Default Repository Preferences not getting applied

[Olivia S Solis]

Hello all,

Default repository preferences are not working the way my team is expecting them to. We use some default language we want applied to all newly created records and we want all staff members to be able to see suppressed records. We have the following values checked in the Default Repository Preferences:

but when we create new users in the repository, those options are not checked as we would expect. The new user gets this:

Am I correct in assuming that any new user assigned to in our case US-txuth (our only repo) should get the preferences checked in Default Repository Preferences? If so, any ideas as to why that behavior isn't happening for us. Not having these automatically apply makes account management slightly more difficult. We're running version 3.5.1. We do have some plugins but our system admin was skeptical any of them might be the culprit.

Thanks!

Olivia

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Olivia Solis, MSIS (she/her)

Metadata Coordinator

Dolph Briscoe Center for American History

The University of Texas at Austin

2300 Red River St. Stop D1100

Austin TX, 78712-1426

(512) 232-8013

[Dan Michelson]

Hi Olivia,

Have you tested whether new users can see suppressed records regardless of what their preferences say?  I'll bet they can.

The reason is that there's no setting to accept defaults, there's only a checkbox.  A more lengthy explanation is in ANW-1172, which will fix the issue once it is implemented.

The way preferences currently work in ArchivesSpace is very counterintuitive.  Another approved, but not yet implemented ticket is ANW-1508, which would introduce true global preferences that can be set by an admin.

All the best,

Dan

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Dan Michelson

Collections Archivist

Smith College Special Collections

[Olivia S Solis]

Hi Dan,

Yup, you are right! New users are getting the default preferences (new records get defaults and they can see suppressed) even if it appears like they are not in global/repository preferences. You are also correct, not intuitive, at least to our team.

We did have some long-time users come to us saying they couldn't see suppressed records and they needed to manually change their preferences to fix the issues. This is when we noticed the issues. They had accounts before we adopted the preferences.

I will upvote those issues!

Thanks again :)

Olivia

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[Ron Van den Branden]

Hi Olivia,

This is probably the problem you've described: once a preference has been set (on any level), there is no way to unset it, regardless of the "Reset Defaults" button. That does indeed restore the default preferences for that permission level, but even then, those preferences that have been reset will always override preferences from a higher preferences level. Even though the initial state seems to be "inherit", once changed it remains "yes" or "no".

In order to avoid this confusion for new users and frustration for administrators, we decided to adapt our customization plugin to just hide all preference settings from all users except for administrators. This way, they can guarantee consistent preferences for all users.

Best,

Ron

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Van: archivesspac...@lyrasislists.org <archivesspac...@lyrasislists.org> namens Olivia S Solis <livs...@utexas.edu>
Verzonden: donderdag 17 oktober 2024 23:43
Aan: Dan Michelson <dmich...@smith.edu>
CC: Archivesspac...@lyrasislists.org <Archivesspac...@lyrasislists.org>; Zepeda, David A <david...@austin.utexas.edu>
Onderwerp: Re: [ArchivesSpace Users Group] Default Repository Preferences not getting applied

 

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To view this discussion on the web visit https://groups.google.com/a/lyrasislists.org/d/msgid/Archivesspace_Users_Group/CAKu%2Bi%3D3g49eBy7-3DUXZkjRjFBMYiKj8U_BkvgLnmOEMkAEJ6w%40mail.gmail.com.

[Olivia S Solis]

Thanks, Ron. Seems like that plugin would be very useful, though I don't think we are up for adopting any new plugin until after the release of 4.0. If I am understanding issue ANW-1172 correctly, though, some of the problems we are encountering might be addressed with that fix. 

We definitely want to impose some preferences across all users and want to be able to update them as we establish new policies. But I think we also want to empower some users to e.g. add a browse column that is specifically useful to their workflows. If it's one or the other, though, I am pretty sure we'd want to impose preferences across the board.

After 4.0, we may reach out to you with questions about your customization.

Thanks!

Olivia