Workflow Modeling: 1Password

[glenflorendo]

Dependency

Finishing with each issue

Overview

We need to model the 1Password management workflows, so that we can automate and/or train new people to do them.

Action Items

• Name all of the known workflows in this tool
• Make appointment with member of admin team who is currently performing function
• Record workflow demos
• Send admin assignee the link to the recording
• Upload recording to Google Drive
  • Notify Bonnie to remove file to free up her Zoom account space
• Attach link to issue
• Turn video transcript into step-by-step process confirmation
• Perform feasibility analysis to determine if automation possible, considering technology, time, and cost
• Depending on feasibility:
  • Make automation
  • Make a guide

Resources/Instructions

How to make a guide

• Template for creating guides - WIP
• UI/UX for Guides

Content for this guide

• Permissions and rights (from 1Password)
  • Users
  • Admins
  • Owners
• Workflows:
  • Add Team Members to 1Password Account ⏺️ 🎉
    • Next Steps:
      • Bonnie invites Camille
      • Camille will test out instructions and leave comments in the google doc.
      • Create issue for guide
      • Add Team Member to a 1Password Vault ⏺️ at 6:12 mark 🎉
    • Next Steps:
      • Bonnie invites Camille
      • Camille will test out instructions and leave comments in the google doc.
      • Create issue for guide
  • 1 password for non-profits renewal process ⏺️ at 10:37 mark
  • Determine their permission level and set
  • Removing Team Members from a 1Password Vault ✏️ ⏺️ 🎉
    • Next Steps:
      • Bonnie invites Camille
      • Camille will test out instructions and leave comments in the google doc.
      • Create issue for guide
  • Add Administrators to 1Password Account 🎉
    • Next Steps:
      • Bonnie add Camille to Admins
      • Camille checks to see if the guide is accurate and makes notes if its not.
      • Create issue for guide
  • Adding Owners to the 1Password Account
  • Creating a new vault ✏️ ⏺️ 🎉
  • Create issue for guide
  • Adding a logo to a 1Password Vault ✏️ ⏺️ 🎉
    • Create issue for guide Create a Guide/Template: Effective practices for user testing knowledgebase-content#112
      • Recover Team Members 1Password Account in Case of Lockout or Forgotten Password - Step 1✏️ ⏺️
      • Recover Team Members 1Password Account in Case of Lockout or Forgotten Password - Step 2✏️ ⏺️
    • Create issue for guide Create a Guide/Template: [name of item] UI-UX#28

Decisions

• Why we are not using 1Passwords tutorials 📁 ✏️ ⏺️
  • 1password tutorial instructions are
    • too brief, not enough screen shots and helping you get oriented
    • include options that we have already determined that we can't use (so reading them would cause confusion)
• We are not going to make a tutorial for how to use the Travel Option right now, since we don't see an immediate need.
  • Travel Option details https://support.1password.com/travel-mode/

Legend
📁 = Folder
✏️= Transcription
⏺️ = Recording
📝 = Writeup
🎉= Guide

Where to store things
Google Shared Drive - 1Password recordings folder
Draft Guide

Prior issue on creating a guide for 1password hackforla/website#701

[ExperimentsInHonesty]

@karen to

• Current todo are move the transcripts into text files and put in related folders for each process.
• Deleting vault? - need to record myself
• Add new workflow to list above for recovering member accounts when they get locked out or forget pw

Questions:
At what point do we create project vaults? PM meeting, etc?

[kcoronel]

• Update guide with this example and create one for each of the workflows
• Add recording of recovering member account

[kcoronel]

• @ExperimentsInHonesty to review guides above
• @kcoronel
  • add guides to Guide Tracker
  • create remaining guides
  • make sure each guide has its own folder in the directory you are storing it in
  • update Guide: Add Team Members to 1Password Account to
    • replace header by making a new one using this template and save it into the folder you have created
    • review all the comments made by Camilla
    • review Bonnie's edits
      • remake any issues where there is a yellow line, but its not needed to highlight a section of the screen shot. We use a black line around any screen shots (we do that in the doc).
    • Inform Bonnie when the revisions are made.
  • update Guide: Add Administrators to 1Password Account to
    • replace header by making a new one using this template and save it into the folder you have created
    • review all the comments made by Camilla
    • review Bonnie's edits
      • remake any issues where there is a yellow line, but its not needed to highlight a section of the screen shot. We use a black line around any screen shots (we do that in the doc).
    • Inform Bonnie when the revisions are made.
  • update Guide: Add Team Member to a 1Password Vault to
    • replace header by making a new one using this template and save it into the folder you have created
    • review Bonnie's edits
      • remake any issues where there is a yellow line, but its not needed to highlight a section of the screen shot. We use a black line around any screen shots (we do that in the doc).
    • Inform Bonnie when the revisions are made.
    • Camilla and I will need to review next week
  • update Removing Team Members from a 1Password Vault to
    • replace header by making a new one using this template and save it into the folder you have created
    • review Bonnie's edits
      • remake any issues where there is a yellow line, but its not needed to highlight a section of the screen shot. We use a black line around any screen shots (we do that in the doc).
    • Inform Bonnie when the revisions are made.

[ExperimentsInHonesty]

The testing took 15 min per guide
The editing took 2.75 hours for four guides + notes, however, much of it will be reusable in the other 1password guides

[ExperimentsInHonesty]

We will need to make a separate issue for each guide, so that its easier for the guide team to track it.

[kcoronel]

@ExperimentsInHonesty to create a template for issue for each guide
@kcoronel to add one more checkbox to comment above

[kcoronel]

Need to record with Bonnie: Adding Owners to the 1Password Account

@ExperimentsInHonesty I made revisions for the following, list of edits in comment above:
Guide: Add Team Members to 1Password Account
Guide: Add Administrators to 1Password Account
Guide: Add Team Member to a 1Password Vault
Removing Team Members from a 1Password Vault

New:
Create a New Vault
Add a logo

[kcoronel]

Next Steps from 10/2 Meeting:

• Karen to create an epic issue for 1Password using Make a template for guide creation
• Karen to create guide issue for 1Password Make a template for guide creation
• Karen to annotate any edits for next meeting

[ExperimentsInHonesty]

• check the new guide issue template and make sure it has instructions to add it to the guide tracker.
• check this comment for anything that still needs to be done Workflow Modeling: 1Password #6 (comment) - All these questions have been answers
• Close this issue with the note that this issue has been replaced by issue Guide: Giving qualitative feedback on design UI-UX#21

[ExperimentsInHonesty]

This issue has been closed and the epic label removed because its got replaced when we made issue hackforla/UI-UX#21