How to – Set up a new Operator #

Definitions #

Operator – The Library staff login that undertakes actions within aurora desktop

Workstations – The PC or Self check where a operator logs into aurora

User – The Library member or borrower. Users have accounts and password/pins enabling them borrow library items or to login to with third party apps, Montage etc but not login and use Aurora desktop

Creating a new operator #

System administrators are able to view, add, modify, and delete operators.

• Navigate to Administration tab / System Parameters/ Operators tab
• Click the Green plus Button on the right hand side of the screen
• A new form to input with “New Operator ID” in the top left to input the details of the new Operator.

The Security Tab #

Operator Information #

• Input ID (Each operator must have a unique ID)
• Input User Name (this can be a more descriptive name for the ID)
• Set accessibility – Vision Impaired – option is created for libraries for the Blind
• User ID – Only utilised with active directory workstation logins
• User Name – Only utilised with active directory workstation logins
• Browse Names – Only utilised with active directory workstation logins
• Set Password – (Details on Password settings below)
• Last Changed (this is an informational field only)
• Entity – Only utilised by multi council consortia this feature is utilised in Astria to prevent operators for one council login in at other councils.
• Task Level – This sets what modules the operator can see/open e.g. Lower level operators should not be able to open the system parameters module. What is included in each task level is depicted within the Task Access tab of the operators screen (details on how to amend task levels below)
• Font size – if operators have a preferred font size this can be set as the default size on opening desktop (Note this can be changed manually in desktop screens)

Checkboxes #

Checkbox	Notes
Cash drawer	This controls whether the operator is allowed to open a Cash drawer.
Hide login	When this is set, the Operator id is suppressed from Login screen – useful for self-service operator identities.
Block waive	This allows an operator to be set as unable/unauthorized to waive a charge.
Local view	This restricts the operator’s view of users to those in their own branch.
Item Batch Updates	This allows the operator to preform batch updated e.g. batch returns
Block Access	This prevents the operator from login

Security levels Set 1 #

This section sets what an operator can do with the modules they are able to open.
For each of these accesses input 0 – OFF, and 9 – ON

• User add, User Modify, User Delete | User Maintenance type actions e.g. system administrators may want specific staff to be able to add and modify user records but not delete them.  
• Item add, Item Delete, Item Modify | Item maintenance type actions
• Reserve Modify, Reserve Delete | Reservation queue management
• Production | This function is used by Libraries for the Blind Only
• Acquisitions | e.g. system administrators may set specific operators to be able to process Acquistions.

In addition to the security levels some functions are determined within enterprise parameters with OperatorTaskLevelMin settings.

Saving the New operator #

At this point a new Operator can be saved using the save icon next to the 1st security levels set.

Additional Options #

Personalise operator screen

• Using the colour pallet icon you are able to set the background colour for a operator

• Using the eraser icon you are able to remove set background colours

Security levels Set 2

This panel defines Security attributes for individual operators; determining their level of privilege for cataloguing access by database by method: read, add, modify, and delete.
This too has a number input to turn on or off each of these accesses e.g. input 0 – OFF, and 9 – ON. This set however it also shows the minimum number that is needed to turn on access e.g. 5 instead of 9

• Bibliographic – Bibliographic Catalogue records e.g. A Book – Note
• Authority – Authority records such as name utilised in bibliographic cataloguing
• Holdings – The Items themselves
• Orders – a function of Acquistions

There is a Dedicated Save Button to the right of these security levels in order to save the settings in security level set 2

Task Access Tab #

This screen shows the functions available to see/access in Desktop, correlated against the available Task Groups.

At the top of the screen, the available Task Groups are shown [These may be renamed locally]; and below this the functions, with a tick in the intersection of function row and task group column to indicate that members of the group have access to that function. When a specific operator is selected, the assigned task group is known, and the tasks available are then highlighted in green.

Assignments may be managed using the context sensitive pop-up menu:

NOTE changes made on this tab effect all operator not matter what operator is selected in the left hand panel.

Pop-up menu #

For each task, a pop-up menu can be invoked. Note that there is only one main option on the menu, but this changes to reflect the chosen Task:

Note that if one task is selected (highlighted in the display), and the mouse is on another task row when right-clicking, then the highlighted task is the one selected. Operators should always visually check the main menu caption.

The main option can then be expanded to show sub-menu options:

These options show the various task groups available from Group 1 to Group 8 (Group 9 is reserved). A tick shows that the task is enabled for the users of the ticked group. Mouse action can then be used to toggle group access on or off.

The final option on this sub-menu is Save. All changes must be saved within the specific task – if not saved, then the change will be highlighted in the display with a yellow fill.

Operator Passwords and Enterprise Parameters #

Aurora has a range of enterprise parameters enabling specific customisation for all operators to be set for a by system administrators.

Changing an Operators password #

Securing Operators password #

MaskOperatorPassword – This function Masks operator passwords from administrative staff.

Setting Password Complexity Security Requirements #

To ensure passwords are complex enough to meet Libraries IT security policies the below enterprise parameters can be set to ensure new passwords meet these requirements and existing password that do not meet are prevented from logging into Desktop.

Example Password Complexity:
Password min 12 characters long, must include at least 1 Special Character, 2 Upper Case Letters, 3 Lowercase Letters and 2 Numbers.

IMPORTANT NOTE – If intending to add these enterprise parameters contact AIT prior in order ensure server-side authentications will continue to function correctly e.g cloud notices and ensure (at minimum) System administrator passwords meet the new password complexity standards before adding the standards to the enterprise parameters. If a password does not meet the standards operators will not be able to login to desktop.

• OperatorPasswordDaysValid – No. of days a password is valid before it must be changed by the operator or their access will be blocked
• OperatorPasswordMatchCase – Operator password – Specify if must match exactly on upper and lower case
• OperatorPasswordMinLength – Operator password minimum length (TBC)
• OperatorPasswordMinLowerCaseLetters – Operator password minimum number of lower case characters
• OperatorPasswordMinNumberUpperCaseLetters – Operator password minimum number of upper case characters
• OperatorPasswordNumberCharacters – Operator password minimum number of number characters
• OperatorPasswordMinSpecialCharacters – Operator password minimum number of special characters (TBC)

Enterprise Parameters and Task Level #

There are several enterprise parameters that can be added to set access to certain feature by minimum task level, these can be lowered from the default value by system administrators to allow other task levels to have access to previously restricted functions.
If system administrator would like to change an OperatorTaskLevelMin enterprise parameter and it is not visible in their enterprise parameter list please contact AIT.

• OperatorTaskLevelMin_ LoanLocation =8
• OperatorTaskLevelMin_ClusterBlockOverride = 8
• OperatorTaskLevelMin_ItemTransferEntityBlock = 8
• OperatorTaskLevelMin_ItemTransferClusterBlock = 8
• OperatorTaskLevelMin_ItemTransferAddRemoveStatus=7
• OperatorTaskLevelMin_ItemTransferExport = 8
• OperatorTaskLevelMin_HomeboundAssistant = 8
• OperatorTaskLevelMin_AssistantOptions = 7
• OperatorTaskLevelMin_PickingListOptions = 7
• OperatorTaskLevelMin_AssistantFileMaintenance = 7
• OperatorTaskLevelMin_ExportOptions = 8
• OperatorTaskLevelMin_ReportMaintenance = 7
• OperatorTaskLevelMin_SettingsUploadFiles = 7
• OperatorTaskLevelMin_UserListSaveToCSV = 7
• OperatorTaskLevelMin_DocketFooterChanges = 7
• OperatorTaskLevelMin_ServerFilesShowAll = 7
• OperatorTaskLevelMin_ServerFilesDelete = 7
• OperatorTaskLevelMin_ServerFilesDownload = 7
• OperatorTaskLevelMin_OperatorMaintenance = 8
• OperatorTaskLevelMin_AccessFunds = 8
• OperatorTaskLevelMin_AccessCopyrightLicence = 8
• OperatorTaskLevelMin_AccessGlobalChanges = 8
• OperatorTaskLevelMin_RenewalsExceedMax = 7
• OperatorTaskLevelMin_AccessAllLoanPeriods = 8
• OperatorTaskLevelMin_AccessCreditNoteAddition = 8
• OperatorTaskLevelMin_AccessCashDrawer = 8
• OperatorTaskLevelMin_ClusterBatchReturns = 8
• OperatorTaskLevelMin_AccessEmailAuthentication = 8
• OperatorTaskLevelMin_AccessClosedDaysEntity = 8
• OperatorTaskLevelMin_AccessServices = 8
• OperatorTaskLevelMin_LoaderLocation = 8
• OperatorTaskLevelMin_AccessEntityLocations = 8
• OperatorTaskLevelMin_ReturnOptionInItemsonLoan = 8
• OperatorTaskLevelMin_ReturnLocation = 8