PROC14 VO Registration

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Title VO Registration
Document link
Last modified 8 June 2016
Policy Group Acronym OMB
Policy Group Name Operations Management Board
Contact Group
Document Status Approved
Approved Date 30.10.2012
Procedure Statement The document describes the process of enabling a Virtual Organisation (VO) on the European Grid Infrastructure (EGI) and the parties who are involved in process execution.
Owner Vincenzo Spinoso


The document describes the process of enabling a Virtual Organisation (VO) on the European Grid Infrastructure (EGI) and the parties who are involved in process execution.

Users of EGI are organised into Virtual Organisations (VO). A VO is a group of people that have similar focus in their work and have a common wish to share access to a subset of EGI resources. Membership of a VO (or a group within that VO) is how access is granted to those resources.  A typical VO provides some base-level access to the resources for all VO members, with some members having elevated privileges.

The focus of this document is on the tasks that VO representatives and the EGI staff have to accomplish in order to register and validate a new VO on EGI. The purpose of this page is to capture the VO registration workflow so it can be learned by VO representatives, by EGI staff as well as it can be improved in order to meet new requirements.

For other aspects of VO management (e.g. operation support, resource/service allocation, decommissioning) please consult with the VO Manager Documentation Wiki page or contact EGI User support group <>.


Please refer to the EGI Glossary for the definitions of the terms used in this procedure.

The key words "MUST", "MUST NOT", "REQUIRED", "SHALL", "SHALL NOT", "SHOULD", "SHOULD NOT", "RECOMMENDED", “MAY", and "OPTIONAL" in this document are to be interpreted as described in RFC 2119.

Entities involved in the procedure

VO registration


Any person who can authenticate with the Operations Portal (e.g., via  grid certificate recognised by EGI) can register a new EGI VO.

The person who initiates the registration is called the VO manager. After the VO is setup and operational, the VO manager is the person who is primarily responsible for the operation of the VO and for providing sufficient information about VO activities for EGI and for VO members (to both people and sites).

VO lifecycle - VO states

A VO is in one of the following states:

  1. NEW: this is the initial state when the VO creation is requested. It is automatically assigned.
  2. PRODUCTION: the target state of a VO. It is manually given to a VO by the VO supervisor as a result of this procedure.
  3. SUSPENDED: this state is entered when the VO no longer has valid information in VO id card. This state may be temporary or the preparation of VO deregistration. Manual intervention is needed to put a VO into this state.
  4. DELETED: the terminal state of all VOs.

Note that manual state changes can only be made by people registered in VO Supervisor role on the Operations portal or by the Operations portal team itself. This document covers the VO lifecycle from “non existing” through NEW to PRODUCTION.


The following table describes the VO registration process, listing each of the steps that need to be performed, the people who are responsible for the action, and the physical action that need to be executed to complete the step.

Responsible Action Prerequisites, if any

Submit VO registration request

Fill in Web form (the VO Id card) in Operations Portal

How to fill in VO id card

VM must be able to authenticate with the Operations Portal (e.g., via  grid certificate recognised by EGI)


Inform VS about new VO registration request

Send notification email to VO supervisor

OP Inform VS about new VO requires VOMS server

Open GGUS ticket requesting a VOMS server to the new VO, and asking to be assigned to the EGI Catch-all Services support unit.

(Step 0) The VO manager has no agreement with any EGI Resource Center to provide VOMS server for the VO and asked to setup VOMS server for the VO.
Inform VS about new VO requires new Support Unit in GGUS

Open a ticket against the GGUS support unit in GGUS.

(Step 0) VO manager asked to setup a new GGUS Support Unit.

VS Check the correctness of VO registration request

Check the content of the VO Id card in Operational Portal.

Must be able to authenticate with the Operations Portal (e.g., via  grid certificate recognised by EGI)
VS Ask for update of VO Id card

Through GGUS send out update request to VO manager

Data is missing or incorrect in VO Id card.

Please see the specification of correct and complete VO Id cards.



Define VOMS server on VO Id card in Operational Portal

If not requested in step 1.2, can be done during step 0. Otherwise VM needs to wait for setup by EGI Catch-all Services team.


Inform VS that Id card contains VOMS server

5 VS Creates a ticket to "Perun" Support Unit in GGUS to ask for support for the VO. If VO is going to use cloud resources.


Approve new VO Id card

Set VO status to PRODUCTION state in Operational Portal.



Inform VS about new PRODUCTION VO

Send notification email to

  • VS
  • VM
  • EGI Community

Accepting a VO

VO supervisor responsibility is to: 

  1. Verify that there is no existing VO with significantly overlapping goals. This can be done through the VO list of the Operations portal. VOs with similar goals (e.g. image analysis) should be advised to join.
  2. Check that the VO Id card contains correct and complete data.
  3. Check the proper scope of the VO.

Valid VO id cards

The following compulsory and optional fields must be filled out by the VO manager as part of the registration process (Step 0 in the table above):

  1. Section General information
    • Name (Mandatory) - The Operations portal enforces a DNS style name. It still has to be verified whether the VO manager whose name and mail address is available in the Contact list update section is authorised to use it. The VO registration procedure requests this but currently no enforcement is done. It is checked, though, whether the VO name is already in use, and if so, portal pops up the notification asking to choose another name. The obtained information is given back to the VO manager if it is not obvious that the owner of the domain and the VO manager are the same person. Note that it is not considered sufficient that the VO manager’s mail address is in the same domain as the VO name’s one, nor that the VOMS server or VO home page address are of that domain, if this information is available. Doubts on domain ownership are not stopping VO registration, as the responsibility of acquiring the domain name is with the VO manager anyway.
    • Description (Mandatory) - In principle any text in English is valid. However, it should describe a scientific or technical activity, or should be related to education. The text is also used to delimit proper resource usage on the infrastructure, so it should be significant for this purpose, i. e. saying “VO giving access to the grid” is a poor description whereas “VO giving access to the grid for training purposes” is completely satisfying. In practice up to now every VO request came with a readable text but some VOs got stuck in the very first stage of the registration (state NEW) because of a too minimalistic view of what is a description.
    • Discipline (Mandatory) - It is simply verified whether there is a contradiction between the field Description just discussed and this one.
    • Supported Middleware (Mandatory) - There are options to choose which grid middleware or cloud resources the VO support, portal automatically checks that at least one option was chosen by VO manager.
    • Acceptable Use Policy (AUP) (Mandatory) - The acceptable use policy which is meant here is the VO AUP. On the “New VO registration web page” the registering VO manager has the choice between a text automatically generated from the Description but where at least some words have to be updated, or a file in text or pdf format uploaded by the manager containing a VO written AUP. In the former case it has just to be checked whether the update has been done; the words to be replaced are “owner body”, included in brackets - “[]” - , and the replacing text must specify the authority enforcing the VO AUP. This is however omitted in one out of two cases but then normally corrected rapidly by the VO manager. If not the VO gets stuck in the NEW state; there are still some of them. If the AUP is uploaded, the complete text has to be verified if it corresponds to a VO AUP. In case of a doubt, in addition to contacting the VO manager a member of the JSPG is asked for advice.
    • VO homepage (Mandatory) -This field must be verified whether the home page contains information about the on-going/planned activity and that this information corresponds to the VO’s Description. Sometimes the scope of the VO can also be determined with this or with the VO manager’s affiliation. (For example about the scientific goals of the community and how the EGI VO helps the community to achieve these goals.)
    • Enrolment URL (Mandatory) - This field must be verified whether it is functional or simply an optional service to the VO. Additionally, the information available on the enrolment web page might give some indications on the purpose and scope of the VO as well as on the attitude concerning security (availability of a Grid AUP, reminder of correct resource usage etc.).
  2. Section VOMS Information
    • “VOMS Configuration” (Mandatory) - There are two options the VO Manager must choose: one is a VOMS server which is pulled from EGI Central services database and another is a request for support in setting up the VOMS server.
  3. Section VO SU at GGUS
    • “check box” (Optional) - There are two options the VO Manager can choose: one is a default – No. If VO Manager will check a box, the new ticket will created for GGUS support unit and VO Supervisor will keep track of the process.
  4. Section Generic Contacts - There is only one not mandatory contact in the list of this section shown on the VO ID card,Operations contact. Other fields (VO Managers, Security, User Support, VO Users) are mandatory and currently, new registration requests must contain a valid address in these fields. Validity should be checked by sending an e-mail to it, requesting confirmation of receipt.
  5. Section Change status & scope
    • Pull down list Scope - As already indicated in the discussion of the previous fields, any hints are used to determine the value to be selected for Scope. In case of a doubt - which is the normal case here - a suggestion is made to the VO manager. The field is then updated only after a feedback from that person. Assigning a correct value is important for limiting the noise especially on the National Infrastructure managers list in case of National VOs and also to determine responsibilities for support in case of additional resource requests made by the new VO. If the VO is a National one, this field should be updated before the Status field. Updating this field triggers notifications to the VO Services group list  and to the National Infrastructure managers list in all cases.
    • Pull down list Status - If all previously mentioned fields contain valid values, either since the beginning or after some communication with the VO manager, the status can be changed from NEW to PRODUCTION. The VO will be then active and in production state. Notifications are sent to the  VO Service group list  in all cases and to the National Infrastructure managers list in all cases except for Regional VOs where only the corresponding  National Infrastructure is informed.

Scope of the VO

As part of the VO approval step (Step 5 in the table above) the scope of the VO must be defined by the VO supervisor based on information provided by the VO manager either in the VO Id card, or through additional channels (e.g. in email). The scope must be one of the following:

  1. GLOBAL: the VO is supported by sites from multiple countries and all of these countries are represented by its National Grid Infrastructure (NGI); comprises an international user community and/or has international resources coming from sites of different countries represented by their National Grid Infrastructures (NGIs).
  2. NATIONAL; i.e. sites and users are located within the same country. Users might come from elsewhere but they are working inside the scope of the same National infrastructure where the sites are. The associated National infrastructure is part of the scope, like for example “NGI - Italy” or “NGI - France”.

In case of invalid, unclear or ambiguous entries in any of the controlled fields of the VO Id card, or in case of doubts about the goals of the VO, the requestor must be contacted and invited to clarify the situation or to correct the entries.

Revision History

Version Authors Date Comments
4.1 Malgorzata Krakowian 7.11.2012
  • Removal of point 6.2 which stands: Inform EGI that New VO SU was created in GGUS; Send notification email to VO supervisor and NOC/ROC managers list
  • point 6.1 was renamed to point 6 and removed: Send notification email to NOC/ROC managers list

M. Krakowian 19 August 2014 Change contact group -> Operations support
M. Krakowian, Paul Millar 25 August 2014 Making procedure more readable.
Alessandro Paolini 2016-06-08 Changed contact group -> Operations
Alessandro Paolini 2016-11-18 Changed the link to the VO registration page
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