Manage spaces (for space admins)

This topic describes how to configure a particular space, in a SaaS or on-premises deployment.

For details on how site admins manage spaces at the site level in an on-premises deployment, see Manage spaces (for site admins).

Tip: For strategies for setting up your spaces and workspaces, see Best practices for setting up spaces and workspaces.

Edit settings for a space

Space admins modify and customize settings for a space.

  1. In Settings > Spaces, and then select the space.

  2. Edit the space by adding users and setting up API access.

    If the space is shared , you can also add releases, teams, UDFs, forms, workflow, rules, calendar events, and so on.

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Create workspaces

Space admins create and manage workspaces. Assigned space admins, and admins for workspaces, can then manage workspace contents.

  1. In Settings > Spaces, navigate to the relevant space.

  2. Click Add Workspace in the left pane. Name the workspace, add a description, and assign an admin for the workspace.

    Workspace names are unique within a space.

  3. Assign an admin for the workspace, and workspace members. Assign other roles to users as necessary in the workspace. For details, see Assign and unassign roles.

    Tip: If you need to edit workspace content, for example, to create releases, rules, and so on, you can assign the relevant roles to yourself.

  4. Assign yourself to the workspace.

    Click the name of the workspace to enter it. If you did not assign any roles to yourself for the workspace, you are prompted to assign yourself to the workspace. This makes you a workspace admin.

    Tip: Click Cancel if you know you do not need to modify workspace content.

    Space admins have full permissions to manage any workspaces they are assigned to, including updating workspace content, regardless of the workspace admin's roles and permissions defined in Settings > Permissions.

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Disable and enable workspaces

Space admins can disable and enable workspaces.

Disabling a workspace makes its data temporarily inaccessible. This operation can be undone by enabling the workspace.

When a workspace is disabled, the data is retained and can be made accessible again after the workspace is enabled.

Reasons for disabling workspaces

Here are some use cases for why you might want to disable a workspace: 

  • Put a project "on hold" temporarily, for example if no work is being done on this project. Deactivating the workspace retains the data and you can enable the workspace if the project is prioritized again. Then you can continue working on it.

  • Access data for a project for auditing purposes only, before archiving it.

  • You are about to make a major project customization or maintenance change, and you do not want users to work on the project until the changes are completed.

Effects of disabling a workspace

  • If the workspace a user last accessed is disabled, they are redirected to another one. If there is no enabled workspace available, the user is prompted to contact the admin.

  • Users cannot access a disabled workspace. It does not appear in the drop-down list in the top banner. Similarly, REST API requests cannot access a disabled workspace.

  • In Settings, disabled workspaces are displayed in gray.

  • Admins with workspace permissions can still add users to disabled spaces.

  • Data from a disabled workspace still appears in cross-workspace graphs, as data from any workspace would. There is no indication that the graph contains data from a disabled workspace.

Disable a workspace

  1. In Settings > Spaces, select the workspace and click .

  2. If prompted, give yourself administrative permissions for the workspace.

  3. If prompted, confirm that you do want to temporary disable, or enable, the workspace.

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Delete workspaces

Deleting a workspace makes its data inaccessible. For example, any data from the workspace that appeared in a cross-workspace graph is no longer displayed. This operation cannot be undone.

Space admins can delete workspaces.

Every space has at least one active workspace. the default workspace. The original name of this workspace is default_workspace. It can be renamed but it cannot be deleted.

If the workspace you last accessed is deleted, you are redirected to the another one.

  1. In Settings > Spaces, select the workspace and click .

  2. When prompted, give yourself administrative permissions for the workspace.

  3. When prompted, confirm that you do want to delete the workspace.

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Manage users

User management includes adding users, including existing users to workspaces, adding roles to users, and so on.

  1. In Settings , depending on your permissions, click Site or Spaces.

  2. Select the Users tab.

    To filter users by roles and workspaces:

    1. In the Users tab, show the Filter pane , and click Add Filter. Select Roles and Workspaces > Role, and select the roles by which you want to filter.
    2. To further narrow down your results by workspaces, click Add Filter again, select Roles and Workspaces > Workspace, and select the workspaces by which you want to filter.
  3. Add or edit users, depending on your role.

    Note: Most roles can be customized. Roles and their permissions might be different for your organization.

    User management capability Site admin (on-premises) Shared space admin
    Admins for workspaces
    Add users to the current context (site, space, or workspace). For details, see Assign roles and permissions.
    Add users to the current context (site, space, or workspace) using the REST API. For details, see POST: Create a user.
    Import LDAP users to a space. For details, see Add LDAP users in ALM Octane .
    Import IdP users for SSO authentication. For details, see Import IdP users for SSO authentication into a workspace (on-premises).
    Add existing users from the space into the workspace. For details, see Include existing users into a workspace.
    Remove roles from a workspace user. For details, see Assign and unassign roles.

    Choose the fields to display in the user list, sort the list, and export the list to Microsoft Excel.

    Set user passwords.

    Assign additional roles to users. For details, see Assign to, or unassign roles from, existing users.

    Site admin can only assign the space admin role.

    Assign the site admin role to other users. For details, see Assign the site admin role to existing users (on-premises).
    Activate and deactivate users. For details, see Assign roles and permissions. SaaS: SaaS:
    Delete a user. For details, see Manage the site (on-premises).

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Set up a run purge policy

You can set a run purge policy for your pipelines on both a site or space level. The policy instructs ALM Octane to purge the pipeline runs after a specific number of runs or time frame.

Note: This feature is a technical preview. Contact your site or SaaS admin to enable the feature.

Set the site/space parameters

Before you set the purge policy for a new or existing pipeline, you need to configure the following parameters, which exist on both site and space levels, except when specified otherwise:

  • PR_PURGE_DISABLE. Enables or disables purging.
  • PR_PURGE_STATE_TYPE. The purging policy: Automatic, Manual, and None. You can set this for the entire site or for a specific shared space.

    Note: If you create a new shared space, it will inherit the value of the site.

  • PR_PURGE_STRATEGY_TYPE. The purging strategy: days_to_keep or runs_to_keep.
  • PR_PURGE_NUM_DAYS_TO_KEEP. For the days_to_keep strategy type, the number of days to keep the runs. You only need to modify this parameter if you want to change the default of 728 days.
  • PR_PURGE_NUM_RUNS_TO_KEEP. For the runs_to_keep strategy type, the number of runs to keep. You only need to modify this parameter if you want to change the default of 30000 runs.

For information about the default and possible values, see Configuration parameters.

Set the purge policy for a new pipeline

  1. To set the purge policy for a new pipeline:
  2. Make sure that the PR_PURGE_DISABLE parameter is set to false.
  3. Make sure that the PR_PURGE_STATE_TYPE parameter is set to auto.
  4. In the PIPELINE module's Pipeline page, click Add Pipeline.
  5. Since the purge policy is enabled, the default policy set in the site/space parameter, will be applied to pipeline.
  6. To bypass the default policy, select Override space purging policy. Select the desired option and provide a different value, if applicable.

Set the purge policy for an existing pipeline

To set the purge policy for an existing pipeline:

  1. Make sure that the PR_PURGE_DISABLE parameter is set to false.
  2. Make sure that the PR_PURGE_STATE_TYPE parameter is set to auto.
  3. Open the Pipeline's (PL) Details tab.
  4. Since the purge policy is enabled, the default policy set in the site/space parameter, will be applied to pipeline.
  5. To bypass the default policy, select Override space purging policy. Select the desired option and provide a different value, if applicable.

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Manually purge pipeline runs

In addition to setting an automatic policy for purging pipeline runs, you can manually purge them for a shared space.

To manually purge pipeline runs:

  1. Make sure that the PR_PURGE_DISABLE parameter is set to false. For details, see Configuration parameters.
  2. Go to Settings > Spaces and select a shared space in the left pane.
  3. Open the Maintenance tab.
  4. Specify a Pipeline purging policy—to purge by the number of runs or days. Specify the number of runs or days before which the pipeline runs will be purged.
  5. Click PURGE. This may take some time, depending on how many runs are being purged, but you can continue working.
  6. To bypass a policy for an individual pipeline, open the pipeline's Details tab and select Override space purging policy. Select the desired option and provide a different value.

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