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= bwServices-Management =


In bwServices-Management the top level entity is a project. On this page 'project' always refers to this ''bwServices-project''. Every bwIDM member with employee status can create a project by going to the Projects page (Home -> Projects) and then clicking on the "Add a project" button. A project can have multiple users. For specifics regarding the different roles in a project see the [[#Roles_in_a_Project| Roles]] section.
{| style=" background:#FEF4AB; width:100%;"
[[File:bwServices_Management_home.png|300px|thumb|right|The start page lists recent projects and allocations. The titles link to the complete lists.]]
| style="padding:8px; background:#FFE856; font-size:120%; text-align:left" | For members of SVs existing before ''Sept 2026'': '''List of changes''' (SDS@hd Managementtool -> [https://coldfront.xcatmn.urz.uni-heidelberg.de/ bwServices Management])
|-
|
We've replaced the SDS@hd Management website with the bwServices Management website. The main changes in the registration and management process are as follows:
** At bwServices Management 'bwServices-Projects' serve as top level entity that can bundle the following information within a customly defined context (your research project, research group, core facility, ...):
*** Project members (*new*) and their roles
*** Resulting publications
*** Allocations of resources (like one or <ins>multiple</ins> SDS@hd SVs)
** An SV is the same as an allocation of a resource wthin a bwServices-Project.
*** An SV has the same elements as before with the following exceptions:
**** Publications are reported for bwServices-Projects and not for SVs.
**** Managers are defined for bwServices-Projects and not for SVs.
** Applying for a new SV is the same as requesting a new allocation for the resource SDS@hd for your bwServices-Project.
** The SVV is now called Principal Investigator (PI) and owns a bwServices-Project. The project has a SDS@hd allocation.
** The SV-Managers are now called Project Managers (PMs). They have the same rights as the PI. The PM role is not attached to single SVs but to the whole project.
** New SV members can directly be added by one of the PMs. There is no need for sharing an SV-password and filling in a collaboration form anymore.
** The price sheet is now available at the [https://www.urz.uni-heidelberg.de/de/service-katalog/speicher/sdshd-scientific-data-storage Service Description] page.
|}


== bwServices Management ==

In bwServices Management the top level entity is a project. Every bwIDM member with employee status can create a project by going to the Projects page (Home -> Projects) and then clicking on the "Add a project" button. A project can have multiple users. For specifics regarding the different roles in a project see the [... Roles] section.


'''Adding users to a project:'''
'''Adding users to a project:'''
# On the project's page either the button on the top or next to the users list can be used for adding users.
On the project's page either the button on the top or next to the users list can be used for adding users. Users that already logged in to the bwServices Management page once, can be found via their user id. Aternatively, users can be sent an invite link via their email address. The email address for sending the invite doesn't need to be the address that is later on used for their account on bwServices Management. When a user clicks on the invite link they have to login to bwServices Management. Afterwards they are a part of the project with the account that they logged in with.
# There are two ways to add new project members:

#:* Option 1: To invite someone that already logged in to the bwServices-Management page once, they can be found...
A project can have multiple allocations. Having an allocation means that you can allocate a resource like SDS@hd for your project. An allocation comes with its own form to fill in and its own terms to agree to.
#:** ... via their user id. A list of ids can be provided in the search field.
#:** ... by providing (a part of) the name and searching "All Fields".
#:* Option 2: Alternatively, an invite link can be sent by providing the email address. The email address for sending the invite doesn't need to be the address that is later on used for their account on bwServices-Management. When a user clicks on the invite link they have to login to bwServices-Management. Afterwards, they are a part of the project with the account that they logged in with.
# Before adding the person or submitting the invite, the role of the new project member should be adjusted if needed. Available roles are "[[#User |User]]" or "[[#Project_Manager_(PM) |Manager]]".
# The added person gets an email notification regarding their new project membership.


A project can have multiple allocations. Having an allocation means that you can allocate a resource like SDS@hd for your project. An allocation comes with its own form to fill in and its own terms to agree to. You can find detailed instructions under [[SDS@hd/Registration_New#b)_Apply_for_new_SV | Registration/Apply for new SV]].
'''Adding allocations to a project:'''
# In the Allocations section of the project's page is a button for adding a new allocation. Currently, the only allocation that can be chosen is an allocation for the resource SDS@hd. An SDS@hd allocation is called SV (Speichervorhaben / storage project).
# After filling in the form and agreeing to the terms, the allocation is shown on the project page with the status 'New'. A 'New' allocation is not approved, yet, and therefore not usable.
# As soon as the allocation application was reviewed and approved, an email informs about the activation of the allocation.


'''Adding users to an allocation:'''
'''Adding users to an allocation:'''

An allocation can have multiple users. The users can be chosen from the list of project members.
An allocation can have multiple users. The users can be chosen from the list of project members.


Here is an overview of the most important pages and what you can find there:
Here is an overview of the most important pages and what you can find there:
[[File:bwServices_Management_pagetree.png|600px|center|bwServices-Management Page Overview]]

HIER MERMAID GRAFIK EINFÜGEN:
<code>
---
config:
treeView:
showIcons: true
---
treeView-beta
Home
Projects ## project list + button to create new project
Project/ icon(logos:react) ## owned by PI | e.g. scientific project, research group
Title
Justification
Users ## Roles: User, PM, PI
Allocations ## = SVs
Allocation/
Title ## to recognize the SV in the allocations table
Justification ## description of data management
Acronym ## ID in the form sd26A000
Users ## subgroup of project members, Roles: None, Guest
Attributes ## institute, ...
Publications
Allocations icon(none) ## of resource SDS@hd (= list of SVs)
</code>

* '''Home'''
** A list of projects that you are a member of
** A list of allocations that you are a member of
* '''Projects Overview'''
** Button to add a new project
* '''Project'''
** The option to archive the project
** Sections for
*** PI of the project
*** Users in the project
**** User Edit page of a user in the project
****: The role can be changed between 'User' and 'Manager'
*** Allocations (e.g SDS@ħd SVs) in the project
*** Attributes of the project (working group, institute, organisation)
*** Publications for which the resources that are allocated to the project were relevant
* '''Allocation'''
** Sections for
*** Users in the allocation
**** User Edit page of a user in an allocation
****: The role can be changed between Guest yes or no
*** Attributes of the allocation

'''Email notifications:'''
* Users can enable/disable notifications.
* PMs can enable/disable notifications for other Users.
* PMs always receive email notifications.
* PMs can write an email to all Project Users.


== Roles in a Project ==
== Roles in a Project ==
There are three different roles in a project. Depending on the role, different management activites can be executed at [https://coldfront.xcatmn.urz.uni-heidelberg.de/ bwServices Management]. These are described below. They include top level management of user access.
There are three different roles in a project. Depending on the role, different management activites can be executed at [https://coldfront.xcatmn.urz.uni-heidelberg.de/ bwServices-Management]. These are described below. They include top level management of user access.


=== User ===
=== User ===
Users can...
* View project information
* ...view project information.
* Change their notification settings
* See allocations that they are a member of
* ...view allocations that they are a member of.

* See their status
* ...enable/disable notifications. Notifications regarding the Projects that they are (or will be) a member of can be:
** information that they were added to the project
** emails from one of the project's PMs
** information about a project being archived


=== Project Manager (PM) ===
=== Project Manager (PM) ===
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* ...add and remove Users from the project.
* ...add and remove Users from the project.
* ...add and remove Users from allocations.
* ...add and remove Users from allocations.
* ...change the roles of project members (User <-> PM).
* ...change the roles of Users on project and allocation level (Project: User <-> PM; SV: None <-> Guest).

* ...enable/disable notifications for other Users.
* ...always receive email notifications.
* ...write an email to all Project Users.

* ...request new allocations.
* ...request new allocations.
* ...change project attributes.
* ...add publications.
* ...extend project lifetime.
* ...extend allocation lifetime.

==== Yearly Project Extension ====

Once a year the PI or a PM in the project needs to apply for a lifetime extension. This is indicated by the label "Project Review". Please update your project information first before applying for the extension. Especially, update the list of publications for which the allocated resources (e.g. SDS@hd) were used.


=== Principal Investigator (PI) ===
=== Principal Investigator (PI) ===
A PI is automatically a PM as well.
A PI is automatically a PM as well. -> Mentions of 'PM' always include the PI.
Additionally to the abilities of a PM, the PI...
Additionally to the abilities of a PM, the PI...
* ...is responsible for the whole project. This includes all allocations, independently of who requested them.
* ...is automatically a member of every allocation.
* ...is automatically a member of every allocation.
* ...can archive (~delete) the project.

==== Archiving a Project ====
Caution: Same as '''deleting''' all allocations!
For project owners there is a button for archiving the project in the upper right part of the project page. Archiving means that the status of the allocations changes to "expired" and thedeprovisioning process starts. The project with its description will be deprovisioned some time after all allocations are removed.


== Roles in a SV ==
== Roles in a SV ==
Line 119: Line 72:


=== All SV Users ===
=== All SV Users ===
At [https://coldfront.xcatmn.urz.uni-heidelberg.de/ bwServices Management] they can...
At [https://coldfront.xcatmn.urz.uni-heidelberg.de/ bwServices-Management] they can...
* ...view their role in the SV. If no Role column is shown, there are no users with a Guest role in the SV.
* ...view their role in the SV. If no Role column is shown, there are no users with a Guest role in the SV.
* ...view the status of the SV (active/expired, end date)
* ...view the status of the SV (active/expired, end date)
Notifications regarding the SVs that they are a member of can be:
** information about having been added to an allocation
** information about accepted or denied change requests (without the concrete content of the request)
** information about an allocation being activated or denied


=== Guests ===
=== Guests ===
PMs can add the "Guest" role to a user in the SV by going to the users list of the allocation and clicking the pencil button in the last column of the user's row. This leads to the details of the user where the role can be changed.
same as before...
As soon as the first user is defined as Guest via bwServices-Management, a "guest" folder is created in the SV. A Guest can see but not access content in the SV root. They can only work within the "guest" folder. For more information see [[#Guest_Folder | Guest Folder]].
'''Caution:''' When adding new guests to the Project and afterwards to the SV, make sure to directly change their role in the SV from the default to "Guest". Otherwise they have full access first.


=== Adjust SV Attributes ===
=== PMs ===
PMs in the project can...
* ...manage the SV as mentioned in their role description.
* ...adjust SV attributes via change request. Previous change requests can be viewed.
* ...extend the SV lifetime.
* ...request the deletion of the SV.

==== Adjust SV Attributes ====


To change the properties of your SV, you can hand in a Change Request.
To change the properties of your SV, you can hand in a Change Request.
Line 135: Line 101:
Please consider raising funds for the usage and further operation of the SDS@hd service. We will gladly support you with this.
Please consider raising funds for the usage and further operation of the SDS@hd service. We will gladly support you with this.


== Yearly Project Extension ==
==== Yearly SV Extension ====


Once a year the PI or a PM in the project needs to apply for a lifetime extension. As part of the application, you will be asked to inform us of publications for which the allocated resources (e.g. SDS@hd) were used.
Once a year a PM in the SV needs to apply for a lifetime extension of the storage project. This is indicated by the label "Allocation Renewal". As long as SDS@hd is used appropriately, an extension will be granted.
Warning: You have to apply for the extension in the given timeframe. When you're too late, you have to contact the sds-support to get the extension. SVs that don't get extended, are going to be deleted by us, see [[#SV_Deprovisioning | SV Deprovisioning]]. Before the deletion, the PI is informed via email.


== Yearly SV Extension ==
==== SV Deprovisioning ====
The deprovisioning is initiated in the following cases:
* The SV is not extended.
* The Project was archived.
* A PM that is a member of the SV asks via Change Request (comment in the description field) for a deletion of the SV.


The deprovisioning basically contains the following steps:
Once a year a PM in the SV needs to apply for a lifetime extension of the storage project. As long as SDS@hd is used appropriately, an extension will be granted.
* The access of the SV-group to the SV is blocked. The access to any data that is saved within the SV is not possible anymore.
Warning: You have to apply for the extension in the given timeframe. When you're too late, you have to contact the sds-support to get the extension. SVs that don't get extended, are going to be deleted by us. Before the deletion, the PI is informed via email.
* After a specific period of time all data in the SV gets permanently deleted.

== Archiving a Project ==
Caution: Same as '''deleting''' all allocations!
For project owners there is a button for archiving the project in the upper right part of the project page. Archiving means that the deprovisioning of the allocations starts. The project with its description will be deprovisioned some time after all allocations are removed.


== FAQ ==
== FAQ ==


* Is there a Test-SV to do technical tests?
*: Yes, there is a Test-SV for this purpose. You can write to the support to get invited. Please keep in mind that data gets regularly deleted and users may be removed after some time.
* How can I remove myself from an allocation or project?
* How can I remove myself from an allocation or project?
*: This is not possible. You must ask a PM to remove you.
*: This is not possible. You must ask a PM to remove you.
Line 156: Line 126:
* My project or my allocation ist expired. How can I prolong it?
* My project or my allocation ist expired. How can I prolong it?
*: Please [mailto:sds-hd-support@urz.uni-heidelberg.de submit a Ticket]
*: Please [mailto:sds-hd-support@urz.uni-heidelberg.de submit a Ticket]
* How can the PI of a project be changed?
*: This is currently not possible but will be possible in the future.
* I changed a user's role in bwServices-Management but the user still has the previous access rights.
*: After 30 minutes the adjustment should be synced to all systems. If not, it helps when the member with the role change logs in to bwServices once to trigger an automatic update and then waits for 30 minutes.

Latest revision as of 19:45, 24 August 2026

bwServices-Management

In bwServices-Management the top level entity is a project. On this page 'project' always refers to this bwServices-project. Every bwIDM member with employee status can create a project by going to the Projects page (Home -> Projects) and then clicking on the "Add a project" button. A project can have multiple users. For specifics regarding the different roles in a project see the Roles section.

The start page lists recent projects and allocations. The titles link to the complete lists.

Adding users to a project:

  1. On the project's page either the button on the top or next to the users list can be used for adding users.
  2. There are two ways to add new project members:
    • Option 1: To invite someone that already logged in to the bwServices-Management page once, they can be found...
      • ... via their user id. A list of ids can be provided in the search field.
      • ... by providing (a part of) the name and searching "All Fields".
    • Option 2: Alternatively, an invite link can be sent by providing the email address. The email address for sending the invite doesn't need to be the address that is later on used for their account on bwServices-Management. When a user clicks on the invite link they have to login to bwServices-Management. Afterwards, they are a part of the project with the account that they logged in with.
  3. Before adding the person or submitting the invite, the role of the new project member should be adjusted if needed. Available roles are "User" or "Manager".
  4. The added person gets an email notification regarding their new project membership.

A project can have multiple allocations. Having an allocation means that you can allocate a resource like SDS@hd for your project. An allocation comes with its own form to fill in and its own terms to agree to. You can find detailed instructions under Registration/Apply for new SV.

Adding users to an allocation:

An allocation can have multiple users. The users can be chosen from the list of project members.

Here is an overview of the most important pages and what you can find there:

bwServices-Management Page Overview

Roles in a Project

There are three different roles in a project. Depending on the role, different management activites can be executed at bwServices-Management. These are described below. They include top level management of user access.

User

Users can...

  • ...view project information.
  • ...view allocations that they are a member of.
  • ...enable/disable notifications. Notifications regarding the Projects that they are (or will be) a member of can be:
    • information that they were added to the project
    • emails from one of the project's PMs
    • information about a project being archived

Project Manager (PM)

Additionally to the abilities of a User, a PM can...

  • ...add and remove Users from the project.
  • ...add and remove Users from allocations.
  • ...change the roles of Users on project and allocation level (Project: User <-> PM; SV: None <-> Guest).
  • ...enable/disable notifications for other Users.
  • ...always receive email notifications.
  • ...write an email to all Project Users.
  • ...request new allocations.
  • ...change project attributes.
  • ...add publications.
  • ...extend project lifetime.
  • ...extend allocation lifetime.

Yearly Project Extension

Once a year the PI or a PM in the project needs to apply for a lifetime extension. This is indicated by the label "Project Review". Please update your project information first before applying for the extension. Especially, update the list of publications for which the allocated resources (e.g. SDS@hd) were used.

Principal Investigator (PI)

A PI is automatically a PM as well. -> Mentions of 'PM' always include the PI. Additionally to the abilities of a PM, the PI...

  • ...is responsible for the whole project. This includes all allocations, independently of who requested them.
  • ...is automatically a member of every allocation.
  • ...can archive (~delete) the project.

Archiving a Project

Caution: Same as deleting all allocations! For project owners there is a button for archiving the project in the upper right part of the project page. Archiving means that the status of the allocations changes to "expired" and thedeprovisioning process starts. The project with its description will be deprovisioned some time after all allocations are removed.

Roles in a SV

The SV users keep their project roles (PI/PM/User). Additionally, they can hold the Guest role in an SV. The roles within the context of an SV are described below.

All SV Users

At bwServices-Management they can...

  • ...view their role in the SV. If no Role column is shown, there are no users with a Guest role in the SV.
  • ...view the status of the SV (active/expired, end date)

Notifications regarding the SVs that they are a member of can be:

    • information about having been added to an allocation
    • information about accepted or denied change requests (without the concrete content of the request)
    • information about an allocation being activated or denied

Guests

PMs can add the "Guest" role to a user in the SV by going to the users list of the allocation and clicking the pencil button in the last column of the user's row. This leads to the details of the user where the role can be changed. As soon as the first user is defined as Guest via bwServices-Management, a "guest" folder is created in the SV. A Guest can see but not access content in the SV root. They can only work within the "guest" folder. For more information see Guest Folder. Caution: When adding new guests to the Project and afterwards to the SV, make sure to directly change their role in the SV from the default to "Guest". Otherwise they have full access first.

PMs

PMs in the project can...

  • ...manage the SV as mentioned in their role description.
  • ...adjust SV attributes via change request. Previous change requests can be viewed.
  • ...extend the SV lifetime.
  • ...request the deletion of the SV.

Adjust SV Attributes

To change the properties of your SV, you can hand in a Change Request. When you request a quota expansion for your SV at the SDS@hd service in order to store hot scientific data, we kindly ask you to answer the questions in the justification textfield for reasoning the extension.

Please also consider the following remarks: Upon increasing storage capacities, there will also be a need for further activities in the reporting from your side, e.g. by pointing out the usage of SDS@hd in scientific publications to us. More information about this can be found here: https://wiki.bwhpc.de/e/SDS@hd/Acknowledgement Please consider raising funds for the usage and further operation of the SDS@hd service. We will gladly support you with this.

Yearly SV Extension

Once a year a PM in the SV needs to apply for a lifetime extension of the storage project. This is indicated by the label "Allocation Renewal". As long as SDS@hd is used appropriately, an extension will be granted. Warning: You have to apply for the extension in the given timeframe. When you're too late, you have to contact the sds-support to get the extension. SVs that don't get extended, are going to be deleted by us, see SV Deprovisioning. Before the deletion, the PI is informed via email.

SV Deprovisioning

The deprovisioning is initiated in the following cases:

  • The SV is not extended.
  • The Project was archived.
  • A PM that is a member of the SV asks via Change Request (comment in the description field) for a deletion of the SV.

The deprovisioning basically contains the following steps:

  • The access of the SV-group to the SV is blocked. The access to any data that is saved within the SV is not possible anymore.
  • After a specific period of time all data in the SV gets permanently deleted.

FAQ

  • Is there a Test-SV to do technical tests?
    Yes, there is a Test-SV for this purpose. You can write to the support to get invited. Please keep in mind that data gets regularly deleted and users may be removed after some time.
  • How can I remove myself from an allocation or project?
    This is not possible. You must ask a PM to remove you.
  • How can I deactivate Users?
    Users can't be deactivated. They can only be removed from allocations or projects.
  • My project or my allocation ist expired. How can I prolong it?
    Please submit a Ticket
  • How can the PI of a project be changed?
    This is currently not possible but will be possible in the future.
  • I changed a user's role in bwServices-Management but the user still has the previous access rights.
    After 30 minutes the adjustment should be synced to all systems. If not, it helps when the member with the role change logs in to bwServices once to trigger an automatic update and then waits for 30 minutes.
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