-permissions-5.png" scalefit="0"></imagedata>
</imageobject>
</mediaobject></para>
</informalfigure>
</step>

<step>
<para>Click <guibutton>Save</guibutton> in the top right hand corner of the <guilabel>Edit Screen</guilabel> to save the user's account.</para>
</step>
</procedure>

</simplesect>


</section>
    
</chapter>