Creating and managing data passports
Last updated
Last updated
Administrators can create and manage data passports as a way to track the movement and access of data within their organisation.
Select 'Admin tools' from your username dropdown.
Select 'Data Passsport types'.
Select 'Create'.
Populate the 'Name', 'Details', and optionally the 'Instructions' field. The text you populate the 'Instructions' field with will appear as additional instructions for users applying for this data passport.
Select one of the following statuses using the 'Status dropdown:
'Archived and hidden from view': Data passports that are archived cannot be viewed by non-Administrator users, nor applied for
'Available for request': Data passports that are available for request can be applied for and used in Data Requests once acquired
'Closed to new applications': Data passports that are closed to new applications are unavailable to be applied to, but if already acquired can still be used to submit data requests that require their acquisition.
Populate the following fields as desired:
'Default expiry period (years)': The time in years that the data passport will remain active before expiring by default
'Data Passport notification email': The email address you wish to be notified of applications to this data passport.
Note: Setting the 'Default expiry period (years)' field to '0' will cause the data passport will instantly expire upon creation.
Adjust the following email notification templates as desired:
'Data passport application draft notification content': The email content that will be sent to the notification email when a data passport is drafted
'Data Passport application submitted notification content': The email content that will be sent to the notification email when a data passport is submitted
'Data Passport application approved notification content': The email content that will be sent to the notification email when a data passport is approved
'Data passport application denied notification content': The email content that will be sent to the notification email when a data passport is denied
'Data passport application expired notification content': The email content that will be sent to the notification email when a data passport expires.
Adjust the following profile configuration settings as desired:
'Section where the profile update will be put': The section of the data passport that, once applied for, will contain the applying researcher's profile information
'The position of profile in the section': Whether the researcher's profile information will appear above, or below the other information in the section location in the 'Section where the profile update will be put' dropdown
'Show uneditable fields in the profile': Whether uneditable fields (such as the researcher's name and email) are shown in the data passport
'Embed profile in this data passport application': Whether the researcher's profile information is embedded within the data passport, or appears normally.
Once satisfied, select 'Save basic changes'.
From your username dropdown, select 'Admin tools'.
Select 'Data Passport types'.
Select 'Manage' from the row of the desired data passport.
Note: Ensure you select the save prompt for all sections you edit that you wish to save. For example, when editing the 'Basic Information' section, you must select 'Save basic changes' (below).
Questions represent customisable elements of a data passport, including prerequisites that the data passport asks of applying researchers. If you wish to add a question to the data passport, navigate to the 'Data Passport Questions' section of the data passport management screen, and select 'Add'.
If you wish to add a question to an existing section of the data passport, select the section of the data passport you would like to add a question to, then select 'Add new question to selected section'. If you wish to add a new section for a question, select 'Add new section', then repeat this step.
Select the new question, then select a question type using the 'Type' dropdown. The available question types are as follows:
'Date field': A date-format text-field for researchers to enter a date
'Display a message': A pop-up that researchers will see when applying for a data passport
'Drop-down list': A question offering a dropdown list of selectable answers
'Email Field': A field in which to input an email address
'Long text option': A rich text field that allows for formatting
'Mandatory choice (Checkbox)': A checkbox (with text) that must be checked for the passport to be applied for
'Multiple choice (Checkbox)': A question offering multiple checkboxes as selectable answers
'New section': Adds a new section, even if you selected 'Add new question to selected section'. This section acts like any new section, and can have questions added to it as normal
'Short Text': A text field that does not allow formatting
'Single choice (Radio)': A non-mandatory question with a single-choice answer
'Upload document': A question asking users applying for the data passport to upload a document of a specified type.
Populate the question parameters as desired. These parameters vary among certain questions, but parameters include:
'Question Text': The text of the question itself that will be displayed to researchers applying for the data passport
'Required': Whether or not the question is mandatory to progress with an application for the data passport
'Help Text': A subtitle to appear below the question text during the data passport's application
'Conditional Question': Selecting a previous question here will cause the current question to only appear if that question's answer matches the 'Conditional Value' (below)
'Conditional Value': The value that a selected conditional question must be answered with in order for the current question to appear in the data passport application
'Include in onboarding': If this checkbox is ticked, the answer(s) to this question will appear in any 'Request', or 'User Summary' files downloaded from a data request undertaken by a holder of this passport, provided that request reaches onboarding status
'In profile to approvers': If this checkbox is ticked, the answer(s) to this question will appear in any 'User Summary' files downloaded from a data request, even if that data request does not reach onboarding status.
Note: The second screenshot above is an example of how the configuration shown in the first screenshot will show on a data passport, to a researcher who is about to apply
The 'Options' and 'Required Document' question parameters are unique to certain question types (uncommon). If you are not configuring questions with uncommon parameters, proceed to step 9. If you are configuring questions with uncommon parameters, their functionality is as follows:
'Options': Found in 'Drop-down list', 'Mandatory choice (Checkbox)', 'Multiple choice (Checkbox)' and 'Single choice (Radio)' questions. To configure options (first screenshot below):
Select 'Add'
Input your text in the 'Text' field
Choose whether the question will ask researchers for extra info via the 'Extra Info' toggle
'Required Document': Found in the 'Upload document' question type. To configure the 'Required Document' field (second and third screenshots below):
Navigate to the 'Related document types' section of the data passport and select Add'
Select the desired document type from the 'Document' dropdown
Select 'Save document type changes'
Navigate back to the 'Data Passport Questions' section, and select the document you added from the 'Required Document' dropdown.
Select 'Save question changes' when satisfied.
From this screen, the basic options that were selected when the data passport was created (outlined ), can be adjusted in the 'Basic Information section' if desired.
