Adding or Removing Users (SITS/ Portico Integration)
Overview
WISEflow is integrated with SITS (otherwise known as Portico). Many users (students, markers, module leads, etc.) will automatically be added to a flow via this integration. Depending on the assessment, you may still need to add some users to a flow manually.
When assessments in WISEflow are integrated with SITS/ Portico:
Data is synchronised overnight, every night up until the participation end time on the flow is reached, ensuring that relevant staff members and students are automatically added to the flow (or removed) as needed
Finalised grades can be rapidly transferred from WISEflow into Portico at the press of a button
How to tell whether a flow is integrated with SITS/ Portico
Important: Summative flows should always be integrated with SITS/ Portico. If this information is missing and the submission deadline has not yet passed, it is important to add it in!
Method 1: Participants list
Access the flow and scroll down to the Participants list. If a flow has been integrated with SITS/ Portico, the Unique examination ID column in the Participants list will be populated with data:
In cases where this column is blank for only one or two students out of the cohort, it may mean that they have been added to the flow manually. Their grades will not be able to be sent back to Portico from WISEflow unless this is resolved.
Method 2: Sources tab
Access the flow and click on the Sources tab. Any SITS/ Portico sources that have been added to the flow will be listed on this page:
Adding a SITS/ Portico Source to an Existing Flow
IMPORTANT: Integration with a SITS/ Portico source will stop working once the main participation end date/ time (submission deadline) on a flow is reached. It is not possible for user information to be synchronised and updated via the integration beyond this point.
Additionally, if a SITS/ Portico source is not added to a flow before the submission deadline is reached, you will not be able to send the grades back to Portico at the end of marking and will have to enter them manually.
Access the flow and navigate to the Sources tab. Click Manage sources:
On the following page, click Choose from list. Enter the relevant module code and the academic year (for the 2024/25 academic year this will be “2024”, etc.) for the assessment and click Fetch list. Select the appropriate element of assessment from the list of results:
WISEflow will communicate with SITS/ Portico and pull in the source data. Once the source information is displayed below, you can optionally click Show source data to view more detail on who will be added (opens in a new tab). Click Add to finish:
Once a source has been successfully added, it will be displayed under the Sources added to the flow section. You can repeat these steps to add additional sources to the flow if necessary.
Note: When adding sources to an existing flow, the first automatic synchronisation happens overnight. If you need staff and students to be visible on the flow immediately, you can also manually start synchronisation from the flow’s main page. Further information on this is described below.
Synchronising SITS/ Portico Data with WISEflow
To synchronise a flow manually and bring staff/ student data across from SITS/ Portico immediately, access the flow and click Synchronise with SIS:
Note that this will only work before the main submission date/ time has passed.
Updating user information in SITS/ Portico
Manager | Exam Liason Officers (ELOs)/ Teaching Administrators attached to Exam Boards. | The preferred method is to perform the update via the Manage Exam Board Administrators – Progression and Award task in Portico. (Do NOT use the “Appoint an Admin for your Board(s) of Examiners” task) Manual additions of Managers to flows in WISEflow will not always work as the user also needs to be given the necessary permissions. |
|---|---|---|
Author |
| Module Lead collected as part of annual CDM task. To update contact lifecycle@ucl.ac.uk Can also be amended in WISEflow by Managers.
N.B. updates to CMIS data will not follow through into WISEflow. |
Marker (Assessor) | Portico Marker records (plus a snapshot of teachers pulled from CMIS) | The recommended method is to add markers (assessors) directly in WISEflow. You may find that attempting to add research students as markers will fail, due to their account permissions. Please contact examinations@ucl.ac.uk for assistance in such cases. |
Reviewer | Module Lead (see Author above)
External Examiner/Exam Board Chair | Contact examiners@ucl.ac.uk to update Exam Board Chairs in Portico
External Examiner information may be based on last year’s records. These can be manually added to flows in WISEflow, provided they have UCL sign-in credentials. In such cases you would have to also manually give them permissions to view submissions and grade/ feedback information. |
Adding Staff to a flow manually
Adding Markers (Assessors)
Important: Only add users who should be delivering feedback and grades as markers. Add the user as a Reviewer instead if:
They just need oversight of the student submissions and any feedback/ grades
They will only be adding feedback/ commentary and do not need to provide a grade
Access the flow. Under the Marking and review panel, click Manage assessors:
On the following page, click +Add assessor. Enter the user’s details (e.g. name or email address) in the search field and tick the checkbox next to the appropriate person in the search results. You can optionally change the Assessor type if needed (see note below).
Repeat as necessary and click Save to finish.
Note: By default, markers are added with the ‘Anonymous marker’ custom assessor type. This means that they will be anonymised to students and their feedback will initially be shared with co-assessors only (other markers and Reviewers). Different assessor types are available to help facilitate blind or open marking, see Feedback settings and assessor (marker) types.
The users will now appear in the Assessors table on the flow. Note that the Assigned column will show that newly added markers are allocated to 0% of the cohort; you will still need to distribute the marking to them. See Allocating markers to student submissions for more information.
Adding Moderators, External Examiners and other Reviewers
Tip: If you need oversight of the student submissions, submitted grades and feedback, you can also add yourself to the flow as a Reviewer.
Access the flow. Under the Marking and review panel, click Manage reviewers:
On the following page, click +Add reviewer. Enter the user’s details (e.g. name or email address) in the search field and tick the checkbox next to the appropriate person in the search results. By default, manually added Reviewers are allocated to the entire cohort and can view marking information (1). This will give users read-only access and is appropriate for External Examiners.
If you are adding a Reviewer responsible for reconciling grades (i.e. a Moderator), you should also tick the checkbox in the Decide final grade column (2) to give them the necessary privileges.
Repeat as needed and click Save to finish.
Important: ‘Approval by reviewer’ is the default way that grades are finalised in WISEflow. If the flow has been set up so that grades are finalised through ‘Marker agreement’ instead, the option to grant a Reviewer additional grading privileges will not be available.
Typically only one or two Reviewers should have the ability to decide the final grades on a flow.
Adding Authors, Invigilators and other Managers
Important: Module leads should not normally be given Manager access to a flow as this will compromise the anonymity of the assessment.
Authors: can attach a FLOWmulti exam paper or assignment to the flow
Invigilators: can access the Participation monitor (and exam passwords, if used) for the duration of the submission period. Can additionally extend time for students and add notes (extra privileges required)
Managers: have full access to the flow - can add/ remove/ allocate other users and manage general administration
Access the flow and navigate to the Associates tab:
Click +Add author,+Add invigilator or +Add manager as appropriate. Type the user’s details (e.g. name or email address) into the search field and select them from the search results. Click Save or Confirm to finish.
Optional: If you have added an Invigilator to the flow, they will be a Basic invigilator by default. This allows them to see the Participation monitor (student activity on the assessment) and any passwords in use on the flow. You can click the Pencil button next to their details and give them Head invigilator privileges to allow them to grant students additional time or to add notes to the Participation monitor (e.g. to note any issues encountered) if appropriate:
Adding Students to a flow manually
Do not. Students should never be added to a flow manually. If a student is missing from a flow and is not being added via the integration, this suggests there is something wrong with their record in Portico. Instead, contact the Examinations Team (examinations@ucl.ac.uk) and explain the issue so that the student record can be corrected.
Removing Users
Removing Staff
Important: Removing a user that has delivered grades and/ or feedback on the flow is likely to remove this data too and it cannot always be recovered. Proceed with caution!
Additionally, it is not possible to remove the flow owner (the user that originally created the flow).
Staff in any role can be removed by going to the same space that they were first added and either by clicking the Bin button next to their details, or the burger button and then selecting Remove:
Removing/ Deactivating Students
If the flow is using SITS/ Portico integration, students that are no longer associated with the module in Portico will automatically be removed from the flow during synchronisation process that runs every night (until the submission deadline is reached).
If a student cannot be removed from a flow via the automated synchronisation process, you can untick the checkbox next to their details in the All column of the Participants list and then click Deactivate:
Rather than deleting the student, this will hide the flow from their view. Deactivated students are also not visible to other staff members (e.g. markers, moderators, etc.).
Tip: If you need to deactivate the majority of students on a flow, it will save time to deactivate all students by clicking the header of the All column and then reactivate the appropriate students individually.
If the assessment has been set up as a 
This will mean the flow cannot be seen by students, but markers can still deliver grades and written commentary if needed.