Rights and roles
Some TU.it services require people with special rights and roles.
Furthermore, these people are contact points of the structural element (the organizational unit) for TU.it.
These roles are bound to the structural element, i.e. when changing a person to another structure element, the role must be reassigned.
| Role | WHERE is the role assigned | WHO assigns the role | WHO can additionally assign the role |
| Account approver | OAM (Online Account Management) | Head of the structural element (via TUaccount) | |
| Approver for clearing orders | OAM (Online Account Management) | Head of the structural element (via TUaccount) | |
| TUshop: Persons with commercial release authorization (mandatory) | TUshop | Head of the structural element (via upTUdate account) | |
| TUshop: Technically authorized persons (optional) | TUshop | Head of the structural element (via upTUdate account) | |
| TUshop: Persons responsible for licenses | TUshop | Head of the structural element (via upTUdate account) | |
| TUshop: Deputy persons responsible for billing | TUshop | Head of the structural element (via upTUdate account) | |
| Address manager | TISS | Head of the structural element (via TUaccount) | Address manager |
| IT contact person | TISS | Head of the structural element (via TUaccount) | Address manager |
| TUnet approver | TISS | Head of the structural element (via TUaccount) | Address manager |
| TUphone appointee | TISS | Head of the structural element (via TUaccount) | Address manager |
Some of the roles listed here are displayed in the TISS address book under "Additional functions" for the respective structural elements, as well as on the personal business cards. However, they are only displayed for registered users or for inquiries within the TU.
All TUshop roles are maintained exclusively in the TUshop.
- TISS: These can be assigned by each head of a structural element and each address manager for the respective structural element. For example, the head of an institute can assign public roles for the entire institute, while a research group leader can only assign roles within the research group.
- OAM (Online Account Management): These can be assigned by any head of a structural element for the respective structural element.
- TUshop: All roles can only be assigned/changed by the head of the structural element/organizational unit. Higher organisational units (e.g. area of group) have no influence on sub-organisational units. If this is desired, the roles of the sub-organisational units must be assigned accordingly. In TUshop, a research group/department head cannot assign/change the roles/rights of a (sub)group!
In general:
- No roles are assigned by default in any system (OAM, TISS, TUshop)!
- The head of organisation must also assign the roles to him/herself (if necessary), otherwise they are unassigned!
- The head of organisation has two rights per se in TUshop: to assign rights to others and to view the financial statements.
- The roles "Account approver" and "Approver for clearing orders" are assigned in OAM (Online Account Management).
- The roles „Persons with commercial release authorization“ (mandatory), „Technically authorized persons“ (optional), „Persons responsible for licenses“ and „Deputy persons responsible for billing“ are assigned in the TUshop (german only).
- All other roles are assigned in TISS. See also TISS Hilfe (instructions at the bottom of the page).
Roles in detail
Rights and duties
- Approve applications for accounts for central resources (TUwebsite hosting, TUcard Reader apps, TUnet access in special cases, etc.). This confirmation is necessary to ensure that the application has been made with the consent of the head of the institute.
- Account changes (renewals, extensions, deletions) must also be confirmed..
- Go directly to the release.
- Create and list TUwlan guest accounts and conference accounts
- Further information
How do I find the account approvers responsible for me?
When you apply for an account in Online Account Management, the responsible persons are specified.
How do I become an account approver?
The rights can be granted by Institute heads (heads of structural elements) online, opens an external URL in a new window.
Rights and duties
- All orders placed by employees (TUclient, TUfiles, TUhost and TUproCloud) must be approved by their confirmation.
- Cancellations must also be confirmed.
- Approvers for clearing orders must be made known to TU.it and can be the head of the institute and/or other employees nominated by the head of the institute.
- Go directly to:
Release orders
Release cancellations - The cost contributions for ordered services are rebooked at the beginning of the next quarter via the bursar's office. Please note that orders in the 4th quarter will therefore only be rebooked in the 1st quarter of the following year.
How do I find the Approver for clearing orders responsible for me?
- When you place an order, the persons responsible are indicated.
- Please inform the Approver(s) that your order is awaiting approval; the corresponding email address will be provided. The Approver(s) will not be notified automatically!
- Once the release has been received, you will receive an automatically generated notification by email.
- Cancellations must also be confirmed.
How do I become an Approver for clearing orders?
The rights can be granted by Institute heads (heads of structural elements) online, opens an external URL in a new window.
Rights and duties
- At least one person must be entered in this role, otherwise no orders are possible. (However, this can also be used deliberately to keep a structural element free of orders).
- These persons must confirm all TUshop orders and cancelations of their employees.
- These persons are ultimately responsible for ensuring that the software is used correctly (e.g. that it is also uninstalled correctly after being canceled).
- Authorized persons do not have an overview of the licenses of the org unit. This is reserved for the "Persons responsible for licenses" role, which can be assigned in addition to the "Persons with commercial release authorization".
- When placing an order, the customer selects a "Person with commercial release authorization", who is automatically notified by email. An order can also be rejected. A rejection requires a written justification.
- Further information in the TUshop Dokumentation „Strukturen“ (german only).
How do I find the Persons with commercial release authorization for me?
The list of persons is available for selection when ordering.
How do I become a Person with commercial release authorization?
Institute heads (heads of structural elements) can assign this role in the TUshop.
Further information in the TUshop manual, opens an external URL in a new window under Chapter 6.3 „Meine Org-Einheiten“ (german only).
Where can I view my own roles?
In my profile in the TUshop (see manual, opens an external URL in a new window chapter 5; german only).
Rights and duties
- This role is optional.
- For large departments/institutes/structural elements, it can be advantageous if a technical necessity is clarified before the financial one. Therefore, technical decision-makers can optionally be added to this role. This decision is made before the commercial decision.
- In a two-stage process, they make all TUshop orders and cancellations of their employees (partially) effective by confirming them before the persons with commercial release authorization make the orders finally effective.
- If a "Technically authorized person" is also a "Person with commercial release authorization", the "Technically authorized persons" field remains empty.
- Authorized persons do not have an overview of the licenses for the structural element. This is reserved for the "Persons responsible for licenses" role, which can be assigned in addition to the release.
- Further information in the TUshop Dokumentation „Strukturen“ (german only).
How do I find the Technically authorized persons for me?
The list of persons is available for selection when ordering.
How do I become a Technically authorized person?
Institute heads (heads of structural elements) can assign this role in the TUshop.
Further information in the TUshop manual, opens an external URL in a new window under Chapter 6.3 „Meine Org-Einheiten“ (german only).
Where can I view my own roles?
In my profile in the TUshop (see manual, opens an external URL in a new window chapter 5; german only).
Rights and duties
- Have access to all software products on the Software Distribution Server (SWD) that are licensed by the structural element as a whole.
- Above all, this special access enables persons responsible for licenses to perform the technical task of local system administration at the various workstations and servers of the structural element by allowing all software products licensed by the entire structural element to be downloaded and installed on the corresponding target systems, regardless of the individual license order.
- Furthermore, persons responsible for licenses can order and cancel on behalf of all members of the structural element.
- Persons responsible for licenses are a prerequisite for placing and managing orders for the "organisation user", which is to be used for all non-personal licenses.
- In addition, persons responsible for licenses are required to manage the licenses of retired persons; the "orphaned license" status no longer exists.
- Further information in the TUshop Dokumentation „Strukturen“ (german only).
How do I find Persons responsible for licenses for me?
These are not visible to employees. Heads of institutes can see them under „Meine Org-Einheiten“ in the TUshop (german only).
How do I become a Person responsible for licenses?
Institute heads (heads of structural elements) can assign this role in the TUshop.
Further information in the TUshop manual, opens an external URL in a new window under Chapter 6.3 „Meine Org-Einheiten“ (german only).
Where can I view my own roles?
In my profile in the TUshop (see manual, opens an external URL in a new window chapter 5; german only).
Rights and duties
- Persons with this role receive the quarterly statements in addition to the head of the organization.
- Further information in the TUshop Dokumentation „Strukturen“ (german only).
How do I find Deputy persons responsible for billing for me?
These are not visible to employees. Heads of institutes can see them under „Meine Org-Einheiten“ in the TUshop (german only).
How do I become a Deputy person responsible for billing?
Institute heads (heads of structural elements) can assign this role in the TUshop.
Further information in the TUshop manual, opens an external URL in a new window under Chapter 6.3 „Meine Org-Einheiten“ (german only).
Where can I view my own roles?
In my profile in the TUshop (see manual, opens an external URL in a new window chapter 5; german only).
Rights and duties
- Management of the contact data and TISS address book entries of all persons in the organizational unit in the TISS address book.
- Create/extend/remove so-called "additional employees".
- Setting TUaccount passwords for employees (only with their permission, opt-out) and mail options.
- Assign additional functions to members of the institute (e.g. first aid officer, IT contact person, etc.).
- Set up an upTUdate authorization group in TISS.
- Further information
How do I find the address managers responsible for me?
In the address book, opens an external URL in a new window of TU Wien (TISS) you will find a list of all persons who are address managers at the end of the organizational overview of your structural element (your organizational unit) under "Additional functions".
How do I become an address manager?
Institute heads (heads of structural elements) and address managers can assign this role in TISS.
Rights and duties
- First point of contact for questions regarding workstation computer hardware and software at the respective structural elements.
- Contact points for TU.it - i.e. in general, if you have IT problems, you should contact the IT contact persons of your structural element, who will then - if they cannot help themselves - contact the responsible TU.it offices.
How do I find the IT contact persons responsible for me?
In the address book, opens an external URL in a new window of TU Wien (TISS) you will find a list of all persons who are IT contact persons at the end of the organizational overview of your structural element (your organizational unit) under "Additional functions".
How do I become an IT contact person?
Institute heads (heads of structural elements) and address managers can assign this role in TISS.
Rights and duties
- TUnet approvers are technically experienced persons (technicians with network expertise) and are the contact persons for TU.it in all matters relating to the TUnet campus network (faults, security incidents, etc.).
- Within their structural element, they coordinate the TUnet requests, in particular computer registrations, changes and deregistrations of all employees and announce them to TU.it or approve requests.
How do I find the TUnet approvers responsible for me?
In the address book, opens an external URL in a new window of TU Wien (TISS) you will find a list of all persons who are TUnet approvers at the end of the organizational overview of your structural element (your organizational unit) under "Additional functions".
How do I become a TUnet approver?
Institute heads (heads of structural elements) and address managers can assign this role in TISS.
Rights and duties
- TUphone appointees of a structural element are the contact persons for TU.it in all TUphone agendas.
- Within their structural element, they coordinate the TUphone concerns of all employees, announce them to TU.it or approve applications.
- TUphone appointees are entitled to manage TUphone extensions and to view TUphone call statistics and billing data of an institute.
- Further information
How do I find TUphone appointees responsible for me?
In the address book, opens an external URL in a new window of TU Wien (TISS) you will find a list of all persons who are TUphone appointees at the end of the organizational overview of your structural element (your organizational unit) under "Additional functions".
How do I become an TUphone appointee?
Institute heads (heads of structural elements) and address managers can assign this role in TISS.