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Data Shares: Roles and Permissions

How to configure roles and permissions in order to use data shares.

This page describes the roles and permission needed to manage data shares. We also discuss how to create a role that can manage data shares and assign that role to a member.

In order to see, configure, and use data shares, members of your organization must have the right permission/role.

Note: In order to manage data shares, your plan must enable data shares. A user with the proper permission/role will not be able to manage data shares if the organization’s subscription does not enable them.

Permissions

A member must have a role with the Change Organization Profile permission1 to manage data shares.

Note: This permission gives the user the ability to do more than just manage data shares, as the name implies. Since data shares give access to one or more of an organization’s datasets, it makes sense to have this permission tied to managing data shares.

Roles

System Role

By default, the only role to have the above permission is the Owner system role. This means the owner is initially the only person who can do anything with data shares.

Custom Role

The organization’s owner (or any member with the Manage Roles permission) can create another role to have the Change Organization Profile permission. They can then give a member this role, and that member will be able to manage the data shares.

Creating a Role for Data Shares

To create a role with the permissions to manage data shares, follow these steps:

  1. Click the cog in the upper right of the page.
  2. Click Settings.
  3. If you were in another organization, on the left menu, click the organization you’re interested in.
  4. Click Roles in the list of links for that org’s settings.
  5. Click Add Role.
  6. Enter a role name (and optional description).
  7. Check the Change Organization Profile permission.
  8. Click Save Role.

Screenshot 1 of 2 of steps to create a data shares role. Screenshot 2 of 2 of steps to create a data shares role.

This role is now available for use. Members with this role will have the ability to manage data shares.

Note: These steps are for creating a new role, but you can also modify an existing, custom role to have this permission.

Assigning Data Shares Role to Member

Once you’ve created a custom role with the Change Organization Profile permission, you can assign it to an existing member with the following steps:

  1. Click the cog in the upper right of the page.
  2. Click Settings.
  3. If you were in another organization, on the left menu, click the name of the organization you’re interested in.
  4. Click Members in the list of links for that org’s settings.
  5. Click Edit next to the applicable member’s name.
  6. Click the Roles dropdown.
  7. Select the applicable role name.
  8. Click Save Member.

Screenshot 1 of 2 of steps to assign a data shares role. Screenshot 2 of 2 of steps to assign a data shares role.

Now this member has a role with the permission needed to manage data shares. They will be able to enable and disable data shares through the website.

Footnotes

  1. This permission is called can_update_organization in the API.

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