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Onboarding of users is done according their role (what they will have access to). Broadly there are two types of onboarding tasks, ones we handle in-team and ones that need to be done by external groups, primarily Institute IT staff.
Internal Onboarding
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Digital Collections site
Users: All
Action: Developer or Systems Admin should make a new user.Any user with "Admin" level permission can make a new user on Production and/or Staging. When logged in, select "Users" from the Admin menu on the left-hand side. Select "Add New User" and complete fields for "Email" and "Name." If user will have "Admin" privileges, check box next to "Admin." Click "Create User."
Once user has been created, click "Send password reset" button next to their name. The user will receive an email with instructions for resetting their password, which effectively activates their account. Please note that accounts created in Production do not automatically sync to Staging and vice versa. To create a new user account of both sites, repeat the process described above.
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Check if this needs to be updated: This is described at Application administration → "Create new users".
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Action: Ask systems admin to have user provide link to their github public keys. Add that link and the username to the ansible-vault file group_vars/all in our repo. Commit the changes to staging, make sure the user is now on staging, then have a pull request to add that user to production as well. Current process requires user has their github account set up, though it does not need to be in our group when we do this.
Digitization and Selection Queue
Users: All
Action: Share link to Google Doc (anyone with link can access/edit): https://docs.google.com/spreadsheets/d/1PdwOTmLMxxprL7k6Z53ntE0XC2i-tappC5VzBPBCeG4/edit?usp=sharing
External Onboarding
Access to the following platforms are managed by Institute IT staff, who will initiate onboarding procedures. In general, access to these platforms should be specified on HR Onboarding documentation or a help desk ticket.
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Broadly there are two types of offboarding changes, ones we handle in-team and ones that need to be done by external groups, primarily Institute IT staff.
Internal Offboarding
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Digital Collections site
Users: ALL
Actions: Lock the user's account
Method: Have Developers or System Admin follow the instructions in Application administration→ Lock out User
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