How to assign roles to users

Learn how to search for a user and assign them roles in the Admin module.

In order for your users to perform actions in the system, you must assign them roles. Users can have multiple roles assigned to them. Added roles will be applied the next time the user signs into WorldShare.  

Search for a user

  1. On the left navigation, under User management, select an index from the Limit search to list.
  2. Enter your search terms. You must enter at least two characters for the search to return results.
  3. Click Search or press <Enter>.
  4. From the search results, click a user name to open the record.
Available search indexes - Table
Limit Description
Name, ID, Email

Search terms entered for this index return results based on the following:

  • Name: Last name, First name, Middle name, or preferred name
  • ID: Barcode, User ID at Source, ILL Identifier, or PPID
  • Email Address: Email address located in the Library Record area of the Basic User Data accordion for the user 

Values searched upon for the name and email address in the Name, ID, Email index may generate slightly different results than the individual Name and Email index.
Identifier  The circulation barcode, ILL identifier, User ID at Source, and PPID
Name Contents of the First Name, Middle Name, or Last Name
Barcode

Barcode (ID number) of the user.

Barcodes are case-sensitive when searching for users.
User ID at source The ID of the patron in an external system (e.g. ILS, PeopleSoft, Banner, CAS)
ILL identifier A unique identifier for the user in the Tipasa system. It may be the user's library barcode
Email address Email address of the user
Phone number Phone number of the user
Street address Address of the user (e.g. house number, street name)
City City of the user's address
State / Province State or province of the user's address
Postal code Postal code (e.g. zip code) of the user's address

Search all institutions in your group

 Note: This option is only available if you are part of a WMS group.

Deselect the check box to search for users from your institution. When the check box is selected, users across all institutions in your group will be shown.

You cannot edit users that are not from your institution.
Deep search (slower)

Search for users by:

  • Partial First Name
  • Partial Last Name
  • Partial Email Address
Select

Retrieve users by: 

  • Home Location
  • Universal Expiration Date
  • Password Expiration Date
  • Role

Search by Role

You can search by role to retrieve a list of users who have a specific authorization role. For example, you can search for staff members at your library who have the STUDENT_WORKER role.

  1. On the left navigation, click User management to open the search feature.
  2. Under the Limit search to drop-down, select Role under the Select heading. 
  3. Use the Select a role drop-down to retrieve users with the desired role. 
  4. Click Search or press <Enter>.
  5. From the search results, click a user name to open the record.

For a list of roles, see Examples of roles by library position.

 Note: the Everyone role is not searchable.

Assign roles

  1. In the user account, expand the Roles accordion.
  2. Within the Roles accordion, click Edit (on the far right).
  3. Select the appropriate roles.
    • For more information on the actions users can perform with individual roles, see Roles
    • All accounts must have the Everyone role assigned. The Everyone role is included automatically and should not be removed
  4. Click Save.

 Notes: 

  • If a new or existing user needs access to a particular WorldShare module, the role can only be assigned by another user with the module's Admin role. 
    • For example, WorldShare ILL roles can only be assigned by another user with the WorldShare ILL Admin role. 
  • For a user to be able to assign every role in WorldShare, they must have all of the Admin roles assigned to their account.

For additional information about how to manage user accounts, see User Management.