Add a new user

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Task card 5

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).

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 an Organisation (Org) Administrator, this user can create other user accounts for the Data Exchange.

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.
All clients entered into the Data Exchange web-based portal by the service provider are visible to all users within the organisation. Clients are associated to your organisation and not just the program they may access initially.

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.

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

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

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.

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.

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

This is a screen shot of the 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

This is a screen shot of the Selected outlets heading displaying the assigned outlets for the new user.

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

This is a screen shot of the 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

This is a screen shot of the assigned program activities under the Selected programme activities heading.

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

The User profile screen will display with:

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

Figure 9 – User profile screen

This is a screen shot of the User profile screen displaying the user details, linked credentials, assigned outlets and programme activities for a user and the I want to ... box.

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.