Our latest release brings some exciting changes to how 'teams' operate within the Gateway. It is now easier for data custodians to organise their teams through a self-managed approach to team management. Read on to learn more, including how to update your existing team on the Gateway.
What is a 'team' on the Gateway?
A ‘team’ on the Gateway is a group of associated members from the organisation responsible for the governance and management of the data they hold – i.e. the data custodian, or ‘publisher’ as we call it on the Gateway.
Data custodians use ‘teams’ on the Gateway to add and edit metadata descriptions (summary information describing the datasets they hold) and manage data access request applications received from registered Gateway users.
To make it easier to organise and manage a ‘team’ on the Gateway we have updated the custodian team management dashboard by introducing a simpler user interface and establishing some new roles (see June 2023 release notes).
What the new roles mean for your team
We have created three new roles as part of the ‘teams’ update:
- Custodian Team Admin
- Metadata Manager
- Data Access Request Manager
Two roles remain the same:
- Data Access Request Reviewer
- Metadata Editor
These changes along with the responsibilities linked to each role are summarised in the table below. You can assign members of your team particular roles by checking the relevant box next to their name via your team dashboard (watch the guide below to learn more).
Get ready to update your existing team on the Gateway
We kindly ask that you update your current ‘team’ to align with the newly created roles. This is easy to do and ensures that everyone in your ‘team’ is assigned the right roles for how you would like your ‘team’ to operate.
Log into the Gateway and navigate to your new and improved team dashboard to get started.
Watch this short guide to learn more. Read a transcript of the video here.
Some frequently asked questions to help you get started.
Prior to these updates, it wasn’t easy or quick for custodians to organise their teams on the Gateway without contacting the Service Desk.
We have therefore developed a self-managed approach to team management through the creation of some new roles and a simplified user interface.
Yes. These changes do not impact on your team’s ability to carry out tasks on the Gateway. Until the point at which you assign team members to the new roles in the updated dashboard, all current abilities within your team will remain in place.
Yes. You can assign multiple team members as Admins, Managers, Editors and Reviewers.
Yes. It is possible for a member to hold multiple roles within a team. Every member must have at least one role assigned to them.
You can find detailed information on each role’s responsibilities in the table above, or via the tool tip in the column of the team management dashboard.
Further information and support
The new custodian roles and enhancements to the team management dashboard are designed to make to make it easier to organise and manage your team on the Gateway. If you have any questions or encounter any issues when updating your team, please contact our support centre – we are always here to help.
This update does not impact your current team’s ability to carry out tasks on the Gateway including metadata onboarding and editing, responding to and reviewing data access requests and uploading and editing records to the Gateway data use register.