Permissions for managing Data Access Request Applications

A number of Gateway-specific terms are used throughout this guidance page. Definitions of these are provided below:

Data Custodian

In the context of the Gateway, and in the context of Users and Teams, a Data Custodian is the Team who will be able to answer question on a Dataset(s) (see General and Feasibility Enquiry). This does not mean that all teams who list data on the Gateway are Data Custodians. Data Custodian is a Gateway term that is used to describe “Who should the researcher be contacting about this dataset”. Data Custodians can be part of a Data Custodian Network.

Dataset & BioSample

The Gateway does not hold patient or raw data, Instead, it lists metadata or descriptions of Datasets & BioSamples. The metadata available includes high-level descriptive fields such as title, abstract and Data Custodian, as well as details of coverage (e.g. geographical region, population size, date range) and structural metadata (which list the tables, columns, and data types of the dataset). The metadata can also include supporting and additional data including Imaging fields, Tissue fields, and Omics fields. The available Datasets and BioSamples can be searched here.

Further definitions to key terms are provided in our glossary.

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 TeamApplications – 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 TeamApplications – 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).