Organization owner's manual

Organizations in POD can have some of its members designated as owners. Organization owners have special privileges to manage the organization, its uploaded files, and its members. This document describes what special actions organization owners can take, how they can be carried out, and what organization owners should know about carrying out these actions.

This is a living document, and we will update it as the POD Aggregator application is updated, and as we learn more about POD user needs and questions. If you have any questions or problems related to this manual, please send them to [email protected].

How owners are designated

POD administrators will give owner privileges to one or more users belonging to an organization after the organization is created. (We may reach out to an organization's contact address if we need to know who to make an owner.) Owners can then give, or revoke, owner privileges to other members of the organization, using the "Manage organization" page as described below.

The "Manage organization" page

When logged in, organization owners can find a link labeled "Manage organization" near the lower right corner of the POD Aggregator home page as one of the links under the "Quick actions" header. Owners can also may find such a link near the upper right hand corner of some pages showing the organization's default stream files. The link may show up in a menu labeled as "Manage (name)" where (name) is the name of the relevant organization.

Following the "Manage organization" link, wherever it is, will take users to the "Manage organization" page, which has four tabs of controls labeled "Users", "Access tokens", "Organization details", and "Provider details".

"Users" tab

The "Users" tab lets organization members see who is a member of their organization, and their contact details. Organization owners can also invite others to be users in the organization, remove users in the organization, and grant and revoke ownership privileges for organization members.

Owners can invite new users by selecting the "Invite new user to organization" button in the Users tab. They will be prompted to enter the email address, which will send an email invitation to that address. The email will include a link that recipients can select to accept the invitation.

Owners can view a list of organization members further down on the page. The list shows email addresses, names, and possibly titles of each user that is a member of the organization. The list also shows which members have owner privileges. Owners can grant or revoke owner privilieges for any member by clicking on the slider icon in the "Is Owner" column and the row listing the member.

Owners can also remove users from their organization by selecting the "Remove User" button in their row. Note that this may remove the user from the POD system entirely. Owners should be careful, therefore, not to remove users without being sure of their action, since reinstating them is not as easy as removing them.

"Access tokens" tab

The "Access token" tab lets organization members see and copy access tokens used to authenticate API operations. Organization owners can also create new tokens and revoke existing tokens. The Creating and managing API tokens page describes how to create and revoke tokens.

"Organization details" tab

The "Organization details" tab lets logged-in users see details about the organization. Organization owners can edit these details, to change how the organization is displayed or handled in the POD aggregator. Pressing the "Update organization details" button near the bottom of the page will save whatever changes the organization owner makes to the details. The specific fields and their effects are described below.

Filling in the Name text box will change the name of the provider as shown in the application. You generally will not need to change this, unless your institution's name changes or you wish to use a different form of its name. (Short names are generally preferred as fitting better in some of the display tables; e.g. "Penn" instead of "University of Pennsylvania".)

Filling in the Slug text box will change the slug for the provider. The slug is a short alphanumeric code used in some files and other internal operations, and is often a lowercased and/or abbreviated version of the Name. (For example, "jhu" might be the slug for John Hopkins.) To avoid possible confusion in file naming or processing, it is usually best not to change a provider's slug once established.

Filling in the Code text box will change the recorded MARC organization code for the provider. MARC organization codes are set by national libraries. Codes for libraries in the United States and many other countries can be found in this Library of Congress online database.

Filling in the POD contact for this organization text box will change email address displayed to POD users that they can use to contact this organization. This text box should contain exactly one email address.

Organization owners can change the icon that gets displayed with their organization name by pressing the Browse button near the "Choose icon file" message, and selecting a file from their computer with the icon they wish to use.

"Provider details" tab

The "Provider details" tab lets logged-in users see certain details about the data the organization provides. The POD Aggregator uses some of these details to produce normalized files from the organization's file uploads, and data consumers might also find some of these details useful in interpreting and processing data they consume from this organization. Organization owners can also edit provider details. This tab might not be available for organizations that are not data providers.

Under "MARC documentation" in this tab, there is a text box labeled "Local MARC profile documentation". This should link to information about how consumers of your organization's MARC data should interpret it. The Ivy Plus libraries collected this information in a standard spreadsheet format in 2022, with information on how providers model items, holdings, lendability, and includability in the Ivy Plus BorrowDirect catalog. Many organizations include a link in this text box to a copy of that document. You can link to another document you manage if you prefer, but it should include similar information. (You might also wish to copy the Ivy Plus spreadsheets to your own space, to better control its editability, and link to the copy you manage.)

Under "Item information" in this tab, there are four properties that organization owners can edit in text boxes. They are labeled as follows:

• "What MARC field contains item-level information?" should be filled in with the three-digit MARC code for the main field that contains information on specific items in the MARC records the provider uploads. This will often be a private use field (e.g. a 9xx or x9x field), since many libraries do not include this information directly in their native bibliographic records, but do include them in their uploaded records.
• "Local identifier subfield" should be filled in with the single-character subfield code used in the field above for local item identifiers, if applicable.
• "Call number subfield" should be filled in with the single-character subfield code used in the field above for an item's call number, if applicable.
• "Local library" should be filled in with the single-character subfield code used in the field above for specifying the specific local library or collection in which an item is kept, if applicable.

These four properties only specify a small number of details about how providers model item information in their MARC records, but they might be useful for certain reports and automated processing by the POD Aggregator application. The values of these properties should be consistent with the statements in the document linked under "MARC documentation".