Account for an external person who is foreign

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Creating an account for an external person means that the person will receive a Umu-id and thereby gain access to the university’s systems for a limited time. The head of the department or unit needs to approve the account, ensuring that the assignment and management of permissions are handled correctly. If the person needs to be affiliated, the directory manager can do so after the Umu-id has been created.

Create the Account

Please note that an external account for a person who does not have a Swedish personal number currently needs to be created by a university employee (host/contact person) and cannot be initiated by the person themselves.

  1. Go to https://administrationsverktyg.umu.se/Gastkonton/.
  2. Click on Administrate and log in with your Umu-id.
  3. Then click on Create a guest account. If you are already logged in, you can directly click on Create a guest account.
  4. Enter the details of the persons you are applying for accounts for. Fill in the field User account for external person. Make sure to provide correct information from the person’s valid passport.
  5. When you are done, click on Create account.

The manager will receive an email notification that an application has been submitted.

Activation Details

When the head of the relevant department or unit has approved the account creation, the person in question needs to activate their account after verifying their identity. Depending on where the person is, this can be done in different ways.

Option 1: Visit Servicedesk

People who are in Umeå can visit Servicedesk and show valid identification to receive an activation code. The person is then directed to activate their account using the activation code in the activation guide, https://administrationsverktyg.umu.se/KontoAktivering. Servicedesk is located in the Universum building next to Infocenter.

Option 2: Via a Three-Party Video Call

People who are not in Umeå can receive an activation code during a three-party video call held with a person from the department/unit (a trusted party) and a Servicedesk employee. Before the meeting, the person needs to send a copy of approved identification documents to Servicedesk (https://www.umu.se/en/servicedesk/contact-us/) which they will also show during the meeting.

During the meeting, the external person will receive an activation code and can proceed to activate the account using the code in the activation guide, https://administrationsverktyg.umu.se/KontoAktivering.

If such a call needs to be booked, contact the Servicedesk, https://www.umu.se/servicedesk/kontakta-oss/.

Option 3: Using a Household bill and Copy of Identification Document

If it is absolutely not possible to conduct a three-party video call, there is also an option for the person in question to send approved identification documents along with a copy of a household bill to receive activation details by mail. The person is directed to create a ticket to Servicedesk, https://www.umu.se/en/servicedesk/contact-us/.

 

If you are looking for the manual for Swedish persons who can use Freja eID or BankID, it can be found here, https://manual.its.umu.se/en/apply-for-guest-account/.

Accept apply for guest account

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When an external person applies for a guest account, they must name a host. The host needs to confirm the apply, and then send it to the head of department so they can accept or deny. This manual shows how the host do to confirm the apply, and also how the head of department accept or denies the applies. At the end of the manual, we also show you how to extend the guest accounts access.

The host – confirm the apply

When someone has applies for a guest account and makes you the host, you will receive an e-mail.

  1. Go to your mail inbox and look for an e-mail that says Apply for guest account.
  2. Click on the link in the e-mail and login with your Umu-id.
  3. Click on Administrate.
  4. You will now see a list of all the names that applied for a guest account and named you as their host. Click on the name of the one who has applied.
  5. Write Organization, for how long time the guest should have a guest account, and the Reason why they need an account.
  6. Then click Confirm apply.

You can also do the apply for the external person

  1. Go to https://administrationsverktyg.umu.se/Gastkonton/
  2. Click on Administrate and log in with your Umu-id. Click on Create a guest account. If you’re already logged in, you can click on Create a guest account directly.
  3. Fill in User account for external persons and write the external persons information. When you’re done, click Add.

The head of department will receive an e-mail that an apply has been sent. Once the head of department has accepted the apply, the external person must activate the account themselves.

The head of departments approval

  1. Go to your e-mail inbox and click on the mail that says Manage new apply.
  2. Click on the link in the email and log in with you Umu-id.
  3. You’ll now see a list of everyone that waits for an approval.
  4. You can choose to either Accept or Deny.
    If you choose to accept, both the external person and the host will receive an e-mail that says the apply is accepted. If you choose to deny, you must write a reason for why you choose to deny and only the host will receive the information.
  5. Click on Accept to accept the apply for a guest account, and Deny if you don’t want the guest account to be created.

Extend the guests access

Previously, as a host, you could extend the validity period of a guest account. Now, this is managed by the Directory Co-ordinator at your institution or unit.

Apply for guest account with BankID or Freja eID+

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As a guest at Umeå university you can apply for a guest account if you have BankID or Freja eID+ and a Swedish personal identity number.

  1. Go to administrationsverktyg.umu.se/gastkonton/home
  2. Click on Apply.
  3. Choose if you want to apply using BankID or Freja eID+
  4. When you’re logged in you’ll see your personal information from BankID or Freja eID. Your phone number isn’t obligated.
  5. At the bottom you have to name your host at Umeå University. You can verify the e-mailadress if you’d like.
  6. Then click Send application.
  7. If the apply is sent successfully, you will get a message on the screen that says that your apply is received.
  8. Your application is now sent to your host. Once the host has accepted you application, they will send it to the head of department that has to accept your application. Once the head of department has accepted your application, you’ll get an e-mail that says Your application for a guest account is accepted.
  9. Now you need to activate your account by follow the link in the e-mail you received.
  10. Log in with your BankID or Freja eID.
  11. Accept the rools and click Next.
  12. Write your password and then click Complete.
  13. Your account is now activated.