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Prisma användarstöd logga

Administrator - organisation

Startsida för Prisma med inloggning och möjlighet att skapa person- och organisationskonto

All administrating organisations need an organisation account in Prisma. The administrating organisation receives and administers funds for approved projects and are responsible according to the terms of the grant.

Once you have requested an organisation account in Prisma, the decision will be sen to the e-mail address of the person responsible for the account.

If the creation of an organisation account is approved, you as the responsible person must create a personal account in Prisma if you do not have one already in order to administrate the organisation.

Information which is administered by the responsible for the organisation, and potentially other users with administration access:

  • add and edit the organisation information
  • apply for approval with other funders
  • add contact- and payment information
  • build an organisation structure
  • control whether the oganisation structure should be mirrored for signing and reporting, and whether signing and reporting tasks should be distributed automatically

  • How do I change the organisation supervisor?

    First check with the desired organisation supervisor whether they have a personal account in Prisma. If the resigning organisation supervisor is still with the organisation The resigning supervisor invites the new supervisor as a user for the organisation. The new supervisor will receive an invitation through e-mail. The new supervisor accepts the invitation. The resigning supervisor gives the new supervisor the role of supervisor for the organisation. If the resigning supervisor is not with the organisation anymore Contact the Prisma support through the support form in the Prisma user guide. Explan that the supervisor has left the organisaiton without transferring responsibility for the organisation account in Prisma. Leave the name and e-mail adress for the new desired supervisor, the e-mail should be the address associated with their personal account in Prisma. Technical support form

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  • How do I apply for approval for my organisation with additional funders?

    Apply for approval with additional funders for your organisation by selecting Organisation account in the menu. Then: Click the menu Settings . Click the button Funders . Click the button Apply for approval by additional authorities .

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  • How do I apply for an organisation account?

    You apply for an organization account in Prisma through the button Apply for organisation account on the welcome page. Note that it might take up to two weeks to receive a reply to your application, and that the creation of the organisation account is contingent on receiving approval as administrating organisation for at least one funder.

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Organisation structure - project sites

The organisational structure controls what project sites, for instance institutions or faculties, that applying researchers can select before registering their application. The structure has two levels that are used to handle the applications that the organisation is responsible for.

  • The organisation name is collected from the information which has been added in the menu Settings (Organisation information) under the main menu Organisation account.
  • There are two levels for each project site: The first is the level unit, and the second is the Sub-unit.
  • Through the drop-down menus you, working as an administrator for the organisation, can select which unit level will be presented in the application form and selectable by the applicant.
  • An unit that has been deactivated still exists but will not be shown to the applicant in the application form.
Exempel på organisationsstruktur där menyn för att skapa ny underenhet visas

In the main menu Organisation account you have access to the tools you need to create your organisation structure, under the left-hand menu Structure. The structure will grow as you add units and sub-units.

If you wish to mirror your organisational structure to the folder structure for signing and reporting, you can make this setting through the main menu Organisation account, Settings in the left-hand menu and the button Distribution.

Adding a unit

The first level of the organisal structure.

  1. Click the menu Structure.
  2. Click the box with three dots next to the name of your organisation.
  3. Select Add unit in the drop-down menu.

Adding a sub-unit

The second level of the organisational structure is created based on the first level.

  1. Click the box with three dots next to the name of a unit.
  2. Select "Add sub-unit" in the drop down-menu.

You can then select how many levels (only one or both) that are visible to the applicant through the top menu Organisation account, then the left-hand menu Structure and the button Settings.

  • How can I see the sub-units for a unit?

    Through the main menu Organisation account you can click Structure in the left-hand menu. Click the plus-sign next to the unit name in the structure.

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  • I cannot make changes to the organisation structure, why?

    You need to be the organisation supervisor in order to make changes in the organisation structure.

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  • How do I arrange units and sub-units in the organisation structure?

    If you wish to sort the organisation units in a specific order, you can click the box with three dots next to the top-level with the organisation name. Select "Sort units". In the window that opens you can drag and drop the units in the desired order. In the same way, you can sort the sub-units under a specific unit. Click the box with the three dots in for the unit under which you wish to sort the sub-units, and repeat the steps described above.

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  • What happens when I disable a unit or sub-unit?

    You disable units and sub-units on the page Structure under the main menu Organisation account . Click the box with three dots next to the name of a unit or sub-unit. Select Disable in the drop down-menu. A unit or sub-unit can only be disabled if there are no open applications or tasks connected to it. Once you have disabled a unit or sub-unit, the applicant can no longer select it as their project site when writing their application. Disabled folders in the mirrored folder structure are shown with a padlock icon next to the name, and cannot be edited. A unit or sub-unit that has been disabled can be re-activated if necessary.

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  • Why is it not possible to remove a unit from the structure?

    A unit or sub-unit that has applications connected to it, regardless of status, cannot be removed. If you wish to remove a unit that has sub-units you must also check that the sub-units do not have connected applications. First move any potential applications to another unit or sub-unit before trying to remove the unit or sub-unit from the structure.

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  • Why is it not possible to change a folder for signing or reporting?

    It might be because your organisation has activated mirroring of the structure, in which case there is a padlock icon on the folder. This means that the folder structure for signing and reporting cannot be changed. Any changes must be done to the organisational structure and will reflect in the signing and reporting structure as they are mirrored and always identical.

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  • How do I check the level of the project site in the application form?

    It is mandatory for each organisation to have at least one project site, as this information is mandatory in the application. The organisation decides which level of the organisation structure that is displayed in the application, through the main menu Organisation account , the left hand menu Structure and the button Settings . Available options for project site level for the application form: Only the units are available to the applicant. Only the sub-units are available to the applicant. Both units and sub-units are available to the applicant.

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  • How do I stop applicants from adding their own project site in the application form?

    Through the main menu Organisation account, and then Applications and grants and Suggested project site in the left hand-menu you can disable the opportunity for applicants to add their own project site. All the applications with a suggested project site must be distributed to existing project sites before you can change the settings. Click the menu Applications and grants under Organisation account . Click the menu Suggested project site . Click the button Settings and then select the box that prevents applicants from suggesting a project site.

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  • What happens when I make changes to my mirrored structure?

    For an organisation which activated mirroring and automatic distribution before the structure was built, changes to the structure including new folders will be automatically mirrored in the signing and reporting structures. In an organisation with folder structures for signing and reporting built before activaten mirroring, changes will not be mirrored automatically. Even if you have a mirrored structure, you can add manual folders in the signing and reporting structures. For example , if the organisation wishes to move particular applications with the intent that the principal should sign them, you can create a separate signing folder in the signing structure for this purpose. No applications will be automatically distributed to the manual folders, even if you have selected Automatic signing distribution and/or Automatic reporting distribution .

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Mirroring the organisational structure to the folder structure for signing and reporting

If your organisation chooses to mirror the organisational structure to the folder structure for signing and reporting, the folder structure will be identical to the organisational structure. If you wish to use mirroring, we recommend that you activate it before building your organisational structure.

Deactivated units in the organisational structure will also be mirrored to the folder structure.

  1. Click the main menu Organisation account.
  2. Click the left-hand menu Settings.
  3. Click the button Distribution.
  4. Check which of the two folder structures you want to mirror the organisational structure, either the Signing structure or the Reporting structure, or both.

You need to mirror the organisational structure in order for automatic distribution of signing and reporting tasks to be possible.

  • What happens when I make changes to my mirrored structure?

    For an organisation which activated mirroring and automatic distribution before the structure was built, changes to the structure including new folders will be automatically mirrored in the signing and reporting structures. In an organisation with folder structures for signing and reporting built before activaten mirroring, changes will not be mirrored automatically. Even if you have a mirrored structure, you can add manual folders in the signing and reporting structures. For example , if the organisation wishes to move particular applications with the intent that the principal should sign them, you can create a separate signing folder in the signing structure for this purpose. No applications will be automatically distributed to the manual folders, even if you have selected Automatic signing distribution and/or Automatic reporting distribution .

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  • What should I consider when I want to mirror the organisation structure?

    The organisation can choose to mirror the organisational structure to the folder structures for signing and reporting. This means that the folder structure for these tasks will be identical to the organisation structure, and tasks connected to each application will be placed in the folder that corresponds with the selected project site. When a new organisation wishes to use mirroring Build your organisation structure. Set the organisational level for the project site (unit or sub-unit) that is visible in the application form. Check that the organisation structure is correct. Activate mirroring for the organisation structure.

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Automatic distribution of tasks

First you must mirror the signing and/or reporting structures with the organisational structure. In the next step you can choose to activate automatic distribution of tasks from the unit or sub-unit to the corresponding folders.

  1. Select the main menu Organisation account.
  2. Click the left-hand menu Settings.
  3. Click the button Distribution.
  4. Check the tasks for which you wish to have automatic distribution; signing tasks, reporting tasks or both.

  • Why are signing and reporting tasks not being distributed, despite their folder structure being identical to the organisation structure?

    If you have manually created folder structures for signing and reporting, identical to the organisation structure, automatic distribution will not work. In addition to selecting automatic distribution you must also select mirroring of the organisation structure through Settings in the left hand menu and the tab Distribution . It is only then that the signing and reporting tasks will be distributed automatically. No applications will be distributed to folders that you have created manually in the signing or reporting structures after you have selected mirroring of the structure.

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  • What should I consider concerning automatic distribution of applications?

    The first step is to activate mirroring for the signing and/or reporting structures, which means that they become identical to the organisation structure. In the next step, you can choose to let the distribution of applications and tasks be distribued automatically. When you have a new organisation that wants to have automatic distribution: Build your organisation structure. Assign the project site level (unit or sub-unit) that you wish to show in the application form. Check that the organisation structure is correct. Select mirroring and automatic distribution for signing and reporting tasks for your organisation.

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  • How do I distribute applications and grants manually?

    Even if the organisation has chosen to distribute applications automatically, there might be cases where you want to distribute them manually. For instance if the applicant has selected the wrong project site in the applicattion, and the person responsible for signing has elected to return the task to the organisation. In the list Distribute applications under the menu Signing , you can see applications that have not been distributed to a folder. Tick the checkbox for the application that needs to be distributed. Scroll to the bottom of the page and select the folder that you want to distribute the application to. Click the button Distribute .

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Invite users to the organisation account

The main responsible for the organisation account has access to all the information and functionality in the account, and is often the person who applied for the account to begin with. If you are the responsible person, you can invite users to the account and assign them roles like signing- and reporting administrator or responsible for applying in calls where the organisation is the applicant. You invite users through the main menu Organisation account, then the left hand-menu Users and the button Invite users.

The organisation administrator, signing administrator and reporting administrator can add users who perform signing and reporting tasks.

If the user needs to perform signing or reporting tasks, or needs to have limited read access, select the role User (no role assigned) when inviting them.

Administrator for signing and reporting

If you have the role of signing or reporting administrator, you can invite and add the users that need to be associated with the different folders in the reporting and signing structures.

Start by inviting the user that you wish to associate with a folder in either of the structures.

  1. Click the main menu Organisation account.
  2. Click either of the left hand-menus Signing or Reporting.
  3. Click the left hand-menu item Signing structure or Reporting structure.
  4. Click the box with the three dots for the relevant folder and select Edit the responsible persons.

  • What are the responsibility roles on the organisation account?

    Aside from these administrative roles, you can add read access to the entire account or to specific folders. Organisation supervisor This role has the main responsibility for the organisation account and has access to all functionality and information. There is always a main responsible that can add other supervisors to the account. The main responsible is also the main contact point for the account visavi the funders in Prisma. Signing administrator Has full access to the signing functionality including the folder structure and distribution of signing tasks. It can also invite users who need to perform signing. Reporting administrator Has full access to the reporting functionality including the folder structure and distribution of reporting tasks. It can also invite users who need to perform reporting. Application administrator Has access to create and register application drafts in calls where the organisation is the applicant. Once a draft is created, the application administrator can invite a project leader that can work on the application content. User (for distribution) A user that has been invited to perform signing or reporting tasks, but that needs to be added to folders in order to have access to tasks. Once they have been associated with either reporting or signing folders, they will be signing or reporting users. User signing Users that have been associated with one or more folders in the signing structure and have access to signing tasks within those folders. User reporting Users that have been associated with one or more folders in the reporting structure and have access to reporting tasks within those folders. Complete read access The user has full read access to the organisation account, meaning that they can read the information but not change any settings or perform any tasks. Read access Read access is given to specific folders (units and sub-units) in the organisation structure. Users with read access can read the information in...

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  • How do I assign read access to users in specific folders?

    Through the main menu Organisation account and the left-hand menu Users you can assign read access to a user in a specific folder. Click the arrow next to the button "Edit" for the user that you wish to give read acess. Select "Give read access" in the drop down-menu. Search for the folder for which you want to give the user read access. You can give a user read access in more than one folder using the steps above.

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  • I have invited users to the organisation but the invitation doesn't work?

    The link in the invitation e-mail only works when there is a personal account when the invitation e-mail is sent. Make sure that the person you are inviting has a personal account when the invitation is sent. If needed, you can remove the invited user from your organisation and invite them again once they have an account.

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  • How do I change the responsibilities for a user?

    Through the main menu Organisation account , and the left hand menu Users , you can click the button Responsibilities . There you can click the button Edit to assign responsibilites for each user.

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  • How do I assign read access to a user?

    Click the menu Users under Organisation account . In the list of users, click Details for the relevant user. Click the button Read access for the specific user. Select the unit for which you want to give the user read acess. Read access means that they can see the information related to the unit, but not perform any tasks like signing or reporting. It is also possible to give complete read access to a user under Users in the left-hand menu and then Reponsibilites , meaning they get access to read across all units that exist within the organisation.

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  • How do I change the organisation supervisor?

    First check with the desired organisation supervisor whether they have a personal account in Prisma. If the resigning organisation supervisor is still with the organisation The resigning supervisor invites the new supervisor as a user for the organisation. The new supervisor will receive an invitation through e-mail. The new supervisor accepts the invitation. The resigning supervisor gives the new supervisor the role of supervisor for the organisation. If the resigning supervisor is not with the organisation anymore Contact the Prisma support through the support form in the Prisma user guide. Explan that the supervisor has left the organisaiton without transferring responsibility for the organisation account in Prisma. Leave the name and e-mail adress for the new desired supervisor, the e-mail should be the address associated with their personal account in Prisma. Technical support form

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  • Vilka ansvarsområden har organisationskontot?

    Det kan finnas fler organisationskontoansvariga som har huvudansvaret för organisationskonto. Utöver ansvarsområden kan du tilldela läsbehörighet till enskilda mappar för användare med , men Organisationskontoansvarig Ytterst ansvarig för organisationens konto och har full behörighet på kontot. Det finns alltid en huvudansvarig som kan lägga till ytterligare organisationskontoansvariga. Huvudansvarig är även kontaktperson gentemot finansiärerna. Signeringsadministratör Har full behörighet förutom att ändra huvudansvarig. Rapporteringsadministratör Har behörighet att redigera signeringsstrukturen och bjuda in användare, det vill säga andra signeringsadministratörer eller användare som ska utföra signeringsuppgifter. Ansökningsansvarig Har behörighet att redigera rapporteringsstrukturen och bjuda in användare, det vill säga andra rapporteringsadministratörer eller användare som ska utföra rapporteringsuppgifter. Användare (för tilldelning) Är ansvarig för ansökningar där organisationen är sökande (organisationsansökningar) och har behörighet att skapa samt registrera organisationsansökningar. Användare signering Användare som inte tilldelats någon roll och inte är kopplade till någon mapp. Användare som kopplats till en mapp i signeringsstrukturen för att kunna utföra signeringsuppgifter. Användare rapportering Användare som kopplats till en mapp i rapporteringsstrukturen för att kunna utföra rapporteringsuppgifter. Fullständig läsbehörighet Användaren kan läsa all information på sidorna Inställningar och Ansökningar och bidrag . Läsbehörighet Användare med begränsad läsbehörighet som är kopplad till enhet och underenhet i organisationsstrukturen. Användaren kan läsa information om ansökningar och bidrag på enheten på sidan Ansökningar och bidrag .

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