BP Logix Data Access Request Form Information
This document outlines the new process of applying for (and approving) access to UWM data tools and data sources using the new Data Access Request form in the BP Logix Process Director environment. The approval steps remain the same as in the previous process, but there are a few changes from the previous method:
Data Access Requests
This document outlines the new process of applying for (and
approving) access to UWM data tools and data sources using the new Data Access
Request form in the BP Logix Process Director environment. The approval steps
remain the same as in the previous process, but there are a few changes from
the previous method:
·
You will only choose one system/group per request;
·
Approvers can now "clarify" requests
to obtain additional information before acting on a request;
·
New questions for supervisors about the need for
the requested access and the support provided;
·
Notifications are sent immediately after
previous actions are completed – not at set times each day.
How to Submit an Access Request
First, open the Data Access Request Form at http://www.uwm.edu/dar
The final step is to read and accept the Acceptable Use
statement at the bottom of the page. Note that specific data systems and/or
groups may have additional statements which you must acknowledge and agree to
before submitting authorization requests. When you've accepted the agreement,
click the Submit button to start the approval workflow.
The number of stages in the approval workflow is dependent
on the type of access requested. When your request is approved or denied,
you'll receive an email with more information.
Approving an Access Request
When you've been assigned an approval task, you'll receive
an email from UWM eWorkflow Process Director (uwm-ewkflowprocdir@uwm.edu) with
more information about the request and a link to the workflow form:
After answering these questions, use one of the three
buttons at the bottom of the form to Approve, Deny, or Clarify
the request.
The Clarify action is a new feature which allows approvers
to seek more information before approving or denying a request. Clicking this
button will return the form to the submitter – if you choose this option, you
should include a statement or question in the Clarification Notes/Additional
Comments section to prompt your employee for the information you are
seeking.
Post-Supervisory Approval
The approval activities in steps after the supervisor are largely
the same as those shown above, though the supervisor's answers are now included
in the notification email and on the form itself. There are a few major changes
with these workflow steps – the biggest change is in the action section at the
bottom of the request:
As before, you have the option to Approve, Deny, or Clarify
the request.
However, with the Workflow Step for Clarify dropdown
menu you can choose to send the form directly to a specific stage of the
workflow (including back to the submitter) for more information. Along with
this dropdown, you can check the Return to me after clarification box to
have the form return directly to you when this information is provided – if
this option is not selected, the form will need to be approved again at
each workflow stage before returning to you.
Workflow History
When each request is submitted, a "routing slip"
object is created at the bottom of the form which displays the history of all
actions associated with a form, and the current workflow step and assignees:
You'll notice that my comment from the supervisor step above
is included with my approval action on that step. Be aware that the information
in this object will be visible to anyone in the workflow, including the
submitter.
Searching for Access Requests
The final change between the supervisor and later stages of
approval is the ability to filter and search through past approval requests
with the Search Existing Requests link at the top of the form:
To view the details of a request, simply click the Name of
the form to bring up the form and workflow details.
Revoking Completed Requests
On approved forms, you will also see another option at the
top of the form to revoke the access request:
This form will need to be submitted, and then approved and acted on by the security and system administrators for that data source or tool.
Questions about this guide or the data access request
process can be directed to edm-team@uwm.edu.