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General HFS Account Management

There may be times when the owner of an HFS account (node) has changed, for example when the previous owner has left the university. What to do depends on whether or not the person doing the updating is managing a number of accounts (e.g. IT support staff).

1. General HFS users

If you are taking over a single machine that was previously backed up for someone else, the HFS Team generally recommend that you register a new account instead of taking over ownership of a previous account.

1.1. Keeping the same account

If you wish to keep the same nodename as the previous account then please contact help@it.ox.ac.uk. If, instead, attempts are made to deregister and then immediately re-register the same nodename then a conflict will occur, because the HFS server will notice that the new nodename is one that is scheduled for deletion.

1.2. Registering a different account

This is the preferred method as the new account will only contain data backed up for the new owner and not contain any data belonging to the previous owner. To change the backup account which a machine uses, please register a new account name and then follow our instructions for reconfiguring the HFS backup software; a complete resend of the machine's data would then occur.

2. IT support staff and others managing multiple accounts

2.1. Changing the owner and/or contact of multiple HFS accounts

If you manage multiple accounts and own HFS accounts whose users have changed, you can change e-mail contacts for the accounts in the HFS Portal. Please note, though, that this method would mean that a new user could access, via restores, a former user's data. If you yourself are leaving and manage multiple accounts, please contact help@it.ox.ac.uk with details of the nodes and their new owner(s) and contact(s).

2.2. HFS accounts whose owner(s) has/have left

IT support staff may set a new owner for desktop nodes in their college/department if the former owner has left. Go to the HFS Portal. Make sure you are viewing the ITSS, not the Personal section. Search for the person who has left and select the bulk update tab where you can change the owner. As in the case of the previous section, please note that this method would mean that a new user could access, via restores, a former user's data.

2.3. HFS accounts whose owner(s) are current

If you wish to change the contact or owner of an account but that person is still a university member (e.g. because they have moved to another department/college), then please contact help@it.ox.ac.uk. If you do not own the node concerned, then you need to get the old account deregistered, and register a new one. Note also that this method will prevent the new user from having access, via restores, to the old user's data. If you wish to keep the same nodename as the old account had, please contact us first: if attempts are made to deregister and then immediately re-register the same nodename then a conflict will occur, because the HFS server will notice that the new nodename is one that is scheduled for deletion. We will then set aside the old account by renaming it, and you will be able to register a new account with the same name as the old one; then we (or you) can deregister the old account.

2.4. Registering nodes for another user

IT support staff can register a node on behalf of another user in one of two ways:

With you as the owner, but someone else as the contact - Go to the HFS Portal and in the Personal section select Register new node. When registering the node type the individual's email address into the contact email address box.

With another user as both the owner and contact - Go to the HFS Portal and in the ITSS section select Register new node. Select the owner by entering part or all of the user's SSO or name in the Owner SSO box to search for their SSO.

Written by IT Services. Latest revision 29 October 2018