Managing Staff Accounts and Web Client Layouts Using the Staff Administration Page

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This article reflects some changes/features that are not yet publicly available. Aeon 6.0 is in the final stages of testing. Once an official release date has been announced, this message will be updated with more information.

Staff users with access to the Staff Manager will have access to the Staff Administration page of the Aeon Web Client. From this page, administrators can create and assign profiles to staff accounts that will determine which database fields and tables each staff user can view from the web client, the layout for customizable grids and forms, and, for multi-site Aeon installations, the sites each user can access. The Staff Administration page can also be used to reset the multi-factor authentication (MFA) configuration for individual staff accounts.

Accessing the Staff Administration Page | Using the Staff Administration Page


Accessing the Staff Administration Page

To access the Staff Administration page:

  1. Click the Staff Menu icon from the toolbar
  2. Select Staff Administration from the dropdown menu:

    Accessing the Staff Administration page

Configuring Staff Administration Page Access

If the Staff Administration option does not appear in the dropdown menu, ensure that the currently logged-in user has the Staff Manager Access permission configured in the Aeon Staff Manager:

Staff Manager access option in the Aeon Staff Manager


Using the Staff Administration Page

The Staff Administration page is split into the following tabs: 

Profiles Tab | Layouts Tab | Restricted Fields Tab | Site Groups Tab


Profiles Tab

Profiles are assigned to staff accounts to control which fields each staff user can view and access, and how those fields are displayed on pages and in grids. Staff users will be assigned the default profile which uses the default layout unless another profile has been created and is assigned to that user from this page.

In addition to configuring profiles, you can also reset a staff user's multi-factor authentication (MFA) configuration and, for multi-site Aeon installations, configure the site groups to which each staff user has access from the Assign Staff Profiles section at the bottom of this page.

About Profiles | Managing Profiles | Resetting a User's Multi-Factor Authentication (MFA) Configuration

Profiles Tab

About Profiles

The profile's assigned layout determines the display, grouping, and labeling of fields on the customizable grids and pages in the Aeon Web Client. You can create new layouts or modify existing layouts via the Layouts tab of the Staff Administration page. Once a layout is created on the Layouts tab, it will be available to assign to a profile on the Profiles tab. You also can control which database fields each staff user assigned to a profile can view and access by configuring and assigning restricted field groups to that profile via the Restricted Field Groups tab of the Staff Administration page. 

Managing Profiles

Click on the tabs below to learn how to create, edit, delete, and assign a staff user a profile:

Creating Profiles Editing Profiles Deleting Profiles Assigning Profiles and Site Groups

To create a new staff profile:

  1. Click the + Add button in the Profiles grid located in the Edit Staff Profiles section of the page:

    Add button on the Profiles grid

  2. A new row will appear at the top of the grid.
  3. Enter the name for the profile in the Profile column.

    Note: This name cannot be edited after the profile is created.
  4. Select a layout to assign to the profile from the dropdown menu in the Layout column:

    Layout dropdown menu

    Layouts are configured in the Layouts tab of the Staff Administration page.
  5. Click the Update button at the top of the grid to save the new profile:

    Update button on the Profiles grid

  6. The new profile is added to the grid and is now available to assign to staff users:

    New profile added to Profiles grid

Back to top of Managing Profiles section

Resetting a User's Multi-Factor Authentication (MFA) Configuration

You can reset a staff user's multi-factor authentication (MFA) configuration using the controls in the Assign Staff Profiles section on the Profiles tab. Resetting the MFA configuration will allow the user to re-complete the MFA setup process above in the case that they lose access to the authentication application connected with their Aeon account or need to change this configuration for any other reason. To reset the MFA configuration for a staff user:

  1. Click on the entry for the staff account for which you would like to reset the MFA configuration in the Staff Accounts grid to select it.
  2. Click the Reset Multi-Factor Auth button in the controls displayed to the right of the grid:

    Reset Multi-Factor Auth button

  3. The Reset Multi-Factor Authentication? confirmation window will appear. Click Yes to complete the MFA reset process for the user (note: this will log the user out of the Aeon Web Client if they are currently logged in):

    Reset Multi-Factor Authentication window

  4. The MFA configuration for the user is now reset. The user will need to re-complete the MFA setup process the next time they log into the Aeon Web Client.

Layouts Tab

Layouts determine how fields are displayed, grouped, and labeled on the customizable pages and grids in the Aeon Web Client. Layouts can be assigned to staff profiles configured on the Profiles tab of the Staff Administration page. The Layouts tab is split into three sections: Layouts, Pages, and Grid Columns

  • The Layouts section is used to create and delete layouts, or to select an existing layout to edit.
  • The Pages section is used to organize the fields that are displayed on each page for the selected layout.
  • The Grid Columns section is used to organize the fields that are displayed on each grid for the selected layout. 

Using the Layouts Section | Using the Pages Section | Using the Grid Columns Section

Layouts tab

Using the Layouts Section

The Layouts section allows you to choose the layout you want to edit and to create and delete layouts. There is a Default layout which cannot be altered or deleted.

Managing Layouts

Click on the tabs below to learn how to create, edit, and delete a layout:

Creating New Layouts Editing Layouts Deleting Layouts

To create a new layout:

  1. Select the layout that should be copied and used as the base for the new layout from the Layout dropdown control. The Default layout can be used or you can copy an existing layout you have previously created:

    Layout selection dropdown menu

  2. Click Copy to New Layout:

    Copy to New Layout button

  3. The Create Layout window will open. Enter the name for the new layout and click Create:

    Create button on the Create Layout window

  4. The layout is created and will appear as the selected layout in the Layout dropdown menu:

    New layout in dropdown

  5. Use the controls in the Pages section and Grid Columns section to customize the fields that are displayed in the web client for the layout, if necessary.

    • Note that if you make changes to the layout, you must use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layouts section to save your changes:

      Save Layout button

Back to top of Managing Layouts section

Using the Pages Section

The Pages section is for editing the groups of fields that appear on a page for the selected layout. Currently, only the User Information page supports page layout customizations.

Customizing Field Groupings on a Page | Customizing Fields Within a Field Grouping

Pages Section Overview

When a page is selected from the Page dropdown, the Groups grid will display the field groupings on the selected page. When a group is selected from this grid, the individual fields within that group will be displayed to the right in the Fields grid. Both the field groupings and the individual fields within each group can be edited to rename, delete, or reorder the fields/groups for the selected page and layout.

Keyboard users can use Control [Ctrl] + Right/Left Arrow to shift focus between the Groups grid and Fields grid.

Pages section

Field Width Options

Individual fields on a page can be configured to use one of three width options: small, medium, or large. Below is an example of how each field width will display on the page when configured:

Field Widths

Customizing Field Groupings on a Page

Click on the tabs below to learn how to reorder, add, remove, or change the display name for the field groupings on the selected page:

Reordering Field Groupings on a Page Adding Fields Groupings to a Page Removing Fields Groupings from a Page Changing Field Grouping Display Options

To reorder the fields or field groupings that appear on a specific web page for the selected layout:

  1. Ensure that the layout for which you want to apply the changes is selected in the Layout dropdown at the top of the page:

    Layout selection dropdown

    Note: The Default layout cannot be edited.
  2. Select the page on which you want to reorder the field groupings from the Page dropdown located in the Pages section:

    Page dropdown menu

    Note: Currently only the field order on the User Information page can be modified.
  3. Use the drag-and-drop controls (Drag and drop button.png) within the Groups grid to move the groupings within the list in the desired order, or use the Move Up/Down arrow buttons (Arrow buttons.png) next to each grouping:

    Reordering groups in the Groups grid using drag and drop

  4. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layouts section to save your changes:

    Save Layout button

Back to top of Customizing Field Groupings on a Page section

Customizing Fields Within a Field Grouping

Click on the tabs below to learn how to reorder, add, remove, or change the display name for fields within a field grouping on the selected page:

Reordering Fields in a GroupingAdding Fields to a Grouping Removing Fields from a Grouping Changing Field Display Options

To reorder the field groupings that appear on a specific web page for the selected layout:

  1. Ensure that the layout for which you want to apply the changes is selected in the Layout dropdown at the top of the page:

    Layout selection dropdown

    Note: The Default layout cannot be edited.
  2. Select the page on which you want to reorder the fields from the Page dropdown located in the Pages section:

    Page dropdown menu

    Note: Currently only the field order on the User Information page can be modified.
  3. Click on the field grouping for which the fields should be reordered in the Groups grid. The individual fields within that grouping will appear in the Fields grid to the right:

    Selecting a grouping from Groups grid

  4. Use the drag-and-drop controls (Drag and drop button.png) within the Fields grid to move the fields within the list in the desired order, or use the Move Up/Down arrow buttons (Arrow buttons.png) next to each field:

    Reordering fields in the Fields grid using drag and drop

  5. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layouts section to save your changes:

    Save Layout button

Back to top of Customizing Fields Within a Field Grouping section

Using the Grid Columns Section

From the Grid Columns section, you can edit the columns that will appear in different customizable grids in the web client. First, use the Grid Type dropdown to choose which type of grid to edit (Transactions, Users, or Activities). Then, use the Grid Context dropdown to choose the context, or location in the web client, where the grid should be edited. This allows you to customize that grid differently depending on where the grid is used in the web client. For example, you can customize the Transactions grid on the User Information page to display a different set of columns from those displayed in the Transactions grid on the Search Results page.

Grid Customization OptionsCustomizing Grid Columns

Grid Customization Options

The table below lists the grid contexts available for customization for each selectable grid type (Transactions, Users, and Activities) as well as the fields that can be added to each type of grid:

See Aeon Database Tables for the complete list of fields in each table noted below.
Grid Type Grid Contexts Available for Customization Available Fields
Transactions
  • UserPage: Controls the information displayed in the Transactions grid on the User Information page.
  • SearchResult: Controls the information displayed in the Transactions grid on the Search Results page.
  • QueueList: Controls the information displayed in the Transactions grid accessed from double-clicking a queue from the Request List section of the Dashboard.
  • Appointment: Controls the information displayed in the Transactions grid on the Appointment form.

Fields from the following database tables are available to be added to Transactions grids:

  • Appointments
  • Transactions
  • Users
  • Transaction and User-type custom fields defined in the Aeon Customization Manager's CustomFieldDefinitions table
Users
  • SearchResult: Controls the information displayed in the Users grid on the Search Results page.

Fields from the following database tables are available to be added to Users grids:

  • Users
  • User-type custom fields defined in the Aeon Customization Manager's CustomFieldDefinitions table
Activities
  • SearchResult: Controls the information displayed in the Activities grid on the Search Results page.

Fields from the following database tables are available to be added to Activities grids:

  • Activities
  • Activity-type custom fields defined in the Aeon Customization Manager's CustomFieldDefinitions table

Customizing Grid Columns

Click on the tabs below to learn how to reorder, add, remove, or change the display name for the fields displayed within a grid:

Reordering Fields in a Grid Adding Fields to a Grid Removing Fields from a Grid Changing Field Display Names

To reorder the fields displayed in a grid:

  1. Ensure that the layout for which you want to apply the changes is selected in the Layout dropdown at the top of the page:

    Layout selection dropdown

  2. In the Grid Columns section at the bottom of the page, use the Grid Type and Grid Context dropdowns to choose the grid for which you want to reorder the fields. The Columns grid below will display the fields in the selected grid:

    Columns grid displaying the fields in the selected grid

    See Grids Available for Customization above for detailed information on these options. 
  3. Use the drag-and-drop controls (Drag and drop button.png) within the Columns grid to move the fields within the list in the desired order, or use the Move Up/Down arrow buttons (Arrow buttons.png) next to each field:

    Using drag and drop controls to reorder the fields in the Columns grid

  4. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layouts section to save your changes:

    Save Layout button

Back to top of Customizing Grid Columns section


Restricted Fields Tab

This Restricted Fields section of the Staff Administration page allows you to create groups of restricted fields and assign them as needed to each staff profile you have created on the Profiles tab of the Staff Administration page.

Overview | Restricting Individual Fields | Restricting Tables | Managing Restricted Field Groups | Managing Fields in a Restricted Field Group

Restricted Fields tab

Overview

When a field is restricted for a profile, staff users assigned to that profile will not have access to view or modify information in that field within the Aeon Web Client. For example, if you have a profile created for student employees and would like to restrict certain user information from being displayed to those employees for privacy or security reasons, you can create a restricted field group containing the fields that should be restricted and assign it to the student employee profile. After the restricted field group has been configured for that profile, any staff users assigned to the student employee profile will not have access to view or modify the information in those fields while using the Aeon Web Client. 

Restricting Individual Fields

Individual fields of the Users database table can be restricted (e.g., Address, Phone, etc). When an individual field is restricted for a profile, staff users assigned to that profile will not be able to see the data in that field or make changes to it. Data in that field will not display in any grids configured to display the field and the field's data will be removed from the User Information page. Hovering over an individual restricted field within the web client will display a "restricted" symbol to the user indicating that they do not have access to that particular field:

Note: The Username and Cleared fields in the Users table cannot be restricted.

Individual fields restricted on the user profile page

Restricting Tables

The following database tables can be restricted in their entirety, however, individual fields within these tables cannot be restricted:

See Aeon Database Tables for a complete list of fields in each table.
  • Activities
  • Appointments: When this table is restricted, appointments will not show on the Calendar page or the Appointments section of the Dashboard.
  • Transactions
  • EmailCopies
  • ReadingRoomHistory
  • UserHistory
  • UserChangeHistory
  • UserNotes

When a table is restricted for a profile, staff users assigned to that profile will not be able to see the data in any of the fields in that table. Grids associated with that table within the web client will display a message to the staff user that the information is restricted. For example, restricting the Reading Room History table will block any data from displaying in the Reading Room History section of the User Information page:

Reading Room History grid restricted on the user profile page

Creating and Assigning Restricted Field Groups

The Assign Restricted Fields Groups section at the top of the page contains controls for assigning restricted field groups to a profile. Restricted field groups are created, viewed, and modified in the Edit Restricted Field Groups section below the profile assignment controls. Use the tabs below to learn how to create, delete, and assign restricted field groups to a profile.

Creating Restricted Field Groups Deleting Restricted Field Groups Assigning Restricted Field Groups to a Profile

To create a new group of restricted fields:

  1. To create a blank new group, click Create New Group under the Group dropdown in the Edit Restricted Field Groups section of the page:

    Create New Group button

  2. To create a new group by copying an existing group, select the group that should be copied and used as the base for the new group from the Group dropdown, then click Copy to New Group:

    Copy to New Group button

  3. The Create/Copy Group window will appear. Enter the name that should be used for the group under New Group Name and, optionally, a description for the group under New Group Description.

    Note: The group name and description cannot be modified once the group is created.
  4. Click Create:

    Create button

  5. The group is created and is now selected in the Groups dropdown. If the Copy to New Group option was used, the fields from the copied group will be pre-configured for the new group in the Fields grid below:

    New group selected in Group dropdown with fields displayed below

  6. Use the Fields grid to configure the restricted fields for the group.

    See Configuring Fields in a Restricted Field Group below for detailed instructions.

Back to top of Creating and Assigning Restricted Field Groups section

Configuring Fields in a Restricted Field Group

The fields within a restricted field group are configured using the controls in the Edit Restricted Field Groups section at the bottom of the page. Click the tabs below to learn how to add, edit, or delete fields from a restricted field group.

Adding Fields to a Restricted Field Group Editing Fields in a Restricted Fields Group Deleting Fields from a Restricted Fields Group

To add a field to a restricted field group:

  1. In the Edit Restricted Field Groups section at the bottom of the page, select the group to which the field should be added from the Group dropdown. The fields configured for that group will be displayed in the Fields grid below:

    Fields for selected group displayed in the Fields grid

  2. Click the + Add button in the Fields grid:

    Add button in Fields grid

  3. Select the database table where the field you want to add is located in the Table Name dropdown.

    Note: Currently, individual fields can only be restricted from the Users database table. Several other database tables are available in the Table Name dropdown, but can only be restricted in their entirety and cannot have individual fields restricted. See Restricting Tables above for more information.
  4. If restricting an individual field in the Users table, select the name of the field that should be added to the group from the Field Name dropdown. If restricting an entire database table, select * in the Field Name dropdown.
  5. Click Update in the Fields grid:

    Update button in Fields grid.png

  6. The new field/table is added to the Fields grid.
  7. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Group button under the Groups dropdown to save your changes:

    Save Group button

Back to top of Configuring Fields in a Restricted Field Group section


Site Groups Tab

For multi-site Aeon configurations, site groups determine which requests are visible to staff users within the Aeon Web Client. Each staff user can be assigned to one or more site groups and each site group can contain one or more sites. You can also assign the same site to multiple site groups. Within the Site Groups tab, the Site Groups grid is used to add, edit, and delete site groups from the Aeon Web Client. The Sites in Group grid to the right allows you to assign individual sites to the group currently selected in the Site Groups grid. 

Managing Site Groups

Site Groups tab

Site groups are assigned to individual staff users on the Profiles tab of the Staff Administration page. See Assigning Profiles and Site Groups in the Managing Profiles section above for more information on this process.

Initial Site View Configuration for Multi-Site Aeon Installations

The site groups that initially appear on the Site Groups tab of the Staff Administration page upon installation of the Aeon Web Client will be based on the existing views configured in your Aeon database at the time the Aeon 6.0 update is performed. Modifying the site groups within the Aeon Web Client will not alter the views configured in your database.

Action required: After updating, Aeon administrators for multi-site installations should review and adjust the site groups on the Site Groups tab of the Staff Administration page as necessary and then assign each staff account to at least one site group using the controls on the Profiles tab. See the Assigning Profiles and Site Groups section in the Profiles tab documentation for step-by-step instructions. Note that errors will occur if a staff user logs into the web client without any site groups assigned to their account.

Switching the Site Group View

Only one site group can be active at a time while using the Aeon Web Client. When a staff user is assigned to multiple site groups, the active site group can be changed by the user at any time via the Select Sites option in the User menu accessible from the toolbar at the top of the screen:

Select Sites in User menu

Managing Site Groups

Use the tabs below to learn how to create, edit, and delete site groups in the web client.

Keyboard users can use Control [Ctrl] + Right/Left Arrow to shift focus between the Site Groups grid and Sites in Group grid.
Creating Site Groups Editing Site Groups Deleting Site Groups

To create a new site group:

  1. Click the + Add button in the Site Groups grid:

    Add button in Site Groups grid

  2. Enter a name for the group in the Name column.

    Note: The name of a site group cannot be changed after the group is created.
  3. Enter an optional description for the group in the Description column.

    This description will display next to the site group name in the Assign Staff Profiles section of the Profiles tab and also next to the name of the group on the Select Sites window used to change the active site group when multiple site groups have been assigned to the currently logged-in staff user.
  4. Click Update in the Site Groups grid:

    Update button in Site Groups grid

  5. The new site group is added to the Site Groups grid:

    New Site Group displayed in Site Groups grid

  6. Use the Sites in Group grid to the right to assign sites to the group. The web client will automatically save your selections as they are made:

    Sites selected in Sites in Group grid

  7. Assign the new site group to staff accounts as needed using the Profiles tab of the Staff Administration page.

    See Assigning Profiles and Site Groups in the Managing Profiles section above for more information on this process.

Back to top of Managing Site Groups section

Questions?

If this article didn’t resolve your issue, please contact Atlas Support for assistance:

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