WebPrISM Guide

This guide provides information about how to use the WebPrISM web site.  WebPrISM can be used by authorised staff to manage student and/or staff UQ Sign In accounts at the university.

General information about Web PrISM and how to access it can be found on the WebPrISM information page.

There are three main menus within WebPrISM:

The above menus may or may not appear depending on the level of access required. Not all menus and functions will be available for all users who access WebPrISM.

 OU Admin

This menu allows staff UQ Sign In and UQ Hosted accounts to be managed locally by Organisational Units.

Search

This menu option allows the user to search for information about staff and UQ Hosted UQ Sign In accounts. Information can be searched for accounts across the entire university but only those that are within your permission area can be viewed in detail and changed.

Step 1 - Staff Search There are two ways to search for accounts. The first is using the quick search. This allows searching on a specific attribute of a user such as their staff number, UQ Sign In username, Aurion number or PrISM client ID. The second way to search is to provide other information such as the surname, first name, email alias, category or status. If you wish to search through all Org Units then tick the include other Org Units option otherwise the search will only be performed on users within your permission area as displayed at the bottom of the screen.

Step 2 - Search Results This page only appears if more than one account matches the search criteria or the account that matches is not within your permission area. You can view more details for an account by clicking on the username. If the username does not include a link, then this account is not within your permission area.

Step 3 - Summary Page This page provides a summary of the information available about the account. There are two buttons available to either Reprint Offer Letter or to Change Password for the account (if you have permisson to perform these functions). Both of these buttons will change the account's password so only do this if you know that the user of the account requires a new password or you have just set up the account and need to reprint a new password for the user.

Change Password

The Change Password menu item is another link to the search function described above. You can change the password on an account from the summary page.

Create Account

This allows the creation of a staff or staff casual account within WebPrISM where the staff member has been entered in Aurion and an employee number has been issued.

Step 1 - Enter the employee number of the new staff member and click next

Step 2a - If an account does not already exist, WebPrISM will retrieve the details of the staff member from Aurion. Check the details are correct and choose an email address for the account from the drop down list

Step 2b - If an account already exists, then another page will appear with a link to the details of the account. If the account belongs to an Org Unit within your permissions area of Web PrISM then you will be able to go to the summary page for the account as described above in the Search section. If the account is not active, please contact ITS Client Services to request the account be reactivated.

Step 3 - Print off the offer letter to give to the staff member if the account is new or the staff member does not remember their account details. If the staff member's account already exists and they are actively using it then don't print a new offer letter as it will reset their password.

Create Temp Account

This menu option allows for the creation of an account to be used temporarily by someone who is not a member of the UQ community and will not require the account for very long.

Step 1a - Enter the details of the person who will be using the account and the length of time required. Click Next.

Step 1b - Alternatively you can click the View Provisioned Accounts to see a list of temporary accounts that have already been assigned to your area.

Step 2 - This will retrieve a random temporary account and assign it a random password. Click Generate Letter to print out the details of the account.

Student Admin

This area allows student UQ Sign In accounts to be managed.

Search

This menu option allows the user to search for information about student UQ Sign In accounts.

Step 1 - Student Search There are two ways to search for accounts. The first is using the quick search. This search can be done on a specific attribute of a user such as their student number, UQ Sign In username, or PrISM client ID. The second way to search is to provide other information such as the surname, first name, email alias, category or status. If you wish to search through all Org Units then tick the include other Org Units option otherwise the search will only be performed on users within your permission area as displayed at the bottom of the screen.

Step 2 - Search Results This page only appears if more than one account matches the search criteria . You can view more details for an account by clicking on its username.

Step 3 - Summary Page This page provides a summary of the information available about the account. There are two buttons that may be available depending on your permission level for WebPrISM. These are Reprint Offer Letter and/or Change Password for the account (if you have permisson to perform these functions). Both of these buttons will change the account's password so only do this if you know that the user of the account requires a new password or you have just set up the account and need to print the account details.

Change Password

The Change Password menu item is another link to the search function described above. You can change the password on an account from the summary page.

WebPrISM Admin

This area is for WebPrISM administrators to manage standard user access (ability to perform functions but not manage WebPrISM users) to WebPrISM within their area. A Web PrISM role is the name given to the type of access the administrator can grant. Some admins have the ability to grant access to one role while others may have several roles they can manage. The menu option is called Admin and the following two functions are contained within the menu.

Add/Modify User

This menu option allows granting and revoking of standard user access to WebPrISM.

Step 1- Enter a staff UQ Sign In username

Step 2 - Select a WebPrISM role for the user access level or alternatively click the disable box to disable access for a user

Step 3 - Save the changes

List Users

This menu option allows the administrator to list all the users that currently have access to WebPrISM under the roles that the administrator manages. If the administrator has access to more than one role then the administrator can select which role/s to view.

Step 1 – If you have access to multiple WebPrISM roles, select the role/s for which to display users or select list users for all roles

Step 2 – This screen displays the username, name, WebPrISM role and Org Unit for the users in the selected role/s. Clicking on the username of a user will take you to the Add/Modify User screen as described above so you can alter their access.

Looked through our guides and still can't find the right answer?

Search all Help Guides  or  Submit new support job