Introduction
CollectionPro offers flexible access levels: general access to search, access to specific object types (e.g., acquisition, collections, actors), and access to certain user interface features, data fields, and printing methods such as lists and reports. Thus, CollectionPro allows users to access only the parts and functions of the application that they need to do their jobs. The user’s actual permissions are determined by modifying access to system properties and object types on a per-user or per-group basis. In addition, it is possible to prevent data entry in certain fields for individual users and groups. The following chapters provide a brief overview of the concept of access to CollectionPro.
User
Every user working with CollectionPro must log in to the system, excluding shared collections and guests (anonymous use). Depending on the system settings, the login can be performed automatically, for example based on your Microsoft Windows login credentials or using the CollectionPro login form. The program creates a unique record for each user, in which all of the user’s information can be stored, such as name, department, phone number, email, access groups, etc., as well as optional system rights that apply to that user. The access rights include the following entities:
- Groups: Assign permission groups to a user or see which groups have been automatically set.
- System rights: Specify which sections the user has access to and which features they are allowed to use.
- Permissions: Specify which other users or groups of users can control this user (read, write, delete).
Groups
User groups can be used to organize users structurally and assign permissions. You can create your own groups or use predefined system groups. Groups can be assigned to users manually or automatically.
Object Types
Manage the permissions of the user or group object types so that the user or group can access lists/tesaurs. Set custom file names for the files you want to upload and export, or add a search filter to the fields.
Pools
Pools can be understood as folders where you can place your files or records. For pools, permissions can be configured so that different user groups get different access to the records.
Use cases
Pools can be used to structure your files and data. This can be based on content, permissions, or workflows. Some examples include:
| Use case | Example | Description |
|---|---|---|
| Content |
| The pools can be structured by images or documents, for example, which allows for a quick selection of the wanted content. You can use different object types or masks to have different data fields in each pool. |
| Permissions |
| The most common use case for pools. Create pools and user groups for each department, so that you can, for example, specify that each department can only access its own records. |
| Workflows | | Sometimes it can make sense to reflect your workflows as pools. All new files / records are uploaded to the “In progress” pool, and once they have been prepared (all data has been entered), they can be moved to the “Published” pool. This does not have to be, but can be combined with permissions so only published pool records are available to all users. |
Tags and workflows
Tags are entries that can be associated with records. They can be used to describe workflows or give users access to specific records.
Use cases
Tags and workflows can be utilized in a variety of ways. Here are some common uses:
| Use case | Description |
|---|---|
| Editing status | Sometimes it can take time to finalize the records because the necessary data has to be collected over a longer period of time. Alternatively, you may want to quickly upload files with only minimal information and work on the details later. To track the status of records, you can create labels for each stage (for example, “new,” “in progress,” or “finished”). You can also use permissions and tag filters to specify that certain groups of users can only access or download finished records. |
| Publish records | If you want to give external users access to part of your records without logging in, you can create a tag to flag publicly available records (for example, “External” or “Published”). Use permissions and tag filters to ensure that they only see the information that you want them to see. |
| Editorial workflow | If records need to be reviewed and approved before they can be published, you can set up a group (for example, “Editors”), a tag (for example, “For review”), and create a workflow where editors receive an email whenever a new record is tagged for review. You can also make sure that not all users can set the “Published” tag by creating a workflow that prevents certain groups from setting that tag. |
| Automatic exports | If you want to regularly export some of your records to external websites or portals, you can create a tag (for example, “Export to Portal 1”), tag your records, and set up a scheduled export for all tagged records. |
Presets
Presets are a great way to create predefined permissions that make it faster and easier to share collections and/or records with others.
Please note, if a user doesn’t have the system right “Allow to Set Individual Permissions for Shares”, presets are the only way to share collections or records with others.