OLIVIA User Accounts

The OLIVIA cataloging system is available to any Harvard repository that plans to contribute image cataloging to the VIA union catalog. To access OLIVIA, you will need the OLIVIA desktop client installed and an OLIVIA user account. If you are thinking about contributing to OLIVIA, see How to Participate to get started.

Official hours of OLIVIA operation are 9am-5pm, Monday through Friday.

Requesting a user account
Connecting to OLIVIA
Changing a user account mid-session
Changing your OLIVIA password

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Requesting a user account

Every user of the OLIVIA cataloging client must have a user account. This user account provides a login name and password to access OLIVIA and assigns a "user group" level that controls level of authorization (i.e., the OLIVIA functions that can be performed). User accounts are created and maintained by OIS.

1. Review the user group levels (below) defined for OLIVIA. Identify the level most appropriate for the new user.
2. Use the System Operator Account Registration Form to register a new user.

OIS will send an e-mail notification back to the requestor when a new account is ready. You should change the password for this account the first time you log in to OLIVIA.

OLIVIA user groups

For each user group described below, consult the Access levels chart for specific functions allowed.

• View-only This level provides read-only access to OLIVIA data.
  Access levels: 1
• Cataloger 2 Operator at this level can create/modify OLIVIA records. Appropriate in cases where the staff member's work will be reviewed by a supervisor.
  Access levels: 2
• Cataloger 1 Operator at this level, in addition to creating/modifying records, can create/modify linked image records, mark records for export to VIA, and link images to records.
  Access levels: 2, 4, 6, 7
• Administration The highest access level, in addition to record editing capabilities, can perform administrative tasks (e.g., access number changes, record deletion). Assignment of this level requires approval of the OLIVIA Working Group.
  Access levels: 2, 3, 4, 5, 6, 7, 8

Access level	Permissions granted
1	View Only - only allows users to view information but not update it.
2	Create/Modify - allows users to add/modify Group, Work, Surrogate, Site, Name and Image Source records. These users will be able to create and delete linking records between these tables.
3	Delete - allows users to delete Group, Work, Surrogate, Site, Name, Image Source, and linked Image Records.
4	Create/Modify linked Image records.
5	Export records from own repository in VIA format (Note: This will not cause these records to be imported into VIA).
6	Image Linking, for individual records and in Batch Mode.
7	Mark Records for VIA export (check/uncheck VIA checkbox).
8	Accession Number Changes (Surrogate records only).

Connecting to OLIVIA

1. Start the OLIVIA client. Double-click on the OLIVIA desktop icon (or choose it from the Start menu (Windows) or Apple Menu (Macintosh).
   
   A 4D Network Component window will display.
   
   
2. Display OLIVIA server options. Click on the "More choices" button (Windows) or the toggle flag in the upper right corner (Macintosh).
3. Choose the OLIVIA server that is available to you. Either highlight the choice and click OK or double-click on it.
   
   A Password window will display.
   
   
4. Type your username and password and click the Connection button.
   
   If this is your first OLIVIA login, follow the prompts to change your password to something only you will know. Passwords must be composed of at least five but no more than fifteen alphanumeric characters and may not be the same as your username. You can also change your password during an OLIVIA session.
   
   
5. If you have access to more than one repository, a box will display with the message "Select the repository you are associated with". Choose the repository that applies.
6. The main OLIVIA window will display (Turner painting).

To disconnect from OLIVIA, return to the OLIVIA main window (Turner painting). Select "Quit" from the File menu.

Changing a user account mid-session

This allows you to switch user accounts without exiting and restarting OLIVIA. From the File menu, select Change User. After selecting this menu option the Password dialog will display. Enter the new username and password, and click on the Connection button to log in.

Changing your OLIVIA password

Note that passwords must be composed of at least five but no more than fifteen alphanumeric characters and may not be the same as your username.

1. Connect to OLIVIA using the account for which you plan to change the password.
2. From the File menu, choose Change Password.
   The Password dialog will display.
3. Enter your current username and password to confirm your identity. Then another dialog window will appear. After entering your new password and clicking OK or pressing the Enter key, this window will be replaced by a very similar one which will ask you to confirm your new password by re-typing it.