Getting started with configuration

Admin permissions are required (workspace admin, shared space admin, and so on).

Before users can work effectively in the product, we recommend that admins create and configure the following:

  • Workspaces. First, create workspaces that represent your environment and are containers for all the items that define your environment.

  • Other items. For each workspace, set up your releases, teams, users, and so on. These items are the building blocks that help define how users work in ALM Octane.

  • Rules. After defining the items above, configure how the ALM Octane user interface works, and control the actions users can perform.

Log in to Settings

Admin permissions are required (workspace admin, shared space admin, and so on).

In the top banner, click Settings .

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Create workspaces

Shared space admin permissions are required.

To get started, in ALM Octane, in Settings , click Workspaces. Expand the workspace list and click Add Workspace.

For details, see Create a workspace.

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Create releases

Workspace admin permissions are required.

Once you create releases, users can plan their backlogs and assign backlog items to releases and sprints.

  1. In Settings , click Workspaces and select a workspace.

  2. In Releases, click + to add a release.

  3. Enter values for the release, such as name, start date, and sprint duration.

  4. Click Add & Edit to configure additional release data:

    Action Where? Comments
    Select the teams that will work on this release. Teams tab You can click a team's ID to open the team and edit its members, velocity, and so on.
    Add or edit sprints and milestones. Timeline tab  
    View each team's expected capacity per sprint, as well as the total capacity per sprint or for the whole release. Timeline tab  

For details, see Set up a release.

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Create teams

Workspace admin permissions are required.

Define the teams that will participate in the development process.

Once you create teams, users can assign backlog items in ALM Octane to specific teams.

Estimate a velocity at which a team is expected to work and assign teams to releases on which they will work. This determines the capacity of your release - how much functionality you can deliver, according to the release timeline and the teams working on it.

  1. In Settings , click Workspaces and select a workspace.

  2. In Teams, click + to add a team.

  3. Enter values for the team, such as name and estimated velocity, and select a team leader for this team.

    Tip: The expected velocity is the number of story points that you expect the team to deliver in each sprint.

  4. Click Add & Edit to configure additional team data:

    Action Where? Comments

    Select the releases this team will work on.

    Details tab You can click a team's ID to open the team and edit its members, velocity, and so on.
    Select Assign to new releases if you want this team to be assigned to all releases created from now on. Details tab  
    Define the team's expected velocity per sprint. Capacity tab  
    Assign members to the team. Select from the users defined in the shared space. Members tab

For details, see Manage teams.

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Add users

Site admin, shared space admin, or workspace admin permissions are required.

Add users at the site level, in the shared space, or for a particular workspace.

Tip: Define workspaces before creating users and assigning roles. For details, see Manage spaces.

  1. In Settings , depending on your permissions, click Shared Space, or Workspaces.

  2. In the Users tab, click + .

    Tip: Is the + disabled? This might be because your site is configured for LDAP. In this case, add users using your LDAP configuration tool. For details on managing LDAP users, see Set up LDAP authentication.

  3. Provide user information.

    On-premises:  This includes a new password for the user. The admin or the user may change the password later. Passwords must be at least 8 characters long, and contain at least one capital letter, one lower case letter, and one number or symbol. For details, see Change another user's password.

  4. In the Shared Space area, shared space admins can select roles to assign to the user by workspace.

    Workspace admins can select roles to assign to the user for the current workspace.

    To assign multiple roles, click Add role to assign.

  5. Click Add.

For details, see Set up users and roles.

Note: Within the relevant workspaces, assign users to teams. For details, see Manage teams.

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Create user-defined fields (UDFs)

Workspace admin permissions are required.

For every workspace item in ALM Octane, you can define rules, workflow phases, and forms. One of the admin's early tasks is to make sure these items are defined according to the site's needs. Customizing workspace items is essential to maximizing user productivity.

Add custom fields to suit the needs of your organization. For example, you might want to add a user-defined field (UDF) such as Documentation Status to see if corresponding documentation for a feature has been prepared. UDFs can be used wherever regular fields are used, such as when tagging, in forms, and so on.

  1. In Settings , click Workspaces and select a workspace.

  2. Click Entities.

  3. Select the entity (such as epic, user story, manual test) for which you want to create your own fields.

  4. Click User-defined Fields.

  5. Click + to add a field. Enter the label, name, and value type for the field.

For details on adding user-defined fields, see Define user-defined fields (UDFs).

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Create forms

Workspace admin permissions are required.

For every workspace item in ALM Octane, you can define rules, workflow phases, and forms. One of the admin's early tasks is to make sure these items are defined according to the site's needs. Customizing workspace items is essential to maximizing user productivity.

After creating a form, you can create rules that display that form.

Example:   Create forms for specific users (tester, project manager, developer), so those users only see the fields they need to see. For a user story, a project manager might be interested in Sprints and Story Points, but not need to see the Owner.

  1. In Settings , click Workspaces and select a workspace.

  2. Click Entities.

  3. Select the item (such as user story, manual test, epic, and so on) for which you want to create a form.

  4. Click Forms.

  5. Click + and give the new form a name. Click OK.

  6. Use the form editor to set how the form should look.

    To... Click...
    Add a section to the form
    1. Navigate to where the section should be inserted.

    2. Click .

    3. Name the section.

    Add fields to the form
    1. Select the section and navigate to where the fields should be inserted.

    2. Click .

    3. Select the fields, and click outside of the drop-down list.

    Delete sections or fields from the form
    1. Select the fields or sections to delete.

    2. Click X.

    Note: Fields are not actually deleted. They are just removed from the form.

    Reorder fields on the form
    1. Select the fields to move.

    2. Click one of the arrows to move the fields.

    Reserve more or less room on the form for a field
    1. Select the field to resize.

    2. Click Size and select either Regular or Full.

  7. Click Save.

For details, see Design forms.

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Create workflow phases

Workspace admin permissions are required.

For every workspace item in ALM Octane, you can define rules, workflow phases, and forms. One of the admin's early tasks is to make sure these items are defined according to the site's needs. Customizing workspace items is essential to maximizing user productivity.

You can define the logical workflow for each item. The workflow determines what statuses the item can advance through as it is created, completed, and so on.

Workflows have metaphases, phases, and transitions. You can customize phases and transitions.

  • Metaphase The logical status of an item. Each metaphase contains one phase or more.

  • Phase. The statuses of the item. A phase can be defined as the Start phase, which means it must be the first phase in the workflow.

  • Transition. The permitted directions in which the flow can advance to another phase. You can set transitions as primary transitions, which indicate the main path for the flow.

  1. In Settings, click Workspaces and select a workspace.

  2. Click Entities.

  3. Select the item (such as user story, manual test, epic, and so on) for which you want to change the workflow.

    Click Workflow. The current workflow for the item displays.

    Example:  

    This is a sample workflow for a user story. In this sample, a user story cannot go from New to Done, without first being set to In Progress and then In Testing. This is the primary flow.

  4. Use the workflow editor to modify the workflow for the item.

For details, see Set up workflow phases and transitions.

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Create rules

Workspace admin permissions are required.

For every workspace item in ALM Octane, you can define rules, workflow phases, and forms. One of the admin's early tasks is to make sure these items are defined according to the site's needs. Customizing workspace items is essential to maximizing user productivity.

Rules customize the ALM Octane user interface and control actions users can perform. The rules enable administrators to implement and enforce organizational, departmental, and group policies for the workspace. Rules perform these activities without explicit user intervention.

  1. In Settings , click Workspaces and select a workspace.

  2. Click Entities.

  3. Click Rules.

  4. Select the item (such as user story, manual test, epic, and so on) for which you want to create a rule.

  5. A rule has an action and a condition.

    • Action. What ALM Octane should do when a condition is met.

    • Condition. Under what circumstances ALM Octane should perform the action.

    Define the rule's condition and actions using the editor.

    Tip: As you type, auto-complete anticipates and presents the commands and field names you might want to specify.

For details, see Set up rules for workflow.

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