Request a New Staff Account or Account Changes

Owned by Marilyn Rackley
Last updated: Jul 26, 2024 by Heather Oswald

A staff account is needed to access the Aeon Client (staff) application.  Staff accounts are created and managed by LTS.

No system user may use a group, shared, or generic account.

Access for any terminated Aeon users must be deactivated as soon as the user is terminated.  The repository/group where the user worked is responsible for requesting account deactivation from LTS.

Staff must have passwords that meet the Harvard strong password requirement. 

Requirements for Aeon passwords has changed with the Aeon client update to version 5.0.4.0 (March, 2022).  This change applies to new user login requests and to existing users when updating an expiring password.

  • Aeon password must 
    • Be at least eight characters long 
    • Contain a lowercase letter
    • Contain an uppercase letter
    • Contain a number
    • No spaces
    • No special characters 


Requesting a New Account

Step 1: The repository Login Liaison prepares a Login Request Form for submission. The form must be signed by the Login Liaison and Login Approver.  Liaisons and approvers for each library/group can be found on the Aeon Login Roles page.

Complete the form with the following information:

  • Request Type - Check the New option and enter the Employee Start Date.
  • User Name - Provide the first and last names of the new user.
  • User Email - Provide the email address of the new user.
  • Library Group - Indicate in which library or library service group the user will be working.
  • Layout Template - Select the appropriate layout template for the new user.  If the user will be in Imaging Services, select the PRES - Patron Services option.  For all other users, select StaffTemplate.
  • Can Logon to Web as Patron - Check this option is the new user should have the ability to logon to a patron user's account from the client.  Most staff should not have this option selected.
  • Create Test Account - Check this option if you would like for LTS to also create an staff client account in the Aeon test system.

The default staff Username for Aeon will be the user's last name.  All active users will have client access and permission to access addons and export data. 


Step 2: The Login Liaison submits the Request Form to LTS via the LTS Support website for processing. 

  1. Confirm the form is complete and fully signed by both the Login Liaison and Login Approver.
  2. Submit the form via the LTS Support website
    1.   Open a new support ticket and include the new user's name in the body/description field. 
    2. When you received an automated email response from the Footprints system, reply to the email by attaching a scanned copy of the login request form. 
      1. when saving the PDF, click Save As Other and save as Reduced Size PDF or Optimized PDF
      2. If you opt to scan the form and submit it electronically, you do not need to send the original to LTS, though we do recommend that you keep it until you hear back that it has been received.
    3. Alternatively, you can let LTS know in the body of the message that you are planning to send the form via intercampus mail to LTS Support, 90 Mt. Auburn St. Room 122. Bear in mind this will take longer for the login request to be received and processed.


Step 3: LTS Support will review the login request form and create the appropriate staff account.

LTS will let the user and the Login Liaison know when the Aeon account is ready for use. It can take up to one week for accounts to be created after the form is received in LTS. Please indicate in your submission request if the account has particular urgency.  

Step 4: Make sure new users are signed up for the Aeon staff listserv to receive notifications on system issues and outages. https://web.calists.harvard.edu/mailman/lists/aeon-users.calists.harvard.edu/

 

Requesting a Password Reset

If staff have forgotten their password, she will need to contact LTS to reset it.  She should  open a new support ticket to request a password reset.  LTS will let the user know what her new password is.  It can take up to a day for LTS to respond once the form is received.


Removing a User from Aeon

Step 1: The repository Login Liaison prepares a Login Request Form for submission. The form must be signed by the Login Liaison and Login Approver.  Liaisons and approvers for each library/group can be found on the Aeon Login Roles page.

Complete the form with the following information:

  • Request Type - Check the Remove Access option.
  • User Name - Provide the first and last names of the user whose access is being removed.

User accounts for users who no longer need to access the system are not deleted.  LTS will remove client access from their accounts. 


Step 2: The Login Liaison submits the Request Form to LTS via the LTS Support website for processing. 

  1. Confirm the form is complete and fully signed by both the Login Liaison and Login Approver.
  2.  Submit the form via the LTS Support website
    1.  Open a new support ticket and include the new user's name in the body/description field. 
    2. When you received an automated email response from the Footprints system, reply to the email by attaching a scanned copy of the login request form. 
      1. when saving the PDF, click Save As Other and save as Reduced Size PDF or Optimized PDF
      2. If you opt to scan the form and submit it electronically, you do not need to send the original to LTS, though we do recommend that you keep it until you hear back that it has been received.
    3. Alternatively, you can let LTS know in the body of the message that you are planning to send the form via intercampus mail to LTS Support, 90 Mt. Auburn St. Room 122. Bear in mind this will take longer for the login request to be received and processed.


Step 3: LTS Support will review the login request form and update the appropriate staff account.

LTS will let the Login Liaison know when the Aeon account has been updated.