Guide to managing group access

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Contents

Introduction

Operations

Before you begin

Granting membership to a group to others

Viewing requests to access a group

Processing access requests for a group

Revoking access to a group

Introduction

Groups within QRIScloud control access to resources such as Collections, software applications, and reports. This guide provides instructions on how a group owner or administrator can self-manage membership for their group(s).

Operations

This guide describes how to:

• Share access to a group with other QRIScloud users
• View requests to access a group
• Process requests for group access
• Revoke access to a group.

Before you begin

Each person you grant membership to a group to will need to have both an Australian Access Federation login and have registered for a QRIScloud account.

One of three roles can be assigned to a person per group:

• User – allows membership to the group with the respective permissions of the group.
• Administrator – an administrator can:
  • View and process requests for a group
  • Add a person with the User role to the group
  • Remove a person with the User role from the group
• Owner – an owner can:
  • Perform the same functions as an Administrator
  • Add a person with the Administrator or Owner role to the group
  • Remove a person with the Administrator or Owner role from the group.

Granting membership to a group to others

There are three stages in granting membership to a group:

1. The group owner or administrator invites someone to join the group
2. The invitee completes the access request
3. The group owner or administrator processes the request.

This process helps protect privacy and provides a safeguard against any incorrect granting of group access.

Inviting membership to a group

To invite someone to be a member of a group, you must either be a group owner or administrator for that group.

To send an invitation to someone to become a member of a group:

1. Log in to the QRIScloud portal using your AAF credentials.
2. Navigate to the Services Dashboard (click on “MY SERVICES” in the top navigation bar)
3. In the Groups section you will find a list of  groups to which you have been granted membership and the role that has been granted to you.
4. Click on the entry for the  group to which you are inviting someone.
5. Scroll down to the “Invite others” section.
6. Depending on your role, you will have up to three possibilities presented:
   • Invite someone to request access as a User
   • Invite someone to request access as an Administrator
   • Invite someone to request access as an Owner
7. Copy the appropriate link. Email this link to the person you are inviting to enable them to submit a request to access a group via the access group you administer.

When the person to whom you have emailed the link clicks on it, they will then be taken to a form to complete and submit an access request. If they have not registered with QRIScloud, they will be taken to a registration form before being able to complete their access request. Once they submit the request it will appear in a set of access requests for a Collection owner or administrator to process.

Email notification

Once the access request form has been completed and submitted, the group owners and administrators will be sent an email to notify them that a new access request is waiting to be processed. The email will contain a link that takes the group owner or administrator directly to the QRIScloud form to process the request.

Viewing requests to access a group

To view access requests for a group, you must either be a group owner or an administrator for that group.

To view requests for group access:

1. Log in to the QRIScloud portal using your AAF credentials.
2. Navigate to the Services Dashboard (click on “MY SERVICES” in the top navigation bar)
3. If there are access requests to process, then a section titled Requests will be displayed, which will contain a list of access requests to process.

Each entry in the list shows:

• Who initiated the request
• What role has been requested
• Which group the request applies to
• The group title
• Timestamp for when the request was last updated.

Processing access requests for a group

To process an access request for a group, you must either be a group owner or administrator for that group.

To process an access request for a group:

1. Log in to the QRIScloud portal using your AAF credentials
2. Navigate to the Services Dashboard (click on “MY SERVICES” in the top navigation bar)

There are two ways to view Open requests: The first way is to look in the Requests section on this Dashboard page to see the list of access requests for the group. The second way is to click on a group and choose the “Open” filter to see the list of access requests to be processed.

1. Locate the request to process.
2. Click on the access request you wish to process
3. Complete the “Response” field
4. Choose to:
   • Deny the request
   • Approve the request
   • Save the request to come back to later

Revoking access to a group

To revoke access to a  group, you must either be a group owner or administrator for that group.

To revoke access to a group:

1. Log in to the QRIScloud portal using your AAF credentials
2. Navigate to the Services Dashboard (click on “MY SERVICES” in the top navigation bar)
3. In the Groups section you will see a list of  groups for which you have either owner or administrator roles
4. Click on the  group you wish to examine
5. In the “Group members” section you will see the list of users assigned to this group. There is a further indication if one of those is an owner or administrator.
6. Click on the link to view all access requests for this group
7. Choose the “Approved” filter. The filters are:
   • Open – access requests awaiting processing
   • Approved – access requests that have been previously approved
   • Denied – access requests that have previously been denied
   • Withdrawn – access requests where the user has withdrawn their request prior to it being processed.
8. Locate the request to be revoked
9. Click on the request
10. Click on the “Revoke role and reopen” button

This revokes the user’s access and current role from the group and places the request back into an Open state where it can then be re-processed.