Workflow Modeling: 1Password

[glenflorendo]

Dependency

Finishing with each issue

Overview

We need to model the 1Password management workflows, so that we can automate and/or train new people to do them.

Action Items

• [x] Name all of the known workflows in this tool
• [x] Make appointment with member of admin team who is currently performing function
• [x] Record workflow demos
• [x] Send admin assignee the link to the recording
• [x] Upload recording to Google Drive
  • [x] Notify Bonnie to remove file to free up her Zoom account space
• [ ] Attach link to issue
• [ ] Turn video transcript into step-by-step process confirmation
• [ ] Perform feasibility analysis to determine if automation possible, considering technology, time, and cost
• [ ] Depending on feasibility:
  • [ ] Make automation
  • [ ] Make a guide

Resources/Instructions

How to make a guide

• Template for creating guides - WIP
  • UI/UX for Guides

Content for this guide

• Permissions and rights (from 1Password)
  • Users
  • Admins
  • Owners
• Workflows:
  • Add Team Members to 1Password Account ⏺️ 🎉
    • Next Steps:
    • [x] Bonnie invites Camille
    • [x] Camille will test out instructions and leave comments in the google doc.
    • [x] Create issue for guide
    • Add Team Member to a 1Password Vault ⏺️ at 6:12 mark 🎉
    • Next Steps:
    • [x] Bonnie invites Camille
    • [x] Camille will test out instructions and leave comments in the google doc.
    • [x] Create issue for guide
  • 1 password for non-profits renewal process ⏺️ at 10:37 mark
  • Determine their permission level and set
  • Removing Team Members from a 1Password Vault ✏️ ⏺️ 🎉
    • Next Steps:
    • [X] Bonnie invites Camille
    • [X] Camille will test out instructions and leave comments in the google doc.
    • [X] Create issue for guide
  • Add Administrators to 1Password Account 🎉
    • Next Steps:
      • [x] Bonnie add Camille to Admins
      • [x] Camille checks to see if the guide is accurate and makes notes if its not.
      • [x] Create issue for guide
  • Adding Owners to the 1Password Account
  • Creating a new vault ✏️ ⏺️ 🎉
  • [x] Create issue for guide
  • Adding a logo to a 1Password Vault ✏️ ⏺️ 🎉
    • [x] Create issue for guide hackforla/knowledgebase-content#112
      • 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 - Step 2✏️ ⏺️
    • [ ] Create issue for guide hackforla/UI-UX#28

Decisions

• 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)
• 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/

Legend 📁 = Folder ✏️= Transcription ⏺️ = Recording 📝 = Writeup 🎉= Guide

Where to store things Google Shared Drive - 1Password recordings folder Draft Guide

Prior issue on creating a guide for 1password https://github.com/hackforla/website/issues/701

[glenflorendo]

Bonnie and Micah met on Wednesday, June 23⋅10:00 – 10:30am.

[glenflorendo]

@kcoronel confirmed with me that she worked with Bonnie on the 1Password workflows.

[ExperimentsInHonesty]

@kcoronel please add the link where you uploaded the file to the google drive and also provide an update on your progress on this issue

1. Progress
2. Blockers
3. Availability
4. ETA

[kcoronel]

Transcript Removing People from Vault Transcription from meeting with Bonnie on 7/13 click on vaults and I'm looking for this specific vault I want to remove someone one from. So we will use ballotnav find the person in the list, click on view and edit the little gear next to their name, and then I'm going to say removed from vault. 17:50:20 And then, it removes vault access (they haven't been removed from the organization) that was another choice if I go to, let's say, Maya, and I click on that, I can, I can view items I could take that away I could take away allow editing, so they might be 17:50:36 able to view but they couldn't get it right, I can we can change, we can change different kinds of access.

[ExperimentsInHonesty]

Recording has been made of creating a new vault. Bonnie will need to upload

[kcoronel]

Edited Transcript of Creating New Vault Log into one password. go to vaults create a new vault. And we're going to call this test vault. In the description I'll write I'm making tutorials, making tutorials guides, etc. Owners seems to be pre checked but you can't uncheck it, because the owners get access to everything. administrators is uncheckable. I would use this if I was making a private vault for owners to save, we click 'Create Vault' Option change: change icon by hitting the plus sign and it lets you add a, your own icon for it. (you need to have your project icon, on your computer deleting the vault (make into workflow) Travel Mode (made into workflow later) turn on to keep this vault on devices during travel.

[kcoronel]

Things to get done: Clean up the issue re: recordings and transcripts Permissions for 1Password How do we determine our own permission

[ExperimentsInHonesty]

@kcoronel I know we were not able to meet on Saturday.
Please provide update

1. Progress
2. Blockers
3. Availability
4. ETA

[ExperimentsInHonesty]

@kcoronel I know we were not able to meet the last two Saturdays Please provide update

1. Progress
2. Blockers
3. Availability
4. ETA

[kcoronel]

@ExperimentsInHonesty

1. Progress - edited transcript
2. Blockers - need to determine I have organized videos with transcripts
3. Availability - I am available to meet on Saturday at 9:30
4. ETA - I will add two workflows to guide and present for review on Saturday

Discussion for our next meeting: What does the travel option in 1password mean? Do we add Travel Option to our workflow?

• [x] Teams adding their logos to their 1 vault password

[kcoronel]

Questions: At what point do we create project vaults? PM meeting, etc?

• [ ] Adding image to vault icon - need to record myself Deleting vault? - need to record myself

Things to research: (notes for myself) Travel option what happens when you forget pw/recover member accounts

[ExperimentsInHonesty]

Q1: What does the travel option in 1password mean? A1: https://support.1password.com/travel-mode/

Q2: Do we add Travel Option to our workflow?
A2: Not now

[ExperimentsInHonesty]

@karen to

• [x] Current todo are move the transcripts into text files and put in related folders for each process.
• [ ] Deleting vault? - need to record myself
• [x] Add new workflow to list above for recovering member accounts when they get locked out or forget pw

Questions: At what point do we create project vaults? PM meeting, etc?

[kcoronel]

• [x] Update guide with this example and create one for each of the workflows
• [x] Add recording of recovering member account

[kcoronel]

• [x] @ExperimentsInHonesty to review guides above
• @kcoronel
  • [ ] add guides to Guide Tracker
  • [ ] create remaining guides
  • [x] make sure each guide has its own folder in the directory you are storing it in
  • [x] update Guide: Add Team Members to 1Password Account to
    • [x] replace header by making a new one using this template and save it into the folder you have created
    • [x] review all the comments made by Camilla
    • [x] review Bonnie's edits
    • [x] remake any issues where there is a yellow line, but its not needed to highlight a section of the screen shot. We use a black line around any screen shots (we do that in the doc).
    • [x] Inform Bonnie when the revisions are made.
  • [x] update Guide: Add Administrators to 1Password Account to
    • [x] replace header by making a new one using this template and save it into the folder you have created
    • [x] review all the comments made by Camilla
    • [x] review Bonnie's edits
    • [x] remake any issues where there is a yellow line, but its not needed to highlight a section of the screen shot. We use a black line around any screen shots (we do that in the doc).
    • [x] Inform Bonnie when the revisions are made.
  • [x] update Guide: Add Team Member to a 1Password Vault to
    • [x] replace header by making a new one using this template and save it into the folder you have created
    • [x] review Bonnie's edits
    • [x] remake any issues where there is a yellow line, but its not needed to highlight a section of the screen shot. We use a black line around any screen shots (we do that in the doc).
    • [x] Inform Bonnie when the revisions are made.
    • Camilla and I will need to review next week
  • [x] update Removing Team Members from a 1Password Vault to
    • [x] replace header by making a new one using this template and save it into the folder you have created
    • [x] review Bonnie's edits
    • [x] remake any issues where there is a yellow line, but its not needed to highlight a section of the screen shot. We use a black line around any screen shots (we do that in the doc).
    • [x] Inform Bonnie when the revisions are made.

[ExperimentsInHonesty]

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]

We will need to make a separate issue for each guide, so that its easier for the guide team to track it.

[kcoronel]

@ExperimentsInHonesty to create a template for issue for each guide @kcoronel to add one more checkbox to comment above

[kcoronel]

Need to record with Bonnie: Adding Owners to the 1Password Account

@ExperimentsInHonesty I made revisions for the following, list of edits in comment above: Guide: Add Team Members to 1Password Account Guide: Add Administrators to 1Password Account Guide: Add Team Member to a 1Password Vault Removing Team Members from a 1Password Vault

New: Create a New Vault Add a logo

[kcoronel]

Next Steps from 10/2 Meeting:

• [x] Karen to create an epic issue for 1Password using Make a template for guide creation
• [x] Karen to create guide issue for 1Password Make a template for guide creation
• [x] Karen to annotate any edits for next meeting

[kcoronel]

@ExperimentsInHonesty questions below for our next meeting on 10/30

Need to do: Record "Adding Owners to the 1Password Account"

Questions so far:

1. How to check off this comment when this was not part of my own guide creation process [Turn video transcript into step-by-step process confirmation]
2. Folders and Guides - is this correct? Was probably the hardest section to complete
3. Location of Draft Guides section is unclear to me so left it as is for issues
4. Formatting in guides - italicizing names of actions re: vaults would need to update on all guides
5. Do we want a guide for 1 password for non-profits renewal process?
6. Discuss - Determine their permission level and set recording

[ExperimentsInHonesty]

• [x] check the new guide issue template and make sure it has instructions to add it to the guide tracker.
• [x] check this comment for anything that still needs to be done https://github.com/hackforla/admin/issues/6#issuecomment-945338720 - All these questions have been answers
• [x] Close this issue with the note that this issue has been replaced by issue hackforla/UI-UX#21

[ExperimentsInHonesty]

This issue has been closed and the epic label removed because its got replaced when we made issue hackforla/UI-UX#21