Term Ticket Processing

Owned by Shawn Richter
Apr 13, 2021
5 min read

  1. Review the parent term ticket and identify if the user’s supervisor is requesting the user’s C drive or Z Drive Data (in parrent ticket under the Documents tab should be a form that is filled out, an example is provided below)

 

Document archives that are requested will need to be backed up to the It Repository and then shared with the requestor. If no requests are made only backup the user data but don’t share it (more on that procedure later.)

a. Identify the name of the computer assigned to the user (e.g. CBU1234)

b. Locate the computer, possible locations could be: In their office, with HR, With Admin Assistant, or already with IT.

(The following can be done remotely or on the computer itself)

2. Once the computer is located, turn it on

3. use Remote Desktop Connection and remote to a server such as WDS or Lab1 to do the data transfer in (In the event your computer needs to restart this will allow transfer to keep happening and give you access to the user’s z-drive folder)

4. use UNC to navigate to user’s Profile on the computer. (\\cbu1234\c$\Users\jsmith)

a. Navigate to IT Repository folder IT_Repo (open up a separate explorer window and UNC to “\\itrepository\IT_Repo” sign in with AD credentials)

b. Create a folder using the user’s full name if one does not already exist

c. Create 2 folders inside User’s folder one for computer (From CBU1234) and one for the Z-Drive (From Z-Drive)

d. Drag files from User’s CBU computer to the IT Repot CBU folder (Omit the app data folder) and let it transfer, this may take several hours or even several days depending on the size.

e. In another file explore window, UNC to \\cifs\users and find the user folder pertaining to the user’s cbu account name

f. drag files in the cifs folder to the IT Repo Z-Drive folder and wait for transfer to complete

g. if no data exists in the cifs Z-Drive folder, leave a text file in the IT Repo Z-Drive folder stating: “No data found on {Insert todays date}” and leave your name on the next line.

5. Once all data has been transferred, Update Ticket and Proceed to next step

 

Deactivating Crash Plan account

Once all data has been archived in IT Repo the CrashPlan backup account will need to be deactivate as there is a finite amount of accounts available. Only do this step once the data has been properly archived as once the account is deactivated the backed up data there will no longer be available

 

  1. Open up a web browser and navigate to crashplan.com/console and sign in

  2. Click on Search Bar and Type in the name of the Term user

3. Select the User and then click on Action Gear in upper right of user’s profile and Select Deactivate from Drop down menu

4. Confirm deactivation, once done the backed up data is no longer accessible.

5. Update ticket. If Data share is needed move on to next step otherwise close ticket.

 

Sharing Data to department of Term Staff member

If requested in the Term document, the data in the IT Repo folder will need to be shared to that user. Follow these states

  1. Open a Web browser and type itrepository into the address bar, you might need to click advanced to continue through a security warning, the users you are sending this to may also need to do this if they ask.

  2. Sign into the ITRepository with AD credentials

3. Open up the File Station

4. Locate Folder for Term user and right click and choose Share from drop down menu

5. Choose Validity Period from Window

6. Click Set up Stop Time Box and then choose a date 3 months out (click month arrow 3 times) and then click Save. This will allow the documents to remain available for access for 3 months to the user you are sharing them with. This can be extended if need be.

7. In Share Window click the Enable Secure Sharing box and in the Share with DSM users type in CBU\”Shared user AD account” (e.g. CBU\srichter)

8. Highlight and Copy the Shared Link then click Save

9. Email link to user that you are sharing the information with. Feel free to use the follow template

 

“User” computer and Z-Drive files have been backed up and you can access them at the following link.

 

“Shared Link”

 

This link is good for 3 months and will only work on campus. You will need to sign in using your CBU credentials. Once signed in, you can browse the files and download to your computer as needed. Please let me know if you have any questions.

 

 

                              

 

 

                                               Sincerely and Respectfully,

IT User’s name

 

 

10. Once link has been shared, Update ticket and close. If User has login issues with the ITrepository link they just need to go to advanced options and allow their browser to access the “unsecure” link. If they need more than 3 months you can Repeat the steps to create a link with more time, usually 3 months is more than enough time.