Persons Authority Records for Design Profile Users

Owned by Kasubowski, Johanna
Last updated: Oct 31, 2022

Shared Material Authority (SMA) / Shared Instance

A persons authority record is to be created in the Shared Materials Authority (SMA) for all users who create and/or edit records. The Institutional Admin (IA) is responsible for setting up each member of their institution with a person authority record.

Institutional CollectionSpace Instance / Local Instance

A persons authority record is to be created in one’s institutional CollectionSpace instance for all users who create and/or edit records. The Institutional Admin (IA) is responsible for setting up each member of their institution with a person authority record.

 

How-to

The person authority record needs to be manually entered in each instance. There is no ability to copy between instances.

Create new person authority record by entering the below data.

Field Name

Instruction

Example

Field Name

Instruction

Example

Term: Display Name

Enter first and last name of person

Johanna Kasubowski

Term: Status

Select “accepted”

accepted

Term: Type

Select “Employee”

Employee

Occupation

Enter appropriate role of individual at designed institution:

  • Institutional Admin
    Only assigned to FTE who hold an administrative role for their institutions use of the CollectionSpace Design Profile.

  • Project Cataloger
    Assign to student employees or temporary project staff

 

Institutional Admin

Group

Enter the institution the individual is associated with.

Harvard University Graduate School of Design

Email: Address

Enter email address issued by institution. No emails from other entities, e.g., gmail.

jkasubowski@gsd.harvard.edu

Email: Type

Select “business”

business

Save.

Example record (requires CSpace account to access):

https://materialorder.collectionspace.org/cspace/materialorder/record/person/shared/03a0e8da-274f-44e8-9616


Updating Person Authority Records

When a person is no longer actively using CollectionSpace, the Institutional Admin will ensure the below 3 steps are completed to communicate the user account has been inactivated.

  • Update person authority record to include note of date account was designated as inactive.

Field Name

Instruction

Example

Field Name

Instruction

Example

Name Note

Enter date account was designated as inactive and staff initial

Inactivated account 07/08/2021, jk

  • In the Administration module, update user account status to be INACTIVE. Save.

  • In the CSpace User Account Log (on Material Order Google Drive) enter INACTIVE and date in the Status row.