User roles
Four roles exist, each one including the permissions of the one before it.
- User — anyone who logs in and is recognised by the system. This is what a visitor who signs in with Switch edu-ID or ORCID gets, before a librarian affiliates them to an institution. No permission of their own.
- Submitter — usually a researcher or a student. Deposits their own publications.
- Moderator — usually a librarian. Validates deposits and maintains the documents of the organisation.
- Administrator — usually one librarian per organisation, though nothing prevents several. Manages users, settings, collections and subdivisions.
Who can do what
| User | Submitter | Moderator | Administrator | |
|---|---|---|---|---|
| Log in and be recognised | yes | yes | yes | yes |
| Create and submit a deposit | — | yes | yes | yes |
| See deposits | — | own only | own, and those of their subdivision | all of the organisation |
| Validate, ask for changes, reject | — | — | yes | yes |
| Create and edit documents, and their files | — | — | yes, limited to their subdivision if they have one | yes, same limit |
| Delete a document | — | — | — | yes, unless it holds a URN |
| See research projects | — | own only | all of the organisation | all of the organisation |
| Create a research project | — | yes* | yes | yes |
| See collections and subdivisions | — | yes | yes | yes |
| Create, edit, delete collections and subdivisions | — | — | — | yes, dedicated organisations only |
| Create, edit, delete users | — | — | — | yes |
| Edit the organisation settings | — | — | — | yes |
* Unless creating a project from the deposit form is disabled for the organisation. See Research projects.
A moderator or an administrator who submits their own deposit skips the review: it is validated on submission. See Moderate and validate deposits.
Creating or deleting an organisation is reserved to RERO+. An administrator can consult and edit their own organisation, never create another one or remove it.
Adding a submitter
1. Check if the person has an account
In the administration, click on "Users" and look for the person to add as a submitter. It is possible that this person already created an account on the public interface of SONAR or logged in with Switch edu-ID or ORCID. In this case, she/he has no permissions to submit documents and are not affiliated to any institution.
This list shows all user of the administrator's organisation and all users that are not yet affiliated to any organisation.
2. Affiliate an existing user to your institution
If the user already exists with no permissions (role "user", not linked to any organisation):
- Edit the user
- Change the role to "Submitter" (or other role)
- Check the other data and eventually complete it
- Save
The user is automatically affiliated to your institution.
3. Create a user from scratch
If the user does not exist:
- In the administration, click on "Users"
- Click on "Add"
- Choose the role "Submitter" (or other role)
- Check the other data and complete it as needed
- Save
The user will receive an e-mail with a link to reset their password and a summary of the permissions they have on the platform. For security reasons, the link expires after 30 minutes; when opening it after this delay, a new e-mail is sent to reset the password.