BugwoodIDS:User account creation

This is a guide to the data entry protocols used in the Bugwood Image Database. Each protocol has a list of instructions (in bold) with rationale or notes after each step. Experienced users can skip the notes and follow the steps of the protocol. Questions about the Bugwoood Image Database should be directed to Joe LaForest or any of the Bugwood Image Database Administrators. The Administrator Guide and the User Guide are available and may answer many questions.

Introduction

Every photographer or contact listed in the Bugwood Image Database has a unique user number. This is the same number that is used to identify their image requests, image collections, image series, and provides any other links back to that particular person. The Bugwood Image Database account also gives the user access to any of the Bugwood Image Database Sites including Forestry Images, IPM Images, Weed Images, Insect Images, Invasive.org, and the Bugwood Image Database photographer site.

Procedure (Account Creation by Photographer or Contact)

Send the person to http://www.forestryimages.org/join/index.cfm: Since all of these resources use the same username and password, you can create the account at any of the image sites. This example just happens to use Forestry Images. You can choose a different site if that is a better fit for the images that are being submitted.

Have them fill out the account creation form and reply to you once they are done: Having the actual photographer create the account makes sure that the information is correct and avoids several steps involving the user name and password. Having them notify you when they are done helps so that you do not have to constantly check for a new account.

Use the User lookup to find the UserID for that person.: If you have the photographer lookup already loaded on the page, you will have to refresh it to get the most recent copy of the list.

Procedure (Account Creation by Administrator)

Go to http://www.forestryimages.org/join/index.cfm: Since all of these resources use the same user name and password, you can create the account at any of the image sites. This example just happens to use Forestry Images.
Fill in First name and Last name: These are required field. In the case of an organization, the First name can be the name of the organization and Last name can be "Archive".
*Optional - Fill in Organization, Title, Unit, Address, City/State/ZIP, Phone Number: This is optional information but is useful for either giving recognition to supporting organizations or information for contact them if any issues arise.
Fill in E-mail address and Confirm E-mail address: This is only used to contact the photographer if there are question or if they choose to receive commercial requests. If for some reason there is absolutely no way to get an e-mail address, you can enter a dummy address (ex. asdfasd@dummy.edu). The @dummy.edu will be used to pick it out later. ONLY do this if the contact for the image will have a real e-mail address. The system will check for duplicate e-mail addresses before the account is created so make sure the address is not in use. If you find out that the e-mail is in use, double check the User lookup to make sure that there is no user account.
Select User Type: There is a drop down list.
Select Country: This is the country the photographer lives in.
Create a User name: Write this down, you will need to tell this to the person. You may need it if uploading images for the photographer
Create a Password and Confirm it: Write this down, you will need to tell this to the person. You may need it if uploading images for the photographer
Use the Enter Text Shown Below to copy the characters from the image below it: This prevents spamming of the account creation system.
Click Join Forestry Images!: The button text is different on the various image sites.
Call the person and give them their User name and Password: Do NOT e-mail this. E-mail is not a secure method of sending user names and password. An alternative is to sent the person the Password reset link from the site and allow them to set their own Login information.
Use the User lookup to find the UserID for that person.: If you have the photographer lookup already loaded on the page, you will have to refresh it to get the most recent copy of the list.