Administration

The Portal Administrator manages your institution’s users access to the Central Bank of Ireland Portal. There are a few tasks you should do when assigned this role.

Firstly you should review your responsibilities as a Portal Administrator.

Next set up your permissions. When you are first linked to an institution in the Portal Administrator role, you will be assigned certain permissions automatically:

• General permissions which all users have.
• Institution Administrator permission. This allows you to manage all permissions for other users linked to your institution. Do not uncheck this box.
• Ability to run Portal Administrator Audit Reports.
• Access to all of your institution’s returns.

All other permissions need to be explicitly added to your profile. For example:

• To add/remove and reactivate users you will need to explicitly grant yourself the permissions to do so. To add permissions to your account you will need to access the Portal Administration page. From here you must find your username, click ‘actions’ and the select ‘manage permissions’ from the drop down menu.

Note: You don’t need to give yourself “Manage Access” permissions since these are inherent in your role as a Portal Administrator (unlike Business Administrators, who need to be given “Manage Access” permissions explicitly).

• To complete Request Changes you will need to give yourself "Add" permissions for the relevant Request Changes.
• Before you can send or receive messages you will need to permission yourself. Additionally, to view messages sent or received by other Portal Users, you will need to permission yourself to view Messages at an Institution level.

For more details see What are the different permission groups and permissions available to Portal users? and How do Administrators on the Portal manage a Portal User’s Permissions?.

Now you're ready to set up and permission other portal users on your institution's profile. This might include:

• setting up other Portal Administrators;
• setting up Business Admins;
• assigning delegates users and
• permissioning portal users.

Portal Administrators can grant trusted Portal users within their Institutions the ability to add or remove any permissions of other Portal users linked to your institution, assigning them as Portal Administrators as follows:

1. Click the "Portal Administration" > "Manage Users" option in the navigation menu. You will see a list of users linked to your institution.  
2. Find the user whose permissions you wish to update. You can use the search box at the top of the list to quickly locate a user. 
3. Click the "Actions" button against the relevant user’s name and select the "Manage Permissions" option. The Manage Permissions screen will display listing the permissions assigned to the chosen user. 
4. To give a trusted user the ability to manage selected permissions for other users tick box titled "Institutional Administrator" at the top of the screen.
   
5. Click "Save" at the bottom of the page. A confirmation pop-up will display. Click  "Yes" to confirm or "No" to cancel and return to the user’s permissions page. 
   
6. If you click "Yes" another message will display advising that the Portal User will need to log out and back in again for the changes to take effect.
7. Once confirmed the user will have the role of "Admin". They will be implicitly granted "Manage Access" permissions across all permission groupings, meaning they will be able to add and remove any type of permission for all other Portal users also linked to that Institution. 
8. If you wish to leave the "Manage Users" screen without saving your changes to permissions click "Cancel", a warning message will display. Click "OK" to continue or "Cancel" again to return to updating the Portal User’s permissions. 

Note: 

• Portal Administrators are not automatically able to access specific functionality in the Portal, this still needs to be explicitly assigned by themselves or another administrator. For more information see What do I need to do when I am first set up as a Portal Administrator?
• A Portal Administrator can remove the Portal Administrator role from a user by following the above procedure to uncheck the box granting Portal Administrator permissions. This will have the effect of removing Manage Access rights but the will retain any other permissions previously assigned. 

See also What is the role of the Portal Administrator?

The main differences between a Portal Administrator and a Business Administrator are:

• Portal Administrators: There is a specific tickbox in the "Manage Permissions" screen used to designate a Portal user as a Portal Administrator. Portal Administrators automatically gain "Manage access" permissions for all permission types when assigned to this role. It is not necessary to update permissions in the "Manage Access" column for Portal Administrator users.
• Business Administrators: There is no specific tickbox to assign someone as a Business Administrator. The Business Administrator role is applied to any Portal user who is manually assigned one or more "Manage Access" permissions by another administrator on the Portal. The "Manage Access" permission allows them to assign specific permissions to other Portal users for just that permission type.

User roles are visible when any administrator views the list of users via the "Manage Users" screen, see What does the "Manage Users" screen allow Portal Administrator to do?

See also What are the different permission groups and permissions available to Portal users?

If leaving your role as a Portal Administrator you should ensure that there is at least one other Portal Administrator in place for your institution.

If there are currently no other Portal Administrators you need to agree who will take on the role before updating their profile and their permissions. 

Portal Administrators are responsible for adding users to their institutions. In order to do so they need to have the “Add/remove Portal User” permission assigned, see What do I need to do when I am first set up as a Portal Administrator?

Portal users needs to complete registration to use the Portal and provide a local Administrator with the email address used when registering and their Person Code, as supplied by the Central Bank following registration.

The following steps are needed for Portal Administrator to add a user to an institution:

1. Click the "Portal Administration" > "Manage Users" option in the navigation menu. The Manage Users screen displays, listing all users currently linked to this Institution.
2. Click the "Add New User" button on the right-hand side of the screen. If you can’t see this button verify if you have the "Add/Remove user" permission assigned to yourself.
   
3. On the "Add New user" screen enter the Person Code and Email address for the new user then click the “Find User” button.
   
4. If the user found is valid the following information is displayed as confirmation:
   • Person Name
   • Person Code
   • Email Address
5. To add this user to your institution click the “Add User”  button below the user details. This will connect the new User to the Institution and a confirmation email will be sent to that user to notify them of this. You will need to assign permissions to the new user in order for them to access specific Portal functionality.
6. If the details entered are invalid an error message will display. You can then review the data entered or contact the user for clarification.
   
7. You may see other warning messages under the following circumstances:
   • If the user being added has previously been removed from this Institution; or
   • if the user has already been added and is an Active user of the institution.

Note: If a Portal User has been removed from an institution as a result of them updating their Second Factor Method their Portal Administrator will receive a message advising that the user has requested their authentication settings to be reset and they will need to be reactivated. For further details see How do Administrators on the Portal reactivate a user who has been deactivated?

Portal and Business Administrators can remove "Active" Portal Users previously added to their Institution. This is subject to the administrator being assigned the “Add/remove Portal user” permission, see What do I need to do when I am first set up as a Portal Administrator?

To remove a user from an institution for which you have the required administration permissions:

1. Click the "Portal Administration" > "Manage Users" option in the navigation menu. You will see a list of users linked to your institution.  
2. Find the user you wish to remove from your Institution. You can use the search box at the top of the list to quickly locate a user.  
3. Click the "Actions" > “Remove User" option for the user you wish to remove. 
4. A confirmation message will display containing details of the Portal User to be removed.
   
5. Click "Confirm" to complete the removal of this user from your Institution. On successful removal of the user a confirmation message will display.
6. Click "Cancel" to cancel this action and return to the "Manage Users" screen.

It is not possible to add a portal user to an institution for which they are already a currently active user. 

When Portal Administrator tries to add a Portal user to an institution who is already an active user of the same institution a warning message will appear:

When Portal Administrator tries to add a Portal user to an institution who has either previously been removed from that institution or who has updated their second factor method the following warning message will appear:

The Portal Administrator can click the "Continue" button on the warning message to continue to add the user or click the "Cancel" button to cancel the operation.

Where the user has re-set their second factor method an alternative approach is simply to reactivate the user. For more details see How do Administrators on the Portal reactivate a user who has been deactivated?

If you are a Portal or Business Administrator with the relevant "Portal Administration" privileges you may receive a system-generated message to advise that a user has become inactive.

This will happen following their request to delete their second factor method via the registration page.

The user will not be able to access an institution to which they were previously linked until an administrator has reactivated their account, assuming it is appropriate to do so, as follows:

1. Click the "Portal Administration" > "Manage Users" option in the navigation menu. A list of users for your institution will display, with details including name, Person Code, email address, status and last login date.
2. Click the "Actions" button in the right-hand column for a particular user and click Reactivate User to reactivate this Portal User. This option will only be visible if the user has reset their Second Factor Method.
      
   

   A confirmation box will display, advising that you are about to reactivate this user account for your institution and that the user will be reactivated with the same privileges that they previously had when deactivated.
   

3. Click "Continue" to set the user status to Active (visible on the "Manage Users" screen) and restore the previously held permission set for this user for this Institution.
4. Click "Cancel"  to return to the "Manage Users" screen with user still in a deactivated state.

Note: This task will need to be repeated by the Portal Administrator for each institution to which the user was previously linked.

To update permissions you need to be a Portal Administrator and/or have "Manage access" permissions.

The "Manage Permissions" screen is organised into categories of permissions, which control whether a Portal user can access specific menu items and functionality. This does not affect the general menu options available to everyone.

The following categories of permissions are available:

Note:

• For all Permissions a "Manage Access" tickbox is available. If a user has a "Manage access" permission assigned they will be able to manage the permissions of other users, for that permission only.
• Any user assigned one or more "Manage Access" permissions will automatically become a Business Administrator.
• There is no need to grant Portal administrators "Manage Access" permissions since they are automatically provided once the Institution Administrator tickbox is ticked.

If you are Portal Administrator the "Manage Users" screen allows you administer the access permissions for users linked to your institution.

1. Click the "Portal Administration" > "Manage Users" option in the navigation menu. A list of users for your institution will display, with details including their role, their name, Person Code, email address, status and last login date.
   
2. Click the "Actions" button in the right-hand column for a particular user and choose from the following:
   • Click "Manage Permissions" to add and remove permissions for each user.
   • Click "View Permissions" History to review the history of permissions assigned to each user.
   • Click "Remove User" to unlink a user from your institution organisation (for example because they no longer work there).
     
   • Click "Reactivate User" (not shown here) to reactivate an existing Portal User for your Institution. This option will only be visible if the user has updated their Second Factor Method.

Portal and Business Administrators are responsible for granting permissions to Portal Users linked to the institution they administer, which will give them access to certain functionality, such as messages and request changes.

In order to manage another Portal user’s permissions the Portal user whose permissions you wish to manage needs to have been added to the group of users for this institution; and you need to be either:

• A Portal Administrator, who has the ability to manage all users’ permissions; or
• A Business Administrator who has been explicitly granted the ability to manage some or all of the permissions of other users.

To update a user’s Portal permissions for your institution:

1. Click the "Portal Administration" > "Manage Users" option in the navigation menu. You will see a list of all users linked to your institution.
2. Find the user whose permissions you wish to update. You can use the search box at the top of the list to quickly find a specific users.
3. Click the "Actions" button against the relevant user’s name and select the ‘Manage Permissions’ option.
4. The various permission groupings and their associated sub-groupings will be displayed. For each permission group you will also see the various permissions available to assign to a user, such as View, Add, Edit or Delete.
5. Update the Portal User’s permissions as follows:
   1. To add permissions tick the box(es) that represent the permissions you wish to provide this Portal User
   2. To remove permissions then un-tick the relevant boxes
   3. To add or remove all permissions for a particular permission sub-group (e.g. “Change of Legal Name”) tick or un-tick the "All" box.
      

   Note:

   • For more information on the permissions available see What are the different Permission Groups and Permissions available to assign to Portal users?
   • Portal Administrators will see all Permission Groups and Permissions, Business Administrators will only see the Permissions for which they have been granted permission to administer.
   • The "Manage Access" column relates to Business Administrator privileges. Permissions in this column are not included when you tick or un-tick the "All" box.
6. Click "Save" when all updates are completed. A confirmation message will display, advising you that the Portal User will need to log out and back in again for the changes to take effect.
7. Click "Cancel" to leave the screen without saving your changes to permissions. A warning message will display, click "OK" to continue or "Cancel" to return to the screen listing the Portal user’s permissions.

If you are a Portal Administrator or Business Administrator you can view an existing Portal user’s permissions as follows: 

1. Click the "Portal Administration" > "Manage Users" option in the navigation menu. You will see a list of users linked to your institution. 
2. Find the user whose permissions you wish to update. You can use the search box at the top of the list to quickly locate a user. 
3. Click the "Actions" button against the relevant user’s name and select the ‘Manage Permissions’ option.
4. The "Manage Permissions" screen will display listing the permissions assigned to the chosen user. If you are a Business Administrator you will see just those permissions for which you have been given permission to administer. 
5. You can Expand or Collapse individual Permission Groups and associated permissions checkboxes by clicking the black up / down arrows at the end of each permission grouping. Click the "Expand All" / "Collapse All" button at the top to expand / collapse all Permission Groups at once.
   

Portal Administrators and Business Administrators can grant trusted Portal Users within their Institutions the ability to add or remove selected permissions for other Portal Users linked to your institution making them into Business Administrators as follows:

1. Click the "Portal Administration" > "Manage Users" option in the navigation menu. You will see a list of users linked to your institution.
2. Find the user whose permissions you wish to update. You can use the search box at the top of the list to quickly locate a user.
3. Click the "Actions" button against the relevant user’s name and select the "Manage Permissions" option.
4. The Manage Permissions screen will display listing the permissions assigned to the chosen user. To give a trusted user the ability to manage selected permissions for other users:
   • Do not tick the box title "Institutional Administrator" at the top of the screen.
   • Instead tick the box(es) under the "Manage Access" headings within the relevant permission groups. Example: To give another Portal User the ability to manage other Portal Users’ permissions in respect of messages tick the appropriate "Manage Access" boxes within the "Messages" permissions group.
     
     Click "Save" at the bottom of the page when all updates are completed, a confirmation message will display, click "Yes" to confirm or "No" to cancel and return to the user’s permissions page.
     
5. If you click "Yes" another message will display advising that the Portal User will need to log out and back in again for the changes to take effect.
6. Once confirmed the user will have the role of "Business Admin". They will be able to manage permissions for just the items they have been explicitly assigned, meaning they will be able to add and remove only those permissions for other Portal users also linked to that Institution.
7. If you wish to leave the "Manage Users" screen without saving your changes to permissions click the "Cancel" button , a warning message will display. Click "OK" to continue or "Cancel" to return to updating the Portal User’s permissions.
   

   Note:

   • Business Administrators are not automatically able to access specific functionality in the Portal beyond that generally available to all users. To access Portal services such as Request Changes and messages requires permissions to be explicitly set by themselves or another administrator. For more information see What do I need to do when I am first set up as a Portal Administrator?
   • A Portal or Business Administrator can remove the Business Administrator role from the user by following the reverse of the above procedure. This will have the effect of removing Manage Access rights but the will retain any other permissions previously assigned.

See also What is the role of the Portal Administrator?

Permission Change requests from Portal users appear initially as actions in the Pending Actions Tab of a Portal Administrator.

When you open the Pending Action an “Approve Permissions” form will display the Portal Administrator giving details of what Portal User submitted the request and what changes they are requesting for you to then action or not.

For more details see How do Administrators on the Portal action permission change requests?

For security reasons, a user’s account will be deactivated if they delete their second factor method (see deleting your second factor method for more information).

If you wish to reactivate the user’s account:

1. Navigate to Portal Administration > Manage Users.
2. Search for the user.
3. Click on Actions and select Reactivate.
   
4. A dialogue box will display with the user’s details for your review. If you are happy with these details, click "Continue" to reactivate the user’s link with your institution on the Portal. The user will be reactivated with the same permissions they previously had.
   

You can remove a user from your institution’s portal, and subsequently reactivate them with the same permissions.

See How do I remove a user from my institution’s account? and How do I reactivate a user’s access to my institution? for detailed steps.

Delegation allows an Investment Fund’s Portal Administrator to add their Legal Advisor and/or Filing Representative as a Portal delegate (‘delegate’) and permission that delegate to act on the fund’s behalf (including some or all of their sub-funds) for specific tasks, including the submission of request changes and communicating with the Central Bank via Portal messaging.

Important

• An Investment Fund can add multiple delegates to their institution Portal profile. The list of available institutions for delegation is based on information that you have already provided to the Central Bank. For more information, please refer to I can't find the right institution in my delegate list. Why?
• A delegate represents an institution; the permissions that the Investment Fund grants to their delegate applies to all of the delegate’s Portal users that have permission to perform delegated actions. This permission is managed by the delegate themselves. The Investment Fund cannot manage the permissions of a delegate’s individual Portal users. 
• Delegation is currently only available to Investment Funds.

See also: What is a Filing Representative?

Firstly, you need to have the correct permissions to manage delegates for your institution. Go to My Institution Profile > My Permissions and check the ‘Manage Delegates’ resource under Portal Administration is selected. If it is not, contact your Portal Administrator who will be able to update your permissions.

To add a Portal delegate:

1. Navigate to Portal Administration > Manage Delegates.
2. Click the blue ‘Add New Delegate’ button.
3. A table will display the available delegates for your Investment Fund. See screenshot below. This list is based on information that your fund has previously provided to the Central Bank. For more information, see I can’t find the right institution in my delegate list. Why?
4. Select the institution you wish to act as a delegate – the selected row will be highlighted blue. Click ‘Next’.
5. A 'Set Delegation Start Date' page will open and default to the current date. Set the start date for the Delegate.
6. A dialogue box will display asking you to confirm your selection. Click ‘Continue’ to proceed.
7. Success! You will be returned to the Manage Delegates screen and your newly added delegate will appear in the table. The start date of the delegation will be today’s date.

The table is based on institution connection data that the Central Bank holds for your Investment Fund and displays the Institution Name, the role that they perform for your Investment Fund, their Institution Number (an unique Central Bank issued ID), and the start date of the institution holding this role for your Investment Fund. Except for the Institution Number, this information is provided to the Central Bank by the Investment Fund.

1. Navigate to Portal Administration > Manage Delegates.
2. A table displays your fund’s list of delegates.
3. Find the delegate you want to give access. Select the adjacent Actions > Manage Fund Links.



4. On the Manage Fund Links screen, the delegate institution is displayed at the top; below that is a table showing the fund and, if applicable, its sub-funds with adjacent checkboxes. Select the checkbox beside the fund and/or sub-funds to give the delegate access. Tip: There is a ‘select all’ feature – simply select the checkbox in the grey row. Click ‘Save’.



5. A dialogue box will display asking you to confirm your action. Select ‘Continue’ to proceed.
6. On success, you will be returned to the Manage Delegates screen. The delegate now has access to the fund and/or sub-funds you selected. These will now appear in the delegate’s institution context selector.

See also: How do I add a delegate for my Investment Fund?, How do I manage a delegate's permissions to my Investment Fund’s profile?

1. Navigate to Portal Administration > Manage Delegates.
2. Find the delegate of interest, select the adjacent Actions > Manage Permissions.
3. The Manage Delegate Permissions screen displays all the resources that you can permission for a delegate. See below for definitions of the permissions. 
4. Select the permission(s) that you want to apply to the delegate. Note: Where applicable, these permissions apply across all the fund and sub-funds to which you have given the delegate access as part of the Manage Fund Links
5. Click ‘Save’ at the end of the screen. 
6. On success, you will be returned to the Manage Delegates screen. 

Tip: The delegate may need to log out and log back in for all permission changes to be applied.

Resources and permissions: 

• Institutions Details (Resource)
  - View (Permission): Allows the delegate to view the fund’s Institution Details, and all the data that is displayed on those screens.

• Messages Individual User
  - Create: Allows the delegate to create new Portal messages on behalf of the Investment Fund.
  - View: Allows the delegate to view Portal messages where they are in the recipient list
  - All: Selects both the Create and View options.

• Request Changes

  - View: Allows the delegate to view submitted Request Changes for the Investment Fund.
  - Add: Allows the delegate to create new Request Changes for the Investment Fund. 
  - All: Selects both View and Add options.

• Delegated ONR Returns

- Delegated: Allows the delegate to submit returns for the Investment Fund

You will get an error message if you are trying to add a delegate that has already been added. This can happen if you have end-dated a delegate and, on the same day, try to re-add the same delegate, as you are not permitted to add the same delegate with an overlapping dates start and end dates. If you ended the delegation in error, you will need to wait until the next day to add them again.

When you navigate to the Add New Delegate screen (see How do I add a delegate for my Investment Fund?), the list of potential delegates is based on institution connection data the Central Bank holds for your Investment Fund. (You can view your Investment Fund’s connections under Institution Details > Connections). Delegates are either:

1. Institutions that perform roles for your Investment Fund which are notified to the Central Bank as part of existing requirements. These roles include Legal Advisor, Investment Manager, Fund Service Provider, etc. OR
2. Institutions that carry out tasks, e.g. the filing of Country Supplements, on behalf of your Investment Fund but which do not hold a notifiable role (as in point 1). We refer to these institutions as Filing Representatives.

All delegates need to be notified to the Central Bank so that we can set them up on the Portal. If you do not see an institution that you want to want to add as a delegate: 

• If they fall into category 1, i.e. hold a specific role for your Investment Fund, please follow the existing process for updating this data.
• If they are a Filing Representative, please refer to How do I register as a Filing Representative for an Investment Fund? (ID: 302).

1. Navigate to Portal Administration > Manage Delegates. 
2. Find the delegate you wish to remove and click the adjacent Actions > Remove Delegation. 
3. You will be prompted to enter an End Date. This date can be a date in the past or future.
4. A dialogue box will display asking you to confirm the action. Select ‘Continue’ to proceed.
5. On success, you will be returned to the Manage Delegates screen. The delegate still appears in the table, but the End Date is now populated with the relevant date and the Actions menu no longer displays. If you entered a past end-date, the status will show as and the delegate will no longer have access to your fund’s Portal profile. If you added a future end-date, the delegate will continue to have access until the date passes. You will also be able to edit the end-date up until the date passes. 

Important: Ending the delegation on the Portal has no impact on the underlying connection data that the Central Bank stores. For example, if you add your Legal Advisor as a delegate and subsequently end the delegation, the firm is still listed as your Legal Advisor. The only impact is that your Legal Advisor can no longer act as a delegate on the Portal.

1. Navigate to Portal Administration > Manage Users.
2. Find the Portal user, select the adjacent Actions > Manage Permissions.
3. Scroll down the Manage Permissions screen to the Portal Administration section and select the Manage Delegates checkbox.
4. Click ‘Save'.
5. On success, you will be returned to the Manage Users screen.

Note: Even if you are a Portal Administrator, you will need to assign yourself this permission so that you can manage (add/remove) delegates for your Investment Fund.

Filing Representatives are institutions that currently carry out some tasks, e.g. the filing of Country Supplements, the filing of KIIDs, the requests for Attestations, etc. on behalf of an Investment Fund, but are not the Legal Adviser on record with the Central Bank for the fund.

See the full list of available tasks, or ‘Request Changes’ on the Central Bank website.

The Investment Fund only needs to notify the Central Bank of the Filing Representative if they intend on adding the Filing Representative as (one of) their delegate(s) on the Portal.   The Investment Fund needs to send an email to [email protected] and include the following details: 

• Filing Representative firm name;
• Filing Representative contact name;
• Filing Representative contact email address; and
• Investment Fund(s) for which the Filing Representative will act as a delegate.

The institution context selector at the top of every screen on the Portal is used to navigate between institutions, including the Investment Fund(s) for which you may act as a delegate. Simply select the blue down arrow and a dropdown list of all the institutions to which you have access will be displayed.

A ‘Delegate’ label will appear next to any institution to which your institution has been added as a delegate where: 

1. You have Delegated Actions > Perform permission under your institution (the delegate).
2. The Investment Fund has given your institution delegate action to its fund and/or sub-funds.

The specific actions that you can perform as a delegate for an Investment Fund depends on the permissions they assign to your delegate institution. See How do I manage a delegate's permissions to my Investment Fund’s Portal profile?

To enable your institution’s Portal users to perform the actions that the Investment Fund has assigned: 

1. Ensure your institution is displayed in the institution context selector. 
2. Navigate to Portal Administration > Manage Users. Note: If you do not see this menu option, you will need to contact your institution’s Portal Administrator for access. 
3. Find the Portal user and click the adjacent Actions > Manage Permissions. 
4. Scroll down the Manage Permissions screen to the Delegate section and select the Delegated Actions checkbox (Perform).
   Note: The Delegate section only displays when an Investment Fund has added you as a delegate on the Portal. 
5. Click ‘Save’.
6. On success, you will be returned to the Manage Users screen. 

This permission gives the Portal user the ability to complete delegated actions for all Investment Funds that have delegated to your institution.

To perform any action on behalf of the Investment Fund for which you are a delegate, you need to first select the Investment Fund in the institution context selector. It will have the DELEGATE label displayed to the right side of the Institution Name.

Then you simply follow the same instructions as if you were a direct Portal user of the fund – see How do I submit a Return (ID:308) or How do I submit a Request Change? (ID: 11)