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Admin Portal

DARIAH's new admin portal offers improvements, but also brings changes to established procedures. This document lists changes and documents procedures required to successfully manage user accounts. Its focus will be on the most common actions within the Admin Portal, such as account and service requests.



The administration portal can be reached at

Login with your username and password and you will be redirected to the landing page.


Account Requests

As most account requests are triggered through the self service portal, they will produce a ticket and an account request. In OTRS, those tickets are recognizable by their email To avoid doubling of accounts, it is important to always check Account Requests before accepting them. You can accept or decline a request by marking it and clicking on accept or decline. Confirm your action below. Be aware that this will trigger an email in any case. Especially when declining, give a reason for your decision in the text box.


New Account

Especially when an account is requested for a new colleague, it is necessary to manually set it up via the New Account menu. To avoid duplications, this always refers you back to the account search first. Enter first and last name and click to search for already existing accounts.

If any accounts were found, you will have the option to either edit the existing or to continue creating a new account.

When creating a new account, please note that you can only choose one initial group. However, especially when setting up accounts for research groups you will often need more than one group. In this case you will have to modify groups, as explained in the next section.

You also have the option to activate or delete an account on a certain date.


Group membership is - other than the initial group, which is set when creating an account - managed by selecting the group and adding members. To do that, navigate to the Groups tab on your left.

Search for the group you want to modify using the right hand text box and click modify - be careful not to accidentally click delete.

For a new user, click on add member, search for the user you would like to add, select the user and add him/her to the group.

To remove a user, search for the group and click the red minus button next to the user's name to remove him/her from the group.

Search and Complex Search

If you wish to completely delete an account, use Search or Complex Search (includes login) to find the account. Select the desired option from the drop down menu and click to to execute. You can also select multiple entries.

Password Reset

When a user requests a password reset, use the search to find his/her account. Then click new password to have the user receive an email with a link to set a new password.

Workshop Accounts

If a project owner requests a certain amount of accounts for a workshop, they can be created under "Workshop Accounts". It is important to set automatic deletion data (ca. one week after the workshop, if no other date is requested by the project owner) and ask for the workshop's data (title,

organisation, quantity of accounts, e-mail address of the person in charge).

Group Membership requests

Group Membership Requests are triggered by users requesting a group membership via the self service portal. Access Group Membership requests by clicking on the respective menu option.

Similarly to account requests, service requests can be approved or denied, leading to a notification and group membership for the user.


Here you can consult the LDAP statistics to check the overall number of users, groups, federation people and organisations. You can also check how many members each individual group has.


You can log out using the left menu. Remember to log out once you are done working on LDAP data.


User Identification

All services in the field of research, in particular the services in the DFN-AAI have to be reserved for a „closed user group“ as the statute requires. As value-added services, offered to the entire population, they could be in direct competition with commercial offerings. For this reason it is is of crucial importance that the services provided by DARIAH are only accessible for people involved in the research community.

Only for this reason we require a user authentication before using services. Therefore, it is also necessary to identify the users and make sure that they belong to the research community before they get an account.

DARIAH User Account Types

In general, we can differentiate 3 types of users:

  1. Users who authenticate within the scope of the DFN-AAI (or other research networks of federations) using their home account. This kind of users are members of a research institution and therefore are definitely part of the research community. We can expect that the institution has securely identified the person.

  2. Users who have or would like to receive an account from DARIAH, and requested the account via an e-mail address of a research institution. These kinds of account requests can also be automatically added to the research community. We can expect that the institution has securely identified the person. The assignment to the second user group occurs semi-automatically:

    1. A Whitelist of university mail domains is maintained in the LDAP. Users who use mail addresses from these domains will be automatically assigned to the group; corresponding account applications will be automatically approved.

    2. A Blacklist of free-mail providers is also configured in LDAP. Users who use mail addresses from these domains will be referred to their assignment to group 3 and their related consequences when registering.

    3. Manual decision in cases which fall into neither category a) or b) (“Greylist”). The users will be warned that they may be in group 3 and then refer to the necessary process. If the evidence is confirmed, the helpdesk carries out a manual check of the domain, whether it is assigned to the White- or Blacklist. The helpdesk carries out the assignment to the group 2 or 3 accordingly and extends the White- or Blacklist.

  3. Users who apply for a DARIAH account via a non-academic e-mail address (eg. In this case the account administration has to check whether it is a person belonging to a research community. We can not assume that the provider has securely identified the person as a researcher.

Validation of User Accounts

In case a user departs from his institution or if the personal data of a user change, it results in orphaned or outdated accounts. At best, the users themselves report these changes. In several productive federations such as the DFN-AAI, certain requirements are placed on the actuality of user accounts. Therefore, appropriate measures have to be implemented to ensure that the accounts included in the DARIAH LDAP comply with these requirements, e.g. by sending control mails to stored addresses.

The conditions and steps for a deactivation, reactivation and deletion of accounts are outlined in the current part.

  • For user groups 1 and 2 (see above), the control mail will be sent every 12 months. Only if this results in a mail server response like „user unknown“ or something similar, DARIAH will react.

    • The account gets the flag dariahDeactivated=TRUE

    • These accounts can‘t log in to the IdP either directly on using the LDAP (User Groups 2 +3)

    • Also no attributes queries of SPs will be answered by the IdP (user group 1) for accounts like these

  • For user group 3 the mail will be sent every 90 days (according to DFN-AAI Basic requirements). The users have to reply to the mail actively, i.e. by clicking a link to confirm that they are still involved in the research process. If there is no response within 30 days, the account will be also deactivated and the consequences are the same as for user group 1 and 2.

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