Create, edit or delete user accounts

Best practices for creating an account

• Follow the account naming conventions used by your institution when creating user names.
• If you are creating accounts for your staff members, make sure you tell them their user name soon after you create the account. They will need their username to create a password.
• Create an account for each employee accessing the system. Staff should not share accounts.
• Do not re-use staff accounts.
• Delete accounts for staff who are no longer with your institution.

Create a user account

From the Admin section in WorldShare:

1. On the left navigation, under User management, click New user.
2. On the Basic user data panel, OCLC recommends filling in the following fields:
   • Personal information
     • First name: Highly recommended
     • Expiration date: If an expiration date is not provided, WorldShare accounts will expire by default after 5 years.
   • Library record
     • Address, Phone number, or Email
       • In order to create an account, the user/patron requires a Primary email address.  Enter an email address and select the Primary button. For more information on limits to changing staff emails, see Edit staff emails below.
       • For more information on how WorldShare Circulation determines which email to use when sending notifications and receipts, see Email address selection for notifications and receipts.
   • If your institution has an OCLC provided IdP configured with Barcode as username, you must enter the following fields:
     • Circulation
       • Barcode: Barcodes are case-sensitive when searching for users. User Name will not be editable.
       • Home Branch: Select the user's preferred branch from the list.
       • Patron Type: Select the patron type from the list.
          
   • If your institution has an OCLC provided IdP that is not configured to use Barcode as User Name, you must enter the following fields:
     • Circulation
       • User name: The user/patron requires a User name.
     • The following fields are optional:
       • Barcode: Barcodes are case-sensitive when searching for users.
       • Home branch: Select the user's preferred branch from the list.
       • Patron type: Select the patron type from the list.
   • Interlibrary loan
     • Identifier: Enter the patron's interlibrary loan identifier. 
     • Patron type: Enter the patron's patron type.
     • Pickup location: Enter the patron's preferred pickup location.
     • Approved: Check this box to approve a patron. Patrons only need to be approved if you turned on patron approval (Tipasa only). For more information, see Approve patrons.
     • Blocked: Check this box to block a patron. Once a patron has been blocked, they will no longer be able to submit a request from My Account. For more information, see Block patrons. 
   • Notifications: Used for Circulation notifications as well as Tipasa email and SMS notifications.
     • Email address:  Enter the email address of the patron where they will receive notifications about their interlibrary loan and circulation requests. For more information on limits to changing staff emails, see Edit staff emails below.
     • Mobile number: Enter the mobile number of the patron where they will receive text notifications. 
3. Click Save. The user/patron account appears.

Assign roles to a user account

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.

Prompt your staff member to set a password

For the account you just created, perform one of the following actions so your staff member can create a password:

• Click Send password reset email in the Identity management section if available.
  Or
• Direct your staff to:
  1. Go to your library's WorldShare URL. Replace yourlibrary with your library's identifier: https://yourlibrary.share.worldcat.org/wms
  2. Click Set/reset password on the Sign In screen.

Either action will send a system-generated message to the email address in the account. For more information on limits to changing staff emails, see Edit staff emails below.

 Please note:

• User name required: Make sure to send your staff member their user name, as they will need it to create their password.
• Email link expiration: Your staff member must follow the link in the system-generated email within 24 hours to set a password. They should check their junk folder if they do not see the email within a few minutes.
• Resending links: If the link expires, you can perform either of the above steps to prompt your staff member again.
• Password lifecycle: WorldShare passwords automatically expire 5 years after they were created or last reset.

Search for users

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
PPID	Patron Personal Identifier for the user.
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 - Select the user's home location from the drop-down menu Universal expiration date  - Select an expiration date range Password expiration date - Select an expiration date range Role - Select a specific role to view all users with that role assigned All users - View all users at your institution All staff users - View all users with staff roles assigned at your institution

Edit users

1. Search for the user you want to edit
2. On the search results page, click the user's Name.
3. On the accordion of the section you want to edit, click Edit.
4. Edit information, as appropriate.
5. Click Save.

Delete users

Deleting a user removes their account from the system. This action should be performed with caution. It cannot be undone.

 Note:  If you are part of a WMS group, you can only delete users from your institution.

If you use WorldShare Circulation, accounts cannot be deleted if the user has:

• Outstanding checkouts
• Outstanding bills
• Been sent to a collection agency

If you try to delete a user account that cannot be deleted, you will receive a message explaining why the user could not be deleted.

1. Search for the user you want to delete.
2. In the user account, click Delete account.
3. In the Delete User window, click Delete.
4. If you use WorldShare Circulation, all outstanding hold requests or item schedules associated with the user account will be removed. Any reference to the user in item statistics will display as 'Unknown Patron.'