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Manage users

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Use the Users screen to view and manage current users of CONTENTdm (new version).

Manage users via CONTENTdm (new version)

 Roles: Users with the CONTENTdm Administrator role will have access to WorldShare Admin to create, edit, and delete users. Refer to Manage users via WorldShare for more information.

Search for users

From the Users screen, search for users by Name, email, ID or Role. 

To search by name, email, or ID (default):

  1. Ensure Name, email, ID is selected via the dropdown by the search bar. 
  2. Enter the search terms. 
    • Search terms entered for this index return results based on the following:
      • Name: Last name, First name, Middle name, or preferred name
      • ID: Barcode, User ID at Source, ILL Identifier, or PPID
      • Email Address: Email address located in the Library Record area of the Basic User Data accordion for the user 
        • Values searched upon for the name and email address in the Name, ID, Email index may generate slightly different results than the individual Name and Email index.
  3. Click the magnifying glass or press <Enter>. 
  4. From the search results, click a user name to open the record.

To search by Role:

  1. Select Role via the dropdown by the search bar.
  2. Select one of the following options:
  3. Click the magnifying glass or press <Enter>. 
  4. From the search results, click a user name to open the record.

Edit users

 Roles: Users with the Administrator role can edit users. Refer to CONTENTdm (new version) roles. 

  1. Search for the user you want to edit
  2. On the search results page, click the user's Name.
  3. Click Edit.
  4. Edit the user's role, as appropriate.
  5. Click Save.

 Note: Additional edits to staff accounts must be done in WorldShare Admin.

Manage users via WorldShare

Create, delete, or edit user information via the WorldShare Admin interface. Refer to WorldShare Admin for more information. 

In order to access the Admin module, you need to have an administrative role assigned to your account. When you first subscribe to a WorldShare service, an account with administrative roles is created for a staff member at your institution. That staff member can create users and assign roles to users in order to provide other staff members with administrative access.

If you need help creating a new account or adding services to an existing account, contact your WorldShare administrator or contact OCLC Order services.

 Roles:  Users with the CONTENTdm Administrator role will have access to WorldShare Admin to create, edit, and delete users. For more information, refer to Roles to access WorldShare Admin.

Sign in to the WorldShare interface

You can access the Admin module in your WorldShare interface.

  1. In your browser, enter the WorldShare URL for your library. Your WorldShare URL will have the following format: https://yourcustomWorldShareURL.share.worldcat.org/wms. Replace yourcustomWorldShareURL with the WorldCat registry ID or configured URL qualifier for your library.
  2. On the Sign in screen, enter your Username and Password.
  3. Click Sign in.

Find a forgotten WorldShare URL

  1. Go to the Sign in to OCLC Services page and select WorldShare Management Services, WorldShare Metadata Services, or WorldShare Interlibrary Loan. 
  2. Search for your institution with your OCLC symbol, institution name, or zip code. Select your institution from the list and click Continue.
  3. Enter your User Name and Password.
    • The User Name field is not case-sensitive.
  4. Click Sign In.
  5. Bookmark or write down your WorldShare URL.
    • Use the format: https://yourlibrary.share.worldcat.org/wms
    • You will need to edit your bookmark to match the correct format

Create users via WorldShare Admin

 Roles: Users with the CONTENTdm Administrator role will have access to WorldShare Admin to create, edit, and delete users.

Create accounts for your users in WorldShare. Required fields may vary, depending on the services your library subscribes to. Additionally, if you are using a third-party authentication system, you will not see the Identity Management section.

Best practices for creating an account

  • Follow the account naming conventions used by your institution when creating user names.
  • If you are creating accounts for your staff members, make sure you tell them their user name soon after you create the account. They will need their username to create a password.
  • Create an account for each employee accessing the system. Staff should not share accounts.
  • Do not re-use staff accounts.
  • Delete accounts for staff who are no longer with your institution.

Create a user account

From the Admin section in WorldShare:

  1. On the left navigation, under User management, click New user.
  2. On the Basic user data panel, OCLC recommends filling in the following fields:
    • Personal information
      • First name: Highly recommended
      • Last name: Suggested
      • Expiration date: If an expiration date is not provided, WorldShare accounts will expire by default after 5 years.
    • Library record
      • Email
         Note:  In order to create an account, the user/patron requires a Primary email address.  Enter an email address and select the Primary button.
      • (Optional) Include an Address and Phone number.
    • If your institution is using WMS and has an OCLC provided IdP configured with Barcode as username, you must enter the following fields:
      • Circulation
        • Barcode: Barcodes are case-sensitive when searching for users. User Name will not be editable.
        • Home Branch: Select the user's preferred branch from the list.
        • Patron Type: Select the patron type from the list.
           
    • If your institution has an OCLC provided IdP that is not configured to use Barcode as User Name, you must enter the following fields:
      • Identity Management
        • Username: The user/patron requires a Username.
  3. Click Save. The user/patron account appears.

Assign roles to a user account

  1. In the user account, expand the Roles accordion.
  2. Within the Roles accordion, click Edit (on the far right).
  3. Select the appropriate roles.
    • For more information on the actions users can perform with individual roles, see Roles
    • All accounts must have the Everyone role assigned. The Everyone role is included automatically and should not be removed
  4. Click Save.

 Notes: 

  • If a new or existing user needs access to a particular WorldShare module, the role can only be assigned by another user with the module's Admin role. 
    • For example, WorldShare ILL roles can only be assigned by another user with the WorldShare ILL Admin role. 
  • For a user to be able to assign every role in WorldShare, they must have all of the Admin roles assigned to their account.

Prompt your staff member to set a password

  1. For the account you just created, perform one of the following actions so your staff member can create a password:
    1. Click Send password reset email in the Identity management section if available, or
    2. Direct your staff to:
      1. Go to your library's WorldShare URL. Replace prefix with your library's identifier: https://prefix.contentdm.oclc.org/admin
      2. Click Set/reset password on the Sign In screen.
  2. Either action will send a system-generated message to the email address in the account. Please note:
    • Your staff member must follow the link in the system-generated email within 24 hours to set a password. They should check their junk folder if they do not see the email within a few minutes
    • If the link expires, you can perform either of the above steps to prompt your staff member again

 Note: Send your staff member their username. Your staff member needs this information to create a password.

Search for users via WorldShare Admin

  1. On the left navigation, under User management, select an index from the Limit search to list.
  2. Enter your search terms. You must enter at least two characters for the search to return results.
  3. Click Search or press <Enter>.
  4. From the search results, click a user name to open the record.
Available search indexes - Table
Limit Description
Name, ID, Email

Search terms entered for this index return results based on the following:

  • Name: Last name, First name, Middle name, or preferred name
  • ID: Barcode, User ID at Source, ILL Identifier, or PPID
  • Email Address: Email address located in the Library Record area of the Basic User Data accordion for the user 

Values searched upon for the name and email address in the Name, ID, Email index may generate slightly different results than the individual Name and Email index.
Identifier  The circulation barcode, ILL identifier, User ID at Source, and PPID
PPID Patron Personal Identifier for the user.
Name Contents of the First Name, Middle Name, or Last Name
Barcode

Barcode (ID number) of the user.

Barcodes are case-sensitive when searching for users.
User ID at source The ID of the patron in an external system (e.g. ILS, PeopleSoft, Banner, CAS)
ILL identifier A unique identifier for the user in the Tipasa system. It may be the user's library barcode
Email address Email address of the user
Phone number Phone number of the user
Street address Address of the user (e.g. house number, street name)
City City of the user's address
State / Province State or province of the user's address
Postal code Postal code (e.g. zip code) of the user's address

Search all institutions in your group

 Note: This option is only available if you are part of a WMS group.

Deselect the check box to search for users from your institution. When the check box is selected, users across all institutions in your group will be shown.

You cannot edit users that are not from your institution.
Deep search (slower)

Search for users by:

  • Partial First Name
  • Partial Last Name
  • Partial Email Address
Select

Retrieve users by: 

  • Home Location
  • Universal Expiration Date
  • Password Expiration Date
  • Role

Search by Role

You can search by role to retrieve a list of users who have a specific authorization role. For example, you can search for staff members at your library who have the STUDENT_WORKER role.

  1. On the left navigation, click User management to open the search feature.
  2. Under the Limit search to drop-down, select Role under the Select heading. 
  3. Use the Select a role drop-down to retrieve users with the desired role. 
  4. Click Search or press <Enter>.
  5. From the search results, click a user name to open the record.

For a list of roles, see Examples of roles by library position.

 Note: the Everyone role is not searchable.

Edit users via WorldShare Admin

 Roles: Users with the CONTENTdm Administrator role will have access to WorldShare Admin to create, edit, and delete users.

  1. Search for the user you want to edit
  2. On the search results page, click the user's Name.
  3. On the accordion of the section you want to edit, click Edit.
  4. Edit information, as appropriate.
  5. Click Save.

Assign roles via WorldShare Admin

 Roles: Users with the CONTENTdm Administrator role will have access to WorldShare Admin to create, edit, and delete users. Roles can also be edited in CONTENTdm (new version). Refer to Manage users via CONTENTdm (new version).

  1. In the user account, expand the Roles accordion.
  2. Within the Roles accordion, click Edit (on the far right).
  3. Select the appropriate roles.
    • For more information on the actions users can perform with individual roles, see Roles
    • All accounts must have the Everyone role assigned. The Everyone role is included automatically and should not be removed
  4. Click Save.

 Notes: 

  • If a new or existing user needs access to a particular WorldShare module, the role can only be assigned by another user with the module's Admin role. 
    • For example, WorldShare ILL roles can only be assigned by another user with the WorldShare ILL Admin role. 
  • For a user to be able to assign every role in WorldShare, they must have all of the Admin roles assigned to their account.

For additional information about how to manage user accounts, see User Management.

Delete users via WorldShare Admin

 Roles: Users with the CONTENTdm Administrator role will have access to WorldShare Admin to create, edit, and delete users.

Deleting a user removes their account from the system. This action should be performed with caution. It cannot be undone.

 Note:  If you are part of a WMS group, you can only delete users from your institution.

If you use WorldShare Circulation, accounts cannot be deleted if the user has:

  • Outstanding checkouts
  • Outstanding bills
  • Been sent to a collection agency

If you try to delete a user account that cannot be deleted, you will receive a message explaining why the user could not be deleted.

  1. Search for the user you want to delete.
  2. In the user account, click Delete account.
  3. In the Delete User window, click Delete.
  4. If you use WorldShare Circulation, all outstanding hold requests or item schedules associated with the user account will be removed. Any reference to the user in item statistics will display as 'Unknown Patron.'