Order IT services and licenses

Search for a user profile

In order to manage services, licenses or creating a user profile, you first need to search for the user, to avoid creating duplicates.

1. Click on "User" ("Användare") in the gray top menu
2. Choose "Search for user" ("Sök efter användare") in the drop-down menu
3. Fill in one of the following fields:
   • “Sök Förnamn” — Given name
   • “Sök Efternamn” — Family name
   • “Sök Förnamn OCH Efternamn” - Given and Family name
   • “Sök Personnummer”— Swedish personal identity number/birthdate (in the format YYMMDD or YYMMDD-NNNN)
4. Click on the button "Search user" ("Sök användare") to search for the user. If the user does not exist, a "Create New User" ("Skapa NY användare")-button will appear.

Create a new user profile

To create a new order for an employee who is in need of a certain IT service or a licence, you first need to create the user in the ITA - ordering portal.

1. Click on "Create New User" ("Skapa NY användare") to start creating a new user profile.
2. Fill in the following fields:
   • Förnamn — Given name
   • Efternamn — Family name
   • Personnummer/födelsedatum — Swedish personal identity number/birthdate (in the format YYMMDD or YYMMDD-NNNN)
   • Select which department the user belongs to in the drop-down menu for "School" and for "Department" ("Avdelning").

     

3. Click on "Create New User" ("Skapa ny användare") to save.

Now you can proceed to order services or licences for the user.

1. Start by searching for the user under the tab "User" ("Användare") and then "Search user" ("Sök användare")
2. Click on the button "Edit user" ("Redigera användare") (cog wheel) on selected person you want to add a service or license for

   

3. In the table for "Overview of the user's services" ("Översikt av användarens tjänster") click on "Add new service" ("Lägg till NY tjänst")to add a new service or license

   

4. Select a service in the drop-down menu (if the user already has a service active, that service is not selectable).
   Optionally add permissions linked to the service or another relevant information in the field for "Other information" ("Övrig information mm.")
   Fill in the options for:
   • Startdatum (Start date)
   • Tidsbegränsning (Time limitation). Choose "Indefinitely" ("Tillsvidare") if the service or license is to apply indefinitely. ​​​

     

5. Finish by clicking the green "Create Service" ("Skapa tjänst") button.

1. Start by searching for the user under the tab “User” ("Användare") and then "Search user" ("Sök användare")
2. Click on the button "Edit user" ("Redigera användare") (cog wheel) on selected person you want to end service or license for

   

3. In the table for "Overview of the user's services" ("Översikt av användarens tjänster"), click on "Edit" ("Redigera") (cog wheel) for the service or license you want to cancel.

   

4. Change "Time limitation" ("Tidsbegränsning") to "Choose an end date" ("Välj ett slutdatum")
5. Fill in the options for
   • “Slutdatum” - End date
   • “Anledning till avbeställning” - Reason for cancellation
     • When selecting "Quiting KTH" ("Slutar på KTH"), KTH IT-support removes all associated rights to the service. This can, for example, be access to folders on G:\ or P:\ when cancelling KTH Windows (WIKS)
     • When selecting "Don't need the service" ("Behöver ej tjänsten"), KTH IT support only removes the service and not the rights linked to the service, for example G:\ or P:\ when canceling KTH Windows (WIKS)
   • Kopiera Konto till USB (250 kr) - Copy Account to USB (250 kr)

     

6. Click on "Save changes" ("Spara ändring") to save.
7. A case for KTH IT-Support will automatically be created on the end date. After that, the service or license is removed.
   Contact IT-Support  if you do not receive an email on the end date that a cancellation case has been created.

1. Start by searching for the user under the tab “User” ("Användare") and then "Search user" ("Sök användare").
2. Click on the button "Edit user" ("Redigera användare") (cog wheel) on selected person you want to extend a service or licence for.

   

3. In the table for "Overview of the user's services" ("Översikt av användarens tjänster"), click on "Edit" ("Redigera") (cog wheel) for the service or licence you want to extend.

   

4. In the "Edit service" ("Redigera tjänst") box under "Time limit" ("Tidsbegränsning") you can either choose a new end date or "Indefinitely" ("Tillsvidare") in the drop-down menu. Then click "Save Change" ("Spara ändring").

   

If a user change department within the same school, the department needs to be changed in the ordering portal.

Please note that you can only change departments within the school you are the purchaser for.

1. Start by searching for the user under the tab "User" ("Användare") and then "Search user" ("Sök användare")
2. Click on the button "Edit user" ("Redigera användare") (cog wheel) on selected person you want to change department for

   

3. Click on the button "Edit user" ("Redigera användare")

   

4. Select the new department in the drop-down list "Department/Project" ("Avdelning/Projekt") and choose whether it should happen immediately or choose a date for the change. Then click "Update" ("Uppdatera").

   

If a user has changed school but still wants to keep his services, an authorized purchaser at the new school can make a school change in the ordering portal. As an authorized purchaser, you can only transfer a user from another school to your own school.

1. Start by searching for the user under the tab “User” ("Användare") and then "Search user" ("Sök användare")
2. Click on the button "School change" ("Skolbyte")

   

3. You see that "New School" ("Ny skola") is not selectable, which means that you can only move a user to the school that you, as the purchaser, belong to. Select the correct "Department/Project" ("Avdelning/Projekt") and time for change ("Tidpunkt för ändring"). Confirm by clicking the "Change School" ("Byt skola") button.

   

The order tab ("Beställningar")

1. Click on the tab "Orders" ("Beställningar") and select "View orders" ("Visa beställningar") and the orders for your school that you belong to will be displayed.

2. On the row under "Orders for my school" ("Beställningar för min skola"), you can in the drop-down menu next to "Show:" ("Visa:") choose what orders you want to view, for instance "My orders" ("Mina beställningar") (1). Also you can select the school if you are a purchaser for more than one school (2).

   

3. After you have chosen the type of orders you want to filter your search by, under the heading "Order" ("Beställning"), you can click on "Show" ("Visa") to find out more information about the order, or press "Change" ("Ändra") to possibly change something in an already placed order. 

   

The history tab ("Historik")

Under the "History" tab ("Historik") you can select "History for services" ("Historik för tjänster") or "History for users" ("Historik för användare") to see the history of one or more orders of the school you belong to. You can then, for example, filter on "Name" ("Namn") to get a more detailed search result.