Application Requirements

This tab allows Administrators to configure various aspects of the data Passports, approvers, team submission, and more. Within this tab, Administrators can customise and set up the settings related to data Passports, defining the criteria and requirements for accessing specific data. They can also manage the approvers, determining the individuals or roles responsible for reviewing and approving data requests.

What configuration options are available for datasets within the Application Requirement tab?

  • Onboarding passport types: 'Onboarding passport types' refers to the different types of passports that enable users to be onboarded to a specific dataset. These passport types define the criteria and requirements a user must meet in order to gain access to the dataset.

  • Discussant passport types: 'Discussant passport' types are specific types of passports that enable users to participate as discussants in the data request process, without granting them access to the actual data.

  • Team categories: This control allows researchers which types of data requests are allowed for this dataset.

  1. Team and individual: Both team

  • Additional Requirements: To enhance the dataset access process, you may have additional requirements for requesting access to the dataset. Some possible considerations are:

    • Data Handling and Security Measures: Users may be required to outline their data handling and security measures to ensure the protection and confidentiality of the dataset.

    • Compliance with Regulations: Users may need to demonstrate compliance with relevant regulations, such as data privacy laws or ethical guidelines, depending on the nature of the dataset.

    • Collaborative Plans: If applying as a team, users might be asked to provide details about their collaborative plans, including how they intend to work together effectively and ensure proper data management within the team.

  • Undertakings: As part of the dataset access process, each team member is required to review and approve individual undertakings pertaining to data usage for every data request. These undertakings serve as a per-user agreement that outlines the responsibilities and guidelines for handling the data.

  • Status: The current state or condition of a dataset. It provides information about the availability, accessibility, and stage of a dataset within the release process. You can select from these Statuses:

    • Draft (Draft data release): This status indicates that the dataset is still in the drafting phase and has not been officially released yet. It is not available for public access or requests at this stage.

    • Upcoming (Upcoming data release): The dataset is scheduled for release in the near future. Users may be notified about its upcoming availability, but it is not yet accessible for requests.

    • Available (Available for request): The dataset is currently available for users to request access. Users can submit applications to obtain the dataset during this status.

    • Closed (Closed to new requests): This status indicates that the dataset is no longer accepting new requests for access. Users who have already been granted access can continue to utilise the dataset, but new applications will not be considered.

    • Archived (Archived and hidden from view): In this status, the dataset is no longer actively maintained or accessible. It is archived and hidden from view, meaning that it is no longer available for access or requests.

  • Document Type: This is where you can add required documents that are mandatory for this dataset.

  • Approvers: The individuals responsible for approving the data request.

  • Approvers Name: The general term to display across the site for the individuals who approve data requests. This can be "Data Reviewers" or "Approving Authorities", for example.

  • Notification Email: A shared email inbox designated for data approvers of this dataset.

  • Onboarding Email: An email inbox specifically created for sending onboarding content related to this dataset.

  • Onboarding Provider Name: The name of the unit or team responsible for onboarding users to this dataset. This can be referred to as the "Data Onboarding Team" or the "Dataset Onboarding Unit", for example.

  • Onboard Immediately: The system allows control over the ability to onboard access requests either immediately or manually. With this feature, you can choose between two options for onboarding access requests:

    • (True) Immediate Onboarding: When this option is enabled, access requests are automatically processed and users are onboarded immediately upon request submission. This streamlines the onboarding process and provides instant access to the dataset.

    • (False) Manual Onboarding: If this option is selected, access requests undergo a manual onboarding process. The requests are reviewed and approved manually by the designated personnel or Administrators responsible for onboarding. This allows for a more controlled and deliberate onboarding process.

  • Email Onboarding: When the email onboarding option is selected, an email is sent to onboard the user. However, it is important to note that if the "Onboard immediately" setting is enabled, the email onboarding option has no effect. In this case, regardless of the email onboarding setting, an email will always be sent to onboard the user immediately upon their access request.

  • Additional On-boarding Information: This is where you can provide additional onboarding information.

  • Copy in approvers: You can enable or disable the option to send a copy of the onboarding email to approvers. However, it's important to note that this setting only applies if sending an onboarding email is enabled.

  • Allow incomplete application: If the requirement is set to "true" for all users to hold valid passports before submitting an access request, it implies that incomplete applications should not be allowed. In this case, the system should not permit users to submit applications if the passport information is missing or invalid.

  • Prevent non valid Data Passport holder joining the access request: If the setting is set to "true," it indicates that users without a valid Data Passport will be prevented from joining the access request for this dataset.

  • Move purpose question into first section: If the setting is set to "true," it indicates that the purpose of the dataset access request should be moved into the first section of the application form. However, to enable this setting, a first section in the application form must be available.

  • Use rich texts editor for purpose question: If the setting is set to "true," it means that the purpose field in the dataset access request form will include a rich text editor. This allows users to format and stylise their purpose statement using various text formatting options.

  • Allow team composition to be changed during request: When the setting is set to "true," team members have the freedom to leave the dataset access request at any status and can be added at any stage of the process.

    If the setting is set to "false," team members are only allowed to leave or be added to the request when it is in the "draft" status. Changes to team members are not permitted once the request progresses beyond the "draft" stage.

  • Configure data request titles: If a user is required to provide a title when submitting requests, it means that they must include a descriptive title or subject for their request before it can be submitted. On the other hand, if a user is not required to provide a title when submitting requests, they have the option to submit a request without providing a specific title.

  • Custom Messages: These are additional email messages that can be shown during data requests.

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