[documentation] How to access gitlab once left Oxford

Guide for people to access their existing repositories once they have left Oxford, and create new repositories for work remaining.

Proposed process (to be confirmed):

1. Ask IT to create a guest (external) account
2. List the existing repositories which you would like to be added too
3. Provide the proposed name of any new repositories which you would like created
4. IT adds new guest account as owner/maintainer on repost listed in 2 and 3.

To do:

• Confirm process with IT
• Add this to community pages https://open.win.ox.ac.uk/pages/open-science/community/Open-WIN-Community/docs/tools/gitlab/

marked the checklist item Confirm process with IT as completed

Confirmed process:

Lapsed WIN members who need to access gitlab need a “sponsor” who is still at WIN.

Your sponsor should email IT and request that a guest account is made for the lapsed WIN member, or that their old account is converted to a guest account so they can access their old repositories.

The sponsor should be familiar with using gitlab so they can add the lapsed member to old repositories (as an owner/maintainer) or create new repositories on their behalf as and when is necessary. Guest accounts cannot create new repositories.

The sponsor should ideally be the lab PI, but we appreciate that PIs may not be regular gitlab users. If this is the case, the sponsor should be another senior lab member (i.e. not a student).

Note this process is only intended for people who are on a recently lapsed contract with the University/WIN for the completion of ongoing studies, with an agreed WIN sponsor.

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Email to IT Template

To: computing-help@win.ox.ac.uk cc: [Lab PI] Subject: External guest account for lapsed WIN member

Please could you reinstate the below WIN IT account to external guest status. I am acting as sponsor, with the lab PI [name] aware of this request.

1. Name of lapsed WIN member;
2. old gitlab username
3. New email address

Many Thanks!

@yqzheng1 could you pick this up? ...

• edit the main gitlab file
• under section 'More Information from WIN IT' add a short subsection with the info from Cass above
• currently the link to WIN IT help pages is broken ... need to replace with new/correct url

assigned to @yqzheng1

Added a sentence to https://git.fmrib.ox.ac.uk/open-science/community/Open-WIN-Community/-/blob/master/docs/gitlab.md Should be enough

closed