UPPORTAL - HELP FILE. IT Help Desk Tel: help@it.up.ac.za. Student Help Desk Tel: studenthelp@up.ac.

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1 UPPORTAL - HELP FILE IT Help Desk Tel: help@it.up.ac.za Student Help Desk Tel: studenthelp@up.ac.za CONTENTS 1. Helpdesk Details 2. EMPLID 3. UP Portal views 4. Problems with displaying UP Portal views 5. Set or update Challenge Questions 6. Important notice: Challenge Questions 7. Personalise your UP Portal view a. Language options b. Add or remove portlets c. Adjust the position of the portlets d. Collapse or expand portlets e. Resize the portlets display area f. Resetting the portal layout 8. Portlets 9. Single Sign On

2 HELPDESK DETAILS Always supply your EMPLID and a brief description of the problem. Where applicable, make a screenshot of the screen display and attach that to the you send to Helpdesk. STAFF MEMBERS, GUESTS, APPLICANTS OR ALUMNUS Report a problem you experience to the IT Help Desk. STUDENTS o Call o help@it.up.ac.za. Report a problem you experience to the Student Help Desk. o Approach the assistants at the Helpdesks that are typically adjacent to the Student Computer Laboratories (in IT Building, NW2, CBT etc) o Visit the Open Labs situated in the Informatorium Building, for reporting the problem at the offices of Student Help Desk o Call o studenthelp@up.ac.za 2 P a g e

3 EMPLID On UP Portal sign on, your EMPLID is displayed at the top, right of the UP Portal display below your name. The below image illustrates the position of the EMPLID display: University of Pretoria uses an EMPLID ( Enterprise-wide Master Personal Identity Descriptor ), assigned to an individual, as a unique identifier for that person across all computerised systems. For many of the university s business processes (like Application for studying at the university; Appointment of a person; Application for access to the university s premises; etc), one of the first steps, is a lookup for the EMPLID assigned to that person. If no existing EMPLID for that person is found, a unique EMPLID is then assigned to that person. From then onwards this EMPLID is used, across all the university s computerised systems, for retrieving or storing information about that person. 3 P a g e

4 UP PORTAL VIEWS The UP Portal serves the purpose of a single entry point to all information the person may need as well as all System Portlets the person may need to use. There are different UP Portal views for specific audiences (groupings of people): Staff Students Alumni Study Applicants Guest When you sign on to the UP Portal, next to the label My view, the name of the displayed UP Portal view can be seen. The below image illustrates the display of the UP Portal view Staff: You may have access to more than one UP Portal view. In that case a drop down list of the UP Portal views, available to you, is displayed. You may then switch from one UP Portal view to another, by selecting a specific UP Portal view from the list. The UP Portal will keep track of the most recent selected UP Portal view. On the user s next sign on to UP Portal, the most recent selected UP Portal view will be displayed. The current UP Portal views are: Staff - aimed for a person appointed as staff member of the University of Pretoria Student - aimed for a person who is enrolled for study at University of Pretoria 4 P a g e

5 Alumnus - aimed for a person who graduated at University of Pretoria Study Applicant - aimed for a person who applied for study at University of Pretoria Guest - this UP Portal view is tailored to address the specific needs of a person who is not an appointed personnel member and not a student, for some reason, need access to University of Pretoria s Intranet and/or specific Information systems. PROBLEMS WITH DISPLAYING UP PORTAL VIEWS If you signed onto the UP Portal but: Although you are enrolled for the current academic year, the My view displayed is Applicant and the drop down list does not contain Student as an optional UP Portal view, or Although you are an appointed personnel member of University of Pretoria, the drop down list at My view does not contain Staff as an optional UP Portal view, or Although you are graduated at University of Pretoria, the drop down list of My view does not contain Alumni as an optional UP Portal view Please report the problem to Help Desk (Helpdesk Details) SET OR UPDATE CHALLENGE QUESTIONS To set or update Challenge Question, click on the link Set or update challenge questions in the Password Self Service portlet as shown in the image below: 1. Identify yourself by providing your username and password. 2. Select a minimum of three questions, very specific to yourself, with the answers to those questions as something you will never forget. 3. Provide the answers to those questions. In future, when you execute the below described functionality Lost Password, these questions with the related answers will be used for user 5 P a g e

6 authentication (validate that the person who uses the username, is the owner of that username and is the person who knows the answers to the earlier selected and stored questions). IMPORTANT NOTICE: CHALLENGE QUESTIONS If you signed onto the UP Portal, but did not previously answered your Challenge questions, you will be prompted with the following message on success login to the UPPortal: 6 P a g e

7 You have 2 options: Select Set challenge questions, by clicking the button Set challenge questions and then follow the instructions to answer your Challenge questions or Click Later, to answer the questions at a later time. The message will continue to appear until you have answered your challenge questions. PERSONALISE YOUR UP PORTAL VIEW Once you have signed on into the UP Portal, you have access to all the default System Portlets (portal sub units) available to you. Each portlet gives you access to information and/or systems such as clickup or HR functions as indicated below: 7 P a g e

8 You can personalize your portal view by changing any of the following: Language options Adding or removing portlets Changing the position of the portlets Resizing the portlets Collapsing or Expanding the portlets Resetting the portlet layout 8 P a g e

9 LANGUAGE OPTIONS For new users, the UP Portal view defaults to English, but is also available in Afrikaans. At the top right, hyperlinks for selecting the preferred language for the UP Portal are displayed. If you want to change the default language, click on the language you prefer and when you sign on again, the UP Portal view will default to the language you selected. Note: Although the UP Portal view supports a display in English and Afrikaans, not all System Portlets, accessed via UP Portal, are configured for an Afrikaans display. The implication thereof is, if the person clicks on a hyperlink for accessing a specific System Portlet, which is not configured for an Afrikaans display, the display of that specific System Portlet will remain English, even if the person s UP Portal view is set to Afrikaans. 9 P a g e

10 ADD OR REMOVE PORTLETS Each UP Portal view contains a set of applicable system portlets (portal sub units), that provides access to specific Information Systems. Some of these are displayed by default (most used) and others are optional and can be added to or removed from your portal view. Instructions to add or remove optional portlets 1. Click on the grey button at the top right of the page below the EMPLID, named Add/remove portlets : 2. A list of all available portlets (default and optional) specific to that UP Portal view, are displayed. All selected (ticked) boxes indicate the portlets that are currently displayed in your portal view: Default portlets are greyed out and cannot be edited. 10 P a g e

11 Default Portlets are ticked (as if selected), but are also greyed out and cannot be removed. Optional Portlets are not greyed out and can be either ticked (selected) or not. Selected optional portlets display in your portal view, unselected portlets do not. 3. Add or remove optional portlets by selecting (ticking) or un-ticking the checkboxes as indicated and described below: Optional portlets can be selected by ticking the checkbox Optional portlets that are displaying can be removed by un-ticking the checkbox The optional portlet Community Engagement System is not currently selected and therefore is not displaying in the portal The optional portlet Credit Card Payments is currently selected (ticked) and therefore is displaying in the portal view All default portlets, are greyed out and are displayed in the portal view (e.g. clickup and General Announcements) 11 P a g e

12 ADJUST THE POSITION OF PORTLETS Each UP Portal view contains a set of applicable system portlets (portal sub units), that provides access to specific Information Systems. Users can customize the position of these different portlets in their own UP Portal display. Instructions to adjust the positioning of the portlets 1. Click on the grey button at the top right of the page below the portal view selection, named Customize portlets : 2. Once the button has been clicked, each portlet has red dashed border and becomes a movable object, which can be dragged and dropped. You can now move the portlets around. 3. A dark grey background will indicated the new position where you can move/drop the portlet to. 4. When the portlets are all well positioned, click on Save changes for preserving the position of the portlets. 5. The below image illustrates the display of the portlets as movable objects, the grey background block and the Save changes button: 12 P a g e

13 13 P a g e Moving the cursor over the header of the portlet allows the user to drag and drop it at a new position indicated by the dark grey block

14 COLLAPSE OR EXPAND PORTLETS Each UP Portal view contains a set of applicable system portlets (portal sub units), that provides access to specific Information Systems. The button displayed at the left top corner of each portlet allows the user to collapse or expand the portlet. When a portlet is collapsed, only the header of the portlet is displayed. When a portlet is expanded the body containing text is also displayed. The below image illustrates the collapse and expand buttons. (Please note: Not all portlets have a collapse / expand button). This portlet is expanded. Click the minimize button to collapse the portlet 14 P a g e

15 RESIZE THE PORTLETS DISPLAY AREA Each UP Portal view contains a set of applicable system portlets (portal sub units), that provides access to specific Information Systems. If the display size of the portlet is too small to fit all text of that portlet, a scroll bar appears at the right hand side of the portlet. Some portlets can however be resized, in which case the user can adjust (control) the display area of the portlet. The images below illustrates the position of the triangular button (at the bottom right hand corner of a resizable portlet), which can be used for adjusting the size of the portlet display area. Scroll bar for reading the text which does not fit in the portlet display area. Click and drag the button here to resize the portlet display area. 15 P a g e

16 RESETTING THE PORTLET LAYOUT It is possible to remove all customizations and restore the default portal layout. This will restore all re-sized portlets to their default size, remove all optional portlets added previously and restore the portlet positions to the default porlet layout. Instructions to reset the portal layout 1. Click on the grey button at the top right of the page below the EMPLID, Reset portal layout : 2. Click OK to confirm to Remove all customizations and restore the default portal layout : PORTLETS The UP Portal view of a person contains various portlets, each related to a specific software application available to users. A portlet contains a short description of the nature of that specific software application and one or more links for accessing the various components of that particular software application. A user may position the various portlets according to their own personal preference. For more details on how to do that, read the section Personalise your UP Portal view. 16 P a g e

17 SINGLE SIGN ON University of Pretoria is in the process of implementing the technology of Single Sign On, whereby a user may, under certain conditions, be allowed access to a system with no explicit user sign on action. Due to the complexity of such an implementation this technology is implemented in a phased approach. That implies that at a certain point of time access to some software applications will require no explicit user sign on action whilst access to other software applications will still prompt the user for an explicit sign on action. 17 P a g e