Managing Staff Accounts and Web Client Layouts Using the Staff Administration Page

Staff users with access to the Staff Manager will have access to the Staff Administration page of the Aeon Web Client. From this page, administrators can create and assign profiles to staff accounts that will determine which database fields and tables each staff user can view from the web client, the layout for customizable grids and forms, and, for multi-site Aeon installations, the sites each user can access. The Staff Administration page can also be used to reset the multi-factor authentication (MFA) configuration for individual staff accounts.

Accessing the Staff Administration Page | Using the Staff Administration Page

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Accessing the Staff Administration Page

To access the Staff Administration page:

1. Click the Staff Menu icon from the toolbar

2. Select Staff Administration from the dropdown menu:

   

Configuring Staff Administration Page Access

If the Staff Administration option does not appear in the dropdown menu, ensure that the currently logged-in user has the Staff Manager Access permission configured in the Aeon Staff Manager:

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Using the Staff Administration Page

The Staff Administration page is split into the following tabs:

Profiles Tab | Layouts Tab | Restricted Fields Tab | Site Groups Tab

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Profiles Tab

Profiles are assigned to staff accounts to control which fields each staff user can view and access, and how those fields are displayed on pages and in grids. Staff users will be assigned the default profile which uses the default layout unless another profile has been created and is assigned to that user from this page.

In addition to configuring profiles, you can also reset a staff user's multi-factor authentication (MFA) configuration and, for multi-site Aeon installations, configure the site groups to which each staff user has access from the Assign Staff Profiles section at the bottom of this page.

About Profiles | Managing Profiles | Resetting a User's Multi-Factor Authentication (MFA) Configuration

About Profiles

The profile's assigned layout determines the display, grouping, and labeling of fields on the customizable grids and pages in the Aeon Web Client. You can create new layouts or modify existing layouts via the Layouts tab of the Staff Administration page. Once a layout is created on the Layouts tab, it will be available to assign to a profile on the Profiles tab. You also can control which database fields each staff user assigned to a profile can view and access by configuring and assigning restricted field groups to that profile via the Restricted Field Groups tab of the Staff Administration page.

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Managing Profiles

Click on the tabs below to learn how to create, edit, delete, and assign a staff user a profile:

Creating Profiles Editing Profiles Deleting Profiles Assigning Profiles and Site Groups

To create a new staff profile:

1. Click the + Add button in the Profiles grid located in the Edit Staff Profiles section of the page:

   

2. A new row will appear at the top of the grid.

3. Enter the name for the profile in the Profile column.

Note: This name cannot be edited after the profile is created. 4. Select a layout to assign to the profile from the dropdown menu in the Layout column:

![Layout dropdown menu](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23087356200979.png)

Layouts are configured in the Layouts tab of the Staff Administration page. 5. Click the Updatebutton at the top of the grid to save the new profile:

6. The new profile is added to the grid and is now available to assign to staff users:

![New profile added to Profiles grid](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23087347360915.png)

Existing staff profiles can be edited to change the layout assigned to the profile. To modify an existing profile:

1. Click on the entry for the staff profile you would like to edit in the Profiles grid located in the Edit Staff Profiles section of the page:

   

2. Click the Edit button at the top of the grid:

Tip: You can also double-click on the row to open the editing interface.

![Edit button on the Profiles grid](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23181230080531.png)

3. Use the Layout dropdown menu to change the assigned layout for the profile:

Note: The profile name cannot be edited after a profile is created.

![Layout dropdown menu](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23181230090131.png)

4. Click Update to save your changes:

![Update profile button](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_26933083276819.png)

To delete an existing profile:

1. Click on the entry for the staff profile you would like to delete in the Profiles grid located in the Edit Staff Profiles section of the page:

   

2. Click the Delete button at the top of the grid:

   

3. The profile is deleted. Any users assigned this profile will be re-assigned to the Default profile.

The Assigning Staff Profiles section displays all Aeon staff accounts and provides tools for assigning each account a profile and site group(s). To assign a profile and/or site group(s) to a staff account:

1. Click on the entry for the staff account in the Staff Accounts grid to select it.

2. The account's currently assigned profile and site group(s) will appear to the right of the grid:

   

Keyboard users can use Control [Ctrl] + Right Arrow to shift focus from theStaff Accounts grid to the adjacent controls next to the grid. 3. Use the Profile dropdown to change the assigned profile for the account.

Profiles are configured in the Profiles grid located above the Assign Staff Profiles section. 4. Use the Sites checkboxes to manage the site group(s) to which the account should have access. The individual sites within each group are displayed under the group name next to each checkbox.

Site Groups are configured within the Site Groups tab of the Staff Administration page. 5. Click Save Changes:

![Save Changes button](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23184605329427.png)

Tip: You can also use the keyboard shortcut CTRL-S (Windows) or Command-S (Mac) to save your changes. 6. The changes to the profile are saved and theChanges Saved notification appears in the bottom-right corner of the screen.

Back to top of Managing Profiles section

Resetting a User's Multi-Factor Authentication (MFA) Configuration

You can reset a staff user's multi-factor authentication (MFA) configuration using the controls in the Assign Staff Profiles section on the Profiles tab. Resetting the MFA configuration will allow the user to re-complete the MFA setup process above in the case that they lose access to the authentication application connected with their Aeon account or need to change this configuration for any other reason. To reset the MFA configuration for a staff user:

1. Click on the entry for the staff account for which you would like to reset the MFA configuration in the Staff Accounts grid to select it.

2. Click the Reset Multi-Factor Auth button in the controls displayed to the right of the grid:

   

3. The Reset Multi-Factor Authentication? confirmation window will appear. Click Yes to complete the MFA reset process for the user (note: this will log the user out of the Aeon Web Client if they are currently logged in):

   

4. The MFA configuration for the user is now reset. The user will need to re-complete the MFA setup process the next time they log into the Aeon Web Client.

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Layouts Tab

Layouts determine how fields are displayed, grouped, and labeled on the customizable pages and grids in the Aeon Web Client. Layouts can be assigned to staff profiles configured on the Profiles tab of the Staff Administration page. The Layouts tab is split into three sections: Layouts, Pages, and Grid Columns:

• The Layouts section is used to create and delete layouts, or to select an existing layout to edit.
• The Pages section is used to organize the fields that are displayed on each page for the selected layout.
• The Grid Columns section is used to organize the fields that are displayed on each grid for the selected layout.

Using the Layouts Section | Using the Pages Section | Using the Grid Columns Section

Using the Layouts Section

The Layouts section allows you to choose the layout you want to edit and to create and delete layouts. There is a Default layout which cannot be altered or deleted.

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Managing Layouts

Click on the tabs below to learn how to create, edit, and delete a layout:

Creating New Layouts Editing Layouts Deleting Layouts

To create a new layout:

1. Select the layout that should be copied and used as the base for the new layout from the Layoutdropdown control. The Default layout can be used or you can copy an existing layout you have previously created:

   

2. Click Copy to New Layout:

   

3. The Create Layout window will open. Enter the name for the new layout and click Create:

   

Note: Layout names are limited to 20 characters. 4. The layout is created and will appear as the selected layout in the Layout dropdown menu:

![New layout in dropdown](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_26937908160275.png)

5. Use the controls in the Pages section and Grid Columns section to customize the fields that are displayed in the web client for the layout, if necessary.

- Note that if you make changes to the layout, you must use the keyboard shortcut **CTRL-S (Windows)/Command-S (Mac)** or click the **Save Layout** option at the top of the screen in the **Layouts**section to save your changes:

    ![Save Layout button](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23818905515539%20-%201%20-%202%20-%203%20-%204%20-%205%20-%206%20-%207%20-%208%20-%209%20-%2010.png)

To edit an existing layout:

1. Select the layout you want to edit using the Layout dropdown menu:

   

2. Use the controls in the Pages section and Grid Columns section to modify the fields that are displayed for the selected layout.

3. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layouts section to save your changes:

   

To delete an existing layout:

1. Select the layout you want to delete using theLayout dropdown menu.

2. Click Delete Layout:

   

The Default layout cannot be deleted. 3. Click Yes in theDelete Layout? confirmation window to confirm deletion of the layout:

![Delete Layout confirmation window](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23189441007763.png)

Warning! Layouts cannot be retrieved once deleted. 4. The layout is deleted. Any profiles that were assigned to the deleted layout will be reassigned to use the Default layout.

Back to top of Managing Layouts section

Using the Pages Section

The Pages section is for editing the groups of fields that appear on a page for the selected layout. Currently, only the User Information page supports page layout customizations.

Customizing Field Groupings on a Page | Customizing Fields Within a Field Grouping

Pages Section Overview

When a page is selected from the Pagedropdown, the Groupsgrid will display the field groupings on the selected page. When a group is selected from this grid, the individual fields within that group will be displayed to the right in the Fields grid. Both the field groupings and the individual fields within each group can be edited to rename, delete, or reorder the fields/groups for the selected page and layout.

tip

Keyboard users can use Control [Ctrl] + Right/Left Arrow to shift focus between the Groups grid and Fields grid.

Field Width Options

Individual fields on a page can be configured to use one of three width options: small, medium, or large. Below is an example of how each field width will display on the page when configured:

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Customizing Field Groupings on a Page

Click on the tabs below to learn how to reorder, add, remove, or change the display name for the field groupings on the selected page:

Reordering Field Groupings on a Page Adding Fields Groupings to a Page Removing Fields Groupings from a Page Changing Field Grouping Display Options

To reorder the fields or field groupings that appear on a specific web page for the selected layout:

1. Ensure that the layout for which you want to apply the changes is selected in the Layoutdropdown at the top of the page:

   

Note: The Default layout cannot be edited. 2. Select the page on which you want to reorder the field groupings from the Page dropdown located in the Pages section:

![Page dropdown menu](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23770063705747%20-%201%20-%202%20-%203%20-%204%20-%205%20-%206%20-%207.png)

Note: Currently only the field order on the User Information pa g e can be modified. 3. Use the drag-and-drop controls ()%20within%20the%20Groups%20grid%20to%20move%20the%20groupings%20within%20the%20list%20in%20the%20desired%20order,%20or%20use%20the%20Move%20Up/Down%20arrow%20buttons%20() next to each grouping:

![Reordering groups in the Groups grid using drag and drop](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23770471071763.png)

4. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layoutssection to save your changes:

![Save Layout button](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23818905515539%20-%201%20-%202%20-%203%20-%204%20-%205%20-%206%20-%207%20-%208%20-%209%20-%2010.png)

To add a new field grouping to a page:

1. Ensure that the layout for which you want to apply the changes is selected in the Layoutdropdown at the top of the page:

   

Note: The Default layout cannot be edited. 2. Select the page on which you want to add a field grouping from the Page dropdown located in the Pagessection:

![Page dropdown menu](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23770063705747%20-%201%20-%202%20-%203%20-%204%20-%205%20-%206%20-%207.png)

Note: Currently only the field order on the User Information page can be modified. 3. To add a new field grouping to the page, click the + Add button in the Groups grid:

![Add button in the Groups grid](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23845855865619.png)

4. Enter the name that will be stored in the Aeon database to identify the grouping in the Group Namecolumn.

Each Group Name must be unique for the selected page but can be reused for different pages (e.g., you cannot have two "Identification" groups on the User Information page, but you can have an "Identification" group on two separate pages). This field is limited to 50 characters in length. 5. Enter the display label that will be used to display the name for the field grouping on the selected page in the Display Name column. 6. Click Update:

![Update button in Groups grid](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23845840699027.png)

7. The new grouping will be added to the Groups grid. Use the Fieldsgrid to add the desired fields to the grouping:

![New Grouping displayed in Groups grid](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23845945342611.png)

See Customizing Fields Within a Field Grouping below for detailed instructions on this process. 8. Use the drag-and-drop controls ()%20or%20the%20Move%20Up/Down%20arrow%20buttons%20() in the Groups grid to move the new grouping into the position where you would like it to display on the page, if necessary. 9. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layouts section to save your changes:

![Save Layout button](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23818905515539%20-%201%20-%202%20-%203%20-%204%20-%205%20-%206%20-%207%20-%208%20-%209%20-%2010.png)

To remove a field grouping from a page:

1. Ensure that the layout for which you want to apply the changes is selected in the Layoutdropdown at the top of the page:

   

Note: The Default layout cannot be edited. 2. Select the page from which you want to delete the field grouping(s) from the Page dropdown located in the Pages section:

![Page dropdown menu](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23770063705747%20-%201%20-%202%20-%203%20-%204%20-%205%20-%206%20-%207.png)

Note: Currently only the field order on the User Information page can be modified. 3. Use the Groups grid to select the grouping you want to delete from the page. The fields within that grouping will display in the Fields grid to the right:

![A field grouping selected in the Groups grid](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23882704293267.png)

4. Click Delete to delete the selected field grouping from the Groups grid:

![Delete grouping](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23882969832979.png)

Warning! This will also remove all of the fields within that grouping from the page. 5. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layouts section to save your changes:

![Save Layout button](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23818905515539%20-%201%20-%202%20-%203%20-%204%20-%205%20-%206%20-%207%20-%208%20-%209%20-%2010.png)

To change the name displayed for a field grouping on a page:

1. Ensure that the layout for which you want to apply the changes is selected in the Layoutdropdown at the top of the page:

   

Note: The Default layout cannot be edited. 2. Select the page on which you want to rename the field grouping from the Pagedropdown located in the Pages section:

![Page dropdown menu](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23770063705747%20-%201%20-%202%20-%203%20-%204%20-%205%20-%206%20-%207.png)

Note: Currently only the fields on the User Information page can be modified. 3. Click on the grouping you want to rename within the Groups grid, then click Edit:

![Edit button in Groups grid](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23982946580627.png)

4. Use theDisplay Name column to edit the display label that will be used to display the name for the field grouping on the selected page.

The value in the Group Name column used to identify the grouping in the database is not editable. 5. Click Update in the Groups grid:

![Update button in Groups grid](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23982940822547.png)

6. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layoutssection to save your changes:

![Save Layout button](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23818905515539%20-%201%20-%202%20-%203%20-%204%20-%205%20-%206%20-%207%20-%208%20-%209%20-%2010.png)

Back to top of Customizing Field Groupings on a Page section

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Customizing Fields Within a Field Grouping

Click on the tabs below to learn how to reorder, add, remove, or change the display name for fields within a field grouping on the selected page:

Reordering Fields in a GroupingAdding Fields to a Grouping Removing Fields from a Grouping Changing Field Display Options

To reorder the field groupings that appear on a specific web page for the selected layout:

1. Ensure that the layout for which you want to apply the changes is selected in the Layoutdropdown at the top of the page:

   

Note: The Default layout cannot be edited. 2. Select the page on which you want to reorder the fields from the Page dropdown located in the Pagessection:

![Page dropdown menu](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23770063705747%20-%201%20-%202%20-%203%20-%204%20-%205%20-%206%20-%207.png)

Note: Currently only the field order on the User Information page can be modified. 3. Click on the field grouping for which the fields should be reordered in the Groups grid. The individual fields within that grouping will appear in the Fields grid to the right:

![Selecting a grouping from Groups grid](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23773855300371.png)

4. Use the drag-and-drop controls ()%20within%20the%20Fields%20grid%20to%20move%20the%20fields%20within%20the%20list%20in%20the%20desired%20order,%20or%20use%20the%20Move%20Up/Down%20arrow%20buttons%20() next to each field:

![Reordering fields in the Fields grid using drag and drop](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23773855304851.png)

5. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layoutssection to save your changes:

![Save Layout button](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23818905515539%20-%201%20-%202%20-%203%20-%204%20-%205%20-%206%20-%207%20-%208%20-%209%20-%2010.png)

To add a new field to an existing field grouping on a page:

1. Ensure that the layout for which you want to apply the changes is selected in the Layoutdropdown at the top of the page:

   

Note: The Default layout cannot be edited. 2. Select the page on which you want to add the field from the Pagedropdown located in the Pagessection:

![Page dropdown menu](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23770063705747%20-%201%20-%202%20-%203%20-%204%20-%205%20-%206%20-%207.png)

Note: Currently only the field order on the User Information page can be modified. 3. Use the Groups grid to select the grouping to which the field should be added. The fields within that grouping will display in the Fields grid to the right:

![Fields grid displaying fields in the selected grouping](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23847653487379%20-%201.png)

4. Click the + Add button at the top of the Fieldsgrid:

![Add button in Fields grid](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23853281605523.png)

5. Choose the field you want to add from the Field Name dropdown.

Fields in the Users database table and any User-type custom fields defined in the Aeon Customization Manager will be selectable in the dropdown.

Handling for Duplicate Fields on a Page

You cannot have multiple copies of the same field in the same field grouping on a page, however, you can have multiple copies of the same field on a page if each copy of the field is in a different field grouping. For example, you cannot have two copies of the FirstName field in the Contact Information group on the User Information page, but you can have one copy of the FirstName field in the Contact Information group and another copy in the Identification group on the User Information page. 6. Enter the name that should be displayed for that field on the page in the Display Name column. 7. Choose the width you would like displayed for the field in the Width dropdown.

See Field Width Options above for examples of how each size will be displayed. 8. Click Update:

![Update button in Fields grid](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23857375969811.png)

9. The field is added to the Fieldsgrid:

![New field displayed in Fields grid](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23855147134355.png)

10. Use the drag-and-drop controls ()%20or%20the%20Move%20Up/Down%20arrow%20buttons%20() in the Fieldsgrid to move the new field into the position where you would like it to display on the page, if necessary. 11. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layoutssection to save your changes:

![Save Layout button](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23818905515539%20-%201%20-%202%20-%203%20-%204%20-%205%20-%206%20-%207%20-%208%20-%209%20-%2010.png)

To remove a field from a grouping on a page:

1. Ensure that the layout for which you want to apply the changes is selected in the Layoutdropdown at the top of the page:

   

Note: The Default layout cannot be edited. 2. Select the page on which you want to remove the field(s) from the Page dropdown located in the Pagessection:

![Page dropdown menu](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23770063705747%20-%201%20-%202%20-%203%20-%204%20-%205%20-%206%20-%207.png)

Note: Currently only the field order on the User Information page can be modified. 3. Use the Groupsgrid to select the grouping from which the field should be removed. The fields within that grouping will display in the Fieldsgrid to the right:

![Fields grid displaying fields in the selected grouping](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23847653487379%20-%201.png)

4. Click on the field that you want to remove in the Fieldsgrid to select it. 5. Click Delete:

![Delete button in Fields grid](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23860339809555.png)

6. The field is removed from the Fields grid. 7. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layoutssection to save your changes:

![Save Layout button](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23818905515539%20-%201%20-%202%20-%203%20-%204%20-%205%20-%206%20-%207%20-%208%20-%209%20-%2010.png)

To change how a field is displayed on a page:

1. Ensure that the layout for which you want to apply the changes is selected in the Layoutdropdown at the top of the page:

   

Note: The Default layout cannot be edited. 2. Select the page on which you want to change the display options for the field from the Pagedropdown located in the Pagessection:

![Page dropdown menu](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23770063705747%20-%201%20-%202%20-%203%20-%204%20-%205%20-%206%20-%207.png)

Note: Currently only the field order on the User Information page can be modified. 3. Use the Groupsgrid to select the grouping that contains the field that should be modified. The fields within that grouping will display in the Fields grid to the right:

![Fields grid displaying fields in the selected grouping](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23847653487379%20-%201.png)

4. Click on the field that you want to rename in the Fields grid to select it. 5. Click Edit:

![Edit button in Fields grid](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23992365188883.png)

6. To modify the name that should be displayed for the field on the selected page, change the value in the Display Name column. 7. To modify the width you would like displayed for the field on the selected page, change the value in the Widthdropdown.

See Field Width Options above for examples of how each size will be displayed. 8. Click Update:

![Update button in Fields grid](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23992365198867.png)

9. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layouts section to save your changes:

![Save Layout button](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23818905515539%20-%201%20-%202%20-%203%20-%204%20-%205%20-%206%20-%207%20-%208%20-%209%20-%2010.png)

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Using the Grid Columns Section

From the Grid Columns section, you can edit the columns that will appear in different customizable grids in the web client. First, use the Grid Type dropdown to choose which type of grid to edit (Transactions, Users, or Activities). Then, use the Grid Context dropdown to choose the context, or location in the web client, where the grid should be edited. This allows you to customize that grid differently depending on where the grid is used in the web client. For example, you can customize the Transactions grid on the User Information page to display a different set of columns from those displayed in the Transactions grid on the Search Results page.

Grid Customization Options | Customizing Grid Columns

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Grid Customization Options

The table below lists the grid contexts available for customization for each selectable grid type (Transactions, Users, and Activities) as well as the fields that can be added to each type of grid:

See Aeon Database Tables for the complete list of fields in each table noted below.

Grid Type	Grid Contexts Available for Customization	Available Fields
Transactions	UserPage: Controls the information displayed in the Transactions grid on the User Information page. SearchResult: Controls the information displayed in the Transactions grid on the Search Results page. QueueList: Controls the information displayed in the Transactions grid accessed from double-clicking a queue from the Request List section of the Dashboard. Appointment: Controls the information displayed in the Transactions grid on the Appointment form.	Fields from the following database tables are available to be added to Transactions grids: Appointments Transactions Users Transaction and User-type custom fields defined in the Aeon Customization Manager's CustomFieldDefinitions table
Users	SearchResult: Controls the information displayed in the Users grid on the Search Results page.	Fields from the following database tables are available to be added to Users grids: Users User-type custom fields defined in the Aeon Customization Manager's CustomFieldDefinitions table
Activities	SearchResult: Controls the information displayed in the Activities grid on the Search Results page.	Fields from the following database tables are available to be added to Activities grids: Activities Activity-type custom fields defined in the Aeon Customization Manager's CustomFieldDefinitions table

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Customizing Grid Columns

Click on the tabs below to learn how to reorder, add, remove, or change the display name for the fields displayed within a grid:

Reordering Fields in a Grid Adding Fields to a Grid Removing Fields from a Grid Changing Field Display Names

To reorder the fields displayed in a grid:

1. Ensure that the layout for which you want to apply the changes is selected in the Layoutdropdown at the top of the page:

   

2. In the Grid Columns section at the bottom of the page, use the Grid Type and Grid Contextdropdowns to choose the grid for which you want to reorder the fields. The Columns grid below will display the fields in the selected grid:

   

See Grids Available for Customization above for detailed information on these options. 3. Use the drag-and-drop controls ()%20within%20the%20Columns%20grid%20to%20move%20the%20fields%20within%20the%20list%20in%20the%20desired%20order,%20or%20use%20the%20Move%20Up/Down%20arrow%20buttons%20() next to each field:

![Using drag and drop controls to reorder the fields in the Columns grid](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23997437792403.png)

4. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layouts section to save your changes:

![Save Layout button](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23818905515539%20-%201%20-%202%20-%203%20-%204%20-%205%20-%206%20-%207%20-%208%20-%209%20-%2010.png)

To add a field to a grid:

1. Ensure that the layout for which you want to apply the changes is selected in the Layoutdropdown at the top of the page:

   

2. In the Grid Columns section at the bottom of the page, use the Grid Type and Grid Contextdropdowns to choose the grid for which you want to add the field. The Columns grid below will display the existing fields in the selected grid:

   

See Grid Customization Options above for detailed information on these options. 3. Click the + Add button at the top of the Columns grid:

![Add button in Columns grid](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_24030631802899.png)

4. Choose the field you want to add to the grid from the Field Name dropdown.

See Grid Customization Options above for information on which fields are available to be added to each type of grid. 5. Enter the name that should be displayed for that field in the grid in the Display Name column. 6. Click Update:

![Update button in Columns grid](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_24030616289683.png)

7. The Columns grid is updated with the newly added field at the top. 8. Use the drag-and-drop controls ()%20or%20the%20Move%20Up/Down%20arrow%20buttons%20() in the Columns grid to move the new field into the position where you would like it to display on the grid, if necessary. 9. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layoutssection to save your changes:

![Save Layout button](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23818905515539%20-%201%20-%202%20-%203%20-%204%20-%205%20-%206%20-%207%20-%208%20-%209%20-%2010.png)

To remove a field from a grid:

1. Ensure that the layout for which you want to apply the changes is selected in the Layoutdropdown at the top of the page:

   

2. In the Grid Columns section at the bottom of the page, use the Grid Type and Grid Contextdropdowns to choose the grid from which you want to remove the field. The Columnsgrid below will display the existing fields in the selected grid:

   

See Grid Customization Options above for detailed information on these options. 3. Click on the field that you want to remove in the Columns grid to select it. 4. Click Delete:

![Delete button in Columns grid](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_24060686192147.png)

5. The field is removed from the Columnsgrid. 6. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layoutssection to save your changes:

![Save Layout button](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23818905515539%20-%201%20-%202%20-%203%20-%204%20-%205%20-%206%20-%207%20-%208%20-%209%20-%2010.png)

To change the display name for a field in a grid:

1. Ensure that the layout for which you want to apply the changes is selected in the Layoutdropdown at the top of the page:

   

2. In the Grid Columns section at the bottom of the page, use the Grid Type and Grid Contextdropdowns to choose the grid for which you want to rename the field. The Columnsgrid below will display the existing fields in the selected grid:

   

See Grid Customization Options above for detailed information on these options. 3. Click on the field that you want to rename in the Columns grid to select it, then click Edit:

![Edit button in Columns grid](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_24061256843283.png)

4. Use theDisplay Namecolumn to edit the display label that will be used to display the name for the field on the selected grid. 5. Click Update:

![Update button in Columns grid](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_24061453560723.png)

6. The field is updated in the Columnsgrid with the new display name. 7. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layoutssection to save your changes:

![Save Layout button](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_23818905515539%20-%201%20-%202%20-%203%20-%204%20-%205%20-%206%20-%207%20-%208%20-%209%20-%2010.png)

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Restricted Fields Tab

This Restricted Fields section of the Staff Administration page allows you to create groups of restricted fields and assign them as needed to each staff profile you have created on the Profiles tab of the Staff Administration page.

Overview | Restricting Individual Fields | Restricting Tables | Managing Restricted Field Groups | Managing Fields in a Restricted Field Group

Overview

When a field is restricted for a profile, staff users assigned to that profile will not have access to view or modify information in that field within the Aeon Web Client. For example, if you have a profile created for student employees and would like to restrict certain user information from being displayed to those employees for privacy or security reasons, you can create a restricted field group containing the fields that should be restricted and assign it to the student employee profile. After the restricted field group has been configured for that profile, any staff users assigned to the student employee profile will not have access to view or modify the information in those fields while using the Aeon Web Client.

Restricting Individual Fields

Individual fields of the Users database table can be restricted (e.g., Address, Phone, etc). When an individual field is restricted for a profile, staff users assigned to that profile will not be able to see the data in that field or make changes to it. Data in that field will not display in any grids configured to display the field and the field's data will be removed from the User Information page. Hovering over an individual restricted field within the web client will display a "restricted" symbol to the user indicating that they do not have access to that particular field:

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Note: The Username and Cleared fields in the Users table cannot be restricted.

Restricting Tables

The following database tables can be restricted in their entirety, however, individual fields within these tables cannot be restricted:

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See Aeon Database Tables for a complete list of fields in each table.

• Activities
• Appointments: When this table is restricted, appointments will not show on the Calendar page or the Appointments section of the Dashboard.
• Transactions
• EmailCopies
• ReadingRoomHistory
• UserHistory
• UserChangeHistory
• UserNotes

When a table is restricted for a profile, staff users assigned to that profile will not be able to see the data in any of the fields in that table. Grids associated with that table within the web client will display a message to the staff user that the information is restricted. For example, restricting the Reading Room History table will block any data from displaying in the Reading Room History section of the User Information page:

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Creating and Assigning Restricted Field Groups

The Assign Restricted Fields Groupssection at the top of the page contains controls for assigning restricted field groups to a profile. Restricted field groups are created, viewed, and modified in the Edit Restricted Field Groupssection below the profile assignment controls. Use the tabs below to learn how to create, delete, and assign restricted field groups to a profile.

Creating Restricted Field Groups Deleting Restricted Field Groups Assigning Restricted Field Groups to a Profile

To create a new group of restricted fields:

1. To create a blank new group, click Create New Group under the Groupdropdown in the Edit Restricted Field Groupssection of the page:

   

2. To create a new group by copying an existing group, select the group that should be copied and used as the base for the new group from the Group dropdown, then click Copy to New Group:

   

3. The Create/Copy Group window will appear. Enter the name that should be used for the group under New Group Name and, optionally, a description for the group under New Group Description.

Note: The group name and description cannot be modified once the group is created. 4. Click Create:

![Create button](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_24141333897235.png)

5. The group is created and is now selected in the Groups dropdown. If the Copy to New Group option was used, the fields from the copied group will be pre-configured for the new group in the Fields grid below:

![New group selected in Group dropdown with fields displayed below](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_24142231208723.png)

6. Use the Fields grid to configure the restricted fields for the group.

See Configuring Fields in a Restricted Field Group below for detailed instructions.

To delete a group of restricted fields:

1. Select the group that should be deleted from the Groupdropdown in the Edit Restricted Field Groups section of the page. The fields configured for that group will be displayed in the Fieldsgrid below:

   

2. Click Delete Group:

   

3. The group is deleted and removed from the Groupdropdown in the Edit Restricted Field Groups section and from the Restricted Field Groups grid in the Assign Restricted Field Groups section above.

Any profiles that were assigned to that restricted field group will now have access to the fields that were previously restricted (unless those fields have been restricted in another existing restricted field group assigned to that profile).

To configure the restricted field groups assigned to a profile:

1. Select the profile for which you want to configure the restricted field group assignments from the Profiles dropdown in the Assign Restricted Field Groupssection of the page.

2. The Restricted Field Groups grid below will display the current restricted field group assignments for that profile:

   

3. To assign a restricted field group to the profile, check the checkbox next to the group in the Restricted Field Groups grid. To unassign a restricted field group from that profile, uncheck the checkbox next to the group in the grid:

   

Tip: Use the Groupdropdown located in the Edit Restricted Field Groups section below to view the fields within a restricted field group. 4. The selected profile will be automatically updated with the new restricted field group assignments. Any staff users assigned to that profile on the Profiles tab will no longer have access to the fields in the assigned restricted field groups for the profile.

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Configuring Fields in a Restricted Field Group

The fields within a restricted field group are configured using the controls in the Edit Restricted Field Groupssection at the bottom of the page. Click the tabs below to learn how to add, edit, or delete fields from a restricted field group.

Adding Fields to a Restricted Field Group Editing Fields in a Restricted Fields Group Deleting Fields from a Restricted Fields Group

To add a field to a restricted field group:

1. In the Edit Restricted Field Groups section at the bottom of the page, select the group to which the field should be added from the Groupdropdown. The fields configured for that group will be displayed in the Fields grid below:

   

2. Click the + Add button in the Fields grid**:**

   

3. Select the database table where the field you want to add is located in the Table Namedropdown.

Note: Currently, individual fields can only be restricted from the Users database table. Several other database tables are available in the Table Namedropdown, but can only be restricted in their entirety and cannot have individual fields restricted. See Restricting Tables above for more information. 4. If restricting an individual field in the Users table, select the name of the field that should be added to the group from the Field Name dropdown. If restricting an entire database table, select * in the Field Name dropdown. 5. Click Update in the Fields grid:

![Update button in Fields grid.png](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_24156915804307.png)

6. The new field/table is added to the Fields grid. 7. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Group button under the Groups dropdown to save your changes:

![Save Group button](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_24157404839187.png)

To modify an existing field in a restricted field group:

1. In the Edit Restricted Field Groups section at the bottom of the page, select the group where the field you want to modify is located from the Groupdropdown. The fields configured for that group will be displayed in the Fieldsgrid below:

   

2. Click on the field you want to edit in the Fields grid to select it, then click the Edit button:

   

3. Use the Table Name and Field Name dropdowns to change the restricted field/table as needed. If restricting an individual field in the Users table, select the field that should be restricted from the Field Name dropdown. If restricting an entire database table, select * in the Field Namedropdown.

Note: Currently, individual fields can only be restricted from the Users database table. Several other database tables are available in the Table Name dropdown, but can only be restricted in their entirety and cannot have individual fields restricted. See Restricting Tables above for more information. 4. Click the Update button in the Fieldsgrid:

![Update button in Fields grid](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_24234374230163.png)

5. The entry for the field is updated in the Fieldsgrid. 6. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Group button under the Groups dropdown to save your changes:

![Save Group button](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_24234374272403.png)

To delete an existing field from a restricted field group:

1. In the Edit Restricted Field Groups section at the bottom of the page, select the group in which the field you want to delete is located from the Groupdropdown. The fields configured for that group will be displayed in the Fields grid below:

   

2. Click on the entry for the field you want to delete in the Fields grid.

3. Click the Delete button in the Fields grid:

   

4. The field is removed from the Fields grid.

5. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Group button under the Groups dropdown to save your changes:

   

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Site Groups Tab

For multi-site Aeon configurations, site groups determine which requests are visible to staff users within the Aeon Web Client. Each staff user can be assigned to one or more site groups and each site group can contain one or more sites. You can also assign the same site to multiple site groups. Within the Site Groups tab, the Site Groups grid is used to add, edit, and delete site groups from the Aeon Web Client. The Sites in Group grid to the right allows you to assign individual sites to the group currently selected in the Site Groups grid.

Managing Site Groups

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Site groups are assigned to individual staff users on the Profiles tab of the Staff Administration page. See Assigning Profiles and Site Groups in the Managing Profiles section above for more information on this process.

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Initial Site View Configuration for Multi-Site Aeon Installations

The site groups that initially appear on the Site Groups tab of the Staff Administration page upon installation of the Aeon Web Client will be based on the existing views configured in your Aeon database at the time the Aeon 6.0 update is performed. Modifying the site groups within the Aeon Web Client will not alter the views configured in your database.

Action required: After updating, Aeon administrators for multi-site installations should review and adjust the site groups on the Site Groups tab of the Staff Administration page as necessary and then assign each staff account to at least one site group using the controls on the Profiles tab. See the Assigning Profiles and Site Groups section in the Profiles tab documentation for step-by-step instructions. Note that errors will occur if a staff user logs into the web client without any site groups assigned to their account.

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Switching the Site Group View

Only one site group can be active at a time while using the Aeon Web Client. When a staff user is assigned to multiple site groups, the active site group can be changed by the user at any time via the Select Sites option in the User menu accessible from the toolbar at the top of the screen:

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Managing Site Groups

Use the tabs below to learn how to create, edit, and delete site groups in the web client.

Keyboard users can use Control [Ctrl] + Right/Left Arrow to shift focus between the Site Groups grid and Sites in Group grid.

Creating Site Groups Editing Site Groups Deleting Site Groups

To create a new site group:

1. Click the + Addbutton in the Site Groups grid:

   

2. Enter a name for the group in the Name column.

Note: The name of a site group cannot be changed after the group is created. 3. Enter an optional description for the group in the Descriptioncolumn.

This description will display next to the site group name in the Assign Staff Profilessection of the Profiles tab and also next to the name of the group on the Select Siteswindow used to change the active site group when multiple site groups have been assigned to the currently logged-in staff user. 4. Click Update in the Site Groupsgrid:

![Update button in Site Groups grid](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_24258649548051.png)

5. The new site group is added to the Site Groups grid:

![New Site Group displayed in Site Groups grid](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_24258654872339.png)

6. Use the Sites in Group grid to the right to assign sites to the group. The web client will automatically save your selections as they are made:

![Sites selected in Sites in Group grid](../../images/Managing%20Staff%20Accounts%20and%20Web%20Client%20Layouts%20Using%20the%20Staff%20Administration%20Page%20()_24258649566995.png)

7. Assign the new site group to staff accounts as needed using the Profiles tab of the Staff Administration page.

See Assigning Profiles and Site Groups in the Managing Profiles section above for more information on this process.

To edit the description of a site group or to change the individual sites assigned to a site group:

Note: The name of a site group cannot be edited.

1. Click on the site group you want to modify in the Site Groups grid. The sites associated with that group will be displayed in the Sites in Group grid to the right:

   

2. To edit the site group description, click the Editbutton in the Site Groups grid:

   

3. Change the description of the group in the Description column, then click Update:

   

4. The entry for the group is updated with the new description in the Site Groups grid:

   

5. Use the Sites in Groupgrid to the right to change the sites assigned to the group, if necessary. The web client will automatically save your selections as they are made:

   

To delete an existing site group:

1. Click on the site group you want to delete in the Site Groups grid. The sites associated with that group will be displayed in the Sites in Group grid to the right:

   

2. To delete the selected group, click the Deletebutton in the Site Groups grid:

   

3. The group is removed from the Site Groups grid.

4. Re-adjust the site groups assigned to staff accounts as needed using the Profiles tab of the Staff Administration page.

After deleting a site group, you should ensure that each staff user has at least one site group assigned to their account. Errors will occur when staff user logs into the web client without any site groups assigned to their account.

See Assigning Profiles and Site Groups in the Managing Profiles section above for more information on this process.

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