Add a new user
Task card 5
The following access levels within the Data Exchange are available:
- Administrator access: Each organisation will need at least one Data Exchange Administrator who will set up the organisation details, create and manage users, outlets, program activities and partners. The administrator is the first person to access the web-based portal and will maintain user and outlet information.
Administration access should be granted to staff members who will be responsible for setting up the Data Exchange, managing users and if applicable, uploading XML files.
NOTE: Data Exchange Org Administrator access can only be granted by the Data Exchange Helpdesk.
- Editor access: A Data Exchange Org Editor has access to add and edit records within the web-based portal. Access is restricted to outlets and activities to which the organisation’s Org Administrator has granted access. Editor access should be granted to program and activity delivery staff members that are required to enter data into the Data Exchange.
- View only access: A Data Exchange organisation View Only user has access to view cases, clients and sessions but cannot enter or edit records. View Only access should be granted to organisation staff members who need information regarding clients, but are not expected to enter information.
Step 1 – Access the Manage users link
As an Org Administrator, log into the Data Exchange web-based portal and select the Manage users link under the My Organisation heading.
Figure 1 – The Manage users link on the Data Exchange web-based home page
The Manage users screen will display.
Step 2 – Add a new user
If already created, a list of existing users will be displayed at the bottom of the screen.
If you wish to add a new user to the system, select ADD USER.
Figure 2 – Manage Users screen
The Add user screen will display.
Figure 3 – Add user screen
|Enter the new user’s given name.|
|Enter the new user’s family name.|
|Enter the new user’s work contact phone number.|
Enter the new user’s work email address.
Note: This email address must match the users AUSkey credentials. If it doesn’t, the system will not be able to pair the user to their AUSkey and their access will fail.
Select the required system role:
|Select Save. The User profile screen will display.|
Figure 4 – User profile screen
Step 3 – Assign an outlet and program activity to a user
To assign an outlet to a user
Select MANAGE OUTLETS from the User profile screen.
The Manage outlets screen will display.
Figure 5 – Manage outlets screen
Assign the outlet(s) to the user by checking the tick box(s) next to the relevant outlet(s) name.
Select ATTACH SELECTED OUTLETS.
The outlets will display under the Selected outlets heading.
Figure 6 – Selected outlets heading
The User profile screen will now display with the assigned outlets and program activities.
To assign a program activity to a user
Select ATTACH PROGRAMME ACTIVITIES from the User profile screen.
The Manage programme activities screen will display.
Figure 7 – Manage programme activities screen
Assign the program activity(s) to the user by checking the tick box(s) next to the relevant program activity(s) name.
Select ATTACH PROGRAMME ACTIVITIES.
The program activities will display under the Selected programme activities heading.
Figure 8 – Selected Programme activities heading
Once you have assigned the program activities for the user, select <BACK.
The User profile screen will display with:
- User details
- Linked credentials
- Assigned outlets
- Assigned program activity(s)
- I WANT TO… selection box
Figure 9 – User profile screen
Note: Linked credentials information will update once the user has accessed the Data Exchange web-based portal for the first time.