Quick start guide
Get started with managing dataset records based on your role in the workflow.
In this guide
Identify your role
Editors: Create and submit dataset records
Reviewers: Validate dataset records
Approvers: Approve dataset records
Catalogue Managers: Publish and manage dataset records
Identify your role
| Your role | What you do |
|---|---|
| Metadata Editor | Create dataset records, add enhancements, submit for review |
| Metadata Reviewer | Validate submitted dataset records, ensure accuracy and standards |
| Metadata Approver | Approve validated dataset records, ensure governance compliance |
| Catalogue Manager | Publish dataset records, manage public access, handle deprecation |
Editors: Create and submit dataset records
Your task: Document your organisation's data holdings and submit them for review.
Your workflow:
-
Create a dataset record: Add a dataset record or use the bulk upload feature to start documenting your data.
-
Expand your dataset record: Add details to improve discoverability
- Add distributions: (Required) Describe how users can access the data
- Add a data dictionary: Document data structure and fields
- Add dataset relations: Link to related datasets
- Add qualified attributions: Credit data sources
-
Submit for review: Submit your dataset records to initiate the review process.
Select Save as Draft at any time to save your work, and come back to it from the Draft tab when you're ready.
Reviewers: Validate dataset records
Your task: Ensure submitted dataset records meet national legal requirements and national legal frameworks.
Your workflow:
- Find submitted dataset records: Find dataset records awaiting validation in the Completed tab.
- Validate the dataset record: Ensure metadata is accurate and complete and validate the dataset record.
- Or revert for changes: If the dataset record needs corrections, revert to draft and add comments about what needs fixing.
Always include comments when reverting dataset records—this helps Editors understand what needs changing.
Approvers: Approve dataset records
Your task: Confirm validated dataset records meet governance policies and compliance standards before publication.
Your workflow:
- Find validated dataset records: Find dataset records awaiting approval in the Validated tab.
- Approve the dataset record: Ensure the dataset record meets your publication standards and approve the dataset record.
- Or revert for changes: If the dataset record needs corrections, revert to draft and add comments about what needs fixing.
This is the final review before publication—ensure all governance, legal, and quality requirements are satisfied.
Catalogue Managers: Publish and manage dataset records
Your task: Publish approved dataset records and manage their lifecycle, including deprecation and access control.
Your workflow:
- Find approved dataset records: Find dataset records ready for publication in the Approved tab.
- Choose publication type:
- Publish publicly – make dataset records discoverable beyond your organisation
- Mark as internal – restrict access to your organisation only
- Or revert for changes: If the dataset record needs corrections, revert to draft and add comments about what needs fixing.
Other data management tasks:
- Unpublish: Temporarily remove dataset records from public access
- Revert to draft: Move dataset records back to draft for further edits
- Deprecate: Mark dataset records as outdated or superseded
- New to datasets? Learn the dataset record lifecycle to understand the complete lifecycle.
- Need more control? Review roles and permissions to understand what actions are available to you.