Anyone within your Data Custodian Team who has ‘Data Access Manager’ (DAR) permissions will receive enquiries (General or Feasibility).

Head to your Team Management page to select or remove permissions. Depending on your existing permissions, you may need someone else in your team with ‘Data Access Manager’ permissions or your Team Admin to assign these to you.

A User can generate an enquiry to one or multiple Data Custodians. The initial email you receive includes a list of all of the Data Custodians to whom the User has sent the enquiry. but you will not be able to see their responses to the user (responses and ongoing threads remain between an individual user and individual Data Custodian).

The Gateway’s automated ‘relay service’ facilitates communication through email clients without the need to log back into the Gateway, whilst ensuring replies are directed to the correct user. The service also maintains the capability for analytics requirements and tracking of correspondence.

Yes. Anyone in your team with ‘Data Access Request’ Manager permissions will be able to create and manage templates.

It is not possible to amend question wording within DAR templates, as this creates the potential for misalignment with the 5 Safes Framework and prevents a streamlined user journey for researchers and Data Custodians. It is however possible to override and amend guidance for all question types, mandatory or otherwise. We recommend adding in as much specific guidance as possible to support users when they are completing the application form.

Simply ‘edit’ the select DAR template that you would like to publish and click ‘make active’ at the bottom of the screen. The Gateway will automatically replace the template, as only one template can be ‘active’ at any time.

Any ‘in draft’ applications will contain the set of questions that were available within the template that was live at the time the user commenced their application. Any ‘new’ applications after a new template has been made live will adhere to the new template question set. 

Currently it is not possible to delete/archive DAR templates. In the meantime, you can change the status of a DAR template to ‘draft’ and it will no longer be accessible for use when users start a new application.

Currently it is not possible to name DAR templates, but each one is automatically populated with the date it was created to support with searching.

At the moment, application forms can only be viewed online within the Gateway. A future enhancement will enable the ability to download copies of submitted applications. Keep an eye on our Releases Page for more information.

Anyone with Team Admin or Data Access Request Manager permissions will be able to view applications. At the moment, it isn’t possible to share an application as part of an online workflow. This is a future enhancement that we are in the process of developing. Keep an eye on our Releases Page for more information.

A Data Access Request is only editable when in ‘draft’ and can only be done by the individual user who originally created it. If a user accidentally submits an application and needs to edit the form content, they can change form content until a Data Custodian starts a review of the form. Once a review has started, a user can only edit the application content if the Data Custodian changes the status back to ‘draft.’

At the moment, application forms can only be viewed online within the Gateway by those with Team Admin and Data Access Request Manager permissions. Users can set up a Gateway profile at any time and can be added to a particular Data Custodian team by a Team Admin or other Data Access Request Managers. A future enhancement will enable the ability to involve review by those without access to the Gateway. Keep an eye on our Releases Page for more information.

From the application dashboard, the card for each application lists the ‘Datasets’ associated with the application. If a number is present next to a Dataset & BioSample title, it indicates the application is for access to more than one Dataset & BioSample. Clicking the number will list the Datasets & BioSamples, divided by which one is from which Data Custodian. You cannot view the applications or messages between a user and other Data Custodians.

Once an application has been APPROVED or REJECTED, it cannot be changed. If an application has been changed to DRAFT, then the user must re-submit their application before you are able to make any further status changes.