The User Information Form

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The Aeon User Information form is comprised of three main ribbons: Home, Email, and Attachments, and five tabs: Detail, History, Proxies, Payments, and Requests. An additional Process ribbon containing Clearing Options appears when a user's account Clearance Status is Not Cleared. When a researcher's User Information form is opened, it automatically opens displaying the Home ribbon and the Detail tab. In order to open forms quickly, only the information for the Detail tab is retrieved from the system when the User form is opened; information for the other tabs is retrieved when those tabs are accessed.

If new default data fields added as part of an Aeon update are not visible on the User form, you may need to refresh the form. If you have customized your User form layout you may need to add the fields manually. See Editing Form Layout for further information.

The User Information Ribbons

The Home Ribbon

The Home ribbon houses the following three groups and associated actions:

  • Manage: Save changes to the user record, change the Username, change the Password, and print the User record from this group. The Logon to Web button will be visible to staff with the appropriate user permissions.
  • Requests: Choose New Request for User to open a blank Request form and create a new transaction or photoduplication request. If the user has been disavowed this button will be inactive.
  • Access: Unclear, block or disavow a cleared user, mark users inactive, and sign a user in and out.

You can view the contents of the Home ribbon in the image located under the Overview above.

The Sign In and Sign Out buttons are only visible when a user is marked as cleared. The buttons are not on the ribbon if the user is uncleared.

The Email Ribbon

Create, cancel or send an email to the user from the Email ribbon.

The Attachments Ribbon

On the User form, a new Attachments tab is available showing all attachments associated to a user. Multiple files can be attached to a user record. Files are stored in the database.
 
All available attachments are shown in the grid on the left shows the original filename, file size, when the file was attached, and who uploaded it.
 
To add a new attachment, click the Add attachment button. An open file dialog will be displayed allowing the user to select a file to upload. If the user already has an attachment with the same filename, the original attachment will be updated with the contents of the new file and an attachment history entry is added to indicate that the attachment was updated.
To remove an attachment, select the attachment record to remove and click Delete Attachment.
To view an attachment, select the attachment to view. The file will be downloaded to a temporary location on the staff machine to view. The attachment file will be opened using the default application associated with the file extension. If the file was downloaded successfully but a default application is not registered for the file extension or another error is found when attempting to open the file, the directory where the file was downloaded to will instead be opened to allow staff to handle the file manually.
 

Attachment History

Each time an attachment is added, updated or deleted a user history entry is added. For convenience, all attachment history (regardless of attachment selected) is displayed on the Attachments form. Note that the attachment history is also displayed in the general User History grid as well on the User History tab.
 

The Process Ribbon

The User Information form for a user at a Not Cleared status has a Process ribbon that includes these clearing options: Clear User, Block User, Disavow User, Merge User and Mark User Inactive. You can see this ribbon on the Clearing Users page.

The Detail Tab

The Detail tab of the User Information form houses a researcher's Identification, Contact and Address information as well as Additional Information, Research Information, and a Notes section. You can also add several user-defined UserInfo text fields to the form if you want to store additional information.

See Editing Form Layout for information about the UserInfo fields that can be added to this form.

Identification

The following default fields are included in the Identification section of the User Information Form:

  • Username
  • Date of Birth
  • ID Number
  • Alternate ID Number
  • Organization
  • First Name
  • Last Name
  • ID Type
  • Alternate ID Type
  • Aeon Authentication checkbox

Aeon Authentication Checkbox

The Detail tab on the User Information form contains an Aeon Authentication checkbox that indicates whether a customer uses Aeon authentication or a default authentication as configured in the WebAuthType key. (LDAP, PatronAPI, etc.). Staff can override the value of the WebAuthType key by checking the Aeon Authentication checkbox on the User Information form. This is useful when you are using LDAP, PatronAPI Exclusive, Aeon Exclusive authentication, etc. as defined by the WebAuthType key, and want to create a dummy user to test your web pages or if there is an occasion to override the default value and assign a value of Aeon.

Checking the checkbox sets the user's authentication to Aeon and the user can access the web interface by creating an account login and password. Unchecking the checkbox sets the user's authentication to the default as configured in the WebAuthType key. The Users.AuthType field in the database is set to either Aeon or Default depending upon whether the checkbox is checked (Aeon) or unchecked (Default).

Contact Information

Default contact information includes the researcher's phone number, fax number, email address, and preferred notification method.

Primary Address and Secondary Address

Fields in these sections hold the Address, City, State, Zip and Country entries for the researcher's primary and secondary addresses.

Additional Information

This section holds information important to the Special Collections department:

  • Department
  • Status
  • Request Limit: Entering an individual request limit here overrides a global or status-based request limit.
  • Expiration Date
  • Last Changed Date: The date/time value for the last time the user edited his or her user record.
  • Clearance Status: The Cleared status displays in green, Not Cleared and Disavowed in black, and Blocked in Red.

Research Information

Researchers can choose to provide staff with any research topics of interest and designate them shareable with other researchers by checking the Shareable checkbox.

Notes

Automatic system notes are held here, such as when a researcher is cleared by staff. New notes can be created by right-clicking in the Note field and selecting Add Note. Notes can be deleted by selecting Delete Note.

Adding An Image

If you would like to include photographic images of your users for security purposes you can add an image under the Details tab of the User Information form. Double-click on the generic image space in the Details section of the form (or right-click and choose Select Image), find the image you want to use and import it into the User Information form. The image file is saved in the database. Any changes to the image, such as editing or replacing the image, save the image with a new Image ID and are tracked in the User Change History with the New image created for the user in the Entry field.

The Requests Tab

The Requests tab houses a list of the Researcher's request transactions in a grid. A Process ribbon allows you to process one or more requests from the User Information form. Displayed in columns within the request list are all available fields from the Transaction, Queues, Users and Activities tables. You can see, for instance, the Transaction Number, Transaction Date, Title, Author, Status, and Activity title if the request is associated with an Activity. If your institution has multiple locations, the site field shows you the site to which the request is assigned. Click on a request within the grid to open the corresponding Request form.

The Process Ribbon

The Process Ribbon on the Request tab allows you to process requests from the User Information form:

The Next Step Menu

The Next Step menu contains a list of actions you can perform on the requests. The menu automatically shows which options are allowed for the selected request(s); options not allowed are disabled. Clicking one of the Next Step buttons performs that action on the selected request(s). If none of the Next Step options apply to a selected request, none of the options will be enabled. If you select more than one request and the selected request(s) have no Next Step options in common, none of the options will be enabled. The available transaction Next Step options are:

  • Print Callslip
  • Check Out Item
  • Reshelve Item
  • Item Reshelved
  • Place Item on Hold
  • In Photoduplication

The available photoduplication Next Step Options are

  • Awaiting Delivery
  • Item Delivered

The Options Menu

The Options menu contains Send Email and Active Requests toggle buttons. These buttons are ON when they are highlighted orange.

The Send Email Toggle Button

The Send Email button, when toggled on and active, sends an email to the researcher specific to the action performed. For example, if the selected Next Step option for an item is Item Delivered, the Send Email button will be active. When the Item Delivered button is clicked, Aeon will send an Item Delivered email to the researcher automatically. Note that the Send Email button can be toggled off and on only when it is in an active state.

The Active Requests Toggle Button

The Active Requests toggle button is toggled on by default so that when the User form loads, only active requests are displayed in the grid. To view all requests, click the Active Requests toggle button off. Requests from the following transaction queues are not displayed when the Active Requests toggle button is on:

  • Request Finished
  • Cancelled by Staff
  • Cancelled by User
  • Request Merged
  • Imported From Legacy System

The Printing Menu

The Print Request button prints a request slip for the selected request(s).

The Routing Menu

The Routing menu allows you to perform various routing functions:

  • Route: Route selected request(s) to another status in the workflow
  • Merge: Consolidate multiple requests for the same citation into one request
  • Clone to Current User: Clone a selected request to the current user
  • Clone to Another User: Clone a selected request to another user

The History Tab

The History tab in the User Information form tracks all changes made to transactions, user records, reading room history, and email. It tracks changes made from within both the client and via the web interface.

User History

All changes to user records are now tracked in User History for security purposes. This includes changes to a user's clearance status, photo image changes, staff logons to user accounts, and changes made to any User Information from the client and the web interface. User History shows the date and time the change was made, the type of change made, whether the change was made through the client or web interface, and the staff user (or System) making the change.

Reading Room History

All sign in and sign out activity is recorded in the Reading Room History pane. Tracked here are the user's time in, time out, and reading room and location, if you have configured multiple reading room locations in the Customization Manager. If you want to record which staff member has signed a user in or out, you can track this by adding Signed In By and Signed Out By columns to your Reading Room History grid. When changing the location for a user, the SignedInBy is also updated to reflect the staff member assigning the location.

User Change History

Any changes made to a user's information, including uploaded images, status, expiration date, and password changes, are tracked in the User Change History section.

Email History

Emails sent to researchers are tracked here. Columns include Email Date, Type, Note, Reference, To, From, CC, BCC, Subject, Staff and Status.

The Proxies Tab

The Proxies tab holds the form that allows you to add both Researchers and Proxies to work with a given user. Add a Researcher or a Proxy by searching for the Username and selecting the User from among the Search Results. Once you have clicked on a user in Search Results, choose to Add as Researcher or Add as Proxy from the Proxies ribbon. The selected user will appear in the appropriate Researchers or Proxies grid. To remove a Researcher or Proxy, click on the user and select Remove. See Reviewing and Working with Requests for more information about Proxy accounts.

The Payments Tab

The payments tab allows you to view all outstanding photoduplication charges by transaction number and print a statement showing the invoice total, any payments applied, and the remaining balance due for each photoduplication order. You can view balances and print statements for multiple transactions by clicking on the transactions you want to include in the Payments grid. This grid shows only those photoduplication transactions that contain a remaining balance. Photoduplication orders that have been paid in full will not be displayed on this form.

Print Statement

Use the Print Statement button to print a statement showing the outstanding balance and details of any selected unpaid invoices. The default form also displays total charges, total payments and total amount due for all selected invoices. The print template used for this feature is PrintInvoiceStatement.doc. The xls form is InvoiceStatementPrintQueue.xls. It is controlled by the PrintInvoiceStatementDoc customization key.

To support the functionality of the sections in this form, the form was created with substantial use of IF, MERGESEQ, and QUOTE. This "hides" most of the document code in tags. To quickly see all of the templates, you must change an option in Word to show field codes. Instructions on how to do this vary by Word version.

In Word 2010, click the File ribbon and choose the Options menu. In the popup, click on Advanced and then check off Show field codes instead of their values under Show Document Content. Alternatively, select all (Ctrl-A), right click and click Toggle Field Codes.

Previewing the file before merging does not accurately represent the results of the merge. Unlike our other word docs, you must complete a merge to new documents to see the actual final output. Sites using a currency than the US dollar ($) will need to modify the template (PrintInvoiceStatement.docx) to change the symbol appropriate for their region. This is done by toggling field codes and changing the symbol for both the Subtotal and PaymentAmount fields.

User and Researcher Information on Request Lists

Both User and Researcher information displays on Request lists viewed from the User Information form, status queues or search results lists, as displayed in the image to the right. On this image, the column has been rearranged from the custom view to show some of the User and Researcher Information.

Accessing the User Information Form

You can access the User Information form one of several ways:

  1. Double-click on a user in the Signed In Users Group.
  2. Double-click on a user in the Users Waiting to be Cleared group.
  3. Double-click on a user in the Users Waiting to be Cleared form.
  4. Double-click the View User icon in the Request or Activity form.
  5. Double-click on a user in user search results.

Customizing the User Information Form

You can customize the User Information form and the grids in the form to better suit your workflow and needs. This includes adding fields to the form that are not there by default, such as the user-defined UserInfo fields.

 

 

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