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How to set up a new user
To set up a new user, go to the 'Users' section which can be found on the left hand side of the page in the navigation panel. You will find the 'add user' button in the top right hand corner.
From here you can also edit current users, for example if you needed to update a user's email address or change their name, by clicking 'edit' next to the username in the list.
You cannot edit or reset another user's password for them. To be able to get a new password, the user should go to the login page of the DCS and click 'Reset Password':
New users should click on 'New User':
They can then set up their own password, provided that they have been added as a user in the DCS first:
If they have not been set up correctly, they will get an error message, and will need to get in touch with the institution's library/academic team to request to be setup. The team can then set them up as per the first step above.
Archive or delete users
Archive and reinstate
You now have the option to either delete or archive users. You might want to archive a user if you expect them to return to their role at a later point - they might for example be on parental leave or on sabbatical - to do this, click on the 'Archive' button next to their name:
When you are ready to reinstate them, you can click on 'Reinstate Archived User'. You can click on the dropdown or search for their name to find the user you wish to reinstate:
Archived users will still be referred to throughout the system where they have created courses, and their names will be displayed in reports as with active users. Archiving instead of deleting users is therefore a useful way of keeping the details of who has worked on what in the system available. Please note that staff do have the right to be forgotten, and are entitled to ask to be deleted.
Deleted users will now be expunged from the system, and no longer be referred to in the DCS. Where their name would previously be displayed in reports or elsewhere in the system, it will now say 'removed user'. Their details will no longer be accessible, so if you do want to be able to keep their names in the reports, you will have to archive instead of deleting them.
As mentioned above, you should note that all users have the right to be forgotten and are entitled to ask to be deleted.
To delete a user, click on the 'delete' button next to their name:
Switch Users in a Request
You can also reassign the user from within the request, if another User should now work on the request (or you can reassign it to yourself if you should now be working in the request). Please bear in mind that if you reassign the User more than once the HEI Report will only be able to report on the original HEI User and the current HEI User and not those in between. The Original User is the User that clicks 'Assign to me' in an academic request, or who clicks 'Next' after finding or adding the bibliographic data in a manual request.
To select another user, simply select them from the dropdown. No need to save or add anything else.
Will academics be able to use the DCS?
Currently there is no facility for academic staff to use the DCS. However, we are looking at the possibility of providing different levels of access, as we realise that some HEIs do not manage their scanning centrally but via a devolved or semi-devolved setup.
Academics can be set up in the DCS to allow them to add requests using the Academic Request form, but this is different from setting them up as a DCS user, and will not grant them access to the DCS.
How many members of library/digitisation staff are able to access the DCS concurrently?
At the moment, there is no limit to the number of users you can set up.
Can we have a single username which can be given out to multiple individuals?
We recommend that every DCS user to have an individual username and password. You can give us a list of who will need access when you are first being set up on the DCS and then you can add any additional users yourself. If you need a generic email, there will be no way to automatically see who is doing what in the DCS.
We have a decentralised scanning procedure (academics do scanning themselves). Can we have a larger number of usernames - one for each academic who wants to scan?
As mentioned before, currently there is no facility for academic staff to use the DCS, although we are exploring the possibility of some level of access for the future. However, in terms of library/digitisation staff, multiple usernames are available.