Set up users and roles

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

Roles are helpful for organizational management as well as security and data loss prevention.

A role in ALM Octane determines what actions a user may perform. Users cannot see or access areas for which they do not have permissions.

You can create users with REST API. See the REST API & SDK Developer Guide.

Roles and privilege inheritance

Within ALM Octane, roles inherit task privileges from other roles:

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What roles are available?

You can select from any of the following roles for users:

Role Descripton How to assign
On-premises: Site admin

The site admin configures the on-premises site-level settings in the Site Admin area.

These include: 

The site admin is created during installation. For details, see the ALM Octane Installation Guide.

Shared space admin

Shared space admins can access the shared space. The shared space admin works with the entire ALM Octane system.

Permissions include:

Shared space admins cannot enter specific workspaces unless they are assigned to them.

On-premises: At installation, ALM Octane assigns the shared space admin role to the user. The shared space admin password is also set at that time. This user is permanent, and the system creates it again if it is not found.

SaaS: When the first user logs in, ALM Octane assigns the shared space admin role to the user.

Workspace admin

Workspace admins have full access to the workspaces to which they are assigned.

Workspace admins can:

Shared space admins assign workspace admin roles in all workspaces.

DevOps admin

DevOps admins can manage CI servers and pipelines in ALM Octane, in their workspace.

DevOps admins can access the Settings area , but make changes only in the DevOps tab. This includes:

DevOps admins can also Populate your system with demo data related to CI server integration.

Shared space admins assign DevOps admin roles in all relevant workspaces.
SaaS: Synchronizer admin

Synchronizer admins can:

  • Access the Synchronizer Settings area.
  • Create and manage synchronizer links.
  • Schedule and run synchronizer tasks.
  • Monitor and troubleshoot synchronizer errors.
Shared space admins assign Synchronizer admin roles in all relevant workspaces.
Leader

Leaders can perform actions which enable them to manage projects, members, or workload.

Leaders can:

Leaders cannot access the Settings area.

Shared space admins assign leader roles in all workspaces.
Team member

Team members have the ability to work with and edit items that affect their work as part of the team.

Team members can:

Note: Delete permissions for these items are limited to items that the team member created.

  • View and filter information in the Pipelines module.

Team members cannot access the Settings area.

By default, ALM Octane assigns all users the team member role within the default workspace.

You can change this assignment when adding a new user.

Shared space admins assign team member roles in the other non-default workspaces.

Tester

Testers have less permissions in the system than team members. Their role is designed for testing purposes.

  • Testers can add, edit, and run tests, create defects from tests, assign covered content, and plan a regression suite.

    For details, see Testing.

  • Testers have full permissions in the Defect module, but can only delete their own defects.

  • Testers have View permissions in the Backlog, Team Backlog, Pipeline and Dashboard modules.

Testers cannot access the Settings area.

By default, ALM Octane assigns all users the team member role within the default workspace.

You can change this assignment when adding a new user.

Shared space admins assign team member roles in the other non-default workspaces.

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Add a user

Caution: Are you going to manage ALM Octane users using LDAP? If so, add users by exporting LDAP users into ALM Octane. You will no longer be using internal, native ALM Octane user management to add users. For details, see Set up LDAP authentication.

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.

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Activate or deactivate a user

Shared space admin or site admin permissions are required.

When deactivating users: 

  • Deactivated users are listed as users but cannot log in to ALM Octane.

  • You cannot assign work to a deactivated user.

  • You cannot send an email to a deactivated user.

  • Deactivated users still exist in ALM Octane. Any references to these users are retained. However, we recommend that, before you deactivate a user, you check what entities are assigned to the user, and update as necessary.

When reactivating a user, all existing settings for that user are reinstated.

The Status column in the grid shows you which users are activated and deactivated .

To activate or deactivate a user: 

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

  2. In the Users grid, select one or more users.

  3. In the toolbar, click either or to activate or deactivate the user(s).

  4. Click Yes to confirm.

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Assign or remove roles

Depending on your role, you can add and remove roles for existing users.

Note: Every ALM Octane user must be assigned at least one role in each workspace to which he/he is assigned.

Assign or unassign roles to existing users

You can assign and unassign roles at the shared space or workspace levels.

From the shared space: 

Shared space admin permissions are required.

  1. In Settings , click Shared Space.

  2. In the Users tab, click a row to select a user. Shift-click to select additional users.

  3. Click Assign to Roles/Workspaces or Unassign from Roles.

  4. Select the roles and workspaces that you want to assign or remove.

    • To add another role to the same user, click Add role to assign. You may assign roles to multiple workspaces for a single user.

    • To remove a role, click Unassign from Roles and select a role to unassign and the workspaces from which to remove the role.

      You cannot remove a user's last remaining role. Each user must be assigned to at least one role in each workspace to which he/she is assigned.

  5. Click Assign or Unassign.

Note: To see all of a user's roles and workspaces, click the user ID. You may also assign or unassign roles and workspaces in this view.

From the workspace: 

Workspace admin permissions are required.

  1. In Settings , select the workspace.

  2. In the Users tab, click a row to select a user. Shift-click to select additional users.

  3. Right-click and choose Bulk Update.

  4. Select the Roles field.

  5. Select the Roles to assign. If you want to unassign a role, make sure it is not selected.

  6. Decide if you want the changes to overwrite the existing roles.

    To unassign roles, you must choose Replace existing values.

  7. Click Update.

Assign the site admin role to existing users

Site admin permissions are required.

  1. In Settings , click Site Admin.

  2. In the Users tab, select a row to select a user who should also be a site admin.

  3. Select Yes in the SITE ADMIN column for that user.

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Map ALM Octane users to SCM users

Shared space admin permissions are required.

If you set up ALM Octane to integrate with a CI server that works with a Source Control Management (SCM) system, ALM Octane will track changes committed to SCM. For details, see Track changes committed to your Source Control Management system.

Identifying the users who commit SCM changes as ALM Octane users enables you to analyze the commit information using ALM Octane widgets, filters, and so on.

If the email address defined for an SCM user is identical to the one defined for an ALM Octane user, the users are mapped automatically when changes they commit are discovered.

Tip: Make sure that your SCM system is configured to share commit authors with your CI server. For example, in the Jenkins GIT plugin, set the option Use commit author in changelog .

Otherwise, you can map the users manually.

ALM Octane users can also map themselves to unmapped SCM users listed in Commits tabs. This does not require admin permissions. For details, see Use the Commits tab to track committed changes.

To map an ALM Octane user to an SCM user: 

  1. In Settings , click Shared Space.

  2. In the Users tab, click in the SCM users cell of a specific ALM Octane user.

    Do one of the following:

    • Select from the list of SCM users known to ALM Octane from previous commits.

    • Click Add New to add a new SCM user. Provide the SCM user's username and email address for identification.

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See also: