Using the Manage organisation function – For Organisation administrators

The Manage organisation page is shown to all users in your organisation, however, the information visible is dependent on the role type and permissions you have. Only Organisation administrators can edit the Manage organisation page.

There are two methods of accessing the Manage organisation page after you sign in to Dataplace.

Method 1: Select the Manage organisation tile on the Dataplace homepage.

Method 2: Select your username at the top right of the screen to open the dropdown menu and select Manage organisation.

The Details page will open by default. Use the left-hand menu to navigate between the functions below.

Details

The Details page displays your organisation's name, entity type, ABN and Legal name, which are pre-populated from the Australian Business Registry. These fields cannot be edited. If the details are incorrect, please contact us.

Important: If you update the Details screen, select the Save button to keep the changes.

Description field: For Australian Government entities, this field is auto-populated from the Australian Government Budget Portfolio Statements and is editable.

This information is available to users when they are searching for data custodians from the Start a data sharing request page.

Enquiry mailboxes: Your organisation can enter two group email addresses.  An email must be entered into the mandatory email address field identified by a red asterisk (*).  Dataplace will send system and data sharing request notifications to both email addresses, if populated.   Only the mandatory email address will be visible to parties to a data sharing request under the Info tab.

Head office address and Postal address: These fields are not automatically populated and can be edited by Organisation administrators.

Data holding tags: If you are an Australian Government entity that controls public sector data (data custodian), you should enter keywords that reflect your data holdings. These keywords help users find the right data custodian when starting a data sharing request.  It is recommended to include at least one term from the Australian Government’s Interactive Functions Thesaurus which applies to your entity. For more information see, National Archives of Australia AGIFT

Custodian status: This field is only relevant to Australian Government entities that control public sector data (data custodians). If your organisation has completed onboarding, this field will default to Confirmed. This confirms your organisation can receive data sharing requests.

In the exceptional circumstance where your organisation cannot accept data sharing requests on Dataplace, please contact us for assistance.

Accreditation status

The Accreditation status page is automatically populated when your organisation has been accredited under the Data Availability and Transparency Act 2022. It will also show any conditions applied to your organisation’s accreditation. 

Authorised officer

The Authorised officer page enables Organisation administrators to upload a PDF copy of your organisation's Authorised Officer Delegation Instrument under section 137 of the Data Availability and Transparency Act 2022. The Delegation Instrument identifies who within your organisation is able to enter into a data sharing agreement.

For more information, see Authorised Officers and Authorised Individuals.

Roles

The Roles page provides information on the permissions and roles assigned in your organisation. Some individuals may hold multiple Dataplace roles and have multiple permissions. For more information see, Dataplace roles and permissions.

Organisation administrators can use the Roles page to:

• View users assigned to key roles, by selecting:
• Permissions - for Data coordinators or Organisation administrators OR Roles - for Approving officers or Authorised officers
• Then select the down arrow to the right of the role.
• Add a role type or permission, by selecting the down arrow to the right of the role. To find a user, start typing a user name into the search field, click to select the user, then select Add.
• Remove a role or permission, by selecting the down arrow to the right of the role. Locate the user from the list and select the Bin icon.

For more information, see Dataplace roles and permissions.

Users

The Users page gives Organisation administrators visibility of all users associated with your organisation. Organisation administrators can assign or remove roles from this page.

While the ability to create a user profile in Dataplace is permitted, it is best practice to allow the system to create the user profile the first time a user sign in to Dataplace before manually assigning key role(s) as required.

• Use the search Filter (funnel) icon to search by a user’s name or position.
• To add a new user, select the plus icon (+), input the user details and roles then Save.
• Use the toggle icon to view a list of active and inactive users.
• Use the AZ icon to filter users by:

o   alphabet A-Z or Z-A

o   last login date: newest to oldest or oldest to newest.

• Use the vertical ellipsis (⋮) to deactivate a user and remove their roles. Once deactivated they will appear in the inactive user list and are removed from all data sharing activities, they were assigned to.
• To add a role to an existing user, click on the user’s name hyperlink, in the Global role field, select the role from the list, then Save.
• To remove a user from activities, click on the vertical ellipsis (⋮) then select Remove activity roles, select OK.
• To deactivate a user, select the vertical ellipsis (⋮) then select Deactivate.  

Note: When deactivating or removing a user from activities, it may be appropriate to transfer all their roles assigned to data sharing requests to a new user. To action a bulk role transfer, ensure the new user has the relevant role(s), then select the Transfer existing roles to another user box when deactivating or removing a user from activities.

•      The new user will only be added to data sharing requests with the status of Draft, Submitted, Collaboration in Progress, For review and For Approval.
•      If the new user does not have the relevant role type, then they will not be assigned to the data sharing request.
•      If a user is deactivated, their name will remain associated with all data sharing requests. They can however be removed or replaced from within individual requests.

Terms Of Use Notice

The Terms of Use page displays:

• Accepted date: The date and time the Terms of Use - Organisation were accepted.
• Accepted by: The name of the user who accepted the Terms of Use - Organisation for the organisation.
• Accepted on behalf of: The name of the user the Terms or Use – Organisation were accepted on behalf of.
• Status: The ‘Accepted’ status when the Terms of Use - Organisation have been accepted and the organisation has completed onboarding to Dataplace.

Data assets

The Data assets page permits Organisation administrators to view, upload, modify and delete data asset records in the Australian Government Data Catalogue for your organisation.

For more information on the Australian Government Data Catalogue, see Managing records in the AGDC.

My profile - For all users

The My profile page is visible to the profile owner. The Phone and Position title fields can be edited.

To access your personal profile:

1.      Sign in to Dataplace
2.          Navigate to your username, at the top right of the Homepage
3.           Select My profile from the dropdown menu.

Details

Your first name, last name and email are pre-populated by the authentication service used by your agency and cannot be edited. If details are incorrect, please contact your organisations support area, as these details are populated from information provided by your organisation.

You can add your Phone number and Position title details. These are optional fields. If you update these details, remember to Save.