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:

Category	Description	Available Permissions
Institution Administrator	Sets the user to be Portal Administrator	Tick to make the user a Portal Administrator, untick to remove this role.
Delegate	Enables users to be assigned as a Delegate, who are typically third party service providers given rights to perform certain tasks on behalf of your institution.	Tick to enable the user to Perform Delegated Actions, untick to remove this role.
Messages	Enables users to work with Portal messages at an individual and institution level. Messages are secure communications between the Central Bank of Ireland and your institution sent via the Portal. Note: Messages may contain sensitive data so the ‘Institution’ level permission should be assigned on a sensitive basis.	"View" and "Create" permissions are available at for messages at an individual level. "View" and "Create" permissions are available for messages at an institution level, allowing a user to see messages sent and received by any users linked to an institution.
Portal Administration	Enables users to administer other Portal users, including access. Enables users to administer Delegates (certain institution types only)	"Add/remove" and "Manage Access" Portal User permissions are available. “View”, “Add”, “Remove” and “Manage Access” Delegate permissions are available
Request Change	Enables users to request changes to certain fields of data that the Central Bank holds and to manage those requests.	"View", "Create", "Update" and "Delete" permissions are available for Request Changes. Permissions are available per Request Change, so it is possible for example to be able to view some and add others, if desired.

 

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.