Add a new user

Task card 6 cover image

Task card

This task card discusses the following information:

  • Steps to undertake prior to requesting access
  • Access levels
  • Step 1 – Access the Manage users link
  • Step 2 – Add a new user
  • Step 3 – Assign an outlet and program activity to a user
    • To assign an outlet to a user
    • To assign a program activity to a user
KEY HIGHLIGHTS
  • Prior to requesting a Data Exchange account an organisation and an individual account holder must have their own AUSkey certificates.
  • Only a Data Exchange Organisation Administrator can add and maintain user and outlet information in the Data Exchange.
  • The email address entered for a new user must match the email address with the AUSkey credentials.
  • A user can only edit or view information for an outlet or program activity they have been attached to.

Steps to undertake prior to requesting access

Prior to requesting a Data Exchange user account your organisation must be registered with an AUSkey and individual account holders must be issued their own AUSkey certificate(s). Refer to Task card 1 – Log in to the Data Exchange web-based portal for more information.

At least one staff member must complete a Data Exchange User access request form and email the form to dssdataexchange.helpdesk@dss.gov.au

Once your organisation has a Data Exchange Organisation (Org) Administrator, this user can create other user accounts for the Data Exchange.

Access levels

The following access levels within the Data Exchange are available:

  • Organisation Administrator (Org administrator) access: Each organisation will need at least one Data Exchange Org Administrator who will set up the organisation details, create and manage users, outlets, program activities and delivery partners. The Org administrator is the first person to access the web-based portal and will maintain user and outlet information.

Org 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 Organisation 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.

All clients entered into the Data Exchange web-based portal by the service are visible to all users within the organisation.

Clients are associated to your organisation and not just the program they may initially access.

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

This is a screen shot of the The Manage users link located under the My Organisation heading on the Data Exchange web-based home page

The Manage users screen will display.

Figure 2 – Manage Users screen

This is a screen shot of the Manage Users screen of the Data Exchange Web Based Portal highlighting the Add user button.

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.

The Add user screen will display.

Figure 3 – Add user screen

This is a screen shot of the add user screen

Table 1 – Add user screen field descriptions (Refer Figure 3)

FIELD DESCRIPTION
Given name Enter the new user’s given name.
Family name Enter the new user’s family name.
Phone Enter the new user’s work contact phone number.
Email 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.

System role Select the required system role:

  • Organisation View Only – can only view records.
  • Organisation Editor – can create, edit and view records.
Save Select Save. The User profile screen will display.

Complete the required fields and select SAVE.

The User profile screen will display.

Figure 4 – User profile screen

This is a screen shot of the user profile screen.

Step 3 – Assign an outlet and program activity to a user

Once a new user has been created, they need to be assigned to at least one outlet and one program activity to be able to enter and/or view data.

Users will only be able to view the detailed case and session details for outlets and program activities they have been assigned to via this function. However, users will still be able to see any clients that the organisation has engaged with and recorded in the Data Exchange.

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

  1. 1. Assign the outlet(s) to the user by checking the tick box(s) next to the relevant outlet(s) name.
  2. 2. Select ATTACH SELECTED OUTLETS.

Figure 6 – Outlets selected

Figure 6 – Outlets selected

The outlets will display under the Selected outlets heading.

Once you have assigned the outlet for the user, select <BACK.

Figure 7 – Selected outlets heading

Task card 6 figure 7

The User profile screen will now display with the assigned outlets.

Figure 8 – User profile screen highlighting outlets attached to a user

Task card 5 figure 8

To assign a program activity to a user

Select MANAGE PROGRAM ACTIVITES from the User profile screen.

Figure 9 – User profile screen

Task card 5 figure 9

The Manage program activities screen will display.

  1. 1. Assign the program activity(s) to the user by checking the tick box(s) next to the relevant program activity(s) name.
  2. 2. Select ATTACH SELECTED PROGRAM ACTIVITIES.

Figure 10 – Manage program activities screen

Task card 6 figure 10

The program activities will display under the Selected program activities heading.

Once you have assigned the program activities for the user, select <BACK.

Figure 11 – Selected program activities section

Task card 6 figure 11

The User profile screen will display with:

  1. 1. User details
  2. 2. Linked credentials
  3. 3. Assigned outlets
  4. 4. Assigned program activity(s)
  5. 5. I WANT TO… selection box

Figure 12 – User profile screen

Task card 6 figure 12

Note: Linked credentials information will update once the user has accessed the Data Exchange web-based portal for the first time.

More information on outlets, clients, cases and sessions can be found in the Data Exchange Protocols and the Training resources tab.

For technical support; contact the Data Exchange Helpdesk by email dssdataexchange.helpdesk@dss.gov.au or on 1800 020 283 between 08.30am – 5.30pm (AEST/AEDT) Monday to Friday.