3.3 Documents

Documents is used for centralized management of attachment files for use in operational work.

(Figure) Documents conceptual diagram

(Figure) Documents conceptual diagram (Figure) Documents conceptual diagram

Attachments are files that are attached to individual steps in a workflow, such as application forms for when a customer user makes an application from the service catalog when using the service, or reports summarizing the results of the execution of a service by the assigned agent for an operation.
These files are stored according to predefined file naming rules (Attachment) and distribution rules (Distribution).

How attachments are managed is determined by how you want to restrict access by groups and how you want to manage data by repository.

By separating into groups, it is possible to restrict access (control of what is in scope for reference); for example, allowing only group members to reference stored documents. Groups and repositories to which documents will be distributed must be created in advance. For more information on the procedure for creating groups, see “Groups”. To create a repository, follow the procedure shown below.

Be sure to first consult “Repository management” before you attempt to create a repository.
Next, change the repository settings. This change must be made by a user who has the Git Role “Maintainer” permission for the group to which the repository belongs. If you do not see the menu for changing created repositories or settings, read through “Groups” and enable the “Maintainer” permission in the Git Role settings.
The procedure for configuring repositories is shown below.

1. Access the Git URL "https://git.tenant name.ops-integration.com/".
2. Select the repository (project) that you wish to configure the settings for from "Your Projects".
3.Select [Settings] - [Repository] from the tree menu on the left.
4. Select "Expand" from the "Protected branches" row.
5. Change to "Developers + Maintainers" in the drop-down menu in the "Allowed to push" column of the "main (default)" row in the displayed table.

For the procedure to delete repositories, see “API reference overview” > “Details of API function and execution examples” > “Deleting the repository for registering YAML files (manifest.yaml)” in “JP1 Cloud Service/Operations Integration API Reference”.

Note that by defining groups and users in Ops I, the groups and group members in GitLab become automatically linked. In addition, the location where the attachment will be stored must have a Git Role with Developer or higher permissions with regard to the group to which the repository in question belongs.

(Figure) Access restrictions to documents by groups

(Figure) Access restrictions to documents by groups (Figure) Access restrictions to documents by groups

By separating repositories, data can be managed on a repository-by-repository basis.
For example, stored documents can be collectively backed up on a per-repository basis. Therefore, if you want to back up attachments for each customer or service, you can set the repository to a per-customer or a per-service basis. A conceptual diagram of document distribution destination sorting is shown below.

(Figure) Document distribution destination conceptual diagram

(Figure) Document distribution destination conceptual diagram (Figure) Document distribution destination conceptual diagram

The conceptual diagram below shows an example of where groups are set to a per-customer basis with one repository used for each customer.
Access can be restricted for each user, enabling backups and storage, etc., on a per-customer basis.

(Figure) Conceptual diagram showing an example of one repository per customer

(Figure) Conceptual diagram showing an example of one repository per customer (Figure) Conceptual diagram showing an example of one repository per customer

All operations can be performed with the same group and repository.
This can be used for single-system operations or for collective management operations using small-scale data management.
This is the default setting. The repository is stored in the “global” repository under the “global” group, with a fixed path of /dist.

(Figure) Conceptual diagram showing an example of where all operations are performed with the same group and repository

(Figure) Conceptual diagram showing an example of where all operations are performed with the same group and repository (Figure) Conceptual diagram showing an example of where all operations are performed with the same group and repository

“Document” consists of two tabs (① and ②), in which the items that can be operated and the required functions are found.

(Figure) Document window

(Figure) Document window (Figure) Document window

An outline of the functions that are provided in each tab is shown below.

(Table) Outline of the functions provided in “Documents”

Tab Description
① Container Can be used to manage documents, such as referencing attachments used in operations and newly registering/deleting documents.
② Distribution Can be used to change the definitions of document distribution rules for use in operations.


Section structure

3.3.1 Container
3.3.2 Distribution