ECMS - Instructions for Using JIRA ImageNow

This document provides Instructions for Using JIRA ImageNow.


Imaging KB docs in markdown format

Instructions for Using JIRA ImageNow

This document provides information on how to submit requests for user changes.

Data Custodians

You must be a data custodian for a Department or Division to make user change requests in JIRA. View the list of Authorizers to identify your data custodian.

If you have additional questions, please create an Imaging support request using the ECM Support Request Form.

Log into JIRA using your Campus ID and password.

  1. Navigate to JIRA using the weblink: https://jira.doit.wisc.edu/jira/secure/Dashboard.jspa
  2. Select your organization/campus.
  3. Enter your Campus ID in the ID box.
  4. Enter your password in the Password box.
  5. Click Login

Creating JIRA Record

Perform the following steps when submitting a user, group or drawer change request.

  1. Click Create Issue. This is located in the upper right side of the window; under Quick Search. This will automatically open a box for selecting the Project and Issue Type.
  2. Click on the Project drop down. Select Imaging Security as the Project value. Select Task as the Issue Type.
  3. Click on Create
  4. Enter the Summary. This is a brief description of the security user changes being requested.
  5. Click the Priority drop down. Accept the standard default value of Major or select a value that reflects the priority of the request.
  6. Enter a date in the Due Date field (optional). Use the calendar icon to enter the date in the correct format.
  7. Enter the Reporter. The default is set to your Campus ID.
  8. Enter the Assignee. Click on the Assign to me link to set the value to display your name.
  9. Enter the Description. Describe the type of security changes being made. See the Users section below for details.
  10. Click on Browse for the Attachment. If multiple user requests are included, a spreadsheet may be used to submit all requests. Locate and select the spreadsheet(s) containing the security details. Attachments are not required for user requests. You may upload 1 to 3 files during the initial creation of the JIRA. Additional files can be added after the JIRA is created.
  11. Click on the Category drop down. Select User Request.
  12. Click to select the Module. This is the primary module owner.
  13. Click Create. The system will create a JIRA number which will start "IMAGING-". If you receive an error and the record does not save, you may be required to upload the security change request after the error has been corrected. The default Status will be set to Open.
Receiving emails from JIRA

If you have not added yourself as a watcher, you can still receive emails for any changes you post in JIRA by performing the following steps:

  1. Click on the down arrow to the right of your name (located next to the Quick Search in the upper right corner of your JIRA window).
  2. Click to select Profile.
  3. Click on the pencil icon to the right of Preferences.
  4. Click to select Notify me from the drop down list box for Own Changes.
  5. Click Update.
Adding or Removing Watchers

You can add or remove Watchers at any point in this process. You may add anyone on the security by following the Add/Remove Watchers (see below) steps.

NOTE: If someone is on the list multiple times (i.e. their Campus ID is listed and they belong to a group); they will receive multiple emails for the same change.

Requests that Require Multiple Office Approvals Prior to Assigning Security in Production

If the security request requires multiple offices to approve the request, there are 2 options:

  1. The requestor can add the additional approver(s) and request they post an approval notice in JIRA, or
  2. DoIT Security will notify the additional approver(s) and request a posting of approval.

Request for User Change in Production

  1. Click Start Progress
  2. Add "team_imaging_sec_req" as a watcher. See Add/Remove Watchers section below.
  3. Click on Assign
  4. Select "Team: Imaging Sec Req" (NOTE: word 'Team' is included in the name.)
  5. Enter comment requesting ImageNow production be updated.
  6. Click on Assign

DoIT Security Processing

  1. Review the project to ensure all approvals have been documented in the JIRA request.
  2. Update Perceptive Content/ImageNow production.
  3. Create a comment in JIRA indicating security has been updated.
  4. Update the JIRA ticket and changes the status to Close when the security change is completed.

NOTE: Steps #3 and #4 are performed if the security change is successfully completed in production. If DoIT Security needs additional information, then someone on the team will assign it to the requestor and ask for more information before proceeding with completing the request.

Add/Remove Watchers

Once a watcher is added, the individual will start receiving emails for all changes made to the JIRA record.

Perform the following steps to add watchers:

  1. Click on the (#) located to the right of Watch. NOTE: The (#) is a numerical indicator on how many watchers are currently assigned to the JIRA, initially 0, so this number will vary. Once you click on this number, the Watchers page will display.
  2. Click inside the Add user(s) to watch list box. Start entering the name of the individual to be added. Once you start typing the name, a list of users will display based on what is entered.
  3. Click (using mouse) to select the user in the results list. The Campus ID of the user will display in the list.
  4. Continue entering names until all users are listed.
  5. Click Add to save list. The users will be added to the watch list.

Perform the following steps to remove watchers:

  1. Click on the (#) located to the right of Watch. NOTE: The (#) is a numerical indicator on how many watchers are currently assigned to the JIRA so this number will vary. Once you click on this number, the Watchers page will display.
  2. Locate the user(s) to be removed from in the Current Watchers list box.
  3. Click on the checkbox next to the user(s) who should be removed from the Current Watchers list.
  4. Click Remove. This removes the individual from the Current Watchers list.

Attachments and Additional Information

This section provides information on what is required for all security change requests. *Group Names are required for all changes including inactivating since users may have access across multiple functional areas. Groups with Scan and/or Link in the name may require batch security added. Batch user information should be included in the JIRA comments.

Users

All user requests must include the following information:

Request for New Users:
  • Database: Production (include Test if the user needs this access in this environment)
  • Change Request Type: Add User
  • Campus ID
  • Full Name
  • Type of Employment: FTE/LTE/ Student (choose one)
  • Full UDDS (Must include the letter)
  • Email Address
  • Batch Security Required? (Y/N)
  • Group Names*
  • Type of Group Change: Add
Requests for Updating Existing Users:
  • Database: Production (include Test if the user needs this access removed from this environment)
  • Change Request Type: Change User
  • Campus ID
  • Full Name
  • Batch Security Required? (Y/N)
  • Group Names*
  • Type of Group Change (Add or Remove)
Requests for Deleting Existing Users:
  • Database: Test / Production
  • Change Request Type: Inactivate User
  • Campus ID
  • Full Name
  • Group Names*
  • Type of Group Change (Remove)



Keywords:Imaging Imaging System WebNow ImageNow perceptive content ecm ecms enterprise content management imaging imagenow perceptive jira security request user group drawer doctype   Doc ID:41763
Owner:Guy S.Group:ECMS
Created:2014-07-10 10:51 CDTUpdated:2016-09-16 11:26 CDT
Sites:DoIT Help Desk, ECMS
Feedback:  0   0