# Approving a data request and onboarding its team

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Only Data Request Approvers and Administrators can approve a data request or onboard its team.
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Data Request Approvers and Administrators are responsible for evaluating data requests submitted by Researchers and Data Facilitators, and well as approving them when permissible. Once a data request has been approved, Data Request Approvers and Administrators can also approve and onboard its team members, granting them access to the relevant dataset.

### How to approve a data request

1. From your username in the header, select 'Manage data requests'.

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2. Select the data request you wish to evaluate.

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3. Select the 'Project details' tab to review the data request team's responses to any data request questions, as well as the data request's title and purpose.

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4. **If the relevant dataset requires a document to be uploaded**, select the 'Attachments' tab to review it. **If the relevant dataset does not require a document to be uploaded**, proceed to step 13.

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5. Select 'Authorise' from the row of the desired document to review its details.

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6. **If you wish to download or delete the uploaded document**, select 'Download', or 'Delete' respectively.

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7. **If you wish to deny the document's validity**, select 'Deny. **If you wish to approve the document's validity**, proceed to step 13.

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8. Populate the 'Notes' field with your reason for denial, then select 'Deny document'

<figure><img src="/files/R7FLUOztYmLzKG4MwYmD" alt=""><figcaption></figcaption></figure>

9. **If you wish to approve the document's validity**, select 'Approve'. **If you do not wish to approve the document's validity**, proceed to step 13.

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10. Adjust the 'Expiry date' field to the date you would like this document's validity to expire.

<figure><img src="/files/6Fu7cHxGadx0Gpb6ITYx" alt=""><figcaption></figcaption></figure>

11. Populate the 'Notes' field with your reason for approval, then select 'Approve document'.

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12. **If you wish to review the data passports of researchers**, select the 'Members' tab and do so.

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13. Select the 'Summary' tab to communicate with the data request's team members, in case any additional information is required.

<figure><img src="/files/biEVNHJ9tEAR35VKdzVW" alt=""><figcaption></figcaption></figure>

13. Once appropriate, select 'Approve this request' to do just that.

<figure><img src="/files/XOqGOdurWpE5Gvw1rHwH" alt=""><figcaption></figcaption></figure>

**Note:** If you wish to cancel the request, select 'Cancel Request' from the bottom of the 'Summary' tab (below).

<figure><img src="/files/nWgIFSro1sNE6UDvctor" alt=""><figcaption></figcaption></figure>

### How to approve and onboard a data request's team members

1. **Once a data request has been approved**, select its 'Members' tab.

<figure><img src="/files/vYBYR4l1Tljk6afpZHrj" alt=""><figcaption></figcaption></figure>

2. Select 'Manage Access' from the row of the user who you wish to approve. Then, **if this team member is:**
   * **To be onboarded later**, select 'Approve as analyst'
   * **To be onboarded now**, select 'Approve and onboard'
   * **Not to be onboarded**, select 'Deny'.

<figure><img src="/files/qjamgGd2hcz8aPsj4fjv" alt=""><figcaption></figcaption></figure>

**Note:** Project leads are approved as Analysts from this screen (rather than as Project Leads).

3. Confirm your selection by selecting 'Approve \[*user*]', 'Approve and onboard' or 'Deny Approval' appropriately. **If you are denying a user's approval, you must provide a reason in the indicated field.**

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**Note:** If the relevant dataset has an undertaking attached, a user must complete it before they can be approved or onboarded.

4. **If a user was only approved earlier, but is now to be onboarded**, select 'Manage Access', then 'Onboard user'. **If a user was both approved and onboarded in step**&#x20;

<figure><img src="/files/U0PtaF4vhdkEODWL4ecx" alt=""><figcaption></figcaption></figure>

**Note:** A user's onboarding can still be denied even if they have been approved by selecting 'Deny onboarding' (below).

<figure><img src="/files/zUHdA69cUEDo7CRzEnc4" alt=""><figcaption></figcaption></figure>

5. Select 'Onboard \[*user*]'.

<figure><img src="/files/mlMIHCsIL8YMPZZNy0Ey" alt=""><figcaption></figcaption></figure>

6. The email assigned to the dataset as its onboarding email will be sent further information/instruction, but additional evidence of onboarding can also be downloaded by selecting 'Download Onboarding'.

<figure><img src="/files/LAjCRHIGWyQLtDy0GYNb" alt=""><figcaption></figcaption></figure>


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