Ryhti - Group Disk Space Management

A user who is a member of the university staff can order a new group disk space using the form in the New group directory tab. Administrators can set up disk space with the same form directly, bypassing the process of order approval.

1. From the drop-down menu, select the unit (= H code / unit list in Flamma) that will own the group disk space and under which it will be created in the P drive.
2. Enter a name for the disk space (4–24 characters). The unit may have a policy for naming directories.
3. Enter the desired amount of disk space. The minimum is 10 GB. You can order more space later if needed.
4. In the group disk space description field, write as clear a description as possible of the contents of the directory, the life cycle of the data, etc. Refer to the instructions of the tool for up-to-date instructions.
5. In the order details field, you can write additional notes to the party approving the order. This additional information will not remain in Ryhti.
6. Enter the owner group of the group disk space, meaning the IAM group of the persons who own the data stored in the disk space. Members of the owner group can change the information of the group disk space (validity, description, owner group, user groups, ordering additional space). Messages about the expiration of the disk space and storage space running out will be sent to the owner group's e-mail address.
   NOTE: The owner group does not automatically gain access to the storage, so add it as an access group if necessary. The same owner group can be used to manage multiple storage spaces. This way, members of the same owner group can manage access rights groups of an entire faculty, for example.
7. Add the desired access groups with the desired permissions: read or read and write. Access to group disk space is managed with access groups. Use the IAM group management tool to check if a suitable group already exists. If there is no suitable group, create a new group using the same tool.
8. To order the disk space, click Order (Tilaa).

The order will be forwarded to Efecte, to be processed by the service coordinators of your chosen unit. You will receive an e-mail about the order's success or any possible issues. You can submit a rectified version of a declined order from the Orders tab of the RYHTI. Approved disk space will typically appear within an hour from the receipt of approval.

Orders you have made will be displayed in the Orders tab, and Administrators will see all submitted orders. By clicking an order, you can view

1. the information provided when ordering the disk space, if you are a member of the owner group.
2. the details of a rejected order and the reason for the rejection. You can correct the information and order the disk space with the correct information.

List of group directories your username has permission to manage through the owner group.

• You can search for directories based on name, unit, unit codes, etc.
• The information of the directory is displayed below the list view.
  • You can view the information of a directory by clicking it on the list.
  • The description of the directory should be written so that in years to come, the purpose of the directory can be understood by people other than just the author. The description is saved automatically as you type.
  • The information also includes the owner of the group directory and other user rights granted  to the group disk space. By default, access groups are only granted viewing rights. The editing permission must be selected separately!
• A warning is displayed for expired (i.e. non-functioning) access groups. An expired access group must be refreshed using the group management or replaced with a better one.
• The validity of a group disk space is automatically extended by 3 months if its files are opened.
• A notification about a group disk space expiring is sent 30 days in advance. The warning is also sent to the owner group's e-mail address.
• Files on expired disk space can still be read, but altering them is blocked. Expired disk space can be restored by extending its validity.
• A directory that is found to be unnecessary can be marked for deletion. A directory marked for deletion can be restored within 30 days of the deletion request.
• Changes to access rights and validity will enter into force in less than an hour.

• The group disk space owner group is the IAM group of persons who own and are responsible for the data of the disk space.

• Members of the owner group can use the RYHTI tool to change the information of the group disk space (validity, description, owner group, user groups, ordering additional space).

• An e-mail address must be ordered for the group, because messages about the expiration of the disk space and storage space running out will be sent to the owner group's e-mail address.

  NOTE: The owner group does not automatically gain access to the storage, so add it as an access group if necessary.

• The same owner group can be used to manage multiple storage spaces. This way, members of the same owner group can manage access rights groups of an entire faculty, for example.

• You must create a separate IAM group and it to the access groups of the disk space for those users of the disk space for whom no management permissions will be granted (such as students).

See the detailed help tab for illustrated instructions