Bring a colleague on board
Who this is for: administrators at the Secretariat, a State Party or a REC.
What you will achieve: a new colleague who can sign in to the ITS portal and sees the screens their job needs, and no more.
Before you start: you need a role that manages users. See What each role can do.
On the current version, Add user and Edit open nothing for a State Party or REC administrator. Until that is fixed, send the Secretariat the details in step 1 and the role from step 2, and they create the account for you. Steps 3 to 5 are then the same.
1. Collect the details
| You need | Why |
|---|---|
| First and last name | Shown in the portal. |
| Work e-mail address | The set-password e-mail goes here. It cannot be changed later. |
| Username | What they sign in with. It cannot be changed later. |
| What the job is | Decides the role (step 2). |
| For a customs officer, their border post | Recorded as a duty station (step 4). |
2. Choose the role
Give the least that lets them do the job. Rights are easy to add and awkward to take away.
| The colleague will | Give them |
|---|---|
| Administer your organisation's users and customs offices, and read everything for your countries | Organisation admin (only the Secretariat can give it) |
| Look after your system's connection to ITS | Partner (only the Secretariat can give it) |
| Stamp declarations as a customs officer | Customs officer |
| Amend or cancel your country's declarations | Departure authority (State Parties only) |
| Govern ITS for the AfCFTA Secretariat | Secretariat admin (Secretariat only) |
Never give a colleague a role meant for a system (Partner system, the publishers, the reconcilers) or the old State party admin. See What each role can do.
For now ITS is used system to system: your national customs system lodges and stamps declarations through the ITS API. A Customs officer role in the portal lets a person read declarations and two report areas. It does not give them a button to stamp.
3. Create the account
- Open Users & roles.
- Select Add user and fill it in, following Users.
- Pick the role from step 2 under Roles.
- Select Add user.
The sign-in service e-mails your colleague a link to choose their password. Tell them to look out for it, including in their spam folder.
4. Record their duty station (customs officers)
- Select the new colleague's row to open their panel.
- Under Duty stations, select Add and record their border post.
5. Check it worked, with them
Ask your colleague to sign in, then check together:
- The header. They should see the items their role allows. If Reports is missing for a Customs officer, the role is wrong.
- The data. On Reports, the sentence You are reading … should name your organisation's countries.
- A screen they need. Have them open the one they will use most.
On the current version, the Roles column shows — and the panel says "No roles" for everybody, even when the role is there. Check the role worked by what your colleague can see, not by the Users screen.
When somebody leaves or changes job
- Changing job: edit their roles on Users. Choose every role they should keep.
- Leaving: Deactivate them on Users. The last Organisation admin of an organisation cannot be deactivated, so make sure somebody else holds it first.