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Administrative Manual

Instructions for utilizing the administrative functions in Evergreen for NC Cardinal library admin staff.

1. Managing login access accounts for staff use

1.1. Purpose of login access accounts

Each staff member at an NC Cardinal library must be issued a login access account (either a generic circulation account or an individually assigned cataloging or administrative account) for authentication to access the Evergreen ILS staff client. Staff using these login access accounts are assigned special privileges and access to workstation locations in the Evergreen staff client. Library staff may have a separate, additional patron account (with standard barcode) as their personal library account to place holds and checkout materials for personal interest as would any library patron. These two accounts should be maintained separately, not used interchangeably, and never merged together, as they have completely different purposes. Login access accounts are intended to serve library patrons and conduct library business only and should never be used as personal library accounts. The login access account is the one staff enter on the main login screen for the Evergreen staff client. 

Generic login access accounts for Circulator, Circulation Supervisor, and Reports are generally created by NC Cardinal State Library staff and provided at migration. The Circulator II, Cataloger, Cataloging Supervisor, Acquisitions Staff, Acquisitions Supervisor, Local System Administrator, System Administrator permission groups require an individual login access account with the staff user's name listed. Individual staff members are responsible to safeguard the username and password of their login access accounts and ensure that the accounts are used appropriately and only by authorized personnel at all times. Login access accounts should not be used as internal activity accounts, such as to check out materials for programming. 

If a library uses the Volunteer permission group, it should be assigned only to volunteers who must log into the staff client to perform their designated tasks (not to indicate that a patron is also a volunteer who helps out in the library but doesn’t access the staff client). Because it grants authentication access to the staff client, the Volunteer permission group is a login access account and should never be assigned to a patron’s barcoded personal account, only to a library controlled account that is used strictly for library business. Either a generic or individual Volunteer account can be set up by the System Login Manager, based on the preference of the library director.

Patron privacy and database protection is a high priority for NC Cardinal. It is the responsibility of the System Login Manager (selected by the library director) at each library system to issue login access accounts to staff, to ensure that they are up to date, and securely maintained. If a staff member should leave the employ of the library, the Staff Login Manager should promptly change the password on that staff member's login access account and mark inactive or delete the account (please contact NC Cardinal State Library staff for assistance with deleting). The login access account should never be converted to a standard patron account or issued to another staff member. New staff members should always receive newly created login access accounts to maintain data integrity. 

1.2. Creating a new login access account

In order to create a login access account, a System Login Access Manager will need to have a System Administrator account. Create a new individual login access account for staff in patron registration, as usual, except that the Barcode and OPAC/Staff Client User Name (both matching) should be the first initial and last name of the staff member (using middle initial or numbers, if necessary to avoid conflict with an existing staff login account). A strong, non-obvious password should be created and recorded to give to the staff member and maintained in a secure location by the System Login Manager for reference and to make future changes as needed. The first and last name of the staff member should be listed in the appropriate fields. The middle name field can list the library system and/or "login" to indicate a login access account. Actual birth date and identification need not be listed. Please list the staff member's work email address. Daytime phone should be the staff member's work number. The Home Library should be the branch where the staff member most often works. Main (Profile) Permission Group indicates the level of access the staff member is trained and/or approved for by the library director. If a staff member needs more than one type of access, assign the highest level permission group as the main permission group and the other permission group as secondary (i.e. Local Admin as primary, Cataloger as secondary). [See: Adding Secondary Permission Group] The Privilege Expiration Date should not be extended beyond 3-5 years. Mailing address can be the library branch address. Save the new account.

After creating the new login access account, the System Login Manager will need to assign working locations, so that staff can perform functions such as checking in and out, sending and receiving in transit, etc. to other branches in the library system. Open the newly created login access account by typing the username into the F1 checkout field or the patron search screen, then go to Other at the far right of the account tabs and select User Permission Editor from the dropdown menu. (If you do not see Working Locations listed, make sure you are logged into Evergreen with a System Admin login.)

Please only edit the working locations in this screen, not any of the permissions further down, which are assigned to the permission group selected and should not be altered individually. Every branch within your library system should be selected for each login access account you create by checking the WorkOU box next to each of your system's branches. This allows staff to perform functions that may affect branches within your system, even if they do not work at those branches. Do not select branches from other systems in the consortium. Be sure to save working locations selected by clicking on the long Save button at the bottom. You will see a JavaScript Application pop-up message noting that workstations were updated.

Please contact NC Cardinal State Library staff if you have questions or need more assistance.

1.3. Adding secondary permission group

Staff may perform several different types of functions as part of their daily work and adding a secondary permission group allows them to do so using the same login access account. This option is only intended for staff login access accounts. Do not add secondary permission groups to staff library accounts for personal use or to any other type of patron account.

In order to add a secondary permission group, you must first create the login access account. Then, open the new account (or an existing login access account) and click on the Edit tab.

Scroll down to see a button called Secondary Groups next to the Main (Profile) Permission Group. Choose the lower level permission group (i.e. System Administrator is a higher permission group, so it should be the main permission group and Cataloging Supervisor would be the lower/secondary permission group). Click Save button on the left to save the change.

1.4. Transferring report templates

Report templates used in old login accounts can be cloned for use in the new login accounts by first logging into the old accounts and sharing the template folders to the system level. To share a report folder, just go into that report folder, select Manage Folder, select Share this folder from the dropdown menu, and select your system.

Then, the folder is shared with anyone logging in from any workstation in your system (rather than with any particular login account). Log into the new login access account, find the old account name under Shared Folders, and open. Check the box beside the report you want and choose Clone selected template from the dropdown menu. Then, select the new folder to clone the template into (note you have to create folders in your new login account first).

One of the things that does not share well are Output folders. Instead, save any relevant Excel spreadsheets from the old login access account directly onto your hard drive. 


1.5. Transferring item templates

Cataloging staff who use them will need to export item/copy templates from their old login access account and import them on their new login access account. To do so, log into Evergreen on the old login account, choose Export on the Copy Editor screen, and save the file on the workstation. Then, log out of Evergreen and log back in with the new account, choose Import from the same Copy Editor screen and choose the file they just saved on (the same) workstation. Then, the item templates will be available with that login (on any workstation).