Manage organisations in SAAS
SAAS is a DG SANTE application that is used to grant users authorisation and specific access rights to multiple applications including iRASFF and RASFF Window, both configurable in the RASFF SAAS domain.
Background to the Organisational Structure for iRASFF
iRASFF workflow is available on four levels: local, regional, national and EC. Organisations are therefore positioned at one of these levels. A separate level “non-RASFF members” identifies user accounts that can access RASFF Window only for organisations in third countries that are not member of RASFF.
Each Level is identified and delimited by a particular organisation node (“level marker”), i.e. EC, NON-RASFF MEMBERS, MEMBER STATES, REGIONAL ENTITIES, and LOCAL.
Note
These level markers are always in capital letters.
Then each entity, ministry, authority, etc. under each level marker is set up as a sub-organisation belonging to that level.
Warning
Any modification to the level marker name will block access to all users in the organisations under the level markers (see all organisation flagged in red in the diagram below).
For example, if "LOCAL" is renamed "Local", no users part of the organisation(s) under Local will be able to access iRASFF. If a new level marker is needed, go to the ‘Create a Level Marker’ section of this guide.
Note that renaming an existing organisation as a level marker is not supported and user will lose their access.
 |
Creating a Level Marker
Access the organisation management section
On the SAAS homepage, click on Manage on the right side of your Access Profile.
Note
Only Local Administrators have access to this functionality. If you do not have the Local Administrator role, please contact the responsible person in charge of user management inside your organisation.
Click on Manage organisations and then on Create new Organisation.
Fill in organisation details
The organisation name has to be:
‘’REGIONAL ENTITIES’’ (capital letters) for the 3rd level marker
‘’LOCAL’’ (capital letters) for the 4th level marker
The other mandatory fields of the organisation details section can be filled in with generic data.
Note
In country, select your country from the drop-down menu.
Link the level marker to the correct parent organisation
REGIONAL ENTITIES Level marker
Warning
The REGIONAL ENTITIES level marker must be placed under your country or one of its sub-organisations.
In the organisation details, scroll down to the parent organisation section.
Select the radio button in front of your country name to place the level marker directly underneath your country.
OR
Open your country folder and select the radio button one of the sub-organisations under which the level marker should be placed.
Click on Save:
LOCAL Level marker
Warning
The LOCAL marker must be added under a REGIONAL entity or one of its sub-organisations.
In the organisation details, scroll down to the parent organisation section.
Open the folder in front of your country name:
Open the folder in front of REGIONAL ENTITIES:
Select the radio button in front of your region name to place the level marker directly underneath your regional entity:
OR
Open the REGIONAL entity folder and select the radio button one of the sub-organisations under which the level marker should be placed:
Click on Save:
Managing organisations
Access the organisation management section
On the SAAS homepage, click on Manage on the right of your access profile.
Note
You need to have a Local Administrator role to access this functionality. If you do not have the Local administrator role, please contact the responsible person in charge of user management inside your organisation.
Click on Manage organisations and then on Create new Organisation.
Fill in the organisation details
All the mandatory fields are identified by a red asterisk:
 |
Link the new organisation to the parent organisation
Note
The local administrator can only create organisations under the one that he is administrator.
The newly created organisation can be placed directly underneath a level marker (MEMBER STATES, REGIONAL ENTITIES or LOCAL) or underneath a sub-organisation under a level marker (i.e., country name, region name or local organisation name).
Click in the radio button in front of the parent organisation name to select the parent organisation. The newly created organisation will be automatically placed underneath the parent organisation.
OR
Open the folder (in front of the organisation to place your new organisation in the organisations hierarchy and click in the radio button in front of the parent organisation to select it.
Click on Save:
Note
You can see the organisation path on the top of the parent organisation section, and you can go back to previous organisation level(s) using the ‘Up’ button in front of the organisation path.
Modify organisation details
Warning
SAAS and iRASFF are synchronised once per day during the night. Once an organisation name is modified, accesses to that organisation will be blocked until the synchronisation.
If you need to modify your organisation name, we strongly recommend that you apply your modification at the end of business day to avoid any disruption in your organisation’s work.
Click on Manage organisation:
Open the folder (s) until you find the organisation to modify:
On the right of the organisation name click on Edit:
Modify the organisation details:
Click on Save:
Move an existing organisation within the same level
Warning
Local administrators should avoid moving organisations.
In any event an organisation should never be moved to another level (Local, Regional, Member State).
If an organisation needs to be moved outside of the level, please contact support.
Click on Manage organisation:
Open the folder(s) in front of the organisation name until you find the organisation to move:
On the right of the organisation name click on Edit:
Scroll down to the parent organisation details:
Open the folder(s) in front of the organisation name:
Click on the radio button of the new parent organisation:
Click on Save:
