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

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...
- orgkonto_roller
- orgkonto_roller_eng

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.

Click the menu Structure.
Click the box with three dots next to the name of your organisation.
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.

Click the box with three dots next to the name of a unit.
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.

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...
- orgkonto_roller
- orgkonto_roller_eng

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.

Click the main menu Organisation account.
Click the left-hand menu Settings.
Click the button Distribution.
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 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...
- orgkonto_roller
- orgkonto_roller_eng

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.

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

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...
- orgkonto_roller
- orgkonto_roller_eng

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.

Click the main menu Organisation account.
Click either of the left hand-menus Signing or Reporting.
Click the left hand-menu item Signing structure or Reporting structure.
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...
- orgkonto_roller
- orgkonto_roller_eng

Senast uppdaterad: 2025-12-10