How to set up DCB Admin for Libraries accounts

This document provides instructions on how to set up an account for a DCB Admin for Libraries user in Keycloak.

What is DCB Admin for Libraries?

DCB Admin for Libraries is a modern web application that allows libraries to manage their experience within DCB. Library staff can do things such as view their patron requests, place staff requests and view configuration information.

Who is DCB Admin for Libraries for?

DCB Admin for Libraries is for all library staff within the participating OpenRS consortia. Within those staff, there are two distinct groups, represented by two different roles in Keycloak.

• LIBRARY_ADMIN: These are the named library staff who need their own individual accounts. Anybody who wants to do more than just requesting needs one of these.

  • Depending on the functional settings configured by the consortium, LIBRARY_ADMIN accounts may be able to make changes to their mappings or locations (by default this is not allowed). However both current consortia have opted to maintain the default: so users with LIBRARY_ADMIN cannot edit anything apart from their library’s basic information.

• LIBRARY_READ_ONLY: This role is for student or temporary workers (or any other account where this role is explicitly requested). Users with this role only have access to the “requesting” section, and placing requests is all they can do. Most of these accounts will be ‘general’ library accounts, with the explicit intention that they will be shared between library staff.

  • Known as a “requesting-only” user. Users with this role will see “requesting-only mode” displayed in the app header.

Setting up a user

• Firstly, find the user in the spreadsheet provided.

• Navigate to the Keycloak URL for the environment.

  • If MOBIUS, this is https://keycloak-mobius-dcb-v2.folio.ebsco.com/admin/dcb-hub/console/

  • If GALILEO, this is https://keycloak-galileo-dcb.folio.ebsco.com/admin/dcb-hub/console/

• Sign in with the credentials you use for DCB Admin. Your roles have temporarily been upgraded to allow you access to the console.

• Please navigate to “Users” in the sidebar. You should see a screen like the one below.

• Open

  

• Select “Add user”.

• Input the user’s information from the spreadsheet, and click “Join Groups”. Usernames are constructed by separating the individual names with full stops.

• Select the user’s library from the list of groups.

• Click “Create User”, and then find your newly created user in the Users view.

• You should see a screen like this:

  • Open

    

• Go to “Attributes”. This is where we confirm the link of the user to their library.

• For “Key” enter the code, and for the value enter the agency code of the user’s library (i.e. University of Georgia / uga) from the spreadsheet.

Open

• Click “save” and proceed to the “Role Mappings” screen.

  • If the user is a requesting-only user, click “Assign role” and assign them the LIBRARY_READ_ONLY role.

  • If the user is not a requesting only user, click “Assign role” and assign them the LIBRARY_ADMIN role.

  • When you click “Assign role”, you should see a screen like this

    • Open

      

    • If you don’t see this screen, and you can see that you have a button that says “Filter by clients” in the top left instead, then you need to click that button and select “Filter by realm roles”. Then you should see the roles above.

    • You may also find it easier to select “Hide inherited roles” on the role mapping screen, so that only the direct roles show up. This is completely optional and its only purpose is to make the role mapping screen easier to read for you.

• Once you have done this, it’s time to set the user’s password. Navigate to “Credentials”.

• You should see a button that says “Credential Reset”. Click it, select “Update Password” as the “resetAction” and select an expiry of 1 day (see screenshot).

• Open

  

• Keycloak will then send the user an email on your behalf from the following email address folionoreply@ebsco.com with the display name Keycloak <consortium>-dcb . This will direct them to set their password. Replies will go to dcb@k-int.com.

  • If this fails, please send me an email at casey.henderson@k-int.com . We may have to manually set up the account: this would involve setting a temporary password and emailing it directly to the user.

  • Any emails directly to users should BCC mobiusmigration@mobiusconsortium.org or

    gil@galileo.usg.edu so consortial staff are aware.

• Once the email has been successfully sent, just update the spreadsheet to mark that the user account has been setup and the email has been sent, and you are good to go!

Completing a library

Once you have set up all users for a library, please email the library’s primary contact to let them know that all the accounts have been set up. When sending this email, CC dcb@k-int.com and BCC the consortium email address (for MOBIUS this is mobiusmigration@mobiusconsortium.org) to let them know that the accounts have been set up for said library. This will help out the folks at MCO when dealing with user queries.

Suggested email template

Hi <Name>,

 

The DCB Admin for Libraries account(s) requested by your library have now been set up. All members of staff who requested an account should now have received an email from "Keycloak: MOBIUS OpenRS" / folionoreply@ebsco.com asking you to set your password. Please let us know if anyone is missing this email. Usernames are in the format firstname.lastname.

 

We have also set up a general requesting-only account for your library with the username library.general. A password setup email has been sent to <library_email> for this account.

 

To access the application, please visit https://mobius.kihosting.net/dcb-admin-for-libraries  You can find documentation at https://openlibraryfoundation.atlassian.net/wiki/spaces/DCB/pages/3892281352  - and if you have any questions, please don't hesitate to get in touch via dcb@k-int.com. 

 

Many thanks,

<Name>