DevOps Portal for Admins

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Welcome to the DevOps portal. This guide will guide you through the features that this portal role grants you so that you have a hassle-free experience.

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Upon receiving the **invitation email**, your initial action should be to **activate your account**

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This process is the same as for regular users, and you can find detailed instructions by following the guide provided at this [[link>>doc:devopsaas:DevOps Portal for Users.WebHome||anchor="Invitation and activation"]].

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The same approach can be utilized for other functionalities, which I will list below:

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* [[Log in to DevOps Portal>>doc:devopsaas:DevOps Portal for Users.WebHome||anchor="Log in to DevOps Portal"]]

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* [[Forgotten Password>>doc:devopsaas:DevOps Portal for Users.WebHome||anchor="Forgotten Password"]]

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* [[Change password>>doc:devopsaas:DevOps Portal for Users.WebHome||anchor="Change password"]]

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* [[Select Languages - Sprachen auswählen>>doc:devopsaas:DevOps Portal for Users.WebHome||anchor="Select Languages"]]

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In addition of course you as admin have all the permissions of a creator:

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* [[Creating Projects>>doc:devopsaas:DevOps Portal for Creators.WebHome||anchor="Creating Projects"]]

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* [[Managing Projects>>doc:devopsaas:DevOps Portal for Creators.WebHome||anchor="Managing Projects"]]

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* [[Assign a user to a project>>doc:devopsaas:DevOps Portal for Creators.WebHome||anchor="Assign a user to a project"]]

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* [[Viewing and Modifying the role of a user in a project>>doc:devopsaas:DevOps Portal for Creators.WebHome||anchor="Viewing and Modifying the role of a user in a project"]]

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* [[Creating user accounts>>doc:devopsaas:DevOps Portal for Creators.WebHome||anchor="Creating user accounts"]]

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* [[Modifying user accounts>>doc:devopsaas:DevOps Portal for Creators.WebHome||anchor="Modifying user accounts"]]

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* [[Creating Technical Users>>doc:devopsaas:DevOps Portal for Creators.WebHome||anchor="Creating Technical Users"]]

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* [[Modifying Technical User accounts>>doc:devopsaas:DevOps Portal for Creators.WebHome||anchor="Modifying Technical User accounts"]]

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* [[Creating Organizations>>doc:devopsaas:DevOps Portal for Creators.WebHome||anchor="Creating Organizations"]]

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* [[Modify Organizations>>doc:devopsaas:DevOps Portal for Creators.WebHome||anchor="Modify Organizations"]]

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Below, you will find a series of possible functions that your role as a admin grants within the portal:

= Managing Projects(% style="color:inherit; font-family:inherit; font-size:max(23px, min(29px, 12.3333px + 1.38889vw))" %){{id name="Managing Projects"/}}(%%) =

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To see or update the settings of a project, click the **Project Key** (NEWPROJECT2 in the example). Click **More ...** to open the actions menu.

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[[image:1753881036851-246.jpg||data-xwiki-image-style-border="true"]]

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To modify a project you click the **Project Key** and check the box **Edit Details** at the bottom of the page. This will enable you to change the **Name**, the text in the **Description** field, the **Type** and the Jira **Notification Scheme** of your project. As well you are able to **add tools **to the project.

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(% style="color:#993300" %)You can not remove tools from the project!

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(% style="color:#993300" %)You can only add tools to the project!

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The action menu behind the **More...** button gives you additional control over the projects **YOU** created.

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It enables you to do the following:

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* Manage Users: Assign Users to the Project

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* Manage Technical Users: Assign Technical Users for API access to the project

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* Resync.: Since the DevOps Portal manages Projects accross all tools in the DevOps toolchain it now automatically links projects with the same Project Key in all tools which each other. To activate it for an existing project, simply Resync the Project. ???

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(% style="color:#993300" %)If you request a deletion from your ADMIN note that deleting a project is irreversible and all project data will be lost!

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= Assign a user to a project{{id name="Assign a user to a project"/}} =

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If you would like to add a user to a project Click **Users** icon in the menu on the left side:

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[[image:1757001036431-790.jpg||data-xwiki-image-style-border="true" height="249" width="188"]]

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Then select the user from the list. To narrow down the results you can search for users:

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[[image:1754051356874-344.jpg||data-xwiki-image-style-border="true" height="190" width="175"]]

⚠ **Note**

You are able to assign multiple users in one step to your project by selecting the check box infront of the names you want to assign with the same role.

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Select the **Project** and the **New Role** - one of **ADMIN, MASTER, DEVELOPER, VIEWER** (depending on the desired rights). After that, click **Assign**:

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[[image:1754052721855-651.jpg||data-xwiki-image-style-border="true"]]

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Each user who is a member of a project has to be in //exactly one// Project Role. Therefore it is not possible to have multiple roles in a project. If you want to **Delete** a User from a project, simply select the **"-"** from the New Role dropdown menu.

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Different roles have different sets of permissions. Possible roles are:

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Admin

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Full access, even to potentially dangerous operations like Project Lifecycle Transitions. Can administer Project Members and Roles.

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Master

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Limited full access to avoid accidental data loss or other irreversible changes.

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Developer

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Read-write access to contribute to the Project

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Viewer

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Read-only access to all not security-relevant data in the Project

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Please refer to [[Users and roles>>doc:devopsaas:Users and roles.WebHome]] for a detailed description of users and roles in the tools.

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= Modifying user accounts =

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A user account can be modified by clicking his / her last name. However, **it's not possible to change a user's e-mail address**.

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[[image:1763562956443-820.png||data-xwiki-image-style-border="true" height="142" width="701"]]

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To **change the user's email address**, the user must be **//deleted//** first. It can then be recreated with the new email address.

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Under the Users menu, the **Lock/Unlock** function is available in the **More...** dropdown menu. This function is used to suspend a user account (which is a necessary step before deleting a profile). The status can be changed to locked or unlocked here.

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Please keep in mind that a locked user can still receive notification emails.

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[[image:1763563098133-556.png||data-xwiki-image-style-border="true" height="348" width="953"]]

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In order to **delete** a user, he / she **must be locked first** and must remain in locked status for a certain period of time. Since deletion is not reversible, It is suggested to //only lock// users rather than deleting the user profile.

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The **Delete** option will present a confirmation.

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An attempt to delete a locked user without being in locked state long enough will result in an error message: "This user has not yet spent enough time in Locked status to be deleted."

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In case of a re-invited user, it is also possible to let the admin do the activation process instead of the user. To do so, click **Activate**. The user can still change the password later with the reset password option. Please refer to the [[Forgotten Passwords>>doc:DevOps Portal for Users.WebHome||anchor="HForgottenPassword"]] section of the DevOps Portal for Users page for details regarding forgotten passwords.

⚠ **Note**

A user can have 3 statuses in the Self-service Portal: **CREATED**, **ACTIVE** and **LOCKED**. In case there is a //question mark// or an //exclamation mark// shown in brackets right after the status name, there might be some synchronization issue.

= Modifying Technical User accounts =

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[[image:image-2023-4-25_16-41-23.png||data-xwiki-image-style-border="true" width="1000"]]

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To view the details of a technical user, click its username. Tick the Edit Details box to make modifications to that user.

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[[image:image-2023-4-26_10-15-29.png||thumbnail="true" width="250"]]

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It's also possible to change the tech user's password here. There is a minimum length required for passwords.

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[[image:1763563537660-474.png||data-xwiki-image-style-border="true" height="395" width="632"]]

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If you would like to change the username or the selected tool you have to **Delete** the user and recreate it again. The **Delete** option will present a confirmation.

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= Modify Organizations =

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To modify an organization's profile, click the** organization name** (Wayne Corp in the example).

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[[image:1763563735395-115.png||data-xwiki-image-style-border="true" height="219" width="1000"]]

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The **Edit an Organization page** will load and you can change the organization's name by replacing the name with the new one (so it is not necessary to delete an organization just because of the wrong name or a typo). As with the users edit page, the **Edit Details checkbox needs to be ticked **for editing to be enabled.

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[[image:1763563793297-134.png||height="166" width="476"]]

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There is an option to **Delete** an organization, but keep in mind, that deleting an organization is not reversible. An organization cannot be deleted if at least one user is still assigned to the organization. The deletion process can be accessed from the Actions - More button. A confirmation will appear.

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[[image:1763563828637-290.png||data-xwiki-image-style-border="true" height="206" width="837"]]

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The default organization is tied to the DevOps-as-a-Service instance and can never be renamed or deleted.

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= Administration menu of the DevOps Portal =

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In the Administration menu you can have special options to choose from, most of these features are for troubleshooting and monitoring.

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[[image:1763638275724-863.png||data-xwiki-image-style-border="true"]]

== Usage Terms ==

With the "Usage Terms" option you can create and upload your own terms and condition documents about the usage of your own DevOps-as-a-Service toolchain. It is basically an option to provide any document to accept by the users (e.g. documents related to data protection regulations).

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As an administrator, you can upload a document by selecting this option and clicking **Create new Terms**.

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[[image:1763638312427-187.png||data-xwiki-image-style-border="true"]]

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Choose the preferred language, then click **Choose file**, browse the selected file from your local drive and click Open.

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[[image:1778589392712-973.png||height="221" width="576"]]

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The uploaded document is shown, you can check the content by clicking **Open**, remove the document by clicking **Delete**//,// or you can also **Cancel** the whole operation. If you would like to use the selected document, click **Save**.

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[[image:1778589684405-827.png]]

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The selected document will be listed in the documents table and you will be logged out - to re-login and to accept the uploaded document.

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[[image:1778589722037-175.png]]

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After uploading a new terms and conditions document, every existing user has to accept it. Otherwise they are not allowed to login to the DevOps portal.

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When new users are invited to the portal, they will receive the uploaded file as an attachment in the invitation mail (so they will be able to read it before following the activation URL).

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//Every user (including administrators) have to accept// the uploaded document only one time, however if you upload another document then both documents have to be accepted by the users.

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To remove an uploaded document, click **Delete**. If you would like to check the content of the uploaded document, click **View**.

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//If you decide not to upload a document at all (or you delete all the existing uploaded documents) the invitation process and the login of users will not depend on the acceptance of any document, since nothing is to be accepted.//

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== Synchronization ==

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All actions related to users or projects must be synchronized with the LDAP server prior to becoming effective. All pending (i.e. unfinished) synchronizations are listed at the **Pending synchronizations** page. Successful and finished synchronizations won't be listed.

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This information is mainly provided for troubleshooting, in case of errors during the synchronization with the LDAP server.

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[[image:1763638748911-205.png]]

== Licenses ==

The Licenses page provides information about the number of Active and Available Users as well as the package's User Limit.