Unlike a personal account, a standard functional account requires greater flexibility, as many functional accounts are used by several people.

For this reason, a form has been added to the self-service portal, enabling those authorised to manage a functional account to independently set permissions for other users.

For the reason mentioned above, 2FA is implemented for every functional account by linking it to the user’s own second factor. This allows for the special feature whereby a functional account can be used by more than two people.
Linking the second factor is carried out via permissions. This must be set by a person who manages the functional account.

To successfully link the second factor, you must have set up your second factor (TOTP / one-time password) in your own personal account.

However, there is a technical limitation – at present, this function only technically supports TOTP or one-time passwords. Consequently, to continue using the functional account, you must set up a TOTP or one-time password on your own account so that you can continue to log in to the functional account.

Visually, the login process for functional accounts looks exactly the same as you’re already familiar with for personal accounts. However, there is one key difference: because your personal second factor is linked to the login process, when prompted for the second factor, you’ll be asked to enter your TOTP / one-time password, which you would normally also use for your personal login. This allows you to log in with the functional account to services such as webmail or cloud storage.

It should be noted that the password for the functional account must still be known. As the email function of the functional account is linked to your personal account, no password is required to use it, since the login is authorised via your personal credentials. Consequently, it may be the case that only the person responsible for the account knows the function account’s password, meaning that access to services such as cloud storage or email is not always strictly possible for authorised users alone.

There are two scenarios here:

- Functional accounts that you have applied for yourself or that have been assigned to you. These fall under your own account responsibility (see ‘Responsible person’). Authorisation for these accounts is set automatically.
- For role-based accounts for which you are not the account administrator, the account administrator must first grant you authorisation. You must contact them to request this (e.g. via an email sent to the role-based account’s mailbox). If a person is unsure which accounts they are responsible for, this information can be viewed at https://konto.uol.de under → Application → ‘My user accounts’.

Once authorisation for a functional account has been granted, the functional account’s mailbox can be integrated directly into your own Outlook client using the functional account’s published email address (e.g. funktion-email-name@uni-oldenburg.de). Detailed instructions can be found here.

If you are no longer the person who should manage the account, you can transfer responsibility for the account to another person at any time by going to https://konto.uol.de and selecting ‘My Accounts’.

Alternatively, if you do not wish to relinquish responsibility for the account itself, you can also authorise other people to take on additional management duties for a functional account. Alternatively, the people who are to take over the administration can visit the service page and, via ‘Request administration of another functional account’, ask the account holder for permission to manage the account. This request can then be reviewed and approved or rejected by the account holder.

The authorisation form can be found at https://konto.uol.de → Application → ‘Authorised users for FKT account’.

There, those responsible for the functional account can grant authorisation to other individuals, enabling them to access the account via email and interactively using a shared second factor.