Access levels and what you can view

Different levels of login have different levels of access to data, summarised on this page.

Public users (no login)

• Can see all validated and published objects (those with yellow and green flags).
• Only validated and published objects will appear in a search list.
• Can see findspots to 1km grid square level (4 figure grid ref.).
• Have access to low level mapping.
  • The user will not see the pointer on the map.
  • Limited zoom level.
• If the user looks for:
  • a record marked 'Findspot to be known as', they will not able to see any grid reference or map;
  • a record with spatial information, they will see a 4 figure grid reference.
• Cannot see the names of the finds recorders, identifiers, finders and have no access to personal data.
• Cannot see finds on review (those with red flags) and quarantined records either as an individual record in a direct search or in a search summary list.
• Cannot save searches.
• Cannot create and edit any records.
• Cannot change the workflow of any record (change the flag colour).

Registered users (with login access)

• Can see all validated and published objects (those with yellow and green flags).
• Only validated and published objects will appear in a search list.
• Can see findspots to 1km grid square level (4 figure grid ref.).
• Have access to low level mapping.
  • The user will not see the pointer on the map.
  • Limited zoom level.
• If the user looks for:
  • a record marked 'Findspot to be known as', they will not able to see any grid reference or map;
  • a record with spatial information, they will see a 4 figure grid reference.
• Can save searches.
• Can export search results as CSV, KML and PDF files (searches generating results of over 12,000 records will need to be narrowed to enable the export function for CSV, with limits of 2,000 records for KML and 1,000 records for PDF exports).
• Cannot use enhanced spreadsheet downloads (HER exports).
• Cannot see the names of the finds recorders, identifiers, finders and have no access to personal data.
• Cannot see finds on review (those with red flags) and quarantined records, including their own finds, either as an individual record in a direct search or in a search summary list.
• Cannot create and edit any records.
• Cannot change the workflow of any record (change the flag colour).
• Provided their account is linked to their person record set up by the FLO, finders can see their validated and published objects (those with yellow and green flags) finds recorded by FLOs.

Registered users (with login access and recording rights)

• Can create and edit their own records and get full mapping capabilities for these records (but not for other finders' objects).
• Can see all validated and published objects (those with yellow and green flags).
• Only validated and published objects will appear in the search list.
• Provided their account is linked to their person record set up by the FLO, finders can see their validated and published objects (those with yellow and green flags) finds recorded by FLOs.
• Can see findspots to 1km grid square level (4 figure grid ref.).
• Have access to low level mapping.
  • The user will not see the pointer on the map.
  • Limited zoom level.
• If the user looks for:
  • a record marked 'Findspot to be known as', they will not able to see any grid reference or map;
  • a record with spatial information, they will see a 4 figure grid reference.
• Can save searches.
• Can export search results as CSV, KML and PDF files (searches generating results of over 12,000 records will need to be narrowed to enable the export function for CSV, with limits of 2,000 records for KML and 1,000 records for PDF exports).
• Cannot use enhanced spreadsheet downloads (HER exports).
• Cannot see the names of the finds recorders, identifiers and finders, even if it is their own and have no access to personal data.
• Cannot see finds on review (those with red flags) and quarantined records, including their own finds recorded by FLOs, either as an individual record in a direct search or in a search summary list.
• Can see finds on review and quarantined records created by themselves only.
• Cannot change the workflow of any record (change the flag colour), cannot validate records (change the flag colour to yellow).
• Cannot edit records made by any other user.

Researchers (with login access)

• Can see all validated and published objects (those with yellow and green flags).
• Can see full findspot details for all validated and published objects.
• Can see records marked 'to be known as'.
• Cannot see objects on review (red flagged) and under quarantine.
• Can see finds on review and quarantined records created by themselves only.
• Can save searches.
• Can export search results as CSV, KML and PDF files (searches generating results of over 12,000 records will need to be narrowed to enable the export function for CSV, with limits of 2,000 records for KML and 1,000 records for PDF exports).
• Have access to high level mapping.
  • Findspot plotted with a pointer on the map.
  • Full zoom capabilities.
• Can create and edit their own records if given permission to record.
• Cannot edit records made by any other user.
• Cannot change the workflow of any record (change the flag colour), even their own, cannot validate records (change the flag colour to yellow).
• Cannot see the names of the finders, recorders and identifiers and have no access to personal data.

Historic Environment Officers (with login access)

• Can see validated and published objects (those with yellow and green flags).
• Can see full findspot details for all validated and published objects.
• Can see records marked 'to be known as'.
• Can save searches.
• Can export search results as CSV, KML and PDF files (searches generating results of over 12,000 records will need to be narrowed to enable the export function for CSV, with limits of 2,000 records for KML and 1,000 records for PDF exports).
• Have access to high level mapping.
  • Findspot plotted with a pointer on the map.
  • Full zoom capabilities.
• Can use enhanced spreadsheet downloads.
• Can create and edit their own records if given permission to record.
• Cannot see finds on review (those with red flags) and under quarantine.
• Cannot see the names of the finders.
• Can see the names of recorders and identifiers but have no access to personal data.

Finds Liaison Officers (with login access)

• Can see validated and published objects (those with yellow and green flags).
• Can see finds on review (those with red flags) and quarantined records.
• Can see full findspot details.
• Can see records marked 'to be known as'.
• Can save searches.
• Can export search results as CSV, KML and PDF files (searches generating results of over 12,000 records will need to be narrowed to enable the export function for CSV, with limits of 2,000 records for KML and 1,000 records for PDF exports).
• Have access to high level mapping.
  • Findspot plotted with a pointer on the map.
  • Full zoom capabilities.
• Can use enhanced spreadsheet downloads.
• Can create and edit their own records if given permission to record.
• Can edit records made by members, researchers and those at their institution (i.e. users with the same prefix).
• Can validate records (change the flag colour to yellow).
• Can publish records (change the flag colour to green).
• Can give users finds recording rights.
• Can add people records and link these to accounts.
• Have full access to personal data.

Treasure Team (with login access)

• Can see validated and published objects (those with yellow and green flags).
• Can see finds on review (those with red flags) and quarantined records.
• Can see full findspot details.
• Can see records marked 'to be known as'.
• Can save searches.
• Can export search results as CSV, KML and PDF files (searches generating results of over 12,000 records will need to be narrowed to enable the export function for CSV, with limits of 2,000 records for KML and 1,000 records for PDF exports).
• Have access to high level mapping.
  • Findspot plotted with a pointer on the map.
  • Full zoom capabilities.
• Can use enhanced spreadsheet downloads.
• Can create and edit their own records if given permission to record.
• Can edit records made by any user.
• Can validate records (change the flag colour to yellow).
• Can publish records (change the flag colour to green).
• Can allocate institutional prefixes.
• Can give users finds recording rights.
• Can add people records and link these to accounts.
• Have full access to personal data.

Finds Advisers (with login access)

• Can see validated and published objects (those with yellow and green flags).
• Can see finds on review (those with red flags) and quarantined records.
• Can see full findspot details.
• Can see records marked 'to be known as'.
• Can save searches and use enhanced spreadsheet downloads.
• Can export search results as CSV, KML and PDF files (searches generating results of over 12,000 records will need to be narrowed to enable the export function for CSV, with limits of 2,000 records for KML and 1,000 records for PDF exports).
• Have access to high level mapping.
  • Findspot plotted with a pointer on the map.
  • Full zoom capabilities.
• Can create and edit their own records if given permission to record.
• Can edit records made by any user.
• Can validate records (change the flag colour to yellow).
• Can publish records (change the flag colour to green).
• Can allocate institutional prefixes.
• Can give users finds recording rights.
• Can add, edit and delete numismatic dropdown options.
• Can add, edit and delete controlled terminology.
• Can add people records and link these to accounts.
• Have full access to personal data.

Administrators (with login access)

• Have full access.