Authorisation in the W3D3 registration system

There are two types of authorisation in W3D3: Official and Registrator. This page describes what you can do and view in the system with the different authorisations and what responsibilities they entail. To obtain authorisation, you will first need to undergo training. The training course you take will depend on the type of authority you need within the system. All training courses can be found in Kompetensportalen. 

Official

Official authorisation in W3D3 means you are able to register documents yourself in cases for which you have been appointed an Official. As an Official, you are responsible for registering all documents that add specialist knowledge to your cases. You are responsible for notifying a document controller in your organisation when a new case needs to be created and when your cases should be closed. You are also responsible for handling requests for the disclosure of public documents relevant to your cases.

As an Official, you only have access to your own cases in the system. You can also view the University’s entire caseload in the STYR series (cases related to governance).

In order to become an Official, you need to take two training courses:

• “Att arbeta utifrån offentlighetsprincipen” (“Working with public access records – only in Swedish) (link to Kompetensportalen).
• “Att arbeta i diariet W3D3 med handläggarbehörighet, grund- och repetitionsutbildning.” (Working in W3D3 with Official authority, basic and refresher course – only in Swedish) (link to Kompetensportalen)

Registrator

Registrators have access to the same functionality as Officials. They can also create and close cases. The responsibilities you have as a Registrator depend on how work is allocated in your organisation. You work either across your department or equivalent, or only on your own cases. 

If you work across your department, you will be responsible for supporting operations by creating new cases for Officials in your department or equivalent, and for closing these cases once they have been completed. 

If you only work on your own cases, you are responsible for digital processing in its entirety, from creating your own cases and submitting documents to closing cases when they are finished. You are also responsible for handling requests for the disclosure of public documents relevant to your cases. 

As a Registrator, you can view all the cases in your department or equivalent in the series to which you have been granted access. It is possible to customise which series you have access to based on what you need in order to carry out your work. You can also view the University’s entire caseload in the STYR series (cases related to governance).

”Att arbeta i diariet W3D3 med registratorbehörighet, grundutbildning” (Working in W3D3 with Registrator authority, basic course – only in Swedish) (link to Kompetensportalen). 

Change of authorisation

If you need to change your authorisation, contact the LU Service Desk at servicedesk [at] lu [dot] se (servicedesk[at]lu[dot]se). This could be relevant if, for example, you have changed workplace within the University or require access to additional registration series in order to carry out your work.