IT Processes

+Nav Pane

+On dept page, need a list that's just a link to each page.

+link to GDrive folder

+add table of contents for sections on this page

+links to subpages

From existing “IT Processes” page:

Home / IT - Tech Support | Apogaea Account & Profile Information | Welcome email

Short URL to this page: http://apourl.co/ITProcess

For bulk\CLI management see the GAM page

New Accounts

1. Lead\Board Member: Submits request to have user added to ApoUser (membership list) via http://apourl.co/UserInfo

2. All org members and Sparks have to have their info submitted via this form to get added to the ApoUsers list and to get a ticket. 

3. If they are an Ignition member, they also have to be ratified. But being ratified doesn't get you added to the ApoUsers list, that is done via the ApoUserInfo form. Their lead or lead or board liaison needs to fill out the form, which requires and @apogaea.com account."

   1. IT: Add Users to http://apourl.co/Users, creates @apogaea.com accounts, and add their email address to related dept groups

      1. Create account, if the user is or will be an Ignition member or one was requested for a Spark

• • • Sparks by default do not get an account, but if one is requested by selecting Yes in the ApoUserInfo form please create one for them

• • 1. Goto: http://apourl.co/AddUser

       1. Fill in first and last name, based off results in http://apourl.co/UserRequests

       2. Click ADDITIONAL INFO

          1. Secondary email address: Their external email address

          2. Phone: See form

       3. NEXT

• • • • 1. Title: See form

        2. Department: See form

• • 2. Click CREATE

• • • 1. Start a new email, based off the “welcome” 

         1. Copy password from user-created screen

         2. Replace name fields with their name\account

         3. Send to the user personal\external email address, their lead, and CC IT on it

      2. Add to correct dept groups

• • 3. Check http://bit.ly/BoDVote for who has been recently ratified. 

• • • 1. The Secretary should do the two steps below, but IT should also help to keep this list updated

      2. Add their info on the [<year> Ratification Raw Data] tab in http://apourl.co/Users

      3. Add their name to [<year> Ratified Members] tab

• • 4. Add new to Ignition@apogaea.com group for members who have been or will be ratified (per form request or email, etc) or the [M:Planned] column in http://apourl.co/UserRequests has Ignition

    5. Add to Sparks@apogaea.com group, if they will not be on Ignition

    6. Add them to the department groups requested, including external accounts if a Spark

• • • • They should be added to at least one department group, even if not requested in most cases

      • Since there isn't a standard on group names, you might have to contact their lead to find out what groups they should be in

• • 7. Add user to ApoUser http://apourl.co/Users [<year> User] tab

• • • 1. Check list to see if they exist already

• • • • If they are on the [<year>> Ratified Members] tab the columns in gray will be in red if they aren't on the [<year> Users] tab

• • • 1. Copy their info from UserRequests, make sure to update the following columns

         1. A: [Nickname]

         2. D: [Apogaea Email] - If they aren't an Ignition member and haven't requested one, but in "Not Requested"

         3. E: [Source] - Normally "Account Form"

         4. F: [<year>] - "Yes"

         5. G: [Added or Confirmed] - Date UserRequest was submitted

         6. H: [Requested by Confirmed By] - User who submitted the UserRequest form normally

         7. I: [Comments] - "Spark until ratified", if this is the case

         8. J: [Category] - Spark or Ignition, if they haven't been ratified yet it should be Spark

         9. L: [Role]

         10. N: [Ratified Date] - If they have been and you know the date enter it, otherwise leave blank

         11. Q: [Returning or Current] - Current

         12. R:V Copy contact info from UserRequest results

         13. Y:[Account Created] and your name in Z:[Created By]

3. 2. IT: When a user is is ratified

• • • All Ignition members must be submitted for ratification by their lead. Their legal name, nick name, role, and person contact info should be sent by their lead to their department liaisons, Secretary@apogaea.com, or board@apogaea.com

    • The Secretary then should add them to the [<year> Ratification Raw Data] and [<year> Ratified Members] tab in ApoUsers

• • 1. Update ApoUsers column J:[Category\Group] to Ignition, or Ground Control or Mission Control if this person is lead (GC) or board member or officer (MC)

    2. Update column N:[Ratified Date] to the date they were ratified

    3. Add them to the Ignition@ group

    4. Remove them from the Sparks@ group

Existing Accounts

All accounts should be confirmed every year before the roll-off date

1. Update ApoUser list with changes and other info as listed above for New Accounts

2. Update existing account and group membership based on the department they are in

Suspending Accounts

1. Disable their account and rename account, First Name and email address, to zzz<username>

2. Add date [AA:Suspended] column, your name in [AB:By Who], and change [J:Category] to "Resigned" in: http://apourl.co/Users

   • Accounts are deleted after they have been suspended for at least a year

• 1. Secretary updates [O: Resigned or Removed] column in: http://apourl.co/Users

  2. Find out from their lead or liaisons what should be done with their Google Drive and email account

     1. All Google Drive data can be transferred to their replacement OR to zBoardData (prefered). If transferred to zBoardData then their folder can then be shared out with those that need access to the data

     2. For email IT will need to re-enable their account, reset their password and A) Share it with those that need to access it or B) Setup delegation to those that need to access it

Yearly Roll-off of Accounts

• 1. Board sets a roll-off date, when membership of Ignition "expires"

  2. The board and leads should communicate this data to their Ignition members and confirm who will be returning

  3. Board and leads should goto http://apourl.co/UserInfo to confirm or request accounts for the next year

  4. A month or so after the roll-off date IT will send an e-mail to all non-returning members, based off http://apourl.co/Users, that their account will be disabled in a month and to get with their lead if they need it longer

• • Apo 2017 Unconfirmed Account Notice

• 1. Two months after the roll-off date unconfirmed accounts will be disabled; unless requested by a lead or board member not to be

     • Izzy has GAM scripts setup to automate this process 

  2. Three months after roll-off date, any remaining enabled accounts for non-returning or unknown users will be disabled and removed from the ApoUsers list, unless requested otherwise