ICMS Security Group Changes FAQ (December, 2008)

On December 15, 2008, changes will be made to the APS Integrated Content Management System (ICMS) that will affect who can view documents, drawings, and models in the ICMS. These FAQs are designed to answer the most common questions ICMS users might have.

Table of Contents

  1. What changes are being made to ICMS?
  2. What changes to the ICMS Security Model are being made?
  3. What if I have documents in a Public or ANL Security Group that I don’t want users outside of APS to view?
  4. How can I get a list of my group’s documents that have been checked in using the Public or User security group and are now in the ANL security group, so I can evaluate the specific impact on them and decide what I need to do?
  5. What does Guest Access mean?
  6. Can a Guest User participate in a workflow?
  7. What effect will this change have on Models and Drawings?
  8. What effect will this change have on Document links?
  9. Will Accounts be affected by the change to Security Groups?
  10. Will APS Resident Users have access to ICMS?

Answers

  1. What changes are being made to ICMS?

    Until now ICMS has only been available to users with access to the APS Network. On Monday, December 15th, 2008, the ICMS Security Model for ICMS will be modified to open Guest access to anyone whose computer is on the Argonne network. Individuals with computers connected to the Argonne Guest network or general Internet Users will not have access to ICMS content. This change will affect documents and drawings checked into either the Public or User Security Group only. 

  2. What changes are being made to the ICMS security model?

    Previously, most ICMS users had three security groups to choose from: Public, User, and APS. The new ICMS security model will replace the Public and User security groups with three new ones - World, ANL, and APSCNM. Most documents contributed by APS staff use the APS group; this will remain the same. Definitions for the four new security groups are given below.

    1. World - This security group is for all content intended for viewing outside of Argonne. This group is intended for Internet content. World will be used only by users contributing content that is published to the Internet.
    2. ANL - This security group is for content intended for anyone who has access to the Argonne network, including Argonne employees. This group will be used for Argonne Intranet content. ICMS Guest Users (including Argonne employees) will be able to view documents in this group. Documents previously in the Public group will be migrated to the ANL group.
    3. APSCNM – This security group will be used for both documents and drawings to be shared with both APS and CNM. This will be the target group for all Models and Drawings checked in from Intralink; links to these drawings will require the user to sign into ICMS in order to view them. Argonne Guests will not have access to this security group.
    4. APS - This security group will continue to be used for all content that is intended to be viewed solely by APS personnel.

  3. What if I have documents in a Public or ANL Security Group that I don’t want users outside of APS to view?

    If you have a document that has been migrated from the Public security group to the ANL security group and do not want it viewable outside of APS, you will need to open the Content Information page for the document, select the Update option in the Actions box, change the security group to either APSCNM or APS, and submit the update.   

  4. How can I get a list of my group’s documents that have been checked in using the Public or User security group and are now in the ANL security group, so I can evaluate the specific impact on them and decide what I need to do?

    To get a list of documents that have been checked in to either the Public or User Security Group use the ICMS Search Function with the following Search criteria:

      1. Security Group = ANL
      2. Contributor= "Your User ID" or Ownership Division = "Your Division" and Ownership Group = "Your Group"

    This search will product a list of document check in by you or by your group that are now in the ANL security Group.  If you have a document that has been migrated from the Public security group to the ANL security group and do not want it viewable outside of APS, you will need to open the Content Information page for the document, select the Update option in the Actions box, change the security group to either APSCNM or APS, and submit the update.

  5. What does Guest Access mean?

    Most documents contributed to ICMS use the APS security group.  In order to access these documents, a user must have an ICMS User ID and Password.  However, from the ICMS Log In page a Guest User can search ICMS without logging in; this is a Guest—or non-authenticated—User.  Currently Guest Users have access to all documents in the Public security group. 

    The new security model will allow Guest Users to be able to view any document in the ANL security group.  If you want to contribute a document that can be viewed by anyone in the Argonne Network, you should choose the ANL security group.

  6. Can a Guest User participate in a workflow?

    No. A Guest User cannot participate in a workflow. In order to participate in a workflow, a user must have an ICMS User ID and Password. Argonne employees can request access to ICMS by requesting a User Account at the following link:

    https://beam.aps.anl.gov/pls/apsweb/uac_app_pkg.start_page

  7. What effect will this change have on Models and Drawings?

    Previously, all models and drawings were in the Public group. With the implementation of the new security model, as of December 15 the drawings will be moved from the Public security group to the APSCNM security group.  All APS and CNM employees who have an ICMS User ID will have access to the Drawings. 

    The major change for ICMS users will be the requirement to log in to ICMS to view a drawing.  Currently, applications or documents that use the Permanent URL to link to drawings do not require a user to log in to view the drawings.  Once the drawings are move from the Public to the APSCNM security group, when a user clicks on a drawing link, they will be prompted to log in to ICMS before the drawing is displayed.

  8. What effect will this change have on Document links?

    There are two types URLs that can be used as links to ICMS documents: the Permanent URL and the Web Location URL. Both URLs can be found on a document’s Content Information Page near the bottom. The ICMS team recommends that you use Permanent URLs to link to ICMS documents from a web page or another ICMS document because, as its name implies, the Permanent URL link will continue to work after the new security model is implemented on December 15. Permanent URLs have the following format:

    https://icmsdocs.aps.anl.gov/new_docs/idcplg?IdcService=DISPLAY_URL&dDocName=APS_XXXXXX. 

    On December 15 the Web Location URLs will break if your security group was Public or User because the Web Location URL includes the security group as part of the path name. Web Location URLs have the following format: 

    https://icmsdocs.aps.anl.gov/new_docs/groups/aps/@icms/documents/plan/aps_1251967.pdf

    To fix broken links, replace the Web Location URL with the Permanent URL. 

  9. Will Accounts be affected by the change to Security Groups?

    No. No changes are being made to accounts. You should continue to use the PublicShare type accounts with the WORLD, ANL, and APSCNM security groups.  The APSShare type accounts should be used with content that is contributed to the APS security group. 

  10. Will APS Resident Users have access to ICMS?

    No. At this time APS Resident Users will not have access to ICMS. However, the ICMS team will be addressing this issue in Q1 2009 with a plan to open ICMS to APS Resident Users.