Applying for access

Overview

Many datasets on Redivis are public, while others have requirements for certain levels of access enforced by the data owner. If the dataset is public, you can skip over this section, otherwise you'll need to gain access before you can fully utilize the data.

You can view (and apply for) an example restricted dataset here.

Don't forget to check out the data access video tutorial!

1. View access rules

On the right side of all restricted dataset pages is a box which displays your current access level, and (if applicable) a button to apply for additional levels of access.

Click "Apply for access" on any dataset to see access requirements

Clicking Apply for access opens the access modal. This modal allows you to manage your access to this particular dataset throughout the platform.

Access levels

Dataset access can be controlled on five levels:

  1. Overview: the ability to see a dataset and its documentation.

  2. Metadata: the ability to view variable names and univariate summary statistics.

  3. Sample: the ability to view and query a dataset's 1% sample. This will only exist for datasets that have a sample configured.

  4. Data: the ability to view and query a dataset's tables.

  5. Edit: the ability to edit the dataset and release new versions.

For a detailed breakdown of the content available at each tier, see the access level documentation.

Access levels are cumulative. For example, in order to gain data access you will need to have gained metadata access as well.

Understanding access

Data owners have the ability to control access to their datasets at each of the above levels – making access at a certain level public, limited to certain users, or contingent on fulfilling a set of requirements.

At this point, take the time to understand whether you will be eligible for a certain level of access to the dataset, and what preliminary steps you may need to take. If the dataset has requirements, click Apply next to any requirement to see what sort of information you will need to provide to gain approval.

Learn more about the different mechanisms through which you can apply for access below.

Usage rules

Usage rules are restrictions placed on the way you can use this data once you've gained access. For example, data exports may be restricted to certain export environments, and/or require administrator approval. While no action is required when you first apply for access a dataset, it's helpful to understand these restrictions to better understand what limitations, if any, they might pose to your research.

Learn more in the usage rules documentation.

2. Apply for access

Membership

To apply for access to datasets hosted by a Redivis organization, you will first need to Join the organization.

To join an organization, you will need to provide information about your identity via an email authentication, usually the email associated with your Redivis account.

After submitting your membership application, it will either be automatically approved or will be marked as pending while an administrator reviews your submission. You'll receive a notification if your submission is approved or rejected.

Learn more about membership here.

Requirements

Requirements are conditions you will need to fulfill in order to gain the corresponding level of access to a dataset. Requirements are global to an organization — when you submit a requirement and it is approved, that requirement is valid for any datasets that reference it.

In the access modal, click the Apply button on any requirement to fill out and submit the form.

After submitting, this requirement will either be automatically marked as approved, or it will be marked as pending if the organization requires administrator review. You will receive a notification if your submission is rejected or approved, or in the future when it's about the expire.

There are two types of requirements - ones you fill out on behalf of yourself (member requirements) and ones you fill out on behalf of a study (study requirements). If the dataset you are interested in has a study requirement, you'll need to create a study and select it in the access modal in order to submit the requirement. Additionally, in work with this dataset in a project, the project will need to be a part of the approved study.

Learn more about requirements here.

Direct access

Sometimes you don't need to fill out any requirements and need to simply Request access at a specific level. You can do so in this modal, and will receive a notification when you are granted access by the dataset owner.

3. Wait for data owner approval

For some membership and requirement submissions (and all direct access requests), you will need to wait for the data owner to respond to your submission. If the dataset is owned by a user, they will need to approve your request; if it is owned by an organization, any administrator at that organization can approve it.

The data owner will receive a notification as soon as the requirement is submitted, and you will receive a notification when it is approved, rejected, or for any requests for additional information. By default, you will receive an email as well as a notification within Redivis. You can customize this notification behavior on your workspace settings.

4. Re-authenticate (if necessary)

If you are accessing restricted data hosted by an organization, you may have to re-authenticate after a period of inactivity anytime you perform an action governed by the "Data" access level.

After a period of inactivity (set between 15 minutes and 3 days by the organization administrator), you can re-authenticate via an inline modal anytime you access cells, query tables in a transform, or export data from the Redivis platform.