These instructions are for University of Lincoln library staff.
University of Lincoln staff users have two separate identifiers on our systems: an account ID (based on a user’s name – mine is “pstainthorp”), and a separate, six-digit internal University employee ID.
Normally, an internal employee ID number never changes. However in a small number of circumstances, an individual’s employment status changes to the extent that they are given a new, different employee ID by Human Resources.
Employee IDs are used ‘behind the scenes’ to persistently identify a user in a number of Library/ICT systems, including:
- Athens (authentication system)
- EPrints (the Lincoln Repository)
- Horizon (Library Management System)
- SafeCom (printing system)
- Talis Aspire (reading lists)
[The user doesn't see their employee ID at work in these systems; they will log in using their normal account ID and password.]
If their employee ID changes, they may well lose access to their original profile on all of the above systems. This will seem mysterious to the user, because they will still be logging in to the system with an unchanged account ID (and being granted a new profile associated with their new employee ID).
In RefWorks, it’s possible to recover the contents of a user’s original profile (i.e. their stored references) like this:
N.B. this is a bit of a ‘nuclear option’ and should only be done if there’s no other way round the problem. If you don’t understand the instructions below then you definitely shouldn’t attempt it!
- Log in to the RefWorks administrators’ site and go to Usage > Account Activity/Inactivity.
- (You may need to change the drop-down list to view profiles that have not been accessed in a while).
- Locate the user’s old, original profile by decoding the “Login” identifier (starts with PUID-…). It should decode to an employee ID that is no longer associated with the user. If you don’t know how to decode RefWorks PUIDs, please speak to me.
- Click on the hyperlinked “# Logins” number to view the details of that RefWorks profile.
- Hit the “Reset Password” button then click “OK”.
- Make a note of the “Login” identifier (PUID-… etc.) and the new, reset password.
- Go to http://lncn.eu/bgt3 and log in to the user’s old RefWorks profile using the PUID identifier and new password.
- Within this RefWorks profile, go to Tools > Backup & Restore. Under “Backup”, make sure that all the “Backup Options” are ticked, and hit “Perform Backup”.
- Once the backup is complete, download and save the resulting .rwb file.
- Log out of RefWorks.
- Now log in to RefWorks the ‘normal way’ via Athens, with the user’s login credentials – account ID and password (this will connect you to their new, replacement RefWorks profile associated with their new employee ID).
- Go to Tools > Backup & Restore again. Under “Restore”, tick all the “Restore Options”, click the “Choose File” button and select the .rwb file you saved earlier.
- RefWorks will warn you that everything in the current profile will be overwritten. If the user is happy with this, hit “OK”. The contents of the user’s new RefWorks profile will be entirely replaced with that of the old, redundant profile.
- Now the user can continue to use RefWorks as normal.