User Management FAQ
1. Who can manage user permissions?
Your organization's Senate administrator is responsible for managing user permissions on Senate. User permissions are assigned based on a user's access requirements to enable structured control and governance on the Senate Platform. Contact firstname.lastname@example.org to set up a Senate Administrator for your organization.
2. What permissions and roles are available?
When assigning permissions for new users, select from 4 permission templates below.
- Analyst: Data analyst or scientist preparing data for upload, and/or conducting analysis in the Workspace if invited
- Data (Exchange) Manager: Oversees the progress of the project, review of the data license and serves as the organization's point-of-contact.
- Data Governance Manager (data license approver): Responsible for approving the data license on behalf of your organization.
- Senate Administrator: Ability to create users, add or remove access permissions. This role should be given to a trusted individual.
If required, you can make further changes by adding or removing individual permissions for any particular user.
For more information, please see the below table.
- Some user permissions above (if required) need to be added manually (e.g. legal framework - view, update, and submit) as these permissions are not currently associated with any permission (role) templates.
- Please ignore permissions related to term sheets and reporting as these are legacy/obsolete permissions in Senate.
3. What permissions should each user have?
A user can be assigned with any set of permissions in Senate. However, please note the following:
- Permissions should reflect the actions a person is allowed to undertake in Senate by your organization. For example, if you are asked to approve the data license on platform, you must have the permission, authority or delegated authority to do so on behalf of your organization as data licenses on platform are legally binding once approved by all parties to the license.
- Consider how governance and risk is managed internally if you allow 1 user to fulfil multiple roles in Senate. For example, if they are allowed to manage the project, prepare the data and also act as the Data License approver. Under this situation, to manage risk in data exchange, users may be asked by their organization to follow strict internal processes before they can execute online approval workflows in Senate e.g. for Data License approval.
- Manage risk and governance through separation of roles. Assign permissions to different users if possible; e.g. for project management, data preparation and data license approval. This is recommended where practical, to effectively manage governance and risk across the organization and prevent delays in execution in Senate.
Hint: When creating a user and assigning permissions in Senate, use the suggested permission buttons in Senate to set up new users, then add or remove any permissions not required.
If you have any questions, send us a message on the bottom right of this page, or email email@example.com.