# Tablion Data Portal Tablion is a data request portal that provides its users with a streamlined, secure way to request data from data owners. It strictly organises the specifics of its users' data request processes, enabling better operational efficiency and cost reduction, as well as encourages more informed decision-making and process improvement. ### Functionality of Tablion Data Portal Some of the primary functions of Tablion include: * Well-defined user roles that align to business processes and responsibilities * In-depth data request customisation * With capacity for a wide range of data access requirements * Management of customisable, prerequisite data passports * Organisation of data teams * Including unique roles, tasks/artefact allocation and Administrator-controlled onboarding * In-depth page and content customisation * Support for connection to an Aristotle Metadata Registry, from which datasets can be synced for request. ### User Roles in Tablion: * **Administrator:** An Administrator user is an individual or group responsible for managing the Tablion system and its associated functionalities. Administrators can: * Adjust system-wide settings related to: * Users * Data Teams * Datasets * Data passports * Document types * Custom pages * Custom content * Versions * Reports * Report builder * Notifications * Approve or deny data passport applications * Approve, deny, and onboard the team members of data requests * Access the toolbox * **Data Passport Approver:** A Data Passport Approver is an individual or group responsible for reviewing and approving data passport requests from researchers. Data Passport Approvers can approve or deny data passport applications * **Data Request Approver:** A Data Request Approver is an individual or group responsible for reviewing data requests and ensuring that all requirements for data access are met. Data Request Approvers can approve, deny, and onboard the team members of data requests * **Researcher:** A Researcher is an individual or group seeking data from an organisation to conduct research. Researchers can: * Apply for data passports via data passport applications * Request access to datasets via data requests * **Data Facilitator:** A Data Facilitator is a user conducting a data request on behalf of a researcher. Data Facilitators can only submit a data request for datasets that: * Have been set to 'Team' in their 'Team categories' configuration setting (by an Administrator) * An Administrator has assigned them to via the 'Users' tab of their administration tools * **Data Team Member:** Data Team Members can make data requests as part of a data team, but only once an Administrator has assigned: * Them to a data team * Their data team to a data request. # Changing your password Tablion users are able to change their password after signing up. Users may wish to change their password: * If it is weaker than required by their organisation * When compromise is suspected * After a data breach * If it has been shared or leaked ### How to change your password 1. Select 'My Account' from your username dropdown.

2. Select 'Change Password'.

3. Populate the 'Old password' field with your current password.

**Note:** Select any of the eye icons (below) to toggle password visibility for all fields of the 'Change Password' page.

4. Populate the 'New password' field with the password you wish to use, ensuring this new password contains at least 8 characters, and is not: * Too similar to your other personal account information * A commonly used password * Entirely numeric * The same as your current password.

5. Populate the 'Confirm new password' field with the same password you entered into the 'New password' field, ensuring they match exactly.

6. Select 'Change my password'. An email confirming you made this change will be sent to your account's associated email address (no action is required, as you did make this change).

# User Accounts Tablion user accounts represent an authenticated identity within Tablion, typically but not mandatorily assigned to one user. Each user account has a role assigned by an Administrator (see [*User Roles in Tablion*](/#different-roles-that-users-of-tablion-can-play)*)* which dictates what features of the system they can access. ### Functionality of User Accounts Users can: * Edit their profile * Change their password * Enable or disable multi-factor authentication (MFA) * Manage data passport applications and data requests (as relevant to their role) * Access Administrator tools (Administrators only) # How to sign up in Tablion This help page is designed to guide users through the registration process for Tablion. The "Register" option enables users to sign up for an account on Tablion without requiring assistance from an Administrator. The registration process typically involves filling out a form with personal information, such as the user's first and last name, email address, and chosen password. Once the user has successfully completed the registration process, they will receive an activation email to confirm their account and can start using Tablion to browse and request data. 1. To sign-up for Tablion, users can click on the "Register" button.

2. Upon clicking on the "Register" button on Tablion, the user will be directed to a registration page where they can enter their personal information, such as their first name, last name, email address, and password.

3. Once a user has entered all required information into the registration form, they may proceed to create their Tablion account by clicking on the "Register" button.

4. Upon successful completion of the registration process on Tablion, a user will receive an activation email to get started with the platform.

5. The user needs to click the link in the email to register successfully.

By default, upon successful registration on Tablion, a user will be granted researcher access. However, if a user needs to change their role within the platform, such as a data passport approver or data request approver, they will need to connect with the Administrator user of the Tablion system. The Administrator can then make the necessary changes to the user's roles and access within the platform. # Editing profile details Users can adjust their first name, last name and email address from their account page. ### How to edit profile details 1. Select 'My Account' from your username dropdown.

2. Select 'Edit Profile'.

3. **If you wish to edit your account name**, adjust the content of the 'First name; and 'Last name' fields as desired.

4. **If you wish to edit your account email**, adjust the content of the 'Email' field to match the email you wish to use.

**Note:** You will be required to confirm the new email address from its inbox before the system will recognise it. 5. Select 'Update my profile' once satisfied.

6. Enter your password in the 'Password Verification' window, then select 'Confirm'. If successful, your profile will be updated accordingly.

# User Dashboards Every user has access to a personalised dashboard; a page containing all of the immediately relevant data to their role, based on recent activity and interactions in the system. Each user role has a different dashboard containing different information. **Note:** All dashboards can also contain an 'Incomplete Actions' section when the relevant account has outstanding actions requiring their attention. This section may also only contain a notification that the account does **not** have any incomplete actions. ### Dashboard Types by Role #### Administrator The Administrator dashboard contains the following categories of information: * 'My profile': Account information * 'Notifications': Recent notifications, and a link to view all notifications * 'Manage Data Passports': A selection of data passports that can be managed, and a link to view all data passports that can be managed * 'Manage Data Requests': A selection of data requests that can be managed, and a link to view all data requests that can be managed.

#### Data Passport Approver The Data Passport Approver dashboard contains the following categories of information: * 'My profile': Account information * 'Notifications': Recent notifications, and a link to view all notifications * 'Manage Data Passports': A selection of data passports that can be managed, and a link to view all data passports that can be managed.

#### Data Request Approver The Data Request Approver dashboard contains the following categories of information: * 'My profile': Account information * 'Notifications': Recent notifications, and a link to view all notifications * 'Manage Data Requests': A selection of data requests that can be managed, and a link to view all data requests that can be managed.

#### Request and Passport Approver The Request and Passport Approver dashboard contains the following categories of information: * 'My profile': Account information * 'Manage Data Passports': A selection of data passports that can be managed, and a link to view all data passports that can be managed * 'Notifications': Recent notifications, and a link to view all notifications * 'Manage Data Requests': A selection of data requests that can be managed, and a link to view all data requests that can be managed.

#### Researcher The Researcher dashboard contains the following categories of information: * 'My profile': Account information * 'Data Passports': A selection of data passports that are available for the user to apply for, and a link to view all data passports that are available for the user to apply for * 'Notifications': Recent notifications, and a link to view all notifications * 'Data Requests': A selection of data requests that are available for the user to make, and a link to view all data requests that are available for the user to make.

#### Data Facilitator The Data Facilitator dashboard contains the following categories of information: * 'My profile': Account information * 'Notifications': Recent notifications, and a link to view all notifications * 'Data Requests': A selection of data requests that are available for the user to make, and a link to view all data requests that are available for the user to make.

#### Data Team Member The Data Team Member dashboard contains the following categories of information: * 'My profile': Account information * 'Notifications': Recent notifications, and a link to view all notifications * 'Manage Data Requests': A selection of data requests that can be managed, and a link to view all data requests that can be managed.

# Setting up multi-factor authentication Multi-Factor Authentication (MFA) is a security protocol that requires users to provide a time-sensitive code from an authentication app before being allowed to log in to Tablion. Users can activate or deactivate MFA for their own account while they are logged in. ### How to set up multi-factor authentication 1. Select 'My Account' from your username dropdown.

2. Select 'Enable Multi-factor Authentication'.

**Note:** If the user account already has MFA enabled, it can instead be disabled from this screen by selecting 'Disable Multi-factor Authentication' (below).

3. Prepare one of the following applications (this will be the application that receives the time-sensitive codes): * [Google Authenticator](https://support.google.com/accounts/answer/1066447?hl=en) * [Microsoft Authenticator](https://support.microsoft.com/en-gb/account-billing/manually-add-an-account-to-the-microsoft-authenticator-app-3bcc3672-6241-48ab-926c-6a6139e5f670) * [Okta Verify](https://help.okta.com/eu/en-us/Content/Topics/end-user/ov-overview.htm) * [Twilio Authy](https://authy.com/guides/twilio/) 4. Select 'Next'.

5. Using the application you chose, scan the displayed QR code.

6. Complete any additional set-up required of you by your chosen authentication application, then enter its time-sensitive code and select 'Next'.

7. MFA is now enabled for the relevant user account. Next time the user logs in, they will need to input their chosen authentication app's time-sensitive code to do so. # Administrator Tools An administrator user is an individual or group responsible for managing the Tablion system and its associated functionalities. The Administrator has the authority to manage the datasets available for request throughout the platform, customise the Tablion system according to the organisation's needs, and manage the user accounts and permissions within the system. The responsibilities of the Administrator also include monitoring the quality of the data available in the system, ensuring the security and privacy of the registry data, and defining the standards. ## What are the Admin tools? The specific Admin tools available in Tabilon may vary depending on the platform's version and any customisations made. However, typical Admin tools on Tabilon may include: 1. User management tools to add, block, and modify user accounts and permissions. 2. Content management tools to pull the dataset from an Aristotle Metadata Registry. 3. Design customisation tools to modify the look and feel of the platform, such as changing the colour scheme or adding a logo. 4. Security tools to configure security settings and access controls to protect sensitive information. 5. Analytics and reporting tools to track platform usage and user activity. ## How to navigate to the Admin tools To access the Admin tools on the Tablion platform, an Administrator must click "Admin tools" in the top right corner of the homepage.

The Administrators of Tabilon can customise the Tabilon platform to the specific requirements of their organisations. # Users # How to Add Additional User Profile Fields to Request Data Adding additional profile fields for users refers to including more data fields or information categories in user profiles. The Administrator can gather a broader range of user details, allowing for more comprehensive profiles. These fields can be customised to collect specific information relevant to Tablion. ### Steps to add additional fields: 1. To access the "Admin tools" section, users should navigate to the homepage and click on the designated option labelled "Admin tools."

2. The Administrator should click "Edit additional profile fields" in the Users section.

3. To add more fields for collecting information from users, the Administrator should click the "Add" button.

4. The Administrator can add a question and provide help text for each field. They can customise the question's wording to gather specific information from users.

The Administrator can set each field's "required" attribute to either true or false: * When set to true, it indicates that the field is mandatory, and users must provide an answer for that particular field. * When set to false, the field becomes optional, and users can leave it blank or provide a response. 5. The Administrator can delete any added field if needed.

The Administrator must click the "Save Changes" button to save the added fields.

# Blocking user accounts In Tablion, a 'blocked' account refers to one that is barred from accessing the platform by an Administrator. When an account is blocked, it cannot log in or use any of the features and functionalities of Tablion. {% hint style="info" %} User accounts can only be blocked by an Administrator. {% endhint %} ### How to block a user account 1. Select 'Admin tools' from your username dropdown.

2. Select 'Users'.

3. Select the email of the account you wish to block.

4. Navigate to the 'Management' section of the user account's page, then select 'Block User'.

5. **If you wish to provide a reason for blocking the user account**, do so using the 'Reasons for blocking user' field.

5. Select 'Block User'. An email confirmation will be sent to the affected user and all Administrators upon blocking the account.

# Changing user roles {% hint style="info" %} User roles can only be changed by an Administrator. {% endhint %} Administrators can assign users specific roles in accordance with their responsibilities. **Note:** Every user who registers for a Tablion account will be assigned the Researcher role by default. ### How to change user roles 1. Select 'Admin tools' from your username dropdown.

2. Select 'Users'.

3. Select the email of the user account that you wish to change the role of.

4. Select the role you'd like this user to have from the 'User Type' dropdown.

5. Select update.

**Note:** Once selected, the following roles can be assigned data sets or data passports as required via an additional field (below): * Data request approver * Request and passport approver * Data facilitator.

# Data Teams Data teams represent specific groups of Tablion users that can be assigned to a data request to collaboratively complete the tasks required for that dataset to be accessed. Data teams contain a customisable list of tasks, which are always attached to the data team and are completed as part of an artefact when that data team is assigned to a data request. ### Functionality of Data Teams Administrators can: * Create data teams * Edit data teams * Deactivate data teams * Reactivate data teams * Assign data teams to a data request via artefacts. # Creating and editing data teams {% hint style="info" %} Data teams can only be created or edited by an Administrator. {% endhint %} Data teams must be created by Tablion Administrators prior to being assigned to a data request. After creation, data teams can be edited or deactivated. Data team creation includes the curation of a task list, which remains attached to that data team and is to be completed as part of an artefact when that data team is assigned to a data request. ### How to create or edit a data team 1. Select 'Admin tools' from your username dropdown.

2. Select 'Data Teams'.

3. **If you wish to create a new data team**, select 'Create'. **If you with to edit an existing data team**, select 'Manage' from its row, then 'Edit Data Team'.

4. Populate/adjust the 'Name' and 'Description' fields as desired.

**Note:** The 'Description' field is not mandatory. 5. **If you wish to add a manager to the data team**, select 'Add' from the 'Managers' section, then select the user you wish to add as a manager from the dropdown.

**Notes:** * Data team managers are able to create artefacts once their team is assigned to a data request, then assign their team members (including other managers) to tasks as desired * Researchers cannot be added as data team managers or members. 6. **If you wish to add a member to the data team**, select 'Add' from the 'Members' section, then select the user you wish to add as a member from the dropdown.

7. **If you wish to remove any managers or members from the data team**, select the checkbox beside their email address, then select 'Delete selected' from the relevant section.

8. **If you wish to add a task to the data team**, select 'Add' from the 'Tasks' section, then populate the task with whatever instructions it requires.

9. **If you wish to remove a task from the data team**, select the checkbox beside the task(s) you wish to remove, then select 'Delete selected'.

10. **If you want data team related notifications to be sent to a single email address**, populate/adjust the 'Mailbox' field with the desired email address.

**Note:** If the 'Mailbox' field is left empty, data team related notifications will be sent to the account emails of all members of the data team. 11. Select 'Create'/'Save' once satisfied.

# Deactivating and reactivating data teams {% hint style="info" %} Data teams can only be deactivated or reactivated by an Administrator. {% endhint %} Tablion Administrators can bring data teams in and out of activation as required. ### How to deactivate a data team 1. Select 'Admin tools' from your username dropdown.

2. Select 'Data Teams'.

3. Select 'Manage' from the row of the data team you wish to deactivate.

4. Select 'Deactivate Data Team'.

5. Select 'Deactivate \[*Data Team Name*]' to confirm the deactivation.

### How to reactivate a data team 1. Select 'Admin tools' from your username dropdown.

2. Select 'Data Teams'.

3. Select 'Deactivated Teams'.

4. Select 'Active Data Team' from the row of the data team you wish to reactivate.

5. Select 'Active \[*Data Team Name*]' to confirm reactivation.

6. The data team will reappear on the 'Data Teams' page.

# Assigning data teams to data requests and allocating tasks {% hint style="info" %} Data teams can only be assigned to data requests by an Administrator. {% endhint %} Data teams are assigned to data requests via artefacts, which represent a selection of teams/tasks required for that data request. ### How to assign data teams to data requests 1. Select 'Manage data requests' from your username dropdown.

2. Select the data request you wish to assign a data team to.

3. Select the 'Data Teams' tab.

**Note:** Only Administrators, Data Request Approvers and Data Team Members can see the 'Data Teams' tab. 4. Select 'Define new artefact'.

5. Populate the 'Name' and 'Description' fields as desired.

6. Select the desired data team from the 'Data Team' dropdown.

7. Select whether this artefact will be 'Internal' or 'External' via the 'Artefact Type' dropdown. These options are defined as follows: * 'Internal': The artefact can be seen and interacted with by Data Team Members, Approvers and Administrators * 'External': The artefact can be seen by Researchers, but only interacted with by Data Team Members, Approvers and Administrators.

8. Select 'Save' once satisfied.

**Note:** If a data request is cloned via selecting 'Clone Request' (below), artefacts can be individually selected to be copied into the new request.

### How to allocate tasks within a data team 1. From the desired data request, select the 'Data Teams' tab.

2. Select the desired artefact.

**Note:** Tasks can only be assigned within an artefact after its creation, not during. 3. Select the bullet point beside the task you wish to allocate.

4. Select the user you wish to assign this task using the 'Assigned to' dropdown.

5. Select 'Update'.

**Note:** A data team member with a task assigned to them can update its status by navigating to the above screen, and adjusting the 'Status' dropdown, then selecting 'Update'. When updating the status to 'Done', a data team member can also specify how long it took to complete the task via the 'Time spent on task (minutes)' field (below).

6. Repeat steps 4-5 as necessary. The 'Data Teams' tab will show the updated status of tasks and their assignees in the 'Data Teams' section.

**Note:** The checkboxes beside the tasks listed in the 'Data Teams' section will alter based on the appropriate task's status. These can be moused over to confirm what symbol reflects what status. # Datasets # How to Create a New Dataset in Tablion {% hint style="info" %} The user needs to be an Administrator of Tablion to create a new dataset. {% endhint %} 1. To access the Administrator tools, users must navigate to the homepage and locate the option "Admin Tools".

2. To navigate to the dataset section, users should locate and click on the "Datasets" option in the side panel.

3. To create a new dataset, click on the "Create" button.

4. When creating a new dataset, the user is required to enter specific details to provide essential information. These details typically include the following: * **Name of the Dataset:** The user should enter a suitable Name or title for the dataset. This Name should accurately reflect the content or purpose of the dataset. * **Definition of the Dataset:** The user should provide a clear and concise definition or description of the dataset. This description helps others understand the dataset's scope, content, and intended use. * **Contact Point of the Dataset:** The user needs to specify a contact point for the dataset. This contact point is a reference for inquiries, feedback, or communication related to the dataset. By providing these details during the dataset creation process, users ensure that the dataset is appropriately identified and relevant contact information is available for further interactions.

### Adding Distributions to a created Dataset 1. Select the "Add" button to add a Distribution to a created dataset. You can also make additional Distributions by selecting this "Add" button.

2. When adding a Distribution to a created dataset, users are required to name and define the Distribution. This involves providing specific information about the Distribution to help users understand its content and characteristics. Here's how users can name and define the Distribution: * **Name of the Distribution:** The user should assign a suitable and descriptive name to the Distribution. This name should reflect the specific version or instance of the added dataset. * **Definition of the Distribution:** The user should provide a clear and concise definition or description of the Distribution.

3. To add a variable list to a Distribution, the user needs to define and name each variable within that Distribution. Here are the steps to define a variable: * **Name the variables:** Assign appropriate and meaningful names to each variable. * **Define the variables:** For each variable, provide a clear and specific definition that describes what the variable represents or measures. This definition should capture the meaning and purpose of the variable in the dataset. * **Datatype:** When defining the datatype of each variable, users should assign the appropriate datatype.

To obtain an extended view of the added variable, the user can click on the corresponding icon.

Once selected, a pop-up will appear with additional information regarding the variable. You can further edit the variable information here. Once complete, select "Save Changes" to save your edits.

4. To add additional variables to the created Distribution, users should click on the "Add" button within that Distribution.

Once complete, don't forget to select "Create" to save the Datasets and Distributions. # How to Extract Datasets from the Aristotle Metadata Registry into Tablion {% hint style="info" %} User must have Administrator permissions in both Tablion and the Aristotle Metadata Registry. {% endhint %} Tablion provides a convenient feature that allows users to extract metadata from the Aristotle Metadata Registry. However, to successfully pull a dataset from the Aristotle Metadata Registry, the user must have Administrator permissions in Tablion and the Aristotle Metadata Registry. These permissions are necessary to ensure a seamless and authorised extraction process. ### What is the procedure to get metadata from Aristotle? 1. Select the "Browse" option in the Aristotle Metadata Registry header to access the Stewardship Organisation responsible for the specific dataset.

2. To extract the dataset to Tablion, click on the Stewardship Organisation responsible for holding the dataset.

3. Once you are on the Stewardship Organisation's page, click the "Settings" button from the Stewardship Organisations Tab panel.

4. To initiate the extraction process select the "Tablion Sync Config" from the side panel. This option enables the synchronisation between Aristotle and Tablion, allowing for the seamless extraction of datasets.

5. Then select "Register a metadata" at the bottom of the page.

6. Users can select the dataset they wish to extract from the Aristotle Metadata Registry into Tablion. They can browse the available datasets within Aristotle and choose the one that aligns with their requirements and objectives.

7. In Tablion, there are two options for syncing datasets with the Aristotle Metadata Registry for updates: * **Automatic Sync:** With this option selected, any changes or updates made to the metadata in Aristotle will automatically reflect in the corresponding dataset within Tablion. The synchronisation process occurs seamlessly and in real-time, ensuring that the dataset in Tablion remains up-to-date with the latest metadata changes from Aristotle. * **Manual Sync:** If users choose this option, they are responsible for manually initiating the dataset update in Tablion when desired. This means that changes made to the metadata in Aristotle will not be automatically reflected in Tablion. Instead, the user must manually trigger the synchronisation process to update the dataset in Tablion based on the latest metadata changes from Aristotle.

8. Users should click the "Register" button to register the metadata. This action will prompt the system to initiate the registration process, allowing users to provide the necessary information and details for the metadata registration.

9. To initiate the process, users should click the "Sync" button. This action will trigger the synchronisation process, allowing the extraction or updating of data as configured within the system.

10. From Aristotle, users can view the status of the sync process. This enables them to monitor and track the synchronisation progress between Aristotle and Tablion.

The dataset has been successfully synced to Tablion.

# How to Manage Datasets in Tablion Managing datasets in Tablion allows Administrators to configure datasets per the Organisation's needs. 1. To access the Dataset Management page, navigate to the "Admin tools".

2. From here, select "Datasets" from the Administration Tools Actions menu.

3. You can now manage the Datasets by selecting the "Manage" button next to the Dataset you would like to order.

Below are the different tabs available to manage for each Dataset: * **Overview:** The "Manage Dataset" section in Tablion enables Administrators to configure datasets according to the specific needs of the Organisation.

* **Application Requirements:** This tab provides Administrators with the ability 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. This tab is expanded on in an additional help page, [available here](/administrator-tools/datasets/how-to-manage-datasets-in-tablion/application-requirements).

* **Access Request Details:** This tab details the data request questions associated with the specific Dataset.

* **Onboarding:** The "Download Onboarding Audit Log" feature allows users to retrieve a comprehensive record of the onboarding process. By utilising this functionality, Administrators and authorised personnel can obtain a detailed log that includes approved data requests, user profile information, undertakings, and request details.

# 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.

# Data Request Approval Notifications Certain datasets may need approval by a specific date. The registry administrators have the authority to choose whether they want to allow a particular dataset to be approved within a specific time frame. The Tablion platform will remind the dataset request approver to give their approval during that designated time. ### How to turn on Approval due for the a particular dataset? {% hint style="info" %} You need to have admin permissions on the platform to perform this action. {% endhint %} 1. Navigate to the dataset by clicking at dataset library.

2. Go to the dataset for which you want to enable notifications for the required approval by a specific date.

3. Click on Manage Dataset.

4. Click on Application Requirements.

5. Scroll down and locate "Enable Request Approval due dates".

Select either: * **True:** Allow researchers to specify a date by which the request should be approved * **False:** Do not allow researchers to specify a due date. Currently, the status for notifications on every dataset is set to "False." 6. If you switch to "True," you'll gain access to additional questions that you can set for the researcher who is requesting that dataset. * **Request Due date Minimum Days:** Enable researchers to specify a date by which the request should be approved.

* **Request Due date Notification Days:** The number of days before a request approval is due that approvers will be notified.

### How a researcher can set the approval date? {% hint style="info" %} You need to be a researcher on the platform to perform this action. {% endhint %} 1. Navigate to the dataset from the dataset library.

2. Go to the dataset for which you want to enable notifications for the required approval by a specific date.

3. Click on the "Start Access Request".

4. Researchers have the option to fill in the necessary details, and they can also choose the approval date using the "Approval due date" field.

The researcher will notice that the calendar displays certain dates faded from the current date, indicating the minimum days required for the data request approver to evaluate requests for this specific dataset. This feature helps in planning and aligning with the approval process timeline. ### How does data request approver get the notifications? {% hint style="info" %} You need to be a data request approver on the platform to get the notification. {% endhint %} 1. The Data Request Approver can click on the notification bell located at the top of the header.

2. Within the notification bell, the approver can view the timeframe during which approval is necessary, along with the corresponding statuses like "Pending Approval" or "Overdue." This provides a quick overview of the approval status for datasets within the specified timeframe.

3. Additionally, the approver can check the status of the dataset request right next to the title of the request. This allows for a quick and convenient assessment of the dataset request's status without navigating to a separate section.

# Data Passport Types The 'Data Passport types' Administrator tool allows Administrators to create and manage data passports. Once made active, these passports can be [applied for by researchers](/data-passports/applying-for-a-data-passport). ## **Functionality of Data Passport Types** Through this Administrator tool, Administrators can [create and manage data passport types](/administrator-tools/data-passport-types/creating-and-managing-data-passport-types). # Creating and managing data passport types {% hint style="info" %} Data passports can only be created and managed by an Administrator. {% endhint %} Administrators can create and manage data passports as a way to track the movement and access of data within their organisation. ### **How to create a data passport type** 1. Select 'Admin tools' from your username dropdown.

2. Select 'Data Passsport types'.

3. Select 'Create'.

4. 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.

5. 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 for, but if already acquired can still be used to submit data requests that require their acquisition.

6. 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. 7. 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.

8. 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.

9. Once satisfied, select 'Save basic changes'. This will navigate to a more advanced data passport management interface (see [*How to manage an existing data passport type*](#how-to-manage-an-existing-data-passport-type) below).

### How to manage an existing data passport type 1. From your username dropdown, select 'Admin tools'.

2. Select 'Data Passport types'.

3. Select 'Manage' from the row of the desired data passport.

4. From this screen, the basic options that were selected when the data passport was created (outlined [here](#how-to-create-a-data-passport)), can be adjusted in the 'Basic Information section' if desired.

**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).

5. 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'.

6. **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.

6. 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.

7. 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 8. 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**): 1. Select 'Add' 2. Input your text in the 'Text' field 3. 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**): 1. Navigate to the 'Related document types' section of the data passport and select Add' 2. Select the desired document type from the 'Document' dropdown 3. Select 'Save document type changes' 4. Navigate back to the 'Data Passport Questions' section, and select the document you added from the 'Required Document' dropdown.

9. Select 'Save question changes' when satisfied.

# Document Types Document types represent the different types of documents that users can provide as evidence to verify their identity and credentials. Examples of documents that document types can represent include (but are not limited to): * Passports * Licenses * Identification cards * Academic certificates * Professional licenses. # Creating or editing a document type {% hint style="info" %} Document types can only be created by Administrators. {% endhint %} Administrators can create document types in order to represent a specific category or classification of documents that users can select and submit when making a data request. ### How to create a document type 1. Select 'Admin tools' from your username dropdown.

2. Select 'Document types'.

3. **If you wish to create a new document type**, select 'Create'. **If you wish to edit an existing document type**, select 'Manage'.

4. Populate the 'Name' and 'Definition' fields as desired.

5. Select the circumstance(s) under which this document should be used via the 'Permitted usage' dropdown.

6. Select from the following document storage policies using the relevant dropdown: * Retain: The document will be retained in Tablion * Email Pass Through: The document will be emailed to the notification address of the relevant data request or data passport that the document is uploaded to. The document will not be retained in Tablion * Default: Either retains the document in Tablion, or emails it to the notification address of the relevant data request or data passport based on whatever has been configured as the system default by Aristotle.

7. Select 'Save' once satisfied.

# Attaching a document type to a dataset {% hint style="info" %} Document types can only be attached to datasets by Administrators. {% endhint %} Document types can be assigned as 'Attach 'Document' questions to datasets, allowing Administrators to specify what kind of document is expected of a Researcher to upload in order for them to access that data. ### How to attach a document type to a dataset 1. Select 'Admin tools' from your username dropdown.

2. Select 'Datasets'.

3. Select 'Manage' from the row of the dataset you wish to attach a document type to.

4. Select the 'Request requirements' tab.

5. Navigate to the 'Document Type' section, and select 'Add'.

6. Select the document type you wish to attach from the 'Document' dropdown.

**Note:** Document types can be removed from this dataset once added by selecting the checkbox beside them, then 'Delete selected' (below).

7. **If you wish to add more document types**, repeat steps 5-6. **If you have added all of the document types you wish to attach to this dataset**, navigate to the bottom of the 'Request requirements' tab and select 'Save'.

8. The added document types can now be used for 'Attach Document' questions when a researcher makes a data request for the relevant dataset.

# Creating and editing custom pages {% hint style="info" %} Custom pages can only be created and edited by an Administrator. {% endhint %} Administrators can develop custom site pages to display specific content, design elements, functionalities, or branding that aligns with the their organisation's specific needs or brand. ### How to create a custom page? 1. Select 'Admin tools' from your username dropdown.

2. Select 'Custom pages'.

3. **If you wish to create a new custom page**, select 'Create'. **If you wish to edit an existing custom page**, select 'Edit' from the relevant custom page's row.

4. Populate the 'Slug' field with the URL slug you'd like the page to have.

**Note:** Slugs cannot contain spaces or uppercase letters. 6. Populate the 'Title' field with the title you'd like to give the custom page.

7. Select from the following options using the 'Safe body mode' field: * 'Safe mode': Only allows the use of HTML tags from a restricted list * 'Unrestricted mode': Allows the use of any HTML tags.

8. Populate the 'Body' field with the rich text and/or HTML content you'd like your custom page to include.

9. Select from the following visibility options in the 'Status' dropdown: * 'Available to everyone': Visible to all site visitors * 'Available only to: * 'Users who have an account in the system': Visible only to users that are logged in to Tablion * 'Administrators': Visible only to Administrators * 'Users who have a valid passport': Visible only to users who hold a valid data passport of any type.

9. Select 'Save' once satisfied. Your custom page will be accessible via [https://staging.tablion.aristotle.ninja/pages/\[*your\_custom\_slug*\]](https://staging.tablion.aristotle.ninja/pages/\[slug]).

# Creating and editing custom content {% hint style="info" %} Custom content can only be created and edited by Administrators. {% endhint %} Custom content allows Administrators to customise the style/appearance of Tablion using either HTML or CSS. **Custom content requires skills in HTML/CSS.** ### How to create and edit custom content 1. Select 'Admin tools' from your username dropdown.

2. Select 'Custom content'.

3. **If you wish to create new custom content**, select 'Create'. **If you wish to edit existing custom content**, select 'Edit' from the relevant custom content's row.

**Note:** Custom content **cannot be deleted** after creation, only edited (with the exception of the 'Name' field). 4. Populate the 'Name' field in accordance to the custom content you wish to use. The following is a list of all custom content inputs recognised by Tablion, along with images of what part of Tablion they will affect: * 'custom\_links.html': Configures header links available to all users (custom links will appear in the highlighted space below)

* 'email\_wrapper.html': Configures the header, footer and general template that Tablion emails will be 'wrapped' in when '{% db\_template 'email\_wrapper.html' %}' is used in the HTML of an [email notification template](/administrator-tools/creating-and-managing-custom-email-notification-templates). This is an alternative to using 'email\_header.html' and 'email\_footer.html' (see below) in tandem

* 'custom.css': Configures site appearance using [Bootstrap 5](https://getbootstrap.com/docs/5.0/getting-started/introduction/) in order to align Tablion's styling to corporate and other style guidelines as required. **This input is the only input which should use the 'CSS' option from the 'Content type' dropdown.** **Note: Do not use this input if you are unfamiliar with CSS**. If you are unfamiliar with CSS, consult a member of your organisation's IT staff who is familiar. * 'crown.html': Configures the topmost section of Tablion's header (if left unconfigured, the crown will not appear)

* 'neck.html': Configures the bottommost section of Tablion's header (if left unconfigured, the neck will not appear)

* 'ankle.html': Configures the topmost section of Tablion's footer (if left unconfigured, the ankle will not appear)

* 'custom\_footer.html': Configures the middle section of Tablion's footer

* 'sole.html': Configures the bottommost section of Tablion's footer (if left unconfigured, the sole will not appear)

* 'user\_summaries\_pdf\_head.html': Configures the header of user summaries downloaded from the 'Members' tab of a data request

* 'email\_header.html': Configures the header of Tablion emails when '{% db\_template 'email\_header.html' %}' is used in the HTML of an [email notification template](/administrator-tools/creating-and-managing-custom-email-notification-templates)

* 'email\_footer.html': Configures the footer of Tablion emails when '{% db\_template 'email\_footer.html' %}' is used in the HTML of an [email notification template](/administrator-tools/creating-and-managing-custom-email-notification-templates)

* 'home.html': Configures the homepage accessed via the 'Home' link in Tablion's header

* 'register-account-top.html': Configures the 'top' of the 'Register an account' page that appears when a user selects 'Register' from Tablion's header

* 'robots.txt': Configures a txt page accessible via [https://\[*your-data-portal*\]/robots.txt](https://datapassport.nsw.gov.au/robots.txt)

* 'mfa\_setup\_msg.html': Configures the message displayed when a user enables Multi-Factor Authentication (MFA)

* 'mfa\_disable\_msg.html': Configures the message displayed when a user disables MFA

**Note:** The 'Name' field **cannot be edited** after creation. 5. Select the desired content type using the 'Content type' dropdown. **Note:** The 'custom.css' input is the only custom content input that uses the 'CSS' content type.

**Note:** For the custom content to work correctly, the content type must align to the file extension used in the 'Name' field. 6. Populate the 'Content' field with the custom content you wish to create.

6. Select 'Save'. Your custom content will now appear on the 'Custom content' tab, and will be applied to your site. # Versions Administrators are able to view their data portal's historical data in relation to any datasets, data passports or users specified via the 'Versions' Administrator tool. ## Functionality of Versions Administrators are able to view historical instances/data of: * Datasets (basic dataset information) * Dataset paradata (detailed request requirements of a specified dataset) * Data passport types * Users. # Viewing basic historical dataset data {% hint style="info" %} Basic historical dataset data can only be viewed by Administrators. {% endhint %} Basic historical dataset data includes all of the details that can be viewed via a dataset's 'Overview' tab during configuration. Related fields include: * Name * Definition * Dataset type * Contact point. ## How to view basic historical dataset data 1. Select 'Admin tools' from your username dropdown.

2. Select 'Versions'.

3. Select 'View versions' from the 'Datasets' row.

4. Select 'See versions' from the row of the dataset you wish to view the basic historical data of.

5. Select the date/time you wish to view the historical data from.

6. Review the basic historical dataset data. Version fields are defined as follows: * **Id:** Tablion's technical, non-configurable identifier for this dataset * **From\_aristotle:** Whether or not this dataset has been synced from an Aristotle Metadata Registry * **Item\_base:** Tablion's technical, non-configurable identifer for this dataset's distribution group * **Identifier\_uri:** A link to this dataset's instance in the Aristotle Metadata Registry is was synced from, if applicable * **Name:** The name of the dataset as configured by an Administrator * **Definition:** The definition of the dataset as configured by an Administrator * **Contact\_point:** The dataset's contact point as configured by an Administrator * **Datasetdistributiongroup\_set:** The distributions that have been grouped with this dataset via the Aristotle Metadata Registry, if applicable * **Datasetdistributionpath\_set:** The distributions that have been grouped with this dataset via the Aristotle Metadata Registry, if applicable, in list format * **Distributions:** The dataset's distributions as configured by an Administrator.

7. **If you wish to review the historical data as raw JSON**, select the 'Raw Data' tab.

# Viewing historical data request requirement data {% hint style="info" %} Historical data request requirement data can only be viewed by Administrators. {% endhint %} Historical data request requirement data includes all of the details that can be viewed via a dataset's 'Request requirements' tab during configuration. Related fields include: * Onboarding passport types * Discussant passport types * Team categories * Team selection message * Additional requirements * Undertakings * Status * Document type * Facilitators * Approvers * Approver name * Notification email * Onboarding email * Onboarding provider name * Onboard immediately * Approve immediately * Request creator onboardable * Email onboarding * Additional onboarding information * Copy in approvers * Enable data provision date * Allow incomplete field request * Allow invalid passport request * Prevent non-valid data passport holder joining the data request * Configure data request purpose * Move purpose question into first section * Use rich text editor for purpose question * Purpose help text * Allow team composition to be changed during request * Configure data request titles * Title help text * Variable selector tool default setting * Variable selector tool message * Custom messages. ## How to view historical data request requirement data 1. Select 'Admin tools' from your username dropdown.

2. Select 'Versions'.

3. Select 'View versions' from the 'Dataset Paradata' row.

4. Select 'See versions' from the row of the dataset you wish to view the historical data request requirement data of.

5. Select the date/time you wish to view the historical data from.

6. Review the historical data request requirement data. Version fields are defined as follows: * **Id:** Tablion's technical, non-configurable identifier for this dataset's paradata * **Created:** The date and time this dataset was created * **Modified:** The date and time this dataset was last modified * **Approver\_names:** The approver name for this dataset as configured in its request requirements * **Status:** The status of this dataset as configured in its request requirements * **Allow\_incomplete\_field\_application:** Whether incomplete field requests are allowed when this dataset is requested * **Allow\_invalid\_passport\_application:** Whether invalid passport applications are allowed when this dataset is requested * **Request\_creator\_onboardable:** Whether the user that creates a request for this dataset can be onboarded * **Purpose\_in\_first\_section:** Whether this dataset's purpose will appear in its first section when requested * **Purpose\_in\_rich\_text:** Whether this dataset's purpose prompt will appear as a rich text field when requested * **Purpose\_help\_text:** This dataset's purpose help text as configured in its request requirements * **Additional\_requirements:** This dataset's additional requirements as configured in its request requirements * **Require\_undertaking:** Whether this dataset requires an undertaking to be approved by requesting users * **Undertaking\_title:** The title of the undertaking as configured in this dataset's request requirements * **Undertaking\_description:** The description of the undertaking as configured in this dataset's request requirements * **Undertaking\_statement:** The statement of this undertaking as configured in this dataset's request requirements * **Undertaking\_affirmation:** The affirmation of this undertaking as configured in this dataset's request requirements * **Require\_title:** Whether requests for this dataset require a title * **Title\_help\_text:** The help text shown with the title field as configured in this dataset's request requirements * **Require\_purpose:** Whether this dataset requires a purpose when requested * **Team\_categories:** The team categories allowed for this dataset as configured in its request requirements * **Team\_selection\_message:** This dataset's team selection message as configured in its request requirements * **Allow\_team\_composition\_change:** Whether team composition can be changed during requests for this dataset * **Prevent\_non\_valid\_passport\_holder\_join:** Whether non-valid passport holders are prevented from joining requests for this dataset * **Download\_onboarding:** Whether onboarding documentation can be downloaded from requests for this dataset * **Cc\_approvers:** Whether approvers are copied into onboarding emails for requests for this dataset * **Enable\_data\_provision\_date:** Whether researchers are able to specify a date by which this dataset must be provisioned during data requests * **Data\_provision\_date\_minimum\_days:** The minimum lead time in days before this dataset must be provisioned during data requests * **Data\_provision\_date\_notification\_days:** The time in days before the minimum days described above that approvers will be notified if a request for this dataset has not yet been completed * **Notification\_email:** The email address that approvers will be notified through, as configured in this dataset's request requirements * **Onboarding\_email:** The email address that onboarding materials will be sent to, as configured in this dataset's request requirements * **Onboarding\_content:** Additional onboarding content/information as configured in this dataset's request requirements * **Onboarding\_provider\_name:** The onboarding provider name as configured in this dataset's request requirements * **Message\_draft:** The custom draft status message as configured in this dataset's request requirements * **Message\_submitted:** The custom submitted status message as configured in this dataset's request requirements * **Message\_approved:** The custom approved status message as configured in this dataset's request requirements * **Message\_denied:** The custom denied status message as configured in this dataset's request requirements * **Onboard\_immediately:** Whether researchers/team members are onboarded automatically when requesting this dataset * **Approve\_immediately:** Whether researchers/team members are approved automatically when requesting this dataset * **Variable\_selector\_select\_all:** Whether all of this dataset's variables are selected by default during data requests * **Variable\_selector\_message:** The variable selector message as configured in this dataset's request requirements * **Dataset:** Tablion's technical, non-configurable identifier for the dataset that this paradata relates to * **Facilitators:** Tablion's technical, non-configurable identifiers for the facilitator users assigned to this dataset * **Onboardable\_passport\_types:** Tablion's technical, non-configurable identifiers for the passport types configured as mandatory for onboarding assigned to this dataset * **Discussant\_passport\_types:** Tablion's technical, non-configurable identifiers for the passport types configured as mandatory for discussants assigned to this dataset * **Questions:** The data request questions as configured in this dataset's request requirements * **Document Types:** The document types assigned to this dataset via its request requirements.

7. **If you wish to review the historical data as raw JSON**, select the 'Raw Data' tab.

# Viewing historical data passport data {% hint style="info" %} Historical data passport data can only be viewed by Administrators. {% endhint %} Historical data passport data includes all of the details that can be viewed when configuring a data passport type. Related fields include: * Name * Details * Instructions * Status * Default expiry period * Data passport notification email * Data passport application draft notification content * Data passport application submitted notification content * Data passport application approved notification content * Data passport application denied notification content * Data passport application expired notification content * Profile configuration in this data passport * Data passport questions * Questions * Related document types. ## How to view historical data passport data 1. Select 'Admin tools' from your username dropdown.

2. Select 'Versions'.

3. Select 'View versions' from the 'Data Passport Type' row.

4. Select 'See versions' from the row of the data passport you wish to view the historical data of.

5. Select the date/time you wish to view the historical data from.

6. Review the historical data passport data. Version fields are defined as follows: * **Id:** Tablion's technical, non-configurable identifier for this data passport * **Created:** The date and time that this data passport was created * **Modified:** The date and time that this data passport was last modified * **Name:** The name of this data passport as configured by an Administrator * **Details:** The details of this data passport as configured by an Administrator * **Instructions:** The instructions of this data passport as configured by an Administrator * **Status:** The status of this data passport as configured by an Administrator * **Passport\_notification\_email:** The passport notification email address of this data passport as configured by an Administrator * **Draft\_msg:** This data passport's draft status notification as configured by an Administrator * **In\_progress\_msg:** This data passport's in-progress status notification as configured by an Administrator * **Success\_msg:** This data passport's success notification as configured by an Administrator * **Denied\_msg:** This data passport's denied notification as configured by an Administrator * **Expired\_msg:** This data passports expiry notification as configured by an Administrator * **Default\_expiry\_period:** The default expiry period of this data passport as configured by an Administrator * **Profile\_position:** The profile position setting of this data passport as configured by an Administrator * **Show\_uneditable\_fields\_in\_profile:** Whether uneditable fields are shown in user profiles during applications for this passport * **Embed\_profile:** Whether user profiles are embedded in applications for this passport * **Profile\_section:** The section that the user profile will be located in applications for this passport * **Questions:** The data passport application questions as configured by an Administrator * **Document Types:** The document types assigned to this data passport by an Administrator.

7. **If you wish to review the historical data as raw JSON**, select the 'Raw Data' tab.

# Viewing historical user data {% hint style="info" %} Historical user data can only be viewed by Administrators. {% endhint %} Historical user data includes details from a chosen user's profile, including the following fields: * First name * Email address * User type. ## How to view historical user data 1. Select 'Admin tools' from your username dropdown.

2. Select 'Versions'.

3. Select 'View versions' from the 'Users' row.

4. Select 'See versions' from the row of the user you wish to view the historical data of.

5. Select the date/time you wish to view the historical data from.

6. Review the historical data passport data. Version fields are defined as follows: * **Id:** Tablion's technical, non-configurable identifier for this user * **Date\_joined:** The date the user registered for Tablion * **Is\_active:** Whether or not a user is active * **Display\_name:** The user's first name. If the user does not have a first name configured, this will instead list their email address * **Email:** The user's email address * **Role:** The user's role.

**Note:** Blocking a user does not create an instance of historical/version data. 7. **If you wish to review the historical data as raw JSON**, select the 'Raw Data' tab.

# Generating a report using the report builder {% hint style="info" %} Reports can only be generated via the Tablion report builder by a Tablion Administrator. {% endhint %} The Tablion report builder can be used by Tablion Administrators to retrieve data and statistics from their system. Once generated, this report can be exported as a spreadsheet directly to Microsoft Excel. ### How to generate a report using Tablion report builder 1. Log into Tablion, and select your profile from the header.

2. Select 'Admin tools'.

3. Select 'Report Builder'.

4. Select 'Create New Report'.

5. Populate the 'Title' and 'Description' fields as desired.

6. Select the data type you would like to use as the basis for the report form the 'Initial object' dropdown.

7. Populate the 'Columns' field with any object fields possessed by the initial object you selected that you wish to be included as columns of the final report. Entries in this field must be separated by pipes ('|'), with any subfields specified via the 'main.sub' formula (see below).

**Note: If you wish to rename a report column**, an alias can be set for a field via the 'alias:=field' formula, for example 'Published:=created'. 8. Populate the 'Filters' field with any of the following filters to refine the data in the final report via the exclusion of non-filtered fields: | Filter | Description | Example | | ----------- | ------------------------------------ | ------------------------------------------ | | = | Equal to | *field* = approved | | < > | Not equal to | *field* < > unapproved | | < | Less than | *field* < 30 | | > | Greater than | *field* > 30 | | <= | Less than or equal to | *field* <= 2024-01-01 | | >= | Greater than or equal to | *field* >= 2024-01-01 | | \&contains | Contains exact matching text | *field* \&contains Frederick | | \&icontains | Contains matching test in any case | *field* \&icontains frederick | | in | Value is in a list (comma separated) | *field* in approved, unapproved, frederick |

**Note:** Not all filters work with all data types/fields. 9. Populate the 'Order by' field with fields you wish results to be sorted by, separated by pipes ('|').

**Note: If you wish to sort a field in reverse order**, add a minus sign ('-') to the beginning of the field name, e.g. '-created'. 10. Select from the 'Allowed users' field the users that should be able to access this report.

**Note:** Hold Ctrl when selecting users to select multiple users at once 11. Select one of the following options from the 'Status' dropdown based on your requirements: * 'Restricted view': This option will make the report only visible to its creator and other administrators * 'Shared view': This option will make the report visible to its creator, other administrators and any users selected in the 'Allowed users' field above.

12. Select 'Preview' if you wish to see a preview of how the report will look using its current settings. Once satisfied, select 'Save report'.

**Note:** Once the report has been saved, you can export the report as a CSV file from the preview (below):

13. Once saved, your report will appear in the 'Report Builder' tab of 'Admin tools'. From here you can, select: * The report's title to view it * 'Edit Report' to reopen the editor used to create the report initially and make changes * 'Delete Report' to remove the report from the 'Report Builder' tab.

**Note:** The report's initial object cannot be changed once the report is saved. # Creating and managing custom email notification templates {% hint style="info" %} Email notification templates can only be created and managed by an Administrator. {% endhint %} Tablion's email notifications work out of a series of templates, one for each valid combination (or 'message type') of an in-system action and a user role (e.g. 'New Comment on Data Request' and 'Approver'). If a custom template is not created for an existing message type, the relevant email notification will follow Tablion's default template. ### How to create and manage custom email notification templates 1. Select 'Admin tools' from your username dropdown.

2. Select the 'Notifications' tab.

3. Navigate to the message type that matches the scenario you wish to create or manage a template for and select 'View all templates' from its row.

4. **If you wish to create a new template**, select 'Create'. **If you wish to edit an existing template**, select 'Edit' from the row of the relevant template.

5. Populate the 'Name' field as desired. This will only affect the name of the email notification template in Tablion, and will not influence the actual email notification.

6. Populate the 'Subject' field with the subject you would like the email notification to have.

**Notes:** * The subject field is able to make use of **variables**, which are listed at the bottom of the 'Create Message Template' page (below). * Inserting a variable name in the {{ correct\_format }} (as in the screenshot above) will automatically insert the information the variable represents in the email notification when it is sent to users * Only the listed variables and those contained in the default notification templates will work for email notifications.

7. **If you wish to write the email's body normally**, delete the contents (if any) of the 'Body HTML' field, and populate the 'Body Plain' field as desired. **If you wish to write the email's body in HTML**, populate the 'Body HTML' field with the desired HTML.

**Note:** These fields are able to make use of **variables**, which are listed at the bottom of the 'Create/Edit Message Template' page. See the notes of step 6 for more information. 8. **If you wish to have downloadable PDFs attached to this email notification**, select the 'Send PDF Documents' checkbox. **If you do not wish to have downloadable PDFs attached to this email notification**, proceed to step 11.

9. Select the checkboxes of the document types you would like to be attached/downloadable as PDFs.

10. Ensure the disclaimer variable has been used in the 'Body Plain' and 'Body HTML' fields, then populate the 'Enter disclaimer text here...' field with your desired disclaimer.

11. Select 'Save' once satisfied.

12. To activate a notification template, select 'Activate' from its row. Once activated, the template will be used for any emails generated by the relevant message type/trigger.

**Note:** Only one notification template can be activated for each message type at a time. 13. **If you wish to test a notification template**, select 'Test' from its row. An email will be sent to your Administrator email following the relevant template.

14. **If you wish to delete a notification template**, select 'Delete' from its row, then confirm the deletion.

# Configurations {% hint style="info" %} Configurations can only be made by an Administrator. {% endhint %} Additional customisation of Tablion can be done via the 'Configurations' tab of an Administrator's Administration tools. ## Functionality of Configurations Available configurations include the adjustment of the 'Manage Data Requests' page's: * Default status tab, configured per-role * Table column visibility, configured per-role. # Configuring the default tab of the 'Manage Data Requests' page {% hint style="info" %} The default tab of the 'Manage Data Requests' page can only be configured by an Administrator. {% endhint %} The landing tab that is active by default when a user makes any selection leading to the 'Manage Data Requests' page can be configured on a per-role basis. This allows each user involved with a data request to get to where they need to be as quickly as possible. ## How to configure the default tab of the 'Manage Data Requests' page 1. Select 'Admin tools' from your username dropdown.

2. Select 'Configurations'.

3. Select the user role you would like to adjust the default tab for using the 'Select User Role' dropdown.

4. Select the default tab you would like your chosen user role to have using the 'Select Default Tab' dropdown.

5. Select 'Save Changes' once satisfied. The configuration will be updated in the 'Saved Configurations' section, and the changes will take effect.

# Configuring column visibility of the 'Manage Data Requests' table {% hint style="info" %} Column visibility of the 'Manage Data Requests' table can only be configured by an Administrator. {% endhint %} The columns of the data requests table on the 'Manage Data Requests' page can be toggled in and out of visibility on a per-role basis. This allows each user involved with a data request to only see the information most relevant to them. ## How to configure column visibility of the 'Manage Data Requests' table 1. Select 'Admin tools' from your username dropdown.

2. Select 'Configurations'.

3. Navigate to the 'Manage Data Request Table: Preference Columns' section, then select the user role you wish to adjust column visibility for using the 'Select User Role' dropdown.

4. Select the checkboxes of the columns you would like the chosen role to be able to see.

5. Select 'Save Changes' once satisfied. The configuration will be updated in the 'Saved Column Preferences' section, and the changes will take effect.

# Data Passports {% hint style="info" %} Data passports can only be: * Created, managed and linked to datasets by an Administrator * Applied for by a Researcher * Approved/Denied/Revoked by a Data Passport Approver or Administrator. {% endhint %} A data passport is a form of identification/clearance that a researcher must acquire before requesting access to certain datasets (via a data request). Data passports ensure that a user meets specific criteria before their permissions are granted to them. ### Functionality of Data Passports Data passports can be: * Created and managed * [Linked to datasets](/administrator-tools/datasets/how-to-manage-datasets-in-tablion/application-requirements) * Applied for * Approved/Denied/Revoked # Applying for a data passport {% hint style="info" %} Data passports can only be applied for by a Researcher. {% endhint %} Certain datasets might require that a Researcher holds a specific data passport or even multiple data passports before they can request access to that dataset via a data request. Researchers must apply to hold a data passport via a data passport application. ### How to apply for a data passport 1. Select 'My Data Passport' from your username dropdown.

2. Select 'Apply for a Data Passport'.

3. Select 'Apply' from the field of the data passport you wish to apply for.

4. Answer any questions required by 'Instructions' section of the data passport.

5. Select 'Start Application'.

6. Answer any required questions of the next section, and any sections after that. Select 'Next Section' to move onto each subsequent section, or 'Submit' once you have answered all required questions of the final section.

**Note:** If you need to exit a data passport application partway through its completion, select 'Save Draft and Exit' (below). It can then be returned to at any time.

7. Once you have successfully submitted the data passport you can review its information on the resulting screen, which can be re-accessed at any time. **If you wish to edit your answers to the data passport's questions**, select 'Edit' from the 'Next steps' field.

7. **If you wish to communicate with other team members or Data Passport Approvers**, use the 'Correspondence' section's rich text field to input your comment, then select 'Submit' to post it.

8. Once a Data Passport Approver or Administrator has approved your application, the relevant data passport will be tied to your account and you will be able to request access to datasets that require that data passport via a data request. # Approving or denying a data passport application {% hint style="info" %} Data passport applications can only be approved or denied by a Data Passport Approver or Administrator. {% endhint %} Both Data Passport Approvers and Administrators can approve or deny a Researcher's data passport application. This generally involves the Data Passport Approver or Administrator ensuring that the researcher has provided all of the desired information, including their identity and any ethical or legal considerations before approval. ### How to approve or deny a data passport application 1. Select your username dropdown from the header, then select 'Manage applications'.

2. Select 'Manage' from the row of the data passport application that you wish to review.

3. Review the data passport application's details, including user details, question responses and uploaded documents**.**

4. **If you wish to communicate with the researcher applying for this data passport**, navigate to the 'Correspondence' section, and do so via the 'New message' field. Select 'Submit' to post a comment.

5. Once you have come to a decision, navigate to the 'Manage' field, and select either 'Approve' or 'Deny' as desired.

6. **If you are denying the application**, select the date and time that the application will be denied by the system using the 'Denied datetime' field. **If you are approving the application**, proceed to step X.

7. Provide the reason for your denial in the 'Closure' field.

8. Select 'Deny application'.

9. **If you are approving the application**, select the date and time that the application will be approved by the system using the 'Approved datetime' field.

10. Select the date that the data passport will expire using the 'Expiry date' field.

11. Provide the reason for your approval in the 'Closure' field.

12. Select 'Approve application'.

13. **If you wish to revoke an approved application**, you may do so now by selecting 'Revoke Data Passport'.

# Data Requests Data requests represent a formal request or solicitation made by an individual or team of Researchers and/or Data Facilitators to access a specific dataset. A Data request is collaboratively created, submitted and approved before its submitters can be onboarded and allowed access to the requested dataset's related data. ### Data Request Functions Data requests can be: * [Created and submitted by Researchers or Data Facilitators](/data-requests/creating-and-submitting-a-data-request) * [Approved, and their submitters onboarded by Data Request Approvers or Administrators](/data-requests/approving-a-data-request-and-onboarding-its-team). ### Data Request Roles Researchers and Data Facilitators that create or join a data request hold unique, additional roles that represent their responsibilities within that individual data request. These roles are defined as follows: * **Discussant**. A Discussant can: * Respond to data request questions/requirements * Correspond with data request team members and approvers * **Analyst**. In addition to a Discussant's permissions, an Analyst can: * Be onboarded to a dataset by a Data Request Approver or Administrator once their data request is approved * **Project Lead**. In addition to an Analyst's permissions, a Project Lead can: * Invite other users to a data request (as Discussants, Analysts or Project Leads themselves) * Mark a data request as a draft, or as being ready for submission * Change the data request roles of team members while the data request is in draft * Remove team members from a data request * Submit a data request. **Note:** These roles can be adjusted by Administrators at any time during a data request's lifecycle. # Creating and submitting a data request {% hint style="info" %} Data requests can only be created and submitted by Researchers and Data Facilitators {% endhint %} In order to access the data contained within a dataset, Researchers and Data Facilitators can create and submit a data request. These can then go on to be approved by a Data Request Approver or Administrator, which can in turn lead to the Researcher(s) or Data Facilitator(s) who submitted the request being 'onboarded' (granted access to the requested data). ### How to create and submit a data request 1. Select 'Dataset Library'.

2. Select the dataset you wish to request access to.

**Note:** If your chosen dataset requires a specific data passport or other requirements, they will be listed in the 'Data Passport Required' and 'Additional Requirements' columns respectively. 3. Ensure the data contained in your chosen dataset's 'Example Data' field is what you wish to request.

4. **If you wish to request access to this dataset**, select 'Start data request'. **If this is not the dataset you wish to request access to**, repeat steps 2 and 3 until you find the desired data.

**Note:** The user who starts a data request this way **automatically becomes a Project Lead**. 5. Name your data request via the 'Title' field.

**Note:** From this stage onwards, a data request can be saved and exited safely at any time by selecting 'Save & Exit' (below).

6. Select whether you are requesting this data as an individual or a team.

**Notes:** * This setting cannot be adjusted later. If any team members plan to join/contribute to this data request in future, you must select 'Team' * Only researchers and data facilitators can be invited as team members. 7. **If you selected 'Team'**, input the email of the first team member you wish to invite to the data request. **If you selected 'Individual'**, proceed to step 11.

8. Select the email.

**Note:** If the email address you entered into the text field was not complete (for example, it was missing its '.com'), the selectable version of the email will not appear. 9. Select whether the user you are inviting will act as the Project Lead, a Discussant or an Analyst.

10. Repeat steps 7 to 9 until all relevant team members have been listed and assigned the intended role.

**Note:** Emails/team members can be removed from this list before they are invited via the delete icons (below).

11. Complete any mandatory, and optionally any non-mandatory questions attached to this dataset.

**Note:** Mandatory questions are marked with a red asterisk (as is beside 'Today's Date' above). 12. Select 'Next Section' once satisfied.

13. Input the purpose of the data request.

14. Select 'Next Section.

15. Select the variables that represent the data that you or your team wish to access once onboarded.

16. **If you are a Project Lead**, select 'Submit'. **If you are not a Project Lead**, you will need to contact a Project Lead to submit the data request for your team.

17. **If the dataset requires you to complete a data undertaking** (as shown by the red notification below), select 'complete'. **If the dataset does not require you to complete a data undertaking,** proceed to step 19.

**Notes:** * Outstanding actions that require completion before a data request can progress will appear beneath 'Correspondence', in the 'Data Request Checklist' (below) * This checklist will include incomplete undertakings * See [here](/data-requests/creating-and-submitting-a-data-request/data-request-checklist) for a list of all outstanding actions.

18. Read the data undertaking, then acknowledge that you have done so by checking the 'I acknowledge that I have read the data undertaking' checkbox.

19. Select 'Submit acknowledgement'.

20. **If you wish to download a copy of the signed data undertaking,** select 'Download Signed \[*Undertaking Name*]'. **If you do not wish to download a copy of the signed data undertaking, or once you have downloaded one already**, select 'Return to the data request'.

21. **If you have submitted a team data request and wish to invite more team members**, select 'Update Request', then 'Yes' to mark the request as a draft. **If you do not need to invite any team members**, proceed to step 24.

**Note:** 'Update Request' can be selected whenever updates need to be made to a data request. Once a data request is submitted, changes can only be made to it if it is reverted to draft status this way.

23. Type and select the email of the user you wish to invite.

24. Select whether the user you are inviting will act as the Project Lead, a Discussant or an Analyst.

25. Select 'Add'. The user will be invited via the provided email address.

26. **If you wish to communicate with fellow team members or approvers**, navigate to the 'Summary' tab, and use the 'Correspondence' section to do so. **You can proceed to step 25 once a Data Request Approver or Administrator has approved the data request.**

**Note:** The data request, correspondence, and relevant variables can all be downloaded from the 'Summary' tab by selecting 'Download Request', 'Download Correspondence' or 'Download Variables' respectively (below).

27. Once the data request has been approved, you are able to revert it. **If you wish to revert the data request,** select 'Revert Request'. Otherwise, **you can proceed to step 21 once you have been both approved as an Analyst or Project Lead and onboarded by a Data Request Approver or Administrator.**

**Note:** If a Data Request Approver or Administrator approves you as a Discussant, you cannot be onboarded (see '[Data Request Roles](/data-requests#data-request-roles)'). 28. Once: 1. A Data Request Approver or Administrator has approved your role as either an Analyst or Project Leader 2. A Data Request Approver or Administrator has onboarded you An email will be sent to whatever email was set as this dataset's onboarding email containing further information and instruction for data onboarding.

**Note:** The applicable data request statuses are defined as follows: * **Draft:** This stage is only visible to the requesters themselves. It signifies that the request is still in the preliminary phase and is being worked on or reviewed * **Closed:** Visible to requesters as well as Administrators, this state indicates that the data request has been finalised or concluded and is no longer active * **Submitted:** This state is visible to requesters, Administrators and assigned approvers. It shows that the data request has been submitted for consideration and is awaiting a response or decision * Also displays as 'Pending Approval' and 'Awaiting Approval' * **Denied:** Visible to requesters, Administrators and assigned approvers, this state signifies that the data request has been declined or rejected * **Approved:** This state is visible to requesters, Administrators and assigned approvers. It indicates that the data request has been approved and the necessary access permissions have been granted * **Partially Onboarded:** This state represents partial onboarding of a request's team. It indicates that some but not all of a request's researchers have either been onboarded, or denied * This status will also be applied when data requests by a single researcher have not yet had that researcher onboarded or denied * **Fully Onboarded:** This state indicates that the data request has been fully processed and implemented, and all relevant researchers have been successfully onboarded. # Data Request Checklist Outstanding actions that require completion before a data request can progress will appear in the 'Data Request Checklist'. Actions that may require completion and subsequently appear in the checklist include: * Incomplete but mandatory data request questions (including missing document uploads) * Missing data passports. Actions will appear alongside the users who need to complete them. # Searching for Data Requests {% hint style="info" %} Data requests can only be searched for by Data Request Approvers and Administrators. {% endhint %} Relevant Approvers and Administrators can search for data requests to be managed from the 'Manage Data Requests' page using basic and advanced search modes. Favourite searches can be saved in order to quickly utilise commonly-used search filters. ## Data Request Search Functionality Data requests can be searched for via: * [Basic search](/data-requests/searching-for-data-requests/searching-for-data-requests-using-basic-search) * [Advanced search](/data-requests/searching-for-data-requests/searching-for-data-requests-using-advanced-search) * Contains favourite search functionality. # Searching for data requests using basic search {% hint style="info" %} Data requests can only be searched for by Data Request Approvers and Administrators. {% endhint %} Tablion's basic search allows users to quickly and easily find data requests based on a single query, which is checked against the following data request fields: * Reference number * Title * Purpose * User email. ## How to search for data requests using basic search 1. Select 'Manage data requests' from your username dropdown.

2. Select the search field, then enter your desired search terms.

**Note:** If searching for a data request's reference number, Tablion will only recognise the following formats, where '0\*' represents **one or more** zeroes: * '\[Reference number]' * 'DR\[Reference number]' * '0\*\[Reference number]' * 'DR0\*\[Reference number]' 3. Select 'Search'.

4. The data requests list will be filtered in accordance to your search terms.

# Searching for data requests using advanced search {% hint style="info" %} Data requests can only be searched for by Data Request Approvers and Administrators. {% endhint %} Tablion's advanced search allows users to dig deeper than basic search when searching for a data request, and check specific queries against specific data request fields. Advanced search can be used to search for the value(s) of every available field of a data request, and allows any frequent/important searches to be saved as favourites. ## How to search for data requests using advanced search 1. Select 'Manage data requests' from your username dropdown.

2. Select 'Advanced Search'.

3. Adjust the following 'Search by' settings as desired: * 'Search': Terms entered here will be checked against the same fields as the basic search: * Reference number * Title * Purpose * User email * 'Sort results by': Parameters selected from this dropdown will dictate how search results are sorted once displayed * 'Reference': Terms entered here will be checked against the reference numbers of available data requests. Recognised formats include where '0\*' represents **one or more** zeroes: * '\[Reference number]' * 'DR\[Reference number]' * '0\*\[Reference number]' * 'DR0\*\[Reference number]' * 'Requester': Terms entered here will be checked against the first names, last names, short names, full names and email addresses of researchers that have submitted data requests * 'Title': Terms entered here will be checked against the titles of available data requests * 'Purpose': Terms entered here will be checked against the purposes of available data requests.

4. Adjust the following 'Filter results by' settings as desired: * 'Status in': Search results will only display data requests with the statuses selected from this list * 'Team type in': Search results will only display data requests with the team types selected from this list * 'Data provision date': Search results will only display data requests with provision dates that match the specified window * 'Approved datetime': Search results will only display data requests that were approved within the specified window * 'Submitted date': Search results will only display data requests that were submitted within the specified window * 'Individual': Search results will only display data requests for data sets with the 'Individual' team type * 'Team': Search results will only display data requests for data sets with the 'Team' team type.

**Notes:** * The 'All' checkbox can be used to select or deselect all 'Status in' filters * If no filters of one type are selected, all filters of that type will be searched for. 5. **If you wish to search for data requests for specific datasets only**, select the desired dataset's checkbox from the 'Dataset' list. **If you do not wish to search for data requests for specific datasets only**, proceed to step 8.

6. **If you wish to search for data requests that contain specific answers to specific questions**, select the dropdown beneath your relevant, selected dataset(s). **If you do not wish to search for data requests that contain specific answers to specific questions**, proceed to step 8.

7. Select or input the answers you wish to filter the search by.

8. Once satisfied, select 'Search'. Your results will be displayed on the 'Manage Data Requests' page.

## How to save and use favourite searches **Note:** If you have already saved a favourite search and wish to use it, proceed to step 11. 1. Select 'Manage data requests' from your username dropdown.

2. Select 'Advanced Search'.

7. Select or input the answers you wish to filter the search by.

8. Once satisfied, select 'Save.'

9. Populate the 'Save Favourite Search' field with a name for your search query.

10. Select 'Save'.

11. Select 'Favourite Searches' from the 'Manage Data Requests' page.

12. Select the desired favourite search. The saved query will be applied/searched for right away.

# Approving a data request and onboarding its team {% hint style="info" %} Only Data Request Approvers and Administrators can approve a data request or onboard its team. {% endhint %} 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'.

2. Select the data request you wish to evaluate.

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.

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.

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

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

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.

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

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.

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

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

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

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

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

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

### How to approve and onboard a data request's team members 1. **Once a data request has been approved**, select its 'Members' tab.

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'.

**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.**

**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**

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

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

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'.