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Two-step verification is introduced to increase the security of our e-services
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From 23 November 2023 we are introducing two-step verification for our e-services "Applications" and "Projects". The e-service "Assessments" already has two-step verification. We do this to increase the security of our e-services and to protect your and other users' information.
Two-step verification helps protect you by making it more difficult for others to log in with your account. Two different types of identity are then used: your password and a contact method, for example a mobile phone number (which is also called "security information"). Even if others come across your password, they cannot log in unless they have access to your security information.
Vinnova plans in 2024 to implement the possibility for several people to collaborate writing an application or reporting a project. Then several users can log in with their own accounts and read or update information in an application or a project. Until this possibility is implemented, as before, only the user who created the application can fill in the application and only the project manager can manage the project.
We understand that this is perceived as impractical for our applicants and project groups. However, we put security first and, given the current security situation in Sweden, we do all that we can to protect our users' information.
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1. ACCOUNT AND LOGIN INFORMATION
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1.1 How do I create an account?
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- Go to https://portal.vinnova.se. Click on "Create account".
- Enter e-mail address and click "Send verification code". An e-mail with a verification code will be sent to the e-mail address.
- Enter the verification code and click "Verify code".
- Enter password, first name, last name and click "Create".
- Enter country code and phone number and click "Send code" or "Call me".
- If you have selected "Send code" in step 5, you will receive an SMS with a verification code that you must fill in and click on "Verify code".
If you have selected "Call me" in step 5, answer when it rings and press # (the call will come from a foreign number).
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1.2 How does two-step verification work?
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Vinnova has two-step verification for all e-services: applications, projects and assessments. The first time you log in, you must create a new account where you also register your phone number. When you log in, you need both a password and a security code over the phone.
Two-step verification helps protect you by making it more difficult for others to log in with your account. Two different types of identity are used: your password and a contact method (also known as security information). Even if others come across your password, they will be stopped if they do not have access to your security information. It is also important to use different passwords for all accounts.
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1.3 How do I activate two-step verification?
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If you created your account before November 23, 2023, follow the steps below to enable two-step verification. If you created your account after November 23, 2023, you have already activated two-step verification.
- Go to https://portal.vinnova.se. Click on "Log in".
- Enter your e-mail address and password and click "Log in".
If you have forgotten your password, see the question "What do I do if I have forgotten my password?".
- Enter country code and phone number and click "Send code" or "Call me".
- If you have selected "Send code" in step 3, you will receive an SMS with a verification code that you must fill in and click on "Verify code".
If you have selected "Call me" in step 3, answer when it rings and press # (the call will come from a foreign number).
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1.4 How do I log in?
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If you have an account and have activated two-step verification, follow the steps below to log in. If you have an account, but have not activated two-step verification, see the question "How do I activate two-step verification?".
- Go to https://portal.vinnova.se. Click on "Log in".
- Enter your e-mail address and password and click "Log in".
- Click "Send code" or "Call me".
- If you have selected "Send code" in step 3, you will receive an SMS with a verification code that you must fill in and click on "Verify Code".
If you have selected "Call me" in step 3, answer when it rings and press # (the call will come from a foreign number).
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1.5 What do I do if I have forgotten my password?
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- Go to https://portal.vinnova.se. Click on "Log in".
- Click on the "Forgot your password?" link.
- Enter e-mail address and click "Send verification code". An e-mail with a verification code will be sent to the e-mail address.
- Enter the verification code and click "Verify code".
- If the image on the screen looks like this after you click "Verify code" follow the steps in alternative 1 below.
If the image on the screen looks like this after you click "Verify code", follow the steps in alternative 2 below.
ALTERNATIVE 1:
- Enter new password, confirm new password and click "Continue".
- Click "Send code" or "Call me".
- If you have selected "Send code" in step 2, you will receive an SMS with a verification code that you must fill in and click on "Verify code".
If you have selected "Call me" in step 2, answer when it rings and press # (the call will come from a foreign number).
ALTERNATIVE 2:
- Enter your e-mail address and click "Send".
- An e-mail with a link to change the password is sent to the email address. If you do not receive an e-mail and the below error message "An error has occurred" is displayed, send an e-mail to helpdesk@vinnova.se
- If in step 2 you receive an e-mail, click on the "Change password" link in the e-mail.
- Enter new password, repeat new password and click "Change password".
- Now you can log in with your new password and activate two-step verification.
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1.6 How do I change my phone number used for two-step verification?
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You cannot yourself change the phone number used when logging in with two-step verification. To change your phone number, send an e-mail to helpdesk@vinnova.se. In the e-mail, enter the e-mail address you use to log in. You will receive a message when you can sign in again and must then re-activate two-step verification with your new phone number.
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1.7 How do I change my name?
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- Go to https://portal.vinnova.se and log in with two-step verification.
- Go to "My Profile".
- Expand "Login information" by clicking the "+".
- Click "Edit" and select "Name".
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Change Given name and/or Surname and click "Continue".
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1.8 How do I change my e-mail address?
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- Go to https://portal.vinnova.se and log in with two-step verification.
- Go to "My Profile".
- Expand "Login information" by clicking the "+".
- Click "Edit" and select "E-mail".
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If you have project linked to your current e-mail address, the message below is displayed. Click "Continue" to change your e-mail address.
"If you are project manager and change your e-mail address, you must, after your change, contact helpdesk@vinnova.se so that your project can be connected to your new e-mail address. If it concerns a change of project manager, you must make a change request in the e-service."
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Enter the new e-mail address and click "Send verification code". An e-mail with a verification code will be sent to the e-mail address.
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Enter the verification code and click "Verify code".
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If you have a project connected to your old e-mail address, the next time you log in you will have lost your project if it has not been connected to your new e-mail address. Contact helpdesk@vinnova.se and state your old and new e-mail address so that we can reconnect your project.
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1.9 How do I change my password?
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- Go to https://portal.vinnova.se and log in with two-step verification.
- Go to "My Profile".
- Expand "Login information" by clicking the "+".
- Click "Edit" and select "Password".
- Enter old password, new password, confirm new password and click "Continue".
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1.10 After how long is a user account deleted in Vinnova's e-services?
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If you have not logged in to your user account for 2 months and there is no connected application, project or assessment, the account is automatically deleted.
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2. APPLICATIONS
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2.1 Do spaces and line breaks count as characters?
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Yes, spaces and line breaks count as characters in applications.
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2.2 What is required when adding a participant/financier to an application?
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To add a participant, first go to the step "Coordinator, participants and financiers". There you search and add the organization. If the project participant has a financier (other than Vinnova), search and add that organization under the project participant.
Next, go to the "Budget" step and fill in the participant's budgeted costs and any requested funding. You must also fill in how much funding (money) the financier contributes to the participant.
Costs and financing are specified for each participant and for each year. Costs are also specified by cost types:
- Personnel costs
- Costs of equipment, land and buildings
- Costs of consultants, licenses etc
- Other direct costs incl. travel
- Indirect costs
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2.3 I cannot find the organization I am looking for?
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Refine your search as much as you can, preferably search by organization number and avoid abbreviations. Add city and country to your search.
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2.4 How do I update data related to an organization?
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Vinnova retrieves data regarding organizations from Dun & Bradstreet, which in turn retrieves from various data sources such as the Swedish Companies Registration Office. If you want to update any data related to an organization, you should contact Dun & Bradstreet.
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2.5 Where can I find my application that I started to write but did not mark as done?
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Your ongoing application can be found under the "Applications" tab up to one year after the call for proposals closes, after which it is automatically deleted.
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2.6 Can we be several people working on an application?
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Yes. The person who created the application in the e-service (main applicant) has the possibility to share the application with ONE person (editor) who can also edit, mark as done and unlock the application in the same way as the main applicant. The main applicant and the editor cannot work on the application at the same time, only one at a time.
The main applicant also has the option of sharing the application with any number of people who can only view the application (viewers).
Only the main applicant can share the application with editors and viewers. The main applicant can change permissions for editors and viewers and remove sharing.
See also the question "How do I share an application?".
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2.7 How do I share an application?
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See also the question "Can we be several people working on an application?".
To be able to share an application, you must be the main applicant, that is, be the person who created application in the e-service. To share the application with ONE editor and/or any number of viewers, do the following:
- Open the application.
- Click on "Share" in the box to the right of the application.
- Enter the e-mail of the person you want to share the application with.
- Select permission (Editor, Viewer).
- Click on "Invite".
- The person you shared the application with receives an e-mail with a link to the application. To access the application the person must have an account in the e-service and log in. See also the questions "How do I create an account?" and "How do I log in?".
Applications that a person has been given permission to are shown under the heading "Shared applications" on the application page in the e-service. It also shows which permission (editor or viewer) the person has for the application.
A person who has an application shared with them can see who else the application is shared with by clicking on "Share" in the application. But only the main applicant can share applications.
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2.8 What does mark as done and unlock an application mean?
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For an application to be registered with Vinnova, it must be marked as done. When you have completed your application, mark it as done by clicking on "Mark as done".
Applications marked as done will automatically be registered with Vinnova when the call for proposals closes. Registration can take up to a few hours. When this is done, a confirmation of receipt is sent via e-mail to the person responsible for the user account that created the application, the project manager and the signatory/prefect.
If the call for proposals has several registration opportunities, the applications that are marked as done will be registered with Vinnova. Applications that are not marked as done have the option of continuing to fill in and mark as done until the next registration opportunity.
An application that has been marked as done, but which has not been registered at Vinnova, can be unlocked and changed. For an application to be registered, it must be marked as done again before the next registration opportunity or before the call for proposals closes.
An application that has been registered at Vinnova cannot be unlocked and changed, unless Vinnova asks for it.
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2.9 When is my application registered?
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When you have filled in your application and marked it as done, it will be registered with Vinnova when a registration opportunity occurs or when the call for proposal closes.
When the application is registered with Vinnova, a confirmation of receipt is sent via e-mail to the person responsible for the user account that created the application, the project manager and the signatory/prefect.
The registration process may take a few hours. If you have not received a confirmation via e-mail within 24 hours, please contact us.
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2.10 Is it possible to submit an application after a call for proposal has closed?
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No, when a call for proposal is closed, it is no longer possible to mark an application as done. However, before the deadline, it is possible to unlock the application, change it and mark it as done again.
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2.11 I cannot find my submitted application?
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Applications that have been granted funds are removed from Vinnova's e-services 36 months after the project´s last report has been submitted and approved.
Rejected applications are deleted 36 months after decision.
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2.12 Is my application public so that anyone can request to see it?
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Vinnova is a state public authority and is subject to the principle of public access to official records. This means that anyone has the right to access Vinnova's public documents if they do not contain confidential information. Applications for financial funding is such a public document.
This counts as confidential information:
- business or operating conditions, inventions or research results, if it can be assumed that it will suffer damage if the information is disclosed.
- other financial or personal circumstances of the person who has entered into a business or similar relationship with the person who is the subject of the authority's activities. (SekrL ch. 8 § 6).
At the time of application, the applicant can indicate which information in the application is of a sensitive nature as described above, but it is the authority that, based on the confidentiality regulations stated above, decides what is to be classified as confidential.
If there are questions about this, contact vinnova@vinnova.se
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3. PROJECTS AND REPORTS
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3.1 I want to submit a report, how do I do it?
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Log in to Vinnova's e-services, click on the "Project" tab and select the current project. Here you can fill in and submit reports. The project is connected to the project manager's user account and is only accessible from that user account. An e-mail about this is sent to the project manager in connection with the decision.
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3.2 Do spaces and line breaks count as characters?
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No, spaces and line breaks are not counted as characters in reports.
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3.3 I cannot find my funded project?
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The funded project is
- always linked to the project manager's user account (the specified project manager in Vinnova's decision).
- removed from Vinnova's e-services 36 months after the project´s last report has been submitted and approved.
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3.4 How do you change project manager on a project?
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To change project manager, the current project manager must make a change request in the e-service.
To make a change request:
- Log in to Vinnova's e-services.
- Click on the "Project" tab.
- Select the project.
- Start a change request.
- Click on "Change project manager and/or company signatory".
- Click on "Enter new project manager", fill in the information and save.
- Fill in "Reason for change request".
- Answer the question "Have the other project participants approved the change?".
- Save and submit the change request.
It is possible to cancel a change request that has not been submitted.
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3.5 Can we be several people managing a project in the e-service?
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Yes. The project manager has the possibility to share the project with ONE person who gets access to the project in the same way as the project manager. In order to be able to share the project, the person must have an account in the e-service.
The person can fill in and submit reports as well as start, fill in and submit change requests. The project manager and the person the project is shared with cannot edit the project at the same time, only one at a time.
The person does not receive e-mails from Vinnova, for example notifications of reports. These are only sent to the project manager.
If the project manager is replaced, the sharing is lost and the new project manager can share the project again. The project manager can also choose to remove the sharing.
See also the question "How do I share a project?".
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3.6 How do I share a project?
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See also the question "Can we be several people managing a project in the e-service?"
To share a project you must be project manager for the project and the person you are sharing the project with must have an account in the e-service. See also the question "How do I create an account?".
To share the project with ONE person, do this:
- Go to the "Projekt" (Project) tab in the e-service.
- In the list of projects, click "Dela" (Share) to the right of the project you want to share.
- Enter the e-mail of the person you want to share the project with and click on "Bjud in" (Invite).
If the error message "Ange e-post som har konto på Vinnova" (Enter e-mail that has an account at Vinnova) appears, start by checking that the e-mail address is correct, if it is, the person must first create an account before they can be invited.
- The person you shared the project with receives an e-mail with a link to the project's page in the e-service.
Projects that a person has shared are displayed under the heading "Mina pågående projekt" (My ongoing projects) on the start page for projects.
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3.7 When must participant's approval form be submitted?
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A form for participant's approval must be attached to the start report after funding has been granted.
According to Vinnovas general terms and conditions, all project participants, including the coordinator, must complete and sign the form "Participant's approval".
Participants means organizations who carry out the project regardless of whether they receive funding or not (a financier or a subcontractor is not a participant). Even if the project has only one participant, the form must be signed. The form must be signed by a signatory.
It is the coordinator's responsibility to send out, collect and in time send all approvals to Vinnova attached to the start report, see information and form for participant's approval.
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3.8 How to request a change?
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Log in to Vinnova's e-service and click on the "Projekt" (Project) tab and select the project. Here you can, among other things, request changes.
Click "Starta" (Start) under "Begär en ändring" (Request a change) and follow the instructions that appear. Don't forget to submit the request.
It is possible to cancel a change request that has not been submitted.
A change request can be made by the project manager and the person with whom the project manager may have shared the project. See also the questions "Can we be several people managing a project in the e-service?" and "How do I share a project?".
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4. ASSESSMENTS
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4.1 How do you become evaluator at Vinnova?
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Vinnova only appoints evaluators based on a need in a certain call for proposal. The call manager has a dialogue with the potential evaluator and possibly proceeds with the appointment process.
Vinnova does not accept spontaneous applications from potential evaluator.
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4.2 I log in to the e-services but do not see my assessments?
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In order to see the applications that you are to assess, you must be appointed as an evaluator by Vinnova. You will then receive an e-mail with a link to complete your assessor profile and read and accept the appointment.
Next, you must have received applications for assessment assigned to you. You will then receive an e-mail with instructions and the assessments will appear on your user account in the e-service "Assessments".
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4.3 Do you have to submit your assessments to Vinnova?
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No. Your score and comments are automatically sent to Vinnova when the assessment is filled out. You can change your assessment until the assessment deadline. You can then look at your assessments until Vinnova forwards the decisions to applicant. Then your score and comments are deleated.
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4.4 How do I change my payment details regarding my evaluation fee?
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- Log in to Vinnova's e-services.
- Click on "My profile".
- Go to the "Assessor profile". You open the assessor profile by clicking on "+".
- Under the heading "Payment details" you can add and/or change your payment details.
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5. SYSTEM REQUIREMENTS FOR THE E-SERVICES
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5.1 Recommended browsers
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Vinnova's e-services work with the most common versions of browsers such as Chrome, Edge, and Safari for OS X. Firefox is not supported.
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5.2 Permitted file types when uploading attachments
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The file types that are allowed to be uploaded as attachments in applications and reports have the following file extensions:
.doc,.docx,.txt,.xls,.xlsx,.pdf,.rtf.
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5.3 Upload zipped files as attachments
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The following 10 variants of files are blocked for uploading in Vinnova's e-services:
ZIP, ARJ, ISO, IMG, ACE, RAR, TAR, PAK, LHA, LZH.
Vinnova recommends the pdf file format.
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5.4 Attachments must not be password protected
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Files uploaded as attachments in the e-services "Applications" and "Projects" must not be password protected.
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5.5 Electronic signatures
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Documents such as participant's approval can be signed electronically if the electronic signature is available in original with the Coordinator. Vinnova must be able to verify who signed and whether an e-signature software/ID has been used. Tools that usually work: Scrive, DocuSign, Assently. Adobe's e-signature tool is not working.
Files uploaded as attachments in the e-services "Applications" and "Projects" must not be password protected.
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5.6 Is it possible to use the e-services on a mobile phone?
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Vinnova's e-service for applications is responsive and works on different screen sizes. However, it can be difficult to get an overview of, for example, the budget step, so we recommend that you fill in an application via a computer. The e-services for projects and assessments are not responsive, so it is not possible to use the mobile phone there.
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6. CONTACT AND HELP
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6.1 Technical support
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For technical support regarding the e-services contact helpdesk@vinnova.se
You can also phone +46 8 473 3299 on Tuesday-Thursday 9-11 a.m.
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6.2 Questions about the call for proposal
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Information about the call's aim, assessment, attachment templates etc. can be found on the call's web page at vinnova.se. There you find contact details for the call manager.