Uploading Data Uses / Research Projects
Uploading Data Uses / Research Projects
Building trust in the use of health data for research
The Gateway Data Use Register allows Data Custodians to publicly show how their Gateway datasets are being used, who is using them and for what purpose.
Anyone can search the register to view all Data Uses / Research Projects approved by Data Custodians, and these can be edited, updated and archived as a project progresses.
Getting started
To add data uses to the Gateway, you must have a Gateway account and be a member of a Data Custodian Team. To create an account (or sign in if you already have one), click ‘Sign In’ on the Gateway banner.
You must be added to a Data Custodian Team with ‘Data Access Request Manager’ permissions to be able to upload Data Uses / Research Projects.
Adding Data Uses / Research Projects to the Gateway
Data Uses / Research Projects can be uploaded and managed via the Team Management dashboard. Click ‘Data Uses / Research Projects’ on the left-hand navigation panel. Next, click ‘+ Add Data Use’.

Clicking the ‘Download the data use template’ will produce an Excel output of the Data Use Register standard.

Complete the template with Data Uses / Research Projects that have been approved outside of the Gateway. Guidance on how to complete the template is provided within the template itself.
Please note, for a Data Use / Research Project entry to be submitted, all mandatory fields must be completed.
Uploading the Data Uses / Research Projects
Once you have completed the template, click on ‘select file’ in the upload section. Locate your file and select ‘upload’.

Note that you may get a loading screen, which could take several minutes.

Once uploaded, you will be able to view each data use. Expanding on the arrow icon on the right will open each one and display all the fields completed within the Excel spreadsheet.

Once uploaded, these Data Uses / Research Projects will be automatically added to the ‘Drafts’ section of the Data Uses / Research Projects dashboard. To publish, simply click on the ‘edit’ (pencil) icon next to a particular Data Use / Research Project.
Here it’s also possible to edit the individual fields. To make the Data Use / Research Project active, click ‘Publish’ in the bottom right hand corner.

Common Errors
There are two errors that will prevent you from submitting your data uses for approval.
Suspected duplicate:
- If a Data Use / Research Project has a matching project ID, it will be flagged as suspected duplicate
- If a Data Use / Research Project has a matching project title, dataset name and approval date, it will be flagged as a suspected duplicate
Mandatory field is missing:
- If either project title, organisation or dataset(s) is empty, this will be flagged as a mandatory field being empty
To correct an error, you must make changes directly to your source file and upload the corrected file again.
If there are no errors within your upload, you will see your Data Uses / Research Projects appear in a list view as per the screen above.
Editing Data Uses / Research Projects
This can either be done by editing the Data Uses / Research Projects within an already uploaded excel template (and reuploading again) or via the the Data Use / Research Project dashboard.
Click the ‘pencil’ icon, title ‘edit Data Use / Research Project’.

This will open the individual Data Use / Research Project in a form format, allowing you edit each field as replicated in the excel template.

Once you have completed your edits, click save at the bottom of the screen.
Archiving and unarchiving a Data Use / Research Project
To archive a dataset, click on the square icon on the right hand side, titled ‘Archive a Data Use / Research Project’ so it is no longer live on the Gateway
