Using the Admin Tab

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Viewing the Admin tab requires having the "admin" permission (which in turn requires being an admin to set, since this is done in the admin tab!). You probably do not want to give a lot of people this permission, as it allows you to really change things around. Behold all the options when you hover over Admin in the navigation bar?

Admin options.png

In Detail

Let's go through each category in turn. It will be fun.

Add New User

There are a whole lot of fields on this page; hopefully they are self-explanatory. Note that you can turn on and off fields, and turn on/off fields being required at Admin > Config Site. If you want entirely new fields, that will require modifying the database structure for the staff table, and also lots of changes to various files. If people request it, we will try to provide a more flexible system in v5 of SubjectsPlus.

Here's a rundown of the permission types:

  • Talkback -- user can respond to talk back submissions
  • FAQ -- user can create/edit/delete FAQs. Note that only admins can create FAQ collections.
  • Records -- user can add records AND create subject guides
  • Eresource_mgr -- user can delete records from the Records form
  • Videos -- user can add videos
  • Admin -- user can get to the functionality of the admin tab. Don't give this out willy-nilly
  • Librarian -- user will show up on librarian list
  • Supervisor -- user will show up on dropdown of supervisors when adding a new user
  • View_map -- user can see the Disaster Map. For this to work, you must a) have a person's street address, b) click the lookup coordinates button. Or write the coordinates in by hand.


Manage Users


This is a list of all your users, divided into groups (e.g., staff, students, machines, any new ones you create).

1. Click on a name to get to the full user record. You can also search for users with the autosuggest dropdown in the navbar

2. Click on/off permissions for that user. It's quicker to do it here, but you can also do this inside the user record form.

3. If you have changed the permissions, the "Update Permissions" button will appear. Click it to register your changes.

Manage Guides

This is a bird's eye view of all your users' guides. It is mostly a quick way of seeing information about all the guides, and also to make some global changes--for instance, to switch a set of guides to have a new owner (say, a librarian retires). Or to turn a bunch of guides inactive in one fell swoop. Behold the diagram, with notes below:


1. When you tick any of the boxes (see #4 above), this "Ticked Guides" will change from grey to pink, and give you some options to change all the ticked guides at once.


So, in the example above, I could assign AGD and Canadian Literature to any of the staff members, or, say, change the guide status to active.

2. By selecting a name from the dropdown, you will only see that person's guides

3. This is another way of showing a subset of guides, either by guide type or by active status:


4. The tick box for changing the attributes of multiple guides at the same time

5. The edit metadata/view public/check links icons

6. The clickable name of the guide--click to start editing the guide

7. The name of the user associated with the guide. If there are multiple owners, there will be one line for each person.

8. The type of guide.

Guide Collections


This is used to create a collection of guides, i.e., where they are grouped together in a single list and may thus be pointed to directly. For instance, we have grouped together our guides for the Cuban Heritage Collection (CHC Guides). These guides will still show up in the master list, it is just a way of separating some for convenience. On to the numbers:

1. The name of the collection. You can create a new collection in #10

2. That's the description field, not very descriptive in this example.

3. This is used to add an existing guide to the collection.

4. Once you've selected the guide, remember to click add.

5. And when you have your collections organized, remember to Save Changes.

6. This second collection has two guides associated with it, Religion and Canadian Literature. You can click the X to remove a guide from the collection.

7. This guide is highlighted, meaning it is about to be dragged. You can reorder the guides by dragging and dropping within that area.

8. The garbage is where bad collections go.

9. Some instructions.

10. Here we create a new collection. Just like for guide metadata, the shortform is what shows up in the URL.



This should be pretty straight forward; you can add a new department in the sidebar, and you can drag and drop departments to order them for the Staff by Department public page.



Functions the same as Departments page; you can add/edit/delete sources. Sources are the list of material types that appear with Records, and are mostly used for the creation of the All Items by Source pluslet type.

FAQ Collections


You, as admin, may create collections of FAQs. Basically, you can set these up so that others can tag a new FAQ as, say, Interlibrary Loan. Then, it is possible to link directly to a group of relevant FAQs, rather than the entire list. Here's an example of a collection from the University of Miami's install: FAQs: ILL

Config Site

This allows the admin to modify the control/includes/config.php file from the comfort of their web browser. Your sys admin will have to make the file writeable by SubjectsPlus. See Requirements 4.0 for some details about permissions. There's a lot of stuff here, are you ready?

Core Configurations & Institutional Configurations

These are things that you could have/should have set up when you installed SubjectsPlus, but maybe you want to tweak them? Two of the fields are greyed out (Base URL of your SubjectsPlus Installation & Base Path for CKEditor) to discourage you from changing them. But you can, click on the tiny "not right?" link to make the box editable.

Catalog Connections

The Proxy URL will get prepended to records in the system that are labelled as Restricted.

The rest of the catalog strings are used if your users avail themselves of the Catalog functions in the Editable box, i.e.,


Other Configurations

Let's look at these in turn. (This is photoshopped from a long column, to something wider, so not an accurate representation of the page.)


OMG, so many.

1 and 2. Click which fields you want to appear on the user data entry form, and then which ones should be required. If it's pinky/red it's on. The only thing that's absolutely necessary is email, I guess, since that's the key for logging in.

3. Guide Container Width -- This is something you can set for your Guide Creation tab to mimic what your public pages look like. Otherwise, someone could be working on a super large monitor, and be shocked and how wrong everything looks when it appears on your website with a width of 960px.

4. Guide types. These are just the defaults. NOTE the placeholder guide type doesn't show up in any list of guides. We have this for administrative purposes (subjects that we want on our Databases A-Z by Subject listings, but don't want associated with a person. Perhaps you will find a use for it, too.

5 and 6. We use Shibboleth for authentication; maybe you do, too?

7. These are the tags we use for slicing and dicing records. You may use any you like, separate them with commas.

8. Tags for categorizing videos. You may use any you like, separate them with commas.

9. Talkback Site Tag. These are the tags associated with TalkBack entries. The default is to email all talkbacks to administrator email. Edit only if you want to change that or add a branch.

10. Talkback Topic Tags. You may use any you like, separate them with commas.

11. Titlebar Styles. Customization 4.0#How to Create Titlebar Styles

12. Pluslet Activated. Turn on/off pluslets/boxes for your users. The numbered pluslets are the legacy ones:

  • 1 = All Items by Source
  • 2 = Key to Icons
  • 3 = Subject Specialist -- the old one. We have a new and improved version
  • 4 = FAQs
  • 5 = Catalog Search box -- we have a new version of this called "Catalog"

13. Serials Solution Disciplines -- Include Serials Solutions disciplines integration. No idea if this still works, we don't use it :) If you do, and it needs fixing, let us know!

14. Enable the API -- This must be turned on in order to use the API, and the api key is listed there. Using the API

15 and 16. Allows your users to update their bios and headshot without "approval." Letting them do their own headshots might be a mistake.

17. This will set all the database links in the A-Z list and within guides (when you use tokens) to open in a new tab rather than in the same tab.

18. If you have more than one header available for a guide, you can add them to a comma separated list here. For instance, at University of Miami, we have a main site header, and also headers for some of our branches. Thus, you might have values here like "default,um,architecture,music,chc,special" Customization 4.0#How to Make an Alternate Header/Footer

19. If you would like to use a custom theme, enter that theme's name here. Customization 4.0#How to Make a Theme

20. Use your own CSS -- If you don't want a new theme, just want to use your own CSS, use it here. Customization 4.0#How to Customize the CSS

21. Use a Guide as your Index Page -- New in v4 you can use any of your guides as a splash page for /subjects/ . There are some new box types that are intended to help do this.

22. If you are using Guide Collections, they have a little thumbnail associated with them in the default CSS. Put in the file name of the image you'd like to use here, and drop the image in assets/images/guide_thumbs/ Customization 4.0#How to Use Images with your Guide Collections

23. Use URL rewrites -- This will allow pretty URLS, i.e., subjects/gis rather than subjects/index.php?guide=gis . You might need to tweak the .htaccess file in the root of SP also.

24. List of acceptable file upload types -- Pretty self-explanatory. You don't want people uploading .exe file, for instance, so there's a whitelist of what's allowed.