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Creating user groups

This article provides information on how to create user groups in ResourceSpace. The default user groups in ResourceSpace are Administrators, Archivist, General users, Restricted user, and Super Admin.

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MuseumPlus

MuseumPlus is a web-based museum management system that provides real-time museum management and fully documents any type of collection and all related workflow. The system can be integrated with ResourceSpace, a digital asset management system, through its API.

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get_tile_user_groups()

Developer reference for function get_tile_user_groups()

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get_resource_custom_access_users_usergroups()

Developer reference for function get_resource_custom_access_users_usergroups()

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delete_resource_custom_access_usergroups()

Developer reference for function delete_resource_custom_access_usergroups()

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get_usergroups()

Developer reference for function get_usergroups()

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resolve_userlist_groups()

Developer reference for function resolve_userlist_groups()

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resolve_userlist_groups_smart()

Developer reference for function resolve_userlist_groups_smart()

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remove_groups_smart_from_userlist()

Developer reference for function remove_groups_smart_from_userlist()

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get_registration_selectable_usergroups()

Developer reference for function get_registration_selectable_usergroups()

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get_approver_usergroups()

Description Returns an array of the user groups the supplied user group acts as an approver for. Uses config $usergroup_approval_mappings. Parameters Column Type Default Description $usergroup int "" Approving user group Return array Array of subordinate user group ids.

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ResourceSpace plugin for WordPress

A new WordPress plugin has been developed that allows users to embed resource files from ResourceSpace in their posts. The plugin was funded by ADRA International and developed by Codecide. To install the plugin, users should download the WordPress plugin zip file, navigate to Plugins->Add plugins from the WordPress Admin menu and click 'Upload plugin', or manually upload the zip file to the wp-content/plugins directory of the WordPress installation.

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How do I create a new user group?

The article provides instructions on how to create a new user group. To do this, the user needs to go to the Admin section, then navigate to System and User groups. In the "Create user group called..." field, the user can enter the name of the new group and click "Create".

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Resource status & access

Resource status and access are important factors in controlling how users interact with resources in ResourceSpace. The status of a resource determines whether it can be found or edited by users, while the access controls which users can download the resource.

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 Sharing resources

Resources and Resource Collections each offer a 'Share' option which allows them to be shared with other users, as well as with non-users of the system, to allow greater flexibility of use.

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 License manager

Adds the capability to manage resource licensing via the resource view page.

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 Creating dash tiles

Dash tiles are a great way of creating shortcuts to your favourite things in ResourceSpace.

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Managing dash tiles

This article explains how to manage dash tiles in ResourceSpace. Dash Administrators can create tiles for all users or selected user groups, and reorder the tiles for those users who cannot manage their own dash.

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Useful user permissions

The article provides an overview of user group permissions and how they affect user actions when accessing and interacting with resources. The permissions are divided into different categories, including searching/access, metadata fields, resource types, resource creation/management, collections, and administration.

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 Creating users

This article provides a step-by-step guide on how to create a user account in a system. It explains that user accounts require user groups to be created first, as user permissions and configuration settings are managed in the groups.

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Useful user tools

ResourceSpace provides several user management tools to help with the user configuration process. The first tool is resetting passwords, which can be done by browsing to Admin > Users, editing the user, entering a password into the password field or clicking "Suggest" to generate one, and clicking Save.

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 Advanced user group options

The article explains the advanced user group options available in ResourceSpace. These options are hidden by default to make the user group page easier to use, but they can be accessed by clicking on the "Advanced options" header above the save button.

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 Search filters

Each user group can have a 'search filter' set (via the user group options in System Setup), which allows for resource visibility restrictions.

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 CSV upload

The CSV upload plugin for ResourceSpace allows users to edit existing resource metadata and create new resources by uploading a CSV file. The plugin is recommended for administrators and users with elevated permissions due to the risk of inserting incorrect data into ResourceSpace.

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 Analytics

The analytics function allows detailed reporting on a variety of system actions which can be broken down by user group and filtered by a number of options.

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Installation overview

The article provides an overview of the installation process for ResourceSpace, a standard PHP/MySQL application. The installation process is similar to other PHP/MySQL applications, and most issues encountered relate to the default php.

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Managing plugins

ResourceSpace is a digital asset management system that can be extended or modified using plugins. Plugins have a managed structure that makes it easy for third parties to write and for site administrators to maintain, even as function and bug fixes are applied to the base code.

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Configuring for multi-client use

The article provides a method for setting up ResourceSpace as an environment where multiple users can use the system, but their resources remain private from each other. The method involves creating a new global field called 'client' that can be attached to all types of resources.

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Simple LDAP

The Simple LDAP plugin enables consistent sign-on (CSO) for ResourceSpace users, allowing them to log in using the same credentials they use to log in to their organisation's network. The plugin has been tested with Microsoft Active Directory and Oracle Directory servers.

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Google Vision API

The Google Vision API plugin sends images to Google's Cloud Vision API on upload and sets appropriate metadata in pre-configured fields based on what has been recognised in the image. The plugin can be found under the 'Asset processing' category.

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Simple SAML

This plugin allows users to log on to ResourceSpace using a SAML compliant single sign-on (SSO) Identity Provider (IdP)

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 Action dates

The 'action_dates' plugin will automatically perform certain actions based on resource metadata, for example, archiving a resource when an expiry date is reached.

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Installing on Windows Server

The article provides a step-by-step guide to installing ResourceSpace on Windows Server. The instructions include setting up the IIS Web Server role, installing Web Platform Installer to help with PHP and MySQL install, configuring php.

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Winauth

Enables users to login to ResourceSpace using Windows Integrated Authentication

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Falcon link

The Falcon Link plugin allows users to publish resources as templates in Falcon.io. However, users must have an account with Falcon.io to use this plugin. The plugin creates a share link with no expiration date instead of copying the file itself when a resource is published to Falcon.

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IIIF

IIIF is an API specification that aims to improve interoperability between digital image repositories. ResourceSpace provides basic support for the IIIF presentation API, which was originally created to link with the TMS plugin to enable publishing of resources related to a specified TMS object as a IIIF manifest.

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Configuring email and messaging

This article provides guidance on how to configure email and messaging settings in ResourceSpace. To change the email address that system emails are sent from, users should navigate to Admin > System > System configuration and change the 'Email from address'.

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All user permissions

ResourceSpace is a digital asset management system that allows users to control which resources other users can see and how they can interact with them. The system offers a range of permission options, including search, metadata fields, resource types, resource creation, featured collections, restrictive permissions, and administration.

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 4. Sharing and collections

Sharing single resources is very straightforward. We can send the resource to other users of the system, but we can also enter e-mail addresses and share with people that are not users of the system. They receive a special link that allows them to access only the resource you've shared with them.

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 6. Dash tiles

Collections can be published as dash tiles. The dash is an area on the home page to which users can add their own custom tiles.

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The Complete Guide to Developing Your Brand Guidelines

Your brand characterises your business. Without it, your products and services become indistinguishable from those offered by competitors.

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 Track field history

The track field history plugin is a tool that allows users to easily view the history of metadata for a resource by breaking it down by field. Users can select which fields to track and a History link will be placed next to those fields on the resource details panel of the resource view page.

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ResourceSpace Plugins

Explore the range of plugins that are available to expand ResourceSpace's base functionality, including integrations with third party software and systems.

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Creating public collections

The article explains how to create public collections, which are a simple way to share groups of resources with other users in the system. Public collections can be used to highlight the best of a user's uploads so that administrators can promote them as featured collections.

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Creating and editing filters

Creating and editing filters. Filters can be set to control access to resources

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Query caching

Query caching is a technique that can be used to cache the results of selected queries to disk. This is useful where the same query is likely to be called a large number of times, for example, queries that are common across several pages and the same for large groups of users.

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Edit access for contributors

ResourceSpace administrators can configure the system to grant contributors edit access to the resources they have uploaded. To enable this, the configuration option $edit_access_for_contributor should be set to true.

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Anonymous access

ResourceSpace has introduced anonymous access, which allows non-registered users to access the system without requiring a login. The feature is useful for those who frequently work with third-party agencies and do not want to create new user accounts, or for those who want to make selected resources available to the public.

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 Sharing upload links

ResourceSpace has introduced a new feature that allows users to share upload links externally. This feature enables external media creators to upload files into ResourceSpace without requiring an account.

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get_users

The article provides information on the get_users function, which is used to retrieve a list of users. The function honours permissions, so users from other groups to which the user does not have access will be omitted.

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User preferences

The article provides instructions on how to access user preferences on a website. Users can click on the user profile icon at the top right of the screen and select "Preferences" to make changes to the functionality and interface available to them.

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Consent manager

Adds the capability to manage resource licensing via the resource view page.

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Configuring Expiry date field

The article explains how to configure an expiry date field in a system to help users know when a particular resource has expired and should no longer be used. The expiry date field type can be set by selecting "Expiry date" in the field type option.

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User actions

User actions are now enabled for all users by default, unless disabled by a system administrator. Actions alert users to resources or activities that require their attention, and the actions visible to a user will vary depending on system configuration and user permissions.

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 The Digital Asset Management Buyer's Guide

In this guide we look at what DAM software actually is, the problems it solves and some questions to ask a vendor before making a buying decision.

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Managing resource requests notifications

Resource requests notifications in ResourceSpace v10+ can now be managed using a metadata field value. The metadata field is designated to hold information that the system can use to determine the user group responsible for a resource.

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get_users_by_permission

The article describes a function called "get_users_by_permission" that retrieves information on all users with the given permissions. The function is available in version 10.1 or later and requires an array of permission strings as input.

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What is Digital Asset Management?

Digital Asset Management is critical for managing and securing digital assets. Explore the benefits of DAM, its use cases, and how it streamlines asset management.

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A Comprehensive Guide to Digital Curation: Tools and Techniques

Explore the world of digital curation. Learn about the concepts, tools, and techniques used to curate and preserve historical and culturally significant assets.

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get_featured_collections

The "get_featured_collections" function in ResourceSpace allows users to retrieve featured collections (categories) from version 10.3 onwards. The function requires the "parent" parameter, which is the reference of the featured collection's parent.

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The Complete Guide to Metadata

Metadata is data that provides information about other data, without describing the content of that data. It is crucial for digital assets and is used to categorize and describe various types of files, such as documents, videos, and audio files.

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Navigating Consent and Digital Asset Management

Consent is not just limited to personal contact information or medical records; it also applies to artwork, photos, and videos where a person is identifiable. Digital asset managers need to have robust consent policies and procedures in place to comply with regulations and protect the privacy of individuals.

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How do I change the welcome message?

The article discusses how to change the welcome message on a website or application. It explains that the welcome message is the first thing users see when they visit a website or open an app, and it sets the tone for their experience.

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Is it the same process to make a batch upload as it is to add a single resource?

The article explains that the process for uploading resources in batches is the same as uploading them individually. Users can click on the "Upload" button to start uploading resources. Additionally, users have the option to upload one or more resources directly into a collection by selecting the collection in the lightbox area and choosing "Upload to this collection" from the Actions menu.

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Table: collection

This article provides a table that outlines the structure of a collection in ResourceSpace, which is a group of resources. The table includes columns such as ref, name, user, created, public, theme, theme2, theme3, allow_changes, cant_delete, keywords, savedsearch, home_page_publish, home_page_text, home_page_image, session_id, description, type, parent, thumbnail_selection_method, bg_img_resource_ref, and order_by.

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Table: filter

This article provides a table definition for the "filter" table, which is used for search, edit, and derestrict filters on user groups. The table has three columns: "ref," which is an auto-incrementing index; "name," which is the name of the filter; and "filter_condition," which defines which rules must be met to satisfy the filter.

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Table: plugins

The article provides a table named "plugins" that lists all active plugins on the system and stores their configuration. The table has several columns, including name, descrip, author, update_url, info_url, inst_version, config, config_json, config_url, enabled_groups, priority, disable_group_select, title, and icon.

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Table: report_periodic_emails

The report_periodic_emails table is a database table in ResourceSpace that stores information about users who have subscribed to receive a report regularly. The table has several columns, including ref, user, send_all_users, user_groups, report, period, email_days, last_sent, and search_params.

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Table: usergroup

The article provides a table called "usergroup" that defines user groups. The table contains several columns, including "ref," which is an auto-incrementing index, "name," which is the name of the user group, and "permissions," which is a list of permissions that the user group has.

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Table: usergroup_collection

The usergroup_collection table is a database table in ResourceSpace that stores collections shared with user groups. It has three columns: usergroup, collection, and request_feedback. The usergroup column is an integer that references the usergroup table, which contains information about user groups.

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Table: usergroup_dash_tile

The usergroup_dash_tile table is a configuration table in ResourceSpace that stores dash tiles for user groups. It has five columns, including an auto-incrementing index, usergroup, dash_tile, default_order_by, and order_by.

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get_user_actions()

Developer reference for function get_user_actions()

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get_collection()

Developer reference for function get_collection()

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collection_writeable()

Developer reference for function collection_writeable()

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collection_readable()

Developer reference for function collection_readable()

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search_public_collections()

Developer reference for function search_public_collections()

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save_collection()

Developer reference for function save_collection()

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email_collection()

Developer reference for function email_collection()

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create_dash_tile()

Developer reference for function create_dash_tile()

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update_dash_tile()

Developer reference for function update_dash_tile()

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txt2html()

Developer reference for function txt2html()

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job_queue_run_job()

Developer reference for function job_queue_run_job()

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config_gen_setup_post()

Developer reference for function config_gen_setup_post()

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config_gen_setup_html()

Developer reference for function config_gen_setup_html()

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config_single_group_select()

Developer reference for function config_single_group_select()

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config_multi_group_select()

Developer reference for function config_multi_group_select()

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plugin_activate_for_setup()

Developer reference for function plugin_activate_for_setup()

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render_actions()

Developer reference for function render_actions()

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render_user_group_multi_select()

Developer reference for function render_user_group_multi_select()

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render_user_group_select()

Developer reference for function render_user_group_select()

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render_user_group_checkbox_select()

Developer reference for function render_user_group_checkbox_select()

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render_share_options()

Developer reference for function render_share_options()

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create_periodic_email()

Developer reference for function create_periodic_email()

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send_periodic_report_emails()

Developer reference for function send_periodic_report_emails()

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save_resource_data()

Developer reference for function save_resource_data()

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save_resource_data_multi()

Developer reference for function save_resource_data_multi()

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email_resource()

Developer reference for function email_resource()

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get_resource_custom_access()

Developer reference for function get_resource_custom_access()

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save_resource_custom_access()

Developer reference for function save_resource_custom_access()

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write_metadata()

Developer reference for function write_metadata()

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get_resource_access()

Developer reference for function get_resource_access()

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delete_filter()

Developer reference for function delete_filter()

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get_users()

Developer reference for function get_users()

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get_notification_users()

Developer reference for function get_notification_users()

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Frequently Asked Questions (FAQs)

The most frequently asked questions about ResourceSpace, the free and open source Digital Asset Management system.

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can_share_upload_link()

Description Check if user is permitted to create an external upload link for the given collection Parameters Column Type Default Description $collection_data array Array of collection data Return boolean Location include/collections_functions.

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create_upload_link()

Description Creates an upload link for a collection that can be shared 'usergroup' Usergroup id to share as (must be in $upload_link_usergroups array) 'expires' Expiration date in 'YYYY-MM-DD' format 'password' Optional password for share access 'emails' Optional array of email addresses to generate keys for Parameters Column Type Default Description $collection int Collection ID $shareoptions array - values to set Return string Share access key Location include/collections_functions.

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send_user_message()

Description Send a user to user(s) message Parameters Column Type Default Description $users array Array of user IDs or usernames/groupnames from user select $text string Message text Return bool|string True if sent ok or error message Location include/message_functions.

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get_active_plugins()

Description Get active plugins Parameters This function accepts no parameters. Return array Location include/plugin_functions.php lines 360 to 363 Definition   function  get_active_plugins ()     {     return  ps_query ( 'SELECT name, enabled_groups, config, config_json FROM plugins WHERE inst_version >= 0 ORDER BY priority' , array(),  'plugins' );     } This article was last updated 29th May 2024 09:35 Europe/London time based on the source file dated 7th May 2024 18:45 Europe/London time.

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get_usergroup_approvers()

Description Returns an array of user groups who act as user request approvers to the user group supplied. Uses config $usergroup_approval_mappings. Parameters Column Type Default Description $usergroup int "" Subordinate user group who's approval user group we need to find.

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lang_load_site_text()

Description Load all site text for the given page and language into the global $lang array Parameters Column Type Default Description &$lang $pagename string Pagename $language string "" Language $lang array Passed by reference Return void Location include/language_functions.

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get_notification_users_by_owner_field()

The get_notification_users_by_owner_field() function is used to retrieve users to notify for requested resources owned by particular groups. The function takes two parameters: an array of notification users and an array of resource IDs.

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get_users_by_permission()

The "get_users_by_permission()" function retrieves all user records in groups with or without the specified permissions. It takes an array of permission strings to check as a parameter and returns a subset of columns for matching user records.

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actions_filter_by_user()

Description Filter actions in the provided array to return only those applicable to the given user Parameters Column Type Default Description $actionuser int User ref to get actions for $actions array Array of actions as returned by get_user_actions_recent() func_get_args; $actions_resource_requests $actions_account_requests $actions_approve_hide_groups; Return array Subset of actions for the given user as would be provided by get_user_actions() Location include/action_functions.

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register_group_access_plugins()

Description Load group specific plugins and reorder plugins list Parameters Column Type Default Description $usergroup int -1 Usergroup reference $plugins array Enabled Plugins enabled_groups config config_json FROM disable_group_select 0 ORDER BY priority" array "plugins"; Return array Location include/plugin_functions.

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can_set_admin_usergroup()

Description Consider if the current user is able to escalate the permissions of a user to the level of a "super admin". Only users with "a" permission should be able to make other users super admins (user groups with "a" permission).

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