[Administration] | Site-wide Context - Settings Wizard, Adding User Roles To The Shared Account Are Removing Roles From Twin Account

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Introduction

In this article, we will delve into a critical issue affecting the administration of multiple journals in OJS (Open Journal Systems) and OMP (Open Monograph Press). The problem arises when attempting to assign user roles to a shared account across different journals, resulting in the removal of roles from the corresponding twin account. This issue has significant implications for journal administrators, as it can lead to unintended consequences and disruptions in the management of user roles.

Understanding the Issue

The problem is not immediately apparent when creating new journals or users, but it becomes evident when attempting to assign roles to a shared account across multiple journals. The issue is further complicated by the fact that it only manifests when using the Administration > Settings Wizard > Users > Search > Include users with no roles checkbox > edit user method to update roles.

Steps to Reproduce the Issue

To reproduce the issue, follow the steps outlined below:

Scenario 1: Using the Admin Account Default

  1. Login with Admin Account: Log in to the OJS or OMP system using the admin account.
  2. Navigate to Administration > Hosted Journals: Create a new journal (e.g., Journal B) by navigating to Administration > Hosted Journals > Create Journal.
  3. Finish Creating a New Journal: Complete the journal creation process.
  4. Navigate to Administration > Hosted Journals: Select the options triangle from one journal (e.g., Journal A) and navigate to Administration > Hosted journals > Options Triangle from one Journal > Settings Wizard > Users tab.
  5. Edit User: Select the admin account and click on the options triangle to edit the user.
  6. Add a New Role: Add a new role to the admin account and select OK.
  7. Navigate to Administration > Hosted Journals: Select the options triangle from the other journal (e.g., Journal B) and navigate to Administration > Hosted journals > Options Triangle from other Journal > Settings Wizard > Users tab.
  8. Observe the User Roles: Observe the user roles for the admin account in the other journal.

Scenario 2: Using the Existing User Update Roles

Preconditions:

  • Must have two or more journals and a user created that only exists in one of those journals.
  1. Login with Admin Account: Log in to the OJS or OMP system using the admin account.
  2. Navigate to Administration > Hosted Journals: Select the options triangle from one journal without the existing user (e.g., Journal A) and navigate to Administration > Hosted journals > Options Triangle from one Journal without existing user.
  3. Continue to Select Settings Wizard > Users Tab: Select the Settings Wizard > Users tab and click on the Search button.
  4. Toggle Checkbox to Include Users with No Roles: Toggle the checkbox to include users with no roles.
  5. Select the Filters Search: Select the filters search button.
  6. Find the User: Find the user that had no roles in this journal previously.
  7. Edit User: Select the options triangle and edit the user.
  8. Add a New Role: Add a new role to the user account and select OK.
  9. Navigate to Administration > Hosted Journals: Select the options triangle from the other journal (e.g., Journal B) and navigate to Administration > Hosted journals > Options Triangle from other Journal > Settings Wizard > Users tab.
  10. Observe the User Roles: Observe the user roles for the existing account in the other journal.

Expected Result

The expected result is that the roles should be distinct between the two journals, and each journal's user entry should be able to have different roles without affecting the other journal.

Actual Result

The actual result is that once you update a role in one journal, it erases all roles in the other journal.

Environment Details

  • Application Version: OJS, OMP Stable-3_5_0
  • Logs: No response

Conclusion

The issue of roles being removed from the twin account when updating roles in one journal is a critical problem that affects the administration of multiple journals in OJS and OMP. To resolve this issue, journal administrators must be aware of the steps to reproduce the problem and take necessary precautions to avoid unintended consequences. By following the steps outlined in this article, administrators can ensure that user roles are managed correctly and efficiently across multiple journals.

Recommendations

To resolve this issue, we recommend the following:

  1. Update to the Latest Version: Update to the latest version of OJS or OMP to ensure that you have the latest bug fixes and security patches.
  2. Use the Correct Method: Use the correct method to update roles, such as creating multiple journals or using the Administration > Settings Wizard > Users > Search > Include users with no roles checkbox > edit user method.
  3. Test Thoroughly: Test thoroughly to ensure that the issue is resolved and that user roles are managed correctly across multiple journals.

Introduction

In our previous article, we delved into a critical issue affecting the administration of multiple journals in OJS (Open Journal Systems) and OMP (Open Monograph Press). The problem arises when attempting to assign user roles to a shared account across different journals, resulting in the removal of roles from the corresponding twin account. In this article, we will provide a Q&A section to address some of the most frequently asked questions related to this issue.

Q&A

Q: What is the cause of this issue?

A: The cause of this issue is due to the way OJS and OMP manage user roles across multiple journals. When you update a role in one journal, it can affect the roles in other journals, leading to the removal of roles from the twin account.

Q: How can I reproduce this issue?

A: To reproduce this issue, follow the steps outlined in our previous article, "Administration | Site-wide Context - Settings Wizard, Adding User Roles to the Shared Account are Removing Roles from Twin Account". You can also try creating multiple journals and assigning roles to a shared account across different journals.

Q: What are the preconditions for this issue to occur?

A: The preconditions for this issue to occur are:

  • You must have two or more journals.
  • You must have a user created that only exists in one of those journals.

Q: How can I avoid this issue?

A: To avoid this issue, you can try the following:

  • Use the correct method to update roles, such as creating multiple journals or using the Administration > Settings Wizard > Users > Search > Include users with no roles checkbox > edit user method.
  • Test thoroughly to ensure that the issue is resolved and that user roles are managed correctly across multiple journals.

Q: What are the expected results of this issue?

A: The expected results of this issue are that the roles should be distinct between the two journals, and each journal's user entry should be able to have different roles without affecting the other journal.

Q: What are the actual results of this issue?

A: The actual results of this issue are that once you update a role in one journal, it erases all roles in the other journal.

Q: How can I resolve this issue?

A: To resolve this issue, you can try the following:

  • Update to the latest version of OJS or OMP to ensure that you have the latest bug fixes and security patches.
  • Use the correct method to update roles.
  • Test thoroughly to ensure that the issue is resolved and that user roles are managed correctly across multiple journals.

Q: What are the implications of this issue?

A: The implications of this issue are that it can lead to unintended consequences and disruptions in the management of user roles across multiple journals. It can also affect the overall performance and efficiency of your journal.

Q: How can I prevent this issue from occurring in the future?

A: To prevent this issue from occurring in the future, you can try the following:

  • Use the correct method to update roles.
  • Test thoroughly to ensure that the issue is resolved and that user roles are managed correctly across multiple journals.
  • Update to the latest version of OJS or OMP to ensure that you have the latest bug fixes and security patches.

Conclusion

In this Q&A article, we have addressed some of the most frequently asked questions related to the issue of roles being removed from the twin account when updating roles in one journal. We hope that this article has provided you with the information and guidance you need to resolve this issue and manage user roles correctly across multiple journals. If you have any further questions or concerns, please do not hesitate to contact us.