System Users

A system user is a built-in user account that registry administrators can use to update metadata where it would be more appropriate for the system to be the Modifier or Creator listed for the item instead of a single specific user.

This is also used in bulk duplication processes where the user listed for the original version is not applicable for the copied version.

This identifies the newly created or updated metadata as being created or updated at a system level meaning that users won’t be incorrectly identified as a creator or updater from System/Administrator updates.

The user must be an Administrator of the registry to create a system user.

How to create a system user

1. From "My Dashboard", navigate to the "Administrator Tools" located in the side panel.

2. Click on "Manage System Users".

3. Select "Add new system user".

4. The Administrator will be navigated to the page where they can create the system users. Below is a list of the fields available when creating a new system user.

• Short Name: The administrator can assign a short name to a newly created system user.

• Full Name: The administrator can assign a full name to a newly created system user.

• Email Address: The administrator can assign an email address to a newly created system user.

• Associated Users: The administrator can assign other users who will act as users for this newly created system user.

5. Once all the details have been filled out, the admin must click the "Create" button.

6. The system user has now been successfully created.

Managing System User

Managing system users allows Administrators to view and edit the profile, perform bulk role changes, and generate the API token.

Viewing the system user profile

1. Administrators must click on the "Manage" dropdown.

2. Select the "View profile" button.

3. Administrators can view all the details about the system users on this page.

Editing the profile

1. Administrators must click on the "Manage" dropdown.

2. Select the "Edit profile" button.

3. Administrators can make changes to the created system users on this page.

Manage API Token

1. Administrators must click on the "Manage" dropdown.

2. Select the "Manage API Token" button.

3. Click "Generate New Token" to create an API token for the system user.

Bulk Change of Roles

1. Administrators must click on the "Manage" dropdown.

2. Select the "Bulk Change roles" button.

3. By clicking on the "Add" button, the administrator can assign the system user to different Stewardship Organisations.

4. The administrator can select a Stewardship Organisation from the list and specify the role they want the user to fulfil within the chosen Stewardship Organisation.

5. Additionally, the administrator can assign the system user to various Workgroups within the selected Stewardship Organisation.

6. Administrators must click on "Save" to reflect the changes.

Deactivating the system user

1. Administrators must click on the "Manage" dropdown.

2. Select the "Deactivate this user" button.

3. Administrators can deactivate this user by selecting "Deactivate".