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For the most part, data managers will use a UIS web page called Toolkit https://toolkit.uis.cam.ac.uk/to add users to the appropriate security groups to be able to access group drive data. This is under construction at this moment. Once available detailed instructions will be providedInstructions how to access are detailed in Step 7 below.

Colleagues who need access to the group drive will also need must have a UMD or Assured computer. If they do a data owner or manager can ask CSCS to grant them access. If they do not, speak , either the Data Manger can grant access, or they can request via the CSCS Service Desk using this request form Clinical School Computing Service User Portal - Group Drive Access. If they do not have a UMD or Assured computer, first check if they have received an audit form from CSCS and have completed. Secondly, have they received an invitation from CSCS to attend the Recovery Clinic. If any of those things have not happened, please contact the CSCS Service Desk and ask them to check where the person is within the process. If it is an urgent matter, please escalate with your Business and Operations Manager about getting them in the queue for a computer.

Procedure:

1. Each user will determine which group drives they need access to and reach out to the relevant Data Managers.

   1. The list of group drives and data managers is here: https://www.staff.admin.cam.ac.uk/system/files/download/ifs-path-reference-list-all-drives.xlsx (please note that this a spreadsheet hosted on a UIS website. When you click this link it will open up a blank webpage and download the file, putting it in the downloads folder on your computer. If there are any errors, please advise CSCS. The file will be updated if changes are required).

2. When a user asks for access to a group drive:

   1. Ensure that you have reviewed the group drive’s permissions and it has been implemented by CSCS

   2. Determine whether they should have access (you may need to speak with the Data Owner to confirm, or you may know from previous group drive configuration)

   3. Confirm the user has a UMD or assured device, using this look up tool - https://app.powerbi.com/groups/5c2484bc-b48a-4f87-a789-84945a43bed2/dashboards/16bd20f4-5dee-4f5d-8f39-7ce8adc68a87?ctid=49a50445-bdfa-4b79-ade3-547b4f3986e9&pbi_source=linkShare

      1. Click in either the User Name, User Email or Department field (see below) to do a search.

         

      2. Type in the name, or department name in the appropriate field you are looking for. If the user is not listed, they do not yet have a UMD device.

      3. If you are sure a user has a UMD device but you can’t find them on the list, try just their surname. People often display their initials instead of forename in the directory. Unfortunately you cannot search by CRSID.

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3. Give the user access to the Drive itself

4. go to the file https://www.staff.admin.cam.ac.uk/system/files/download/ifs-path-reference-list-all-drives.xlsx

5. Find the drive

6. Copy the primary security group name from column I

7. Open Toolkit - https://toolkit.uis.cam.ca. It is the resposnm.ac.uk - and follow instructions in the Expand section below 9.e.

8. Send the user a message with this link https://cscs-itsupport.atlassian.net/wiki/x/A4ATLg to tell them how to view the drive

9. If you have chosen folder-level security for the drive;

   1. go to the file https://www.staff.admin.cam.ac.uk/system/files/download/ifs-path-reference-list-all-drives.xlsx

   2. Look at the Permissions groups tab in the aforementioned spreadsheet and find the permissions groups

   3. Find the name of the lookup group giving access to the entire group drive

   4. Proceed to Toolkit to add the users to the relevant groups (see expanding section immediately following)

Expand
title Adding users to groups in Toolkit - under construction
Go to https://toolkit.uis.cam.ac.uk/ and sign in with your University account. ** If you cannot get access, please contact the CSCS Service Desk Select Groups from the left side navigation bar Select Hybrid AD Groups Ensure that your institution has been selected (see screenshot below). If it has not, click the Select institution drop-down and choose it. If you aren’t sure which institution to choose, see this page Toolkit Institutions for a list. In the Search (Filter) area type or paste in the name of a group Select the group by clicking on it once Click the Edit button Click Choose users manually Type or paste in the crsid/s you are adding. You can separate them with spaces or commas if there is more than one Click Add to Group button You should see the users added to the group by CRSID and full name. Check that you added the right individual. Once you are satisfied with the result, you can click the X to exit from the edit group dialogue. The UIS guide to managing groups with Toolkit can be found here with more details: https://help.uis.cam.ac.uk/service/accounts-passwords/it-staff/university-central-directory/toolkit/how-use-toolkit/manage-1

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