Administrator - organisation

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.

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.

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.

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.

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.