Detailed Pika Administrator Roles

This documentation offers detailed descriptions of the administrative roles in Pika, including all the options and actions the individual roles have access to in Pika.

Table of Contents

Archives Role

Controls overall archives integration (sidebar)

Open

Archive Material Requests

• List of Requests for Copies of Archive Materials

Archive Authorship Claims

• List of Claims of Authorship for Archive Materials

Archive Usage

• Gives a list of Archive Usage by Library

Archive Subject Control

• Allows a library to add a list of subjects to ignore for the Explore More bar

• Allows a library to add a list of subjects to restrict for the Explore More bar

Open

Archive Role Actions

• View Requests for Archive Materials

• Manage Archive Subject Control

• View Authorship Claims for Archive Materials

• View Archive Usage Stats

• Clear Islandora Cache appears in staff view for all materials

• Staff View shows for archive materials

Archive Role Documentation

• Local Content Archives

• Pika Admin Roles Key

Top of page

Cataloging

Allows users to perform cataloging activities (sidebar)

Indexing Statistics

• The scope for each library is listed with the owned works and total works. After clicking on the Indexing Statistics link, you will see the Toggle columns that will display the owned works and total works. The Compare To dropdown menu allows you to compare the statistics from different time periods. A date can be set to view the information from the date chosen. 

Grouped Work Merging

• Pika uses grouping to help patrons get what they want faster on the search screen and in the holds queue. Sometimes Pika requires manual merges when titles that should group have a title, author, and/or format data that does not match.

Records To Not Merge

• Ungrouping is necessary when two bibliographic records have the same title, author, language, and format, but substantially different content.

Preferred Grouping Authors

• The Preferred Grouping Author will replace every instance of the Source Grouping Author for any grouped work with that Grouping Author, not just for a single grouped work of interest.

Preferred Grouping Titles

• The Preferred Grouping Title will replace every instance of the Source Grouping Title for any grouped work with that Grouping Title, not just for a single grouped work of interest.

Author Enrichment

• Pika can display Wikipedia content for authors in author search results pages when the setting is enabled in the configuration. There are times when the linked Wikipedia article for the author is incorrect or irrelevant and needs to be either corrected or disabled/hidden.

Upload Custom Cover

• Some bib records might not have the data points necessary to fetch cover art from the enrichment provider, such as an ISBN or ISSN. You might also have records for kits or equipment that would not have an ISBN/ISSN that you would like to have an improved display for that record. Pika has a utility that allows you directly upload custom cover art images to Pika with the Upload Custom Cover feature.

Novelist Information

• The Novelist Information link allows you to look up Novelist data using an ISBN. The Novelist Information displays how many objects are in the cache. You can also clear the cache for any Novelist item that is not displaying correctly.

OverDrive API Information

• This gives a listing of all the library account numbers and total items.

Hoopla API Information

• This table lists the library Hoopla ID and checkouts.

Record Grouping Log

• A table with the record grouping log ID, start, the last update, finished, and elapsed times. 

Reindex Log

• A table with the reindex log ID, start, the last update, finished, elapsed times, works processed, and list processed. 

Sierra Export Log

• A table with the Sierra export log ID, start, the last update, finished, elapsed times, to process, processed, errors, and remaining. 

OverDrive Extract Log

• A table with the OverDrive export log ID, start, the last update, finished, elapsed time, collection updates, and title updates. 

Hoopla Export Log

• A table with the Hoopla export log ID, start, the last update, finished, and elapsed times. 

Cataloging Role Actions

• Grouped Work Merging

• Records To Not Merge

• Author Enrichment

• View OverDrive API Data

• Preferred Grouping Authors

• Preferred Grouping Titles

• Force re-extract of record from Sierra

• Force reindexing and regrouping from Staff View 

• Force OverDrive titles to be reloaded from API in staff view

• View a MARC record in the ILS OPAC from the staff view

• Download a MARC record from the staff view

• View Indexing Statistics

• View Reindex Log

• View Record Grouping Log

• View OverDrive Extract Log

• View Last Indexing Times in Footer

Cataloging Role Documentation

• Author Enrichment

• Grouped Work Merging

• Preferred Grouping Authors

• Preferred Grouping Titles

• Records To Not Merge

• Upload Custom Cover

Top of page

Circulation Reports

Allows users to view offline circulation reports (sidebar)

Offline Circulation

• This Offline Circulation functionality is intended to be used to check out titles to patrons while connectivity to the ILS is not available or not ready for usage. Gives access to the Pika Offline Circulation form to add patron barcodes and item barcodes when the ILS is not available. Any offline checkouts will not show up on a patron's account until it is processed. For Marmot, this happens automatically after hours at approximately 10 pm.

Offline Circulation Report

• The Circulation Report gives a list of offline circulation failures that will need to be processed manually. You will need to log into Pika before you can see this report.

Offline Hold Report

• The Hold Report gives a list of offline holds made by patrons while the Pika offline mode was on. Offline holds will display on the patron’s Holds page. Offline Holds will be processed when the offline checkouts are processed.  Any offline hold failures would need to be processed manually. This report is also used by Marmot staff to process holds during a new member’s migration into Sierra.

Circulation Reports Role Actions

•  Offline Circulation Action

•  View Offline Holds Report

•  View Offline Circulation Report

•  Force re-extract of record from Sierra

Circulation Reports Role Documentation

• Offline Circulation

Top of page

Content Editor

Allows entering of editorial reviews and creation of widgets (sidebar)

List Widgets

• Create and Administer List Widgets for their library. The basic idea of a List Widget is to embed a search or list from Pika on your library homepage for display. List widgets are a seamless way to display targeted content from the catalog on your website and direct patrons to titles in the catalog directly from your library website.

Browse Categories

• A browse category is used to group and display titles with the same or similar categories on your library’s Pika homepage e.g. New Books, Popular Fiction, New Movies, etc.  A browse category can be created from search results or public user lists.

NY Times Lists

• In order to use the New York Times (NYT) Lists functionality in Pika, an API must be installed.  The API installation happens when a Discovery site is first configured.  Marmot members all use the same, existing API.  The NYT Lists functionality requires a Pika User account in their ILS.

Librarian Reviews

• View, create, and modify editorial reviews added by other librarians/library staff

New Review

• Create new editorial reviews

Content Editor Role Actions

• Create and Administer Browse categories

• Create and modify Librarian Reviews

• Search existing Librarian Reviews

• View and manually refresh New York Times Lists

• Edit lists created by other users of the library

• Force re-extract of record from Sierra

Content Editor Role Documentation

• List Widgets

• Browse Categories

• NY Times Lists

Top of page

Genealogy Contributor

Allows Genealogy data to be entered by the user.

• Enable Genealogy Functionality enabled under Basic Display 

You have to do a search and then you get an option to add people. The idea was that it would help prevent duplicates.

Use the Add someone new button to create a new entry.

Genealogy Contributor Role Action

• Genealogy - Add and edit people

• Genealogy - Add and edit marriages

• Genealogy - Add and edit obituaries

• Force re-extract of record from Sierra

Top of page

Library Admin

Allows users to update library configuration for their library system only for their home location. Only see my library. Has access to all the locations for their library for configuration.

Library Systems

• The Library System contains a library’s subdomain, catalog URL, display name, and system messages. You will also find all the configuration options for your Pika site.

Locations

• The Locations contain all the library location configuration options

Block Patron Account Linking

• This allows admins to add the barcode of a patron who needs to be blocked from accessing another patron’s account.

List Widgets

• Create and Administer List Widgets for their library. The basic idea of a List Widget is to embed a search or list from Pika on your library homepage for display. List widgets are a seamless way to display targeted content from the catalog on your website and direct patrons to titles in the catalog directly from your library website.

Browse Categories

• A browse category is used to group and display titles with the same or similar categories on your library’s Pika homepage e.g. New Books, Popular Fiction, New Movies, etc.  A browse category can be created from search results or public user lists.

NY Times Lists

• In order to use the New York Times (NYT) Lists functionality in Pika, an API must be installed.  The API installation happens when a Discovery site is first configured.  Marmot members all use the same, existing API.  The NYT Lists functionality requires a Pika User account in their ILS.

Indexing Information

• Indexing Statistics

  • Scope for each library is listed with the owned works and total works. A Toggle column lets you pick the indexing statistic work. A date can be set to view the information from the date chosen. 

Offline Circulation

• This Offline Circulation functionality is intended to be used to check out titles to patrons while connectivity to the ILS is not available or not ready for usage. Gives access to the Pika Offline Circulation form to add patron barcodes and item barcodes when the ILS is not available. Any offline checkouts will not show up on a patron's account until it is processed. For Marmot, this happens automatically after hours at approximately 10 pm.

Offline Circulation Report

• The Circulation Report gives a list of offline circulation failures that will need to be processed manually. You will need to log into Pika before you can see this report.

Offline Hold Report

• The Hold Report gives a list of offline holds made by patrons while the Pika offline mode was on. Offline holds will display on the patron’s Holds page. Offline Holds will be processed when the offline checkouts are processed.  Any offline hold failures would need to be processed manually. This report is also used by Marmot staff to process holds during a new member’s migration into Sierra. 

Librarian Reviews

• View, create, and modify editorial reviews added by other librarians/library staff

New Review

• Create new editorial reviews

Library Admin Role Actions

• Clear Islandora Cache appears in staff view for all materials

• Force re-extract of record from Sierra

• View Indexing Statistics

• View Reindex Log

• View Record Grouping Log

• View OverDrive Extract Log

• View Last Indexing Times in Footer

• View Student Reports (Requires Location Reports role)

• Create and administer list widgets - The role has permission to perform the action for all of their library's locations

• Delete List Widgets - The role has permission to perform the action for all of their library's locations

• View create widget and add browse category tools in search results

• Edit lists created by other users  of the library

• View and manually refresh New York Times Lists

Pika Admin (The role has permission to perform the action for all of their library's locations)

Library Admin Role Documentation

• Browse Categories

• Clearing Islandora Cache

• List Widgets

• NY Times Lists

• Offline Circulation

• Pika Configuration

• Student Reports

Top of page

Library Manager

Allows users to do a basic configuration for their library.

Library Systems

• The Library System contains a library’s subdomain, catalog URL, display name, and system messages. You will also find all the configuration options for your Pika site.

Locations

• The Locations contain all the library location configuration options

Block Patron Account Linking

• This allows admins to add the barcode of a patron who needs to be blocked from accessing another patron’s account.

List Widgets

• Create and Administer List Widgets for their library. The basic idea of a List Widget is to embed a search or list from Pika on your library homepage for display. List widgets are a seamless way to display targeted content from the catalog on your website and direct patrons to titles in the catalog directly from your library website.

Browse Categories

• A browse category is used to group and display titles with the same or similar categories on your library’s Pika homepage e.g. New Books, Popular Fiction, New Movies, etc.  A browse category can be created from search results or public user lists.

NY Times Lists

• In order to use the New York Times (NYT) Lists functionality in Pika, an API must be installed.  The API installation happens when a Discovery site is first configured.  Marmot members all use the same, existing API.  The NYT Lists functionality requires a Pika User account in their ILS.

Librarian Reviews

• View, create, and modify editorial reviews added by other librarians/library staff

New Review

• Create new editorial reviews  

Library Manager Role Actions

• Modify library Settings

• Create and Administer Browse categories

• Create and administer list widgets

• View create widget and add browse category tools in search results

• Edit lists created by other users of the library

• View and manually refresh New York Times Lists

• Force re-extract of record from Sierra

• View Indexing Statistics

• View Reindex Log

• View Record Grouping Log

• View OverDrive Extract Log

• View and Edit Translation Maps

• View Last Indexing Times in Footer

• Browse Categories

• Block Account Linking

Library Manager Role Documentation

• Browse Categories

• List Widgets

• NY Times Lists

• Pika Configuration

• Transferring User Lists

Top of page

Library Material Requests

Allows users to manage material requests for a specific library.  The home library of your account with the materials_request_manager will have to match that of the library you want to see requests.

Manage Requests

• Displays a table with the material requests from patrons. Lists the item's information as well as the patron information. 

Summary Report

• Displays a table and chart with a summary of the materials requests over a time period.  

Reports By User

• This report can be limited by statuses and displays the updated request process for your patrons.

Manage Statuses

• Displays a table with the status descriptions and an update on the progress of each status.

Documentation

• Links directly to the Material Request Admin Management documentation

Library Material Requests Role Actions

• Force re-extract of record from Sierra

• View Material Requests

• View details for Material Requests

• View reports for Material Requests

• Manage Material Request Statuses

• Update Materials Request e-mails for their User Account

  • Staff who are responsible to respond to the emails from the patrons who fill out the materials request form should add the appropriate email address and signature to the Materials Request Management section under the Staff Settings. The Staff Settings can be found under the Account Settings section under the MyAccount.

• Update Material Requests for your library

Library Material Request Role Documentation

• Materials Request

• Materials Request Admin Management

• Using Materials Request in the Catalog

Top of page

List Publisher

When a Library or Location restricts which public user lists will be found in search results with the Searching> “Public Lists To Include” setting, the List Publisher role allows public lists for the user to be found in search results.

• The library admin will have to update the library system to allow the list publisher to make lists public under the Searching tab.

List Publisher Role Actions

• Force re-extract of record from Sierra

• Optionally index lists from users with this role

List Publisher Role Documentation

• Transferring User Lists

• User Lists Guide

Top of page

Location Manager

Allows users to do the basic configuration for their location.

Locations

• The Locations contain all the library location configuration options

Block Patron Account Linking

• This allows admins to add the barcode of a patron who needs to be blocked from accessing another patron’s account.

List Widgets

• Create and Administer List Widgets for their library. The basic idea of a List Widget is to embed a search or list from Pika on your library homepage for display. List widgets are a seamless way to display targeted content from the catalog on your website and direct patrons to titles in the catalog directly from your library website.

Browse Categories

• A browse category is used to group and display titles with the same or similar categories on your library’s Pika homepage e.g. New Books, Popular Fiction, New Movies, etc.  A browse category can be created from search results or public user lists.

• Here is an example of what a Location Manager would see.

Librarian Reviews

• View, create, and modify editorial reviews added by other librarians/library staff

New Review

• Create new editorial reviews

Location Manager Role Actions

• Modify Location Settings

• Create and Administer Browse categories

• Force re-extract of record from Sierra

• View Last Indexing Times in Footer

• Create and administer list widgets

• View Student Reports (Requires Location Reports role)

• View create widget and add browse category tools in search results

• Edit lists created by other users of that branch

Location Manager Role Documentation

• Browse Categories

• List Widgets

• Student Reports

• Transferring User Lists

• User Lists Guide

Top of page

Location Reports

This allows the user to view the Student Reports for their location. 

Student Reports

• The report works in conjunction with Sierra. A patron must have a homeroom associated with their Sierra record in order to display this report. 

Location Report Role Actions (Sierra Libraries Only)

• Force re-extract of record from Sierra

Location Report Role Documentation

• Student Reports

Top of page

Staff User

This allows library staff who do not have any Pika roles assigned to them to have access to some special actions. A user is considered a Staff User when their Patron Type is set to Staff Patron Type in the Pika Ptypes table 

Staff User Role Actions

• Force re-extract of record from Sierra

• Force reindexing and regrouping from Staff View

• View a MARC record in the ILS OPAC from the staff view

• Download a MARC record from the staff view

• Transfer lists

• Staff Auto Logout Bypass

  • When turned on, the staff member will not be automatically logged out of Pika.

Top of page

User Admin

Allows administration of users. Allows users to assign roles to others. Only for Marmot staff and Discover Partners.

Administration

• Displays assigned Pika roles. It lists the name, home library, barcode, and roles of each person.

User Admin Role Actions

• Manage Administrators

• To initiate the role of cataloging:  https://opac.marmot.org/?test_role=cataloging

• To initiate the role of libraryAdmin:  https://opac.marmot.org/?test_role=libraryAdmin

• To finish using the role and restore your user’s roles: https://opac.marmot.org/?test_role=

Top of page

OPAC Admin

Allows administration of the entire Pika site (libraries, locations, etc).  No Marmot member will have this permission as Marmot staff will handle these actions.  Discovery Partners should have a couple of designated Opac Admins. Marmot staff will still handle a lot of these actions.

Library Systems

• The Library System contains a library’s subdomain, catalog URL, display name, and system messages. You will also find all the configuration options for your Pika site.

Locations

• The Locations contain all the library location configuration options

Block Patron Account Linking

• This allows admins to add the barcode of a patron who needs to be blocked from accessing another patron’s account.

IP Addresses

• Devices can be configured to behave as OPAC Computer Stations using IP addresses. IP addresses can be configured to correspond to a school or a building in the IP table. 

List Widgets

• Create and Administer List Widgets for their library. The basic idea of a List Widget is to embed a search or list from Pika on your library homepage for display. List widgets are a seamless way to display targeted content from the catalog on your website and direct patrons to titles in the catalog directly from your library website.

Browse Categories

• A browse category is used to group and display titles with the same or similar categories on your library’s Pika homepage e.g. New Books, Popular Fiction, New Movies, etc.  A browse category can be created from search results or public user lists.

NY Times Lists

• In order to use the New York Times (NYT) Lists functionality in Pika, an API must be installed.  The API installation happens when a Discovery site is first configured.  Marmot members all use the same, existing API.  The NYT Lists functionality requires a Pika User account in their ILS.

P-Types (Sierra & Horizon Libraries Only)

• This is a listing of all the current P-Types or patron types used by a Sierra system. P-Types can be added or removed from this table. 

Loan Rules (Sierra Libraries Only)

• This is a list of all the loan rules for circulating materials. 

Loan Rules Determiners (Sierra Libraries Only)

• This is a table that displays the location, patron type, item type, age range, loan rule, and active status. 

Account Profiles

This is a list of the ILS a library is using that includes the vendor OPAC URL and the patron API URL.

DB Maintenance - Pika

• This allows an OPAC administrator to run selected database maintenance updates and view the ones that have already been run. 

DB Maintenance - EContent

• This allows an OPAC administrator to run selected database Maintenance eContent updates and view the ones that have already been run.

Solr Information

• This gives the Pika status, the grouped index for the searcher core and the genealogy index, the grouped index for the indexer core, and the archive Solr index.

PHP Information

• This gives the current PHP version and additional PHP information useful for developers.

MemCache Information

• This displays the general cache information, Memcache server information, cache information, and cache usage diagrams.

OpCache Information

• This displays an overview of the general information for the OpCache (A PHP performance-optimizing system) as well as the usage and hit rate.  

System Variables

• System variables are used to set certain Pika site settings, especially related to the backend, and non-website processes. A system variable may be a date-time value or a numeric or true/false value.  Opac Admins who are not Marmot staff will likely only need to use the offline_mode_when_offline_login_allowed variable.

Indexing Statistics

• Scope for each library is listed with the owned works and total works. A Toggle column lets you pick the indexing statistic for sideloads. A date can be set to view the information from the date chosen. 

Indexing Profiles

• Indexing Profiles are typically configured by Marmot and rarely need to be changed. Only Pika OPAC Admins will have access to indexing profiles.  All Discovery Partners will have at least one person who has access to Indexing Profiles.

Translation Map

• The Translation Maps are used to translate actual values or codes in record metadata to the patron-friendly labels shown in Pika. For example, a library location in the ILS such as ‘asar’ can display as the location “ASU Archive” in Pika. Examples of types of translation maps: format, format category, shelf location, status, itype, grouping categories.

Grouped Work Merging

• Pika uses grouping to help patrons get what they want faster on the search screen and in the holds queue. Sometimes Pika requires manual merges when titles that should group have a title, author, and/or format data that does not match.

Records To Not Merge

• Ungrouping is necessary when two bibliographic records have the same title, author, language, and format, but substantially different content.

Preferred Grouping Authors

• The Preferred Grouping Author will replace every instance of the Source Grouping Author for any grouped work with that Grouping Author, not just for a single grouped work of interest.

Preferred Grouping Titles

• The Preferred Grouping Title will replace every instance of the Source Grouping Title for any grouped work with that Grouping Title, not just for a single grouped work of interest.

Author Enrichment

• Pika can display Wikipedia content for authors in author search results pages when the setting is enabled in the configuration. There are times when the linked Wikipedia article for the author is incorrect or irrelevant and needs to be either corrected or disabled/hidden.

Upload Custom Cover

• Some bib records might not have the data points necessary to fetch cover art from the enrichment provider, such as an ISBN or ISSN. You might also have records for kits or equipment that would not have an ISBN/ISSN that you would like to have an improved display for that record. Pika has a utility that allows you directly upload custom cover art images to Pika with the Upload Custom Cover feature.

Novelist Information

• The Novelist Information link allows you to look up Novelist data using an ISBN. The Novelist Information displays how many objects are in the cache. You can also clear the cache for any Novelist item that is not displaying correctly.

OverDrive API Information

• This gives a listing of all the library account numbers and total items. 

Hoopla API Information

• This table lists the library Hoopla ID and checkouts.

Cron Logs

• Cron jobs are executed at a specified date and time, which is scheduled by the system administrator.

Record Grouping Log

• A table with the record grouping log ID, start, the last update, finished, and elapsed times. 

Reindex Log

• A table with the reindex log ID, start, the last update, finished, elapsed times, works processed, and list processed. 

Sierra Export Log

• A table with the Sierra export log ID, start, the last update, finished, elapsed times, to process, processed, errors, and remaining. 

OverDrive Extract Log

• A table with the OverDrive export log ID, start, the last update, finished, elapsed time, collection updates, and title updates. 

Hoopla Export Log

• A table with the Hoopla export log ID, start, the last update, finished, and elapsed times. 

Migrate Circs

• This will load circs into the Pika Offline Circ tables to be processed as checkouts. This is for Sierra libraries only. Typically used by Marmot staff to process existing patron checkouts during a new member’s migration into Sierra.

Offline Circulation

• This Offline Circulation functionality is intended to be used to check out titles to patrons while connectivity to the ILS is not available or not ready for usage. Gives access to the Pika Offline Circulation form to add patron barcodes and item barcodes when the ILS is not available. Any offline checkouts will not show up on a patron's account until it is processed. For Marmot, this happens automatically after hours at approximately 10 pm.

Offline Circulation Report

• The Circulation Report gives a list of offline circulation failures that will need to be processed manually. You will need to log into Pika before you can see this report.

Offline Hold Report

• The Hold Report gives a list of offline holds made by patrons while the Pika offline mode was on. Offline holds will display on the patron’s Holds page. Offline Holds will be processed when the offline checkouts are processed.  Any offline hold failures would need to be processed manually. This report is also used by Marmot staff to process holds during a new member’s migration into Sierra.

Librarian Reviews

• View, create, and modify editorial reviews added by other librarians/library staff

New Review

• Create new editorial reviews

OPAC Admin Role Actions

OPAC Admin Role Documentation

• Author Enrichment

• Browse Categories

• Clear Islandora Cache 

• Enable Pika Offline Mode

• Grouped Work Merging

• Library Location Configuration

• List Widgets

• NY Times Lists

• Offline Circulation

• Preferred Grouping Authors

• Preferred Grouping Titles

• Pika Configuration

• Pika Indexing Profiles

• Records To Not Merge

• Student Reports

• Sierra Field Mapping

• Transferring User Lists

• Translation Maps

• Upload Custom Cover

• User Lists Guide

Top of page

Related Documentation