.. _storage_portal: Self-Service Storage Portal =========================== The `self-service portal `_ is where you can purchase and manage your additional storage allocations. This guide is an overview of the site and offers best practise advice. Storage Portal Roles -------------------- .. _the_data_owner: **Data Owner**: An individual who assumes ownership of and accepts responsibility for a set of data stored on the UIS Research Storage Services in the form of one or more projects. There can only be one Data Owner per storage project and would normally be the PI for any associated University research projects. The Data Owner decides how much storage a project needs, for how long the data will be kept and who has access to the project data. The Data Owner can delegate these responsibilities to a Data Manager(s) on the storage license. The Data Owner takes responsibility for the data and ensures compliance with any relevant information management guidelines and requirements which apply to the data based on their classification. The Data Owner is also responsible for the removal of the project data after the expiry of the storage licence. .. _the_data_manager: **Data Manager**: is appointed by the Data Owner of the project. The Data Manager accepts responsibility for the day to day management of the project data. The Data Manager’s responsibilities involve enabling and disabling user access and maintaining compliance with any relevant information management guidelines and requirements which apply to the data based on their classification. The Data Owner can appoint multiple Data Managers per project. .. _the_data_project_manager: **Data Project Manager**: Similar to The Data Manager, however, the Data Project Manager can not manage the storage license, e.g. Data Project Managers can not extend storage size or duration. The Data Owner or Data Manager can appoint multiple Data Project Managers per project. .. _the_data_user: **Data User**: An individual can access and use storage associated with the project. It is assumed that the Data Owner, Data Managers and Data Project Managers are also Data Users. Adding Users to Storage Projects ------------- .. note:: Users need to have a valid crsid in order to be added to storage projects via the self service storage portal. External collaborators must be registered as a visitor in order to have a valid crsid to use University Services. **Data Owner**: The Data Owner should be the individual that purchases the storage, assign themselves as the Data Owner and activate the storage to be provisioned. **Data Manager**: The Data Owner can add multiple Data Managers that they can delegate responsibility of managing the data in the storage as well as the storage license. Adding a Data Manager: ^^^^^^^^^ 1. Navigate to https://selfservice.uis.cam.ac.uk/ and click the box that says "Manage Storage". .. figure:: ./img/ssp/Manage_Storage.png :align: center :alt: Managing Storage on the Self-Service Portal :scale: 60% You can also access this page by clicking "My Account" 2. Find the storage project you wish to add a Data Manager to and click "view license" (Not the storage name). .. figure:: ./img/ssp/Manage_License.png :align: center :alt: viewing the license of storage :scale: 60% 3. Type the name or crsid of the person you wish to add as a Data Manager in the box under the "Data Manager" header. .. figure:: ./img/ssp/Add_Data_Manager.png :align: center :alt: adding Data Manager on Storage Portal :scale: 60% Make sure you press the "Save" button at the bottom of the page Once the Data Manager has been added, an email will be sent to the user. The user must follow the instructions in the email to start the process of their access being provisioned. Please see User Provisioning Status for more information. **Data Project Managers and Data Users**: The Data Owner and Data Managers can add Data Project Managers to the storage project. These individuals manage the data only and can also add Data Users. Adding a Data Project Manager: ^^^^^^^^^^^ 1. Navigate to https://selfservice.uis.cam.ac.uk/ and click the box that says "Manage Storage". .. figure:: ./img/ssp/Manage_Storage.png :align: center :alt: Managing Storage on the Self-Service Portal :scale: 60% You can also access this page by clicking "My Account" 2. Find the storage project you wish to add a Data Project Manager to and click the storage project name (Not the license) .. figure:: ./img/ssp/Select_Project.png :align: center :alt: viewing the license of storage :scale: 60% 3. Type the name or crsid of the person you wish to add as a Data Project Manager in the box under the "Data Project Manager" header. .. figure:: ./img/ssp/Add_Data_Project_Manager.png :align: center :alt: viewing the license of storage :scale: 60% Make sure you press the "Save" button at the bottom of the page Once the Data Project Manager has been added, an email will be sent to the user. The user must follow the instructions in the email to start the process of their access being provisioned. Please see User Provisioning Status for more information. Adding a Data User: ^^^^^^^^^^ 1. Navigate to https://selfservice.uis.cam.ac.uk/ and click the box that says "Manage Storage". .. figure:: ./img/ssp/Manage_Storage.png :align: center :alt: Managing Storage on the Self-Service Portal :scale: 60% You can also access this page by clicking "My Account" 2. Find the storage project you wish to add a Data User to and click the storage project name (Not the license) .. figure:: ./img/ssp/Select_Project.png :align: center :alt: viewing the license of storage :scale: 60% 3. Type the name or crsid of the person you wish to add as a Data User in the box under the "Data User" header. .. figure:: ./img/ssp/Add_Data_User.png :align: center :alt: viewing the license of storage :scale: 60% Make sure you press the "Save" button at the bottom of the page Once the Data User has been added, an email will be sent to the user. The user must follow the instructions in the email to start the process of their access being provisioned. Please see User Provisioning Status for more information. User Provisioning Status ------------- .. note:: Important: Once added, ALL users will need to accept the Terms and Conditions of the storage before access is provisioned. If these are not accepted, access will not be provisioned. .. figure:: ./img/ssp/Add_Data_User.png :align: center :alt: storage provisioning status pending :scale: 60% This indicates that the individual is awaiting provisioning. If the status seems "stuck" in provisioning, firstly please check with the individual that they have accepted the terms and conditions before emailing support. There are two ways the individual can accept the terms and conditions: 1. Find the email with subject line: **"UIS data storage: you are now a [Role]"** and click the link found within to accept the terms and conditions. .. figure:: ./img/ssp/Storage_Email.png :align: center :alt: the email received from storage services when added to a storage project via the self-service storage portal :scale: 60% In this example, the individual has been added as a Data **Manager** 2. Navigate to the "My Account" section on the Self-Service Portal and accept the terms and conditions for the storage project in question. .. figure:: ./img/ssp/My_Account.png :align: center :alt: my account tab is in the top left of the self-service storage portal. :scale: 60% Leaving the University/Research Group ------------- It is the responsibility of the Data Owner and Data Managers to ensure access to the storage project is maintained. If a user leaves the research group, institution or University altogether, their access will need to revoked and, if applicable, replaced. Changing Data Owner: ^^^^^^^^^^^^^ If the Data Owner is leaving and has projects associated to their crsid, they will need to be replaced. Data Owners or Data Managers can complete this. 1. Navigate to the license page of the storage project where the Data Owner needs to be changed. 2. Click the red cross next to the provisioning for the Data Owner to remove them. 3. Input the crsid or name of the new Data Owner. Reminder that the new Data Owner can not already be in a role on the storage project (they will need to be removed first before becoming the new Data Owner). Removing Users from Storage Projects ^^^^^^^^^^^^^ Removing Data Project Managers or Data Users is straight forward, please note that Data Users can not remove themselves from a storage project and a Owner/Manager should do this action. Navigate to the storage project in the self-service portal, open the storage project page (Should say "Configure the Storage" at the top of the page). Find the user to remove and click the red X next to the provisioning status. .. figure:: ./img/ssp/Remove_User.png :align: center :alt: removing a user in the self-service portal :scale: 60%