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UAccess Comprehensive Review Access Review Tool
Table of Contents 1. Overview ............................................................................................................................................................................ 1
2. Mark User Access For Removal .......................................................................................................................................... 4
3. Mark User Access To Keep ................................................................................................................................................. 7
4. How to Delegate a User to another Reviewer ................................................................................................................... 9
5. What to do if you have been Delegated a User to Review .............................................................................................. 11
1. Overview The Access Review Tool (ART) has been developed to greatly simplify the user access review. This tool will be used by Data Stewards and APLs. The features of the tool are as follows:
• View and review user access within your subject area and/or user access that has been delegated to you • Pulls live data; is always current • Indicate user access to keep or remove • Delegate review responsibility to someone else • Save the review to submit at a later time • Export results to Excel, CSV or PDF, or print • APT requests are automatically generated when roles are selected to be removed when you ‘Submit’
1. Please click the link to access the tool: https://art.uaccess-aws2.arizona.edu/
If you have reviews assigned to you, the list of roles will appear upon sign in. Otherwise a message will appear on the screen informing you that you don’t have any users or roles to review at this time. The EAST group will provide notifications separately when a Delegation has been assigned.
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Upon Log in, you will see a listing of the user role reviews you have been assigned.
• Each column is sortable • Search box allows for searching in any column • “Review users” button takes you to the page that lists all users with that role for review • Column headings:
o Role = Technical role name o Responsible = Assigned reviewer o Date submitted = Displays date when review is complete o User count = Number of users who have that role
2. Click the Review users button on the row for the role you wish to review.
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3. The next page contains the following features:
1 – Back to first page (Role Selection) 2 – Functional role name 3 – Technical role name and description 4 – Action buttons 5 – Search box 6 – Filter list 7 – Selection column
8 – Last time user logged into the Employee System 9 – If the date is blank or the date is older than 180 days the whole row will be highlighted indicating that user should be reviewed carefully
10 – Options to print, copy or create your own spreadsheet 11 – Next page of users to review
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2. Mark User Access for Removal
1. Select the users you wish to mark for removal by checking the box in the selection column and click the “Mark for removal” button.
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The rows you just marked for removal now have the chosen action and your NetID in the “Action” column.
If you did not selected an APL, the Action will remain “none”.
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3. Mark User Access To Keep
1. To keep the existing user access, select the users you wish to mark to keep by checking the box in the first column and click the “Mark to keep” button.
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Notice: Rows now have the chosen action and your NetID in the “Action” column. Once all roles have been reviewed and marked for removal or keep, click the Submit button to complete the review. The Submit button is inactive untill all rows have either a Keep or Remove action selected.
Once you “Submit”, you will be returned to the first page of the tool.
The reviewed role is now “Locked for review”, the date submitted field is populated, and no further action can be taken for that role.
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4. How to Delegate a User to another Reviewer 1. Select the user you wish to delegate and click the “Delegate users” button.
Select the APL and click the “Delegate users” button.
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Note the “delegated to” information in the “Action” column. Complete the review. Notice the “Submit” button is not yet clickable. This is because the “delegated-to” Reviewer has to complete the review of that user before submit is possible.
Click “Back to Role Selection”. The additional reviewer is now listed in the “Responsible” column.
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5. What to do if you have been Delegated a User to Review
1. Login to ART at https://art.uaccess-aws2.arizona.edu/. The role(s) which have been delegated will appear.
Select the user, then click “Mark to keep” or “Mark for removal”.
Important Note: Once all of the roles/users assigned for your review are complete, you will be automatically logged out of ART. The update is posted back to the original Data steward.
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If you are the original Data Steward, your user list will be set for you to submit. Note: Only your name appears in the “Responsible” column.
Note, the “Action” shows that user has been “Marked to keep” or “Marked for removal” by the delegated-to Reviewer and the “Submit” button is clickable.
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The role is now locked for review. You can proceed to the next role on your list.
An APT request is automatically generated for users who were marked for removal. As an APL you may be assigned one or more APT removal tasks. There is an identifier within the task to inform you that the source of the request is the ART process. It is located in the Requestor section of the Extra Info line:
EXTRA INFO
Access to this role is being removed via the Access Review Tool, as part of routine maintenance. If you believe this is in error please contact the requestor.
For assistance with the access review process, please contact EAST at [email protected] or 621-4214.
