Workflow Modeling: 1Password (Epic Issue)

[kcoronel]

Overview

We need to model the workflows of 1Password so that we can create guide making issues.

Action Items

• [x] Setup Items
  • [x] Check to see if there is a label, and if not create a label for [name of technology] (e.g., 1password, GithHub, Google Drive)
  • [x] Create folder for guides
  • [x] Create folder for recordings
• [x] Setup complete
  • [x] remove label: "Status: Setup Epic" add label "Status: Make Appt"
• [x] Make appointment with member of admin team who is currently performing function (see resources).
  • [x] remove label: "Status: Make Appt" add label "Status: Recording Tool Overview"
• [x] Upload recording and transcripts to its folder.
  • [x] remove label: "Status: Upload Overview" and add label "Status: Identify Workflows"
• [x] create a list of workflows that will not need guides at this time and define the reason why (decision record).
• [x] create a list of all workflows that will need guides.
• [ ] create folders inside the guides and recordings folders for each workflow
  • [ ] remove label: "Status: Identify workflows - Admin" and add label: "Status: Create Issues from Epic"
  • [ ] create issues for each workflow (using the guides creation template).
    • [ ] remove label: "Status: Create Issues from Epic" add label: "Status: Monitor Epic" and move to Start Here column
• [ ] once each guide issue is complete and the guide is done, put a link to it in the Guides list below
• [ ] ~Add this epics label to the tracker.~ - on hold for now

Resources

• Admin team member currently performing function: Bonnie Wolfe
• Template for creating guides - WIP
  • UI/UX for Guides

Folders

• Recordings & Transcripts

  • 📁Recordings general folder
  • 📁1Password recordings folder
  • Link to specific recording and transcript (add links to the emojis)
    • ⏺️ Add Team Members to 1Password Account Recording
    • ⏺️ Add Team Member to a 1Password Vault Recording at 6:12 mark
    • ⏺️ 1 Password for Non-Profits Renewal Process Recording at 10:37 mark
    • ⏺️ Determine Permission Level and Set Recording
    • ⏺️ Removing Team Members from a 1Password Vault Recording
    • ✏️ Removing Team Members from a 1Password Vault
    • Add Administrators to 1Password Account
    • Add Owners to the 1Password Account
    • ⏺️ Creating a New Vault Recording
    • ✏️ Creating a New Vault
    • ⏺️ Adding a logo to a 1Password Vault Recording
    • ✏️Adding a logo to a 1Password Vault
    • ⏺️ Recover Team Members 1Password Account in Case of Lockout ot Forgotten Password Recording - Step 1
    • ✏️Recover Team Members 1Password Account in Case of Lockout or Forgotten Password - Step 1
    • ⏺️ Recover Team Members 1Password Account in Case of Lockout or Forgotten Password Recording- Step 2
    • ✏️ Recover Team Members 1Password Account in Case of Lockout or Forgotten Password - Step 2
    • Access your 1Password Team Vault
    • Access a stored login
    • includes, how to copy username/pass, etc., how to use 2FA

• Guides

  • Guides general folder
  • Draft Guides

Legend

📁 = Folder ✏️= Transcription ⏺️ = Recording 📝 = "As-Is": Transcript edited down to steps (no pictures, no focus on writing instructions for others) 👷‍♀️ = Draft Guide Take the write up, put it in the Guide template and screen shots (or notes that screen shots are needed) and start working on the language. 🎉= Completed Guide

Workflows that need guides now

• Add Team Members to 1Password Account #22
• Add Team Member to a 1Password Vault #23
• 1 password for non-profits renewal process
• Determine their permission level and set, see also 1password
• Removing Team Members from a 1Password Vault #25
• Add Administrators to 1Password Account #26
• Add Owners to the 1Password Account #40
• Creating a new vault #27
• Adding a logo to a 1Password Vault #28
• Recover Team Members 1Password Account in Case of Lockout or Forgotten Password #29

Workflows that don't need guides now

Workflow A

Name of Workflow: Travel Option Decision Record:

• We are not going to make a tutorial for how to use the Travel Option right now, since we don't see an immediate need.
  • Travel Option details https://support.1password.com/travel-mode/
• Why we are not using 1Passwords tutorials 📁 ✏️ ⏺️
  • 1password tutorial instructions are
    • too brief, not enough screen shots and helping you get oriented
    • include options that we have already determined that we can't use (so reading them would cause confusion)

Workflow B

• Name of Workflow: You have been invited to 1Password (how to use it effectively)
• Decision Record: We do need this, but its not an urgent priority
• Assets
  • 1Password Slideshow Deck (WIP) - created for Internship summer 21
  • https://github.com/hackforla/admin/issues/30

Workflow BC

• Name of Workflow: How to use 1Password effectively as a PM
• Decision Record: We do need this, but its not an urgent priority
  • 1Password Slideshow Deck (WIP) - created for Internship summer 21
• https://github.com/hackforla/admin/issues/30

[ExperimentsInHonesty]

• [x] Fix all the 1password guides so they have the same format. See the following for changes

• We decided to change where it says How to use this Guide? to How to use this Guide Follow the steps listed below.

• We have to change to use the following convention

  Text or buttons that should be clicked/selected (e.g., Sign-In) Choose the Confirm button.

  Text that the user enters word-for-word (e.g., user is instructed to enter xyz into this field) Enter "/Remind" into the field

  Text that refers to something on the page Their name and email will appear in the Waiting to be Confirmed header.

• The following text in all the 1password guide files should be formatted as follows Head to 1password.com/ and click on Sign In on the top-right hand side. Choose the Hack for LA account. Sign in to the account using your credentials.

• Use the Search Vaults input box to find the appropriate project title. For this example, we will be using “Test Vault”. From the list returned, select the name of your project.

  • Check name of example in quotes before replacing

[kcoronel]

The above comment needs to be updated:

Original: Head to 1password.com/ and click on Sign In on the top-right hand side. Choose the Hack for LA account. Sign in to the account using your credentials.

Proposed: Head to 1password.com/ and choose Sign in.

Original: Use the Search Vaults input box to find the appropriate project title. For this example, we will be using “Test Vault”. From the list returned, select the name of your project.

Proposed:Use the Search Vaults input box to find the appropriate project title. From the list returned, select the name of your project. For this example, we will be using “100 Automations”.

[kcoronel]

Do I need to add all the guides as links under the guide folder? Yes, at the end, when guide is finalized

  -  🎉[Guide: Add Team Members to 1Password Account Recording](https://docs.google.com/document/d/1wTeCJyYOhDSs5PEOhqJJM2UCX3Nap_mCF1mw8CJEso8/edit?usp=sharing)
  - 🎉 [Guide: Add Team Member to a 1Password Vault Recording](https://docs.google.com/document/d/1Zcx8-_eKZ29zEpwmZhIB8ofhxFkuT9HQl1NKebvAFBo/edit?usp=sharing)
  - 🎉 [Guide: Removing Team Members from a 1Password Vault](https://docs.google.com/document/d/1TK7Y0tLsoeouhH-0fOgmPE2t5WjVD3VrRFSwitZJlhk/edit?usp=sharing)

STILL EDITING:

• 🎉Add Administrators to 1Password Account
• 🎉(https://docs.google.com/document/d/1zJSu8wDUMJG3yFV8ipsCFjtDQbZ7fds3--LZNAEPVj0/edit?usp=sharing)
• 🎉(https://docs.google.com/document/d/1Mg8jAcjJK83xO9c3g0VvB6B5RjpIzPB0W7W8Ozl4qkE/edit?usp=sharing)

[ExperimentsInHonesty]

Remaining steps to make this epic complete

• [ ] Make folders for the workflows with no issues yet
  • [ ] recording folders
  • [ ] guide folders
• [ ] once each guide issue is complete and the guide is done, put a link to it in the list above.

[ExperimentsInHonesty]

notes from 2021-12-18 meeting Edit guide template issue to include a note that says if its the first issue to get worked on in the epic series that you will need to make a template, after you finish writing the guide and copy that template link back into the epic and before starting this issue check the epic to start with the template

[ExperimentsInHonesty]

Note from Sept 5th The testing took 15 min per guide The editing took 2.75 hours for four guides + notes, however, much of it will be reusable in the other 1password guides

[ExperimentsInHonesty]

When all the 1password guides are done, lets consider publishing something here about it https://discourse.codeforamerica.org/t/managing-2fa-access-for-your-services-across-your-brigade-leadership-team/1225