DSpace/C2/Managing-DSpace-user-accounts/English

Script: Managing DSpace user accounts

Author : Pankaj Patil

Keywords: Manage EPersons, DSpace Group, Create DSpace Group, Add EPerson, Edit EPerson profile, Delete EPerson

Visual Cue	Narration
Slide: Title	Welcome to this spoken tutorial on Managing DSpace user accounts.
Slide: Learning Objectives	In this tutorial, we will learn to: Manage EPersons and Create a Group of EPersons and manage them
Slide: System requirements	This tutorial is recorded using Ubuntu Linux OS 18.04 DSpace version 6.3 and Firefox web browser However you may use any web browser of your choice.
Slide: Prerequisites - I	To practice this tutorial, you should have Installed DSpace 6.3 on your system Tomcat service should be running Administrator’s authority in DSpace
Slide: Prerequisites - II	A working internet connection If not then please go through the prerequisite tutorials on this website.
Slide: Prerequisites - III	This tutorial assumes that you have done the immediate previous tutorial assignment in this series. If not, pls do so before proceeding ahead.
Slide: Manage EPersons	DSpace administrator can manage all the EPerson users. DSpace administrator can Add an EPerson Edit an EPerson’s profile and Delete an EPerson Let us learn how to manage EPerson users.
Open Web Browser Address Bar >> localhost:8080	Open a web browser and go to the DSpace interface.
Log in to DSpace with administrator Username: dspace.u1@gmail.com Password : u1pass	Log in to DSpace with the administrator account you created earlier. I will login with my administrator account.
Only narration	We are now on the admin’s My DSpace page.
Click on Logged in tab	Click on the Logged in tab at the top right corner.
Select Administer	Select Administer from the drop-down list. We are now in the Administer dashboard.
Click on Access Control	In the top navigation bar, click on the Access Control tab.
Select E-people	From the drop-down list, select E-people. The Administer EPeople page opens.
Click on Add EPerson button	Now, we will add an EPerson using admin authority. To do so, click on the Add EPerson button in the Administer EPeople section.
Point to Edit EPerson label	Edit EPerson page opens with some fields where we can type in the EPerson’s details.
Point to Email field	By default, DSpace generates an ID for every EPerson and the same is displayed in the Email field.
Remove the default ID Email ID = dspace.u5@gmail.com	First remove the default ID in the Email field. Then type the Email of a new EPerson to be created in DSpace.
Last name: Kumar First name: Raj	I will type Last name and First name of the EPerson as shown here.
Language field	By default, the value for Language is set to English.
Tick a checkbox Can Log In	Next, enable the Can Log in checkbox by clicking on it. It controls the login authority of EPerson. If the checkbox is not selected, the EPerson cannot log in to DSpace. If the checkbox is selected, the EPerson can log in to DSpace.
Point to Require Certificate field	For this demonstration, I will leave the Require Certificate checkbox unchecked.
Point to Reset password button	This is the Reset password button. This allows the EPerson to set or reset the password of his DSpace user account.
Click on Reset password button	Click on the Reset password button. By doing so, a new EPerson account will be created in DSpace based on our inputs.
Point to Notification message	A mail containing a link to reset the password, will be sent to the given mail id.
Log out from DSpace	Let us logout from the administrator account.
Access EPerson Email Account Email ID = dspace.u5@gmail.com Password: ***********	Now, we will log in to the mail account which we have specified in the Email Id field earlier.
Show Gmail Inbox and point to mail from DSpace	Here is the Change Password Request mail that we received from DSpace.
Click on the Change Password Request mail	Open the Change Password Request email.
Click URL in the Email	Click on the given URL to change the password.
Point to Enter New Password	Enter New Password page opens.
Type a Password	Type the new password. I will type the password as u5pass.
Retype password	Retype the same password in the Again to Confirm field.
Click on Set New Password button	Then click on the Set New Password button at the bottom of the page.
Point to Password Changed message	Password Changed message is displayed.
Narration only	We have successfully created a new EPerson user using administrator authority.
Narration only	Next, we will learn how to edit the profile of an EPerson as an Admin.
Open DSpace interface	Open DSpace interface.
Show DSpace login interface Email ID = dspace.u1@gmail.com Password: u1pass	Log in to DSpace with administrator authority. And go to the Administer page.
Click on Access Control	In the top navigation bar, click on the tab Access Control.
Select E-people	From the drop-down list, select E-people. The Administer EPeople page opens.
Click on Select E-person button	Click on the Select E-person button at the bottom of the page.
Point to Select E-people label	Select E-people popup window opens up.
Point to ID, E-mail, Last name, First name and Language	It displays all the users details like ID, E-mail, Last name, First name and Language.
Click Select button	To select a particular EPerson, click on the Select button adjacent to the ID column. I will select the user with email ID dspace.u5@gmail.com.
Show selected EPerson	Immediately we will be redirected to the Administer EPeople page. Here we can see the First name, Last name and Email id of the selected EPerson in the text box.
Click on the Edit button	To edit the profile for that EPerson, click on the Edit button next to the text box. Let me click the Edit button.
Edit EPerson form	Edit EPerson page opens along with the EPerson’s details. These fields are editable.
Edit EPerson details First Name : Rajesh	For this demonstration, I will update First Name as shown.
Click Save button	Click the Save button to update the details.
Narration only	The EPerson user’s profile is successfully updated.
Narration only	Likewise, we can also delete a user from DSpace.
Click on the Select E-person button Select EPerson dspace.u2@gmail.com	To do so, click on the Delete button in the Administer EPeople after selecting the user. For this demonstration, I’m not deleting any user.
Only narration	Next, let us understand about Groups in DSpace.
Slide: Group in DSpace	Group in DSpace is a collection of EPersons. Administrator and Anonymous are two built-in groups in DSpace.
Slide: Authority of Groups	Administrator group has full authority of DSpace. Anonymous group has only READ permissions in DSpace.
Slide:Default Group creation	DSpace creates default groups for all the roles in the Community and Collection and Default read and write permissions are assigned to default groups.
Slide: Custom Group Creation	Additionally, an Administrator can create custom groups. As per requirement, custom read and write permissions can be assigned to the custom groups.
Narration only Switch to DSpace	Now, let us proceed to create a custom group using admin authority. Switch to DSpace interface.
In the top Navigation bar, click on the tab Access Control	In the top navigation bar, click on the Access Control tab.
From the drop down list select Groups. Group Editor page	From the drop-down list, select Groups. Group Editor page opens.
Point to Administrator and Anonymous Group	Here we can see two groups: Administrator and Anonymous.
Click on Create New Group	To create a new group, click on the Create New Group button in the Group Editor section.
Point to Edit Group label	Edit Group interface appears.
Point to Name field	By default, DSpace generates Group ID and assigns it in the Name field.
Remove the Group Name	Remove the default group name.
Set Group Name Name: Content Submitters	Set the group name as “Content Submitters”.
Point to EPerson and Group fields	EPerson members and other existing groups, can be added as a member to the new group.
Click on Select E-people	Let us add the EPerson as a group member. Click on the Select E-people button below the EPerson Members field.
Point to Select E-people window	The Select E-people pop up window opens up.
Click on Add button	Click on the Add button adjacent to the ID of the respective EPerson. Let us add a new user with the email ID dspace.u2@gmail.com. Also add another user with the email ID dspace.u5@gmail.com.
Click on the Close button	If you wish to add more members, then repeat the same steps. Once done, close the Select E-people popup window by clicking on the Close button.
Point to the added user in the EPerson Members field	Immediately the selected user will be added to the EPerson Members field.
Select EPerson from EPerson Member field	We can also remove a member from a group. To do so, first select the respective member to be removed from the EPerson Member field.
Point on the Remove Selected button	Click on the Remove Selected button, below the EPerson Member field. For this demonstration, I’m not removing any user.
Click on Update Group	Once done, click on the Update Group button at the bottom of the page, to update the changes. Let us cross-verify all these changes.
In the top Navigation bar, click on the tab Access Control	In the top navigation bar, click on the Access Control tab.
From the drop down list select Groups.	From the drop-down list, select Groups. Group Editor page opens.
Point to Content Submitters Group	Here we can see our new group “Content Submitters”. We have now successfully created a new group and added members to it.
Logout from DSpace	Let us logout this user from the DSpace interface.
Only Narration	This brings us to the end of this tutorial. Let us summarise.
Slide: Summary	In this tutorial we learnt to : Manage EPersons and Create a Group of EPersons and manage them
Slide: Assignment	As an assignment, Create a “Content Reviewers” group. As a group member, add the 2 new EPersons that were created earlier in the series.
Slide : About Spoken Tutorial project	The video at the following link summarises the Spoken Tutorial project. Please download and watch it.
Slide : Spoken Tutorial workshops	The Spoken Tutorial Project team conducts workshops and gives certificates. For more details, please write to us.
Slide: Answers for THIS Spoken Tutorial	Please post your timed queries in this Forum.
Slide: Acknowledgement -I	Spoken Tutorial project is funded by MHRD, Government of India.
Slide: Acknowledgement -II	DSpace spoken tutorial series is funded by the National Virtual Library of India, Ministry of Culture, Government of India.
Narration only	This script and the video for this tutorial was contributed by Pankaj Patil from IIT Bombay. This is Nancy Varkey signing off. Thank you for joining.

Contributors and Content Editors

Nancyvarkey, Pankajpatil694