How-To: Shares Access Form

Prerequisite: The applicant must have an ADMNET account for permissions to granted. This request can be submitted with an ADMNET Account Creation Request concurrently, but the shares permissions are contingent on the availability of an ADMNET account. The ADMNET Account Requet form can be found at “forms.oakland.edu ” under “A”.

  1. Please go to “forms.oakland.edu”
  2. Scroll down to the “S” section and select ‘Shares Access - General’

  3. Fill out the contact information required. If the email box is filled out first with the correct notation (e.g. [email protected] ) the rest of the fields will be filled.

  4. Add which shares access is being requested for. For each share:
    • Select the action to be taken: ‘Add’ will request access, ‘Remove’ will delete access
    • Name of share: The typical notation is ‘\\server\*share name*
    • For example: \\shares\advising for the advising share or \\sharecrypt\UGADATA for the encrypted UGADATA share.
    • If you are unsure of the server just put down the share name (advising). UTS may reply for verification if there are shares with similar names.
    • Check which type of permission is requested. “Read Only” means that the files will be able to be viewed but not saved to the share. “Read/Write” allows files to be viewed AND saved to the drive. New files can also be added to the drive with “Read/Write” access.
    • Repeat for as many shares are being requested.
    • As shown in the screenshot below the request is to “Add” the share “\\shares\advising” for “Read/Write” access

      addshare.png

  5. Add a comment on why the access is being requested. Something as simple as “Student Employee needs access to finance share for new position in Finance” is acceptable.
  6. The next step is to read the “Terms of Use” and check what kind of data is being accessed. As a rule of thumb, if the share is located on “\\Shares” then there should not be HIPPA, PCI or PII information on it.
  7. Once the “Terms of Use” are created the applicant, and only the applicant, MUST check the box that says “I CERTIFY TO THE ABOVE STATEMENTS”. If the box is not checked by the applicant then UTS will deny the request or route the form accordingly. Unfortunately, students cannot have Forms routed to them. For the box to be checked, the student MUST start the form, from the beginning of this guide, and agree to the terms themselves before passing it on. As shown below the “Terms of Use” have been accepted by “Eric J. Greco”. “Yes” is also marked for question 7.

    • sharestermsofuse.png

  8. The Primary Data Module is used as a guide for internal controls. If none of the options are relevant to the requested share(s) then follow the instructions and route the form in the next step.

  9. Route the form. The usual path is applicant -> supervisor -> Share DataSteward/Manager -> UTS. Input the email of address of the correct recipient and click “check email”. If the email is valid the recipient’s information will show.

  10. When all information is added, “Terms of Use” is agreed upon and recipients added then the “Submit” button can be clicked. The form will be passed along to the above route. Once it arrives at UTS, they will review the form for all necessary information and approvals and grant permissions.

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