Registering a group
Before adding a group!
Before proceeding with registration of a new group, please make sure that the group has not been registered by someone before.
Use Browse→Groups tab, enter name of PI and check "All":
How to add an internal group
this workflow is only for internal groups, for external groups see the section below!
Click register group and fill in the necessary details.
Group name: "GroupPI's_Familyname GroupPI's_FirstName", for example "Familyname Firstname"
Short name: "AbbreviationOfGroup'sUnit GroupPI's_Familyname", for example "HiLIFE-BI Familyname ".
Use the H-remit code of the WBS number to find the AbbreviationOfGroup'sUnit, refer to pdfs or excel sheets to see the matching unit: https://flamma.helsinki.fi/en/group/talous-ja-hankinnat/nain-yliopiston-talous-toimii
Contact email: it is better to add email of a person who registered a group into this field. When the group has an admin belonging to the group, the contact email may be switched to that person.
Organization: the host organization of the provider, for example "University of Helsinki"
Organization type: for the groups from University of Helsinki we use "HiLife Internal", other types are reserved for external groups (see below). The most important thing to check is that you have selected right organization type. Pricing rules are effected by this. Selecting wrong organization type will cause that group to have wrong pricing rule and thus the wrong prices on booking. It is possible to change organization at any point if needed. Note! the price type is linked to the project request and should be checked/specified upon evaluation of the project request under Admin->Inbox
AD integrated: this optional field can be used for automatic assignment of people into the group based on their AD-group memberships. Use IAM group administration desktop. to find the group id (DN of group / AD group name), use the PI's first name and search the corresponding group. After that enter the group ID (for example, "grp-a91900-bi-....." into the corresponding field). Important note: Typo on the AD integration can lead to account lockdown. If a IRIS users can not log in to IRIS and gets a strange error DO CHECK IF THE AD INTEGRATION ID IS SAME AS THE University Group ID!!
How to add an external group
As we can not handle external organizations the best working practice is create an external group under one of these fake organizations:
- HiLIFE Commercial (HiLIFE com) → for companies
- HiLIFE external (HiLIFE ext) → for groups in Finland but not University of Helsinki
- HiLIFE International → for international academic groups
Navigate to "Browse→Organizations" and press of the Settings button of the most suitable organization from the list above (if you do not have rights to admin those organizations, please contact portal admins):
Use the "Groups tab→Register group" to add group to the selected organization:
Specify group details and press Register:
Group name: "AbbreviationOfGroup'sHostOrganization GroupPI's_Familyname GroupPI's_FirstName", for example "UEF Familyname Firstname"
Short name: "AbbreviationOfGroup'sHostOrganization GroupPI's_Familyname", for example "UEF Familyname"
Contact email: it is better to add email of a person who registered a group into this field. When the group has an admin belonging to the group, the contact email may be switched to that person.
Note! the price type is linked to the project request and should be specified upon evaluation of the project request under Admin->Inbox
After the registration, open the group settings and do:
- Settings tab → make sure that "Allow users from different organizations:" is checked. When checked the users with various email endings may be added to the group
- Settings tab → add groups URL to "Link URL:", this will allow to find the group details later and the other admins may be able to understand from where the group is coming.
- Cost center tab → add a new cost center details as specified in the Project request
- Members tab → add users that should belong to the group. If the users are already present in OpenIris, they can be found using the "Add member..." drop down or added manually using the "New member" butto
LMU system for external groups
WBS numbers
External users well receive WBS codes that are built as follows.
First two digits code the external (academic) and commercial users.
01 for HiLIFE commercial users
02 HiLIFE externa (academic) users
Next six digits are the date when the group was created in the form ddmmyy. So group created on 20th of July 2021 would get the code 200721.
Last three digits are reserved for different billing codes within the group. Some groups have more than one project and thus more than one billing contact. This part of the WBS allows us to differentiate between the different projects of a given group.
So for example, the first user in a new academic external group created on 20th of July 2021 would get the code 02200721001
Billing information
Accurate billing information should be with Cost Center and Group. Billing address on Billing Address -box and reference and other information can be on Comments box. If billing is for a Finnish or University or company information needed are:
EDI Code (For example '003722283574' for Aalto University)
Official name of the organisation (for example 'Aalto-korkeakoulusäätiö sr' for Aalto University)
Postal address of the billing (for example: 'Aalto University, P.O.Box 96081, FI-01051 LASKUT, FINLAND')
Reference
Reference is very important because otherwise the bill does not find the correct department or person in big organisations.
Contact person
Contact person is not mandatory but might be helpful information
Task
For external projects add extra 'External billing information' task to the project task list and add completeness as the information is collected.