Workspaces Releases Teams Users User Defined Fields Forms Workflows Rules

Setup flow (Administrators)

Most setup and administrative tasks are done in the Settings area of ALM Octane.

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

Access the workspace 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.

Data in ALM Octane is divided into separate areas within a larger environment. The separate areas are called Workspaces. The environment is called the Shared Space.

Note: The shared space defines site-level items, such as site users and API access to external applications and APIs. For details, see Manage spaces.

Shared space admins can create multiple workspaces to represent multiple projects, programs, or products managed on the same ALM Octane site.

Shared space admins can also create users, and assign users different roles within workspaces. They also assign workspace administrators for each workspace.

Workspace administrators can manage data inside their workspaces. This includes releases, teams, users, the backlog, application modules, tests, defects, and so on.

Workspace members can only access workspaces that they are assigned to. Data cannot be shared or viewed across workspaces, and users switch back and forth to view data in different workspaces. All users are automatically assigned basic access privileges within the default workspace. To learn more about users and their roles, see Set up users and roles.

In ALM Octane in the Settings, you manage workspaces in the Workspaces tab. Expand the workspace list and click Add Workspace or select your workspace.

For details on working with workspaces, see Create a workspace.

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Create releases

Workspace admin permissions are required.

To start your lifecycle management process, you create releases. Once you create these releases, you can plan the product backlog, release 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:

    • The teams that will work on this release

    • Sprints and milestones in the release

    • Each team's expected capacity per sprint, as well as the total capacity per sprint or for the whole release.

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 and who the members of this team are. Once you create teams, you and others can assign backlog items in ALM Octane to specific teams.

In addition, you should 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 the Teams tab, 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.

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

    • The releases on which the team will work

    • The team's expected velocity per sprint

    • Members to the team

For details, see Manage teams.

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Add users

Shared space admin or workspace admin permissions are required.

Add users on the site level, in the shared space, or for a 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.

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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.

In addition, if you want to define custom lists and list item orders for user defined fields, you can do this in the Lists tab of the workspace settings. For details, see Design forms

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 business 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.

  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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