Permissions for managing Data Access Request Applications

The following Team permissions indicate who can view and action (i.e. send messages to applicants, change application status, etc.) Data Access Requests submitted by a user to the Team named as the Data Custodian for the Datasets & BioSample(s) of interest.

Table 1. Team Permissions & Corresponding Capabilities

Team Permission	Menu Options & Capabilities
Team Admin	Manage Templates – view Data Access Request templates created and used by the Team Applications – view Data Access Request applications submitted to the Team
Data Access Request Manager	Manage Templates – view, create and manage Data Access Request templates for the Team Applications – view and manage Data Access Request applications submitted to the Team
Data Access Request Reviewer	Permissions not yet enabled, will be future feature of Data Access Module Review Service

*Team Admins and existing Data Access Request Managers can make changes to add/remove Data Access Request Manager permissions.

Data Access Request Dashboard

To access your Team’s Data Access Requests:

1. Log into the Gateway,
2. Click on your Team in the drop-down menu below your name,
3. Click ‘Data Access Requests’, (note permissions and corresponding capabilities in above table),
4. Click ‘Applications’

Here you will be presented with your Team’s applications that are:

• submitted
• in review
• approved
• rejected
• withdrawn

Using the status tabs highlighted will allow you to navigate your Team’s applications.

Starting a review of a submitted Data Access Request

When you are ready to review a submitted Data Access Request, click on the pencil icon on the application card. Note that once clicked, the form contents will no longer be editable by the user who submitted it.

Here, you will be able to review the answers submitted by the user. You can use the ‘Safe’ form headings (left-hand menu) as well as the ‘previous’ and ‘next’ buttons to navigate through the form.

Communicating with a user about their Data Access Request

The ‘messages’ section of the form will allow you to communicate with the user who submitted the form:

Simply type your message and click ‘Send’

A success message will follow, and the user will be notified. You will also see an action notification for the applicant under the ‘status’ section.

A user can respond to your message within their application. You will be notified of a reply and the user’s response will be logged within the above message thread. The messaging system is setup to indicate who responded to the thread most recently, and feeds into application management (see Managing Applications in Review).

FAQs

Is it possible to download a copy of an application to review offline?

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.

Is it possible to share the online application with other team members?

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.

Is it possible for me to update specific responses to an application on a user’s behalf?

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.’

I want to share this application with our Data Trust/Data Access Committee who don’t have access to the Gateway. How do I do this?

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.

How do I know if a user has submitted their application to multiple Data Custodians?

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.

Data Access Request Module Guidance:

• Receiving and managing enquiries
• Managing your Data Access Request Form (Templates)
• Making decisions on Data Access Requests
• Data Access Requests: Data Custodian FAQs