Manage User Access

Creating users

To create a new user and/or grant a user access to Forum:

1. Log into Forum with an account that has Institutional Admin permissions.
   
   • Not an admin yet or have questions about managing user access? Contact JSTOR Forum Support.
2. Open the Admin menu at the top of the screen and select Users.
3. Click the Add Users button.
4. Enter the user's email address.
5. Optionally, select Institutional Admin if you would also like to grant the new user administrative permissions.
   
   • Institutional Admins can access all areas of Forum, including all projects, publishing destinations, and user management.
6. Click Next.
7. You'll be given the option to add the user to an existing project and assign them a role in the project.
   • Project Admins can access all records, cataloging forms, and publishing destinations within a project.
   • Project Catalogers are limited to the records, cataloging forms, and publishing destinations you choose.
8. Click Finish.

Adding users to a Project

To add existing users to a project in Forum:

1. Log into Forum with an account that has administrative permissions.
   
   • Not an admin yet or have questions about managing user access? Contact JSTOR Forum Support.
2. Select the desired project and click the Project Settings button.
3. Select the Project Users tab.
4. Click the Add Users button.
5. Select the user from the User to Permission drop-down menu.
   • Only users that are not already associated with the project will appear in this list.
   • If a user doesn't appear in this list, ensure they're not already associated with the project or create the user in Forum.
6. Select the user's role in the project from the User's Role drop-down menu.
   
   • Project Admins can access all records, cataloging forms, and publishing destinations within a project.
   • Project Catalogers are limited to the records, cataloging forms, and publishing destinations you choose.
7. Click Create.

Editing user permissions

At the project level

To edit a user's role and permissions within a project:

1. Log into Forum with an account that has administrative permissions.
   
   • Not an admin yet or have questions about managing user access? Contact JSTOR Forum Support.
2. Select the desired project and click the Project Settings button.
3. Select the Project Users tab.
4. Select the user from the list and then click Edit.
5. Configure the user's role in the project with the User's Role drop-down menu.
   • Project Admins can access all records, cataloging forms, and publishing destinations within a project.
   • Project Catalogers are limited to the records, cataloging forms, and publishing destinations you choose.
6. Click Save.

At the institution level

To edit a user's permissions at the institution level:

1. Log into Forum with an account that has Institutional Admin permissions.
   
   • Not an admin yet or have questions about managing user access? Contact JSTOR Forum Support.
2. Open the Admin menu at the top of the screen and select Users.
3. Select the user and click Edit.
4. Grant or remove Institutional Admin permission by checking or unchecking the Institutional Admin checkbox.
   • Institutional Admins can access all areas of Forum, including all projects, publishing destinations, and user management.
5. Click Save.

Base Filters

When you create or edit a user with the Project Cataloger role, you have the option to restrict the records they can access and/or edit.

• All means the user has access to all items in the project.
• Created by means they are restricted to seeing only items they created.
• Exclusively Accessed means the filter restricts them to see only items owned by this user account and never updated by anyone else.
• Custom Filter means the filter restricts them to see only items that contain a specific value from a list.
• Custom base filter and records created by this user means the filter restricts them to see only items that contain a specific value from a list and items they create.

To apply a base filter to a user within a project:

1. Log into Forum with an account that has administrative permissions.
   
   • Not an admin yet or have questions about managing user access? Contact JSTOR Forum Support.
2. Select the desired project and click the Project Settings button.
3. Select the Project Users tab.
4. Select the user from the list and then click Edit.
5. In the User’s Base Filter drop-down menu, choose one of the following options:
   • All records in the project (All)
   • Only records created by this user (Created by)
   • Only records owned by this user and never updated by anyone else (Exclusively Accessed)
   • Custom Base Filter (Custom Filter)
   • Custom base filter and records created by this user
6. If selecting one of the custom base filter options, select from the available List Fields and then values from the chosen list. This user will only be able to access items that contain at least one of these values in this list field.
7. Click Save.

Deleting users

At the project level

You can remove a user's access to an existing project without disabling their access to Forum by deleting them from the project.

To delete a user from a project:

1. Log into Forum with an account that has administrative permissions.
   
   • Not an admin yet or have questions about managing user access? Contact JSTOR Forum Support.
2. Select the desired project and click the Project Settings button.
3. Select the Project Users tab.
4. Select the user from the list and then click the trash can icon.
5. Confirm your selection by clicking Delete.

At the institution level

You can remove a user's access to Forum altogether by deleting them from your institution.

To delete a user from your institution:

1. Log into Forum with an account that has Institutional Admin permissions.
   
   • Not an admin yet or have questions about managing user access? Contact JSTOR Forum Support.
2. Open the Admin menu at the top of the screen and select Users.
3. Select the user and click Delete.
4. Confirm your selection by clicking Remove.