Technical Documents

The User Administration pages allow properly authorized users to create new Gale Admin user accounts and/or to view a summary page listing all users at a particular account level.

NOTE: The User Administration functions support only Gale Admin user accounts and not the user information used by patrons to access the products to which a location subscribes.

User Summary

You can view the list of active and inactive Gale Admin users.

1. From the Home page, click User Administration in the left-hand sidebar menu. Then select User Summary from the submenu.
2. The User Summary page is displayed. The User Summary page displays for each Gale Admin user set up at this level the following information: user name, contact name, optional email , and whether the user account is active or not.

   NOTE: The User Summary page lists only Gale Admin users, NOT users of the subscription products. Refer to the Authentication pages for how to authenticate patrons so they can access a location's subscription products.

3. Click View/Edit in the far right column to view and if allowed, modify the user account profile.

Add User

Add a new Gale Admin user or modify the settings of an existing Gale Admin user; includes changing user's password

A system administrator can add new users of Gale Admin at any of the account levels: Consortium (if used), Institution and Location. Users will have privileges for the level at which they are created and any lower levels. Users created at the Location level will only have privileges for the Location level. In this way, the system administrator can create a hierarchy of Gale Admin users as desired.

Creating a New User

1. From the Home page, click User Administration in the left-hand sidebar menu. Then select Add User from the submenu.
2. The Create New User page is displayed.

   NOTE: The Create New User page can only be used to add Gale Admin users, NOT users of the subscription products. Refer to the Authentication pages for how to authenticate patrons so they can access a location's subscription products.

3. Enter the required fields and any optional fields:
   • User Name: This will become the user’s login ID. The user name may contain only alphanumeric and underscore characters (spaces not allowed). Once you save the new user profile, this field cannot be changed.
   • New Password: This will become the user’s login password. The password may contain only alphanumeric and underscore characters but cannot begin with a number.
   • Confirm Password: Re-type the password.
   • Description: Optionally enter descriptive text.
   • Contact Name: Enter the user's name.
   • Email: Optionally enter the user's email address.
   • Active User checkbox: Remove the checkmark to deactivate the user and prevent the user's access to Gale Admin without removing the user account.
4. Assign one or more roles for the user using the drop-down lists:
   • From the Type list, select 'Consortium', 'Institution' or 'Location.' This establishes the highest account level at which the user will have privileges. The user will have privileges for any lower levels (that is, when you select 'Consortium' or 'Institution.')
   • Use the Name/ID field to search for the account the user will be authorized to access. As you begin typing letters of either an account name or its ID, the system will make suggestions for you based on the account Type.
   • From the Role list, select the level of privileges the user will have for this account, as described in the table below.
   • Note that you may click Add Row to assign this user a role to another account.
5. Click Save to save the new user.

Roles

The privileges allowed for each role are listed in the table below. A user may have only one role.

*Internal refers to Cengage Learning employees.

**External refers to library system administrators and other library personnel. Library staff using Gale Admin will not be able to select any of the 'Internal' roles.

Only users with an 'Admin' role can modify the data within Gale Admin. A user with 'Read Only' access can search and view pages but cannot make any changes. The 'Report Only' role limits library personnel to viewing the Usage Reports and no other features.

Editing a User Profile

You can change any field in the user profile except for the user name.

1. From the Home page, click User Administration in the left-hand sidebar menu. Then select User Summary from the submenu.
2. The User Summary page is displayed. You may sort the list of users by clicking a column heading. To view a user's profile in order to make changes, click View/Edit on the far right.
3. The Create New User page is displayed.
4. Make changes as needed to the required fields and/or optional fields. You will not be able to change the user name. To change the user's password, enter a new password into the Password field and then re-enter it into the Confirm Password field. The password may contain only alphanumeric and underscore characters but cannot begin with a number. Refer to the list of fields above for more information.
5. Click Save to store the changes made to the user profile.