Control Access to the Dataset

In REFODAT, you can grant access to a dataset. There are two possible scenarios:

1. Editing Phase (see Scenario 1): The dataset is still in the status "In process". In this case, you can invite other users to collaborate on the dataset before it is published.
2. Published Phase (see Scenario 2): The dataset has already been published and is generally not editable anymore due to its registration in the system. However, the associated research data might be accessible only to a limited extent — e.g., due to an embargo or other predefined access conditions. In this case, other individuals can request access to the data.

The following steps explain how to grant access.

Scenario 1: Grant Access for Viewing or Editing the Dataset

As long as your dataset is in the status "In process", only you, the editorial team, and the administrators of REFODAT can access the dataset. Once you have completed and confirmed the form via Create Dataset or Register Dataset , the dataset will be created and will have the status "In process". From this point on, various functions are available to you.

If you want to invite others to collaborate on the metadata of your dataset before publication, or to add or remove files, use the function Actions | Manage Access Keys. This will take you to the Access Key Manager, where you can create and manage access keys with the following attributes:

• Secret: The access key, which also serves as a unique identifier.
• State: Indicates whether the key is currently "Activated" (access possible) or "Deactivated" (no access, even if the key has already been used).
• Type: Specifies whether the invited individual has Read or Write permissions.
• Expiration: The date until which the key is valid, independent of the State.
• Comment: An optional description where you can note, for example, for whom or for what purpose the key is intended.

To create a new access key, click Access Key . In the form that appears, you can define the attributes mentioned above. Note that Secret and Type are mandatory. You can either define your own key or generate a unique random key using the . Once you click Add , the key will be created and displayed in the table. You can edit the key later if needed using , and view additional metadata such as Created by, Created, Last modified by, and Last modified.

Once the access key is created, you should share the dataset link (e.g., https://refodat.de/receive/refodat_mods_00000042) and the access key with the intended recipient. When attempting to access the dataset, the invited person will initially see an error message "Access Denied!". Below this message, there is a link to a page where the key can be entered. Upon confirmation, the key will be linked to the individual, who will then receive the corresponding Read or Write permissions.

Scenario 2: Grant Access to Published Dataset Upon Request

Unlike the manual creation and sharing of access keys in the first scenario, you can respond to requests from other individuals for published datasets. When a dataset is published but its research data is set as "closed," guests and other users can view the metadata of the dataset but cannot access the uploaded files.

Other users who see this closed dataset can use the function Request Access Key where the files would normally be visible. Upon clicking this button, a text field will appear where the individual can provide a comment explaining why they are requesting access to the research data. After submission, you will receive a notification via email.

This email contains the email address of the requesting individual, the link to the relevant dataset, and their provided comment. Using this information, you can decide whether to create an access key and send it to the individual’s email address. Follow the steps outlined in Scenario 1 to do this.

Once the individual receives the access key from you, they can access the dataset where the request was made and enter the key using Actions | Activate Access Key. This unlocks access to the uploaded research data. The individual can download these files but does not have permission to edit the already published dataset.

Overview of Granted Access

As described in Scenario 1, you can view the keys you have created in the Access Key Manager. To do so, go to Actions | Manage Access Keys for the respective dataset.

If you want to view the access granted to you by others and the keys you have activated, click on your username in the navigation and select View User Data. On the following page, you will find an overview under "User Attributes:" listing all datasets and keys that have been activated for your account.