Accounts & Access (enhanced EWP Dashboard)

Owned by Ioanna Sidiraki (Unlicensed)
Last updated: 20 Sept 23 by Kostas Lampridis
7 min read

In many instances several people are involved in the administration of mobility processes. Therefore, enhanced EWP Dashboard supports a multiuser system that allows different levels of access.

To match the specific working patterns in each institution, different levels of access to the Dashboard can be determined and associated to the roles — e.g. an ‘Administrator’ role allows to upload lists of nominated students and communicate with students.

In this guide, you can find more information about creating or editing Accounts and Roles in the enhanced EWP Dashboard.

Table of contents:

In the enhanced EWP Dashboard, open My University>Accounts & Access from the main menu on the left. You will see two tabs on the top side: Accounts and Roles.

Roles

By selecting the Roles tab you can see all created roles that are being used by your HEI’s IRO and the corresponding set permissions for each one.

In the default view, Roles are organized in a table format, with the following headers:

  1. Name: Role’s title

  2. Permissions: List of permissions set for the role

Edit Existing Roles

You can edit an existing Role by selecting the yellow pencil icon on its right:

After that, a pop up window appears in which you can edit the Role Name and add or remove Permissions.

You can remove a permission by clicking the x icon on its right:

You can add a permission by:

  1. typing its name (e.g. “Managing IIAs”) or

  2. by clicking on the arrow icon on the right and choosing the permission you want, from the drop-down menu that appears.:

Once you finish editing, you have to click on Save Changes and the window will close automatically.

A small window appears at the bottom left of your screen, informing you that the role you edited was updated successfully.

This message disappears after a few seconds.

Adding New Role

To create a new Role, you have to click on the Add New Role button on the bottom of the page.

After that, a pop up window appears in which you can fill the role’s details:

  1. Role Name: you have to set a unique role name. Try something descriptive but short, that will help you understand role’s permissions easily and quickly just by reading it (e.g. Sign OLAs, All features, Applications only)

  2. Permissions: choose the role’s permissions from the drop-down menu that appears by clicking the arrow icon.

Permissions

Each Account can be assigned with a Role and each Role may be granted with several permissions. The permissions depend on the actual role of the person the account is being created for, i.e. if the person (member of the academic staff) is going to handle OLAs, it will need to have the permissions Managing students and Uploading students (to use the csv file upload function for creating multiple OLAs).

Below the Permissions are explained in detail so you know which ones each of your staff accounts needs to have.

  • Editing general Info: Not applicable at the moment

  • Creating accounts: manage the institutional staff accounts, create/edit/delete

  • Viewing students: view OLAs

  • Managing Organizational Units: add/edit/remove Organizational Units

  • Managing students: view/sign/decline OLAs

  • Creating IIA: create IIAs

  • Uploading students: initiate OLAs for multiple students by uploading csv files

  • Managing IIAs: view/edit/delete and approve IIAs

  • Editing step by step: Not applicable at the moment

  • Default IIA Data: manage the Default IIA Data (Factsheet)

  • Import IIA: creating multiple IIAs by uploading csv files.

  • EWP Settings: activate/deactivate APIs.

  • Erasmus+ App: create/edit/delete Useful Info, Deals, Events for the App

  • Applications for Erasmus+: manage the Applications

  • Covid-19 Settings: Not applicable at the moment

You may create as many roles as you like according to your organizational needs, assigning one or more permissions accordingly.

 

Once you fill both fields, you have to click on Add New Role and the window will close automatically. You can now use the new role you created.

A small window appears at the bottom left of your screen, informing you that the new role created successfully.

This message disappears after a few seconds.

Delete Existing Roles

You can delete an existing Role by selecting the black bin icon on its right.

A confirmation window appears, informing you that by deleting this specific account the staff member won't be able to sign in.

Once you click Delete Role, the role is permanently deleted and a small window appears at the bottom left of your screen, informing you that the deletion was successful.

1. You can’t delete a role if it’s been assigned to an account.
2. Note that once you delete a Role you can’t restore it, but you can recreate it if needed in the future.

Accounts

By selecting the Accounts tab you can see all active accounts that are being used by your HEI’s IRO.

In the default view, Accounts are organized in a table format, with the following headers:

  1. Name

  2. Email

  3. Phone

  4. Role

Edit Existing Accounts

You can edit an existing Account by selecting the yellow pencil icon on its right:

After that, a pop up window appears in which all account’s details are editable.

Once you finish editing, you have to click on Save Changes and the window will close automatically. A small window appears at the bottom left of your screen, informing you that the account you edited was updated successfully.

This message disappears after a few seconds.

Adding New Account

To create a new Account, you have to click on the Add New Account button on the bottom of the page.

After that, a pop up window appears in which you can fill the account’s details:

  1. Account Name: you can set IRO’s full name or something similar to that

  2. Account Email: IRO’s email address

  3. Phone Code & Phone Number

  4. Role: choose a role for the account. See more info here.

Once you fill all details, you have to click on the Add New Account button and the window will close automatically. When accounts are created for new colleagues, they will receive an automatic notification to set their own password, which means they will have their own login credentials.

Note that you can add the Phone Number only if you have selected a Phone Code first.

Also, a small window appears at the bottom left of your screen, informing you that the account was created successfully.

This message disappears after a few seconds.

Delete Existing Accounts

You can delete an existing Account by selecting the black bin icon on its right.

A confirmation window appears, informing you that by deleting this specific account the staff member won't be able to sign in.

Once you click Delete Account, the account is permanently deleted and a small window appears at the bottom left of your screen, informing you that the deletion was successful.

This message disappears after a few seconds.