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Publish a dataset with UQRDM and UQ eSpace

Helpful guide on how to use UQRDM to deposit, share and preserve datasets in UQ eSpace

Invite a researcher to access your data

The dataset owner can invite and add authorised users to the dataset record, giving them permanent (or temporary) access to the dataset. This may be to share research data for collaboration purposes, or to assign a new dataset owner.

1. Log in to UQRDM and select My datasets.

2. Click on the relevant dataset to open the Dataset Dashboard.

3. Click on Add User.

4. Click on Copy URL.  Paste the URL link into an email inviting the researcher to request access to the dataset and send it to them. The researcher will receive the link and complete an access request form.

5. Grant permission to access the data.

  • Click Access Requests, and select the researcher who has been invited to view the dataset.
  • Click Grant Access and choose whether the access is to be temporary or permanent.

If the researcher is to become the new dataset owner, refer to Add a new dataset owner

6. The researcher will be emailed the details of the dataset and a link to access the dataset. Log in options are available using UQ Authenticate, or for non-UQ people--AAF Single Sign-on, eduGAIN, Tuakiri or LinkedIn.

Important information   7. To allow temporary access to the dataset, refer to Generate Timed Access Tokens for Users.


Manage access requests

Receiving a Request to Access a Dataset

Only the dataset owner can receive and manage the access requests for a mediated access dataset. The dataset owner will receive an email with the details of the request, including which dataset has been requested, who has requested it and the message submitted with their request.

To manage and respond to received access requests: 

  1. Log in to UQRDM and go to the relevant Dataset Dashboard.
  2. Click Access Requests. You will see a list of requests with details of who has requested access to the dataset, the message sent with the request and when it was sent. Information on whether the request is pending, denied or granted is also visible.
  3. Select either Deny Access or Grant Access.
  4. If the access request is denied, the dataset owner has the option to include the reason for their decision in the response. An email will be sent to the requester advising them of the decision and the reason provided (if one was given). This reason will be recorded for future reference.
  5. If the access request is granted, either permanent or temporary access must be chosen. An email is then sent to the requester with a link to the dataset. Login options are available using UQ Authenticate, or for non-UQ people--AAF Single Sign-on, eduGAIN, Tuakiri or LinkedIn.
  6. If you wish to grant temporary access only and apply an expiry date, refer to Generate Timed Access tokens for users.
  7. Any requests received will be listed under Access Requests in the dashboard and will remain as Pending until the dataset owner denies or grants the request to access data. Once the request has been actioned it will be saved, and can be viewed by clicking Show Past Requests.
  8. Access to a dataset can be revoked at any time by the dataset owner. See the instructions for Remove Access.

Generate timed access tokens for users

UQRDM allows you to control how long a researcher has access to a dataset. From the Dataset Dashboard, there are two way to grant temporary access access to a dataset.

1. To grant limited timed access to a dataset when there is a pending access request:

1.1. Log in to UQRDM.

1.2. Click on My datasets and open the relevant Dataset Dashboard.

1.3. To see pending access requests for a dataset, click on Access Requests. Then click Grant Access.

1.4. A box will open with the option to choose either permanent access or temporary access. Temporary access is provided via a token with an expiry date. 

1.5. To set temporary access, choose Temporary Access token. Enter an expiry date (the date must be at least one day in the future). Access to the dataset will be revoked on this date.

1.6. Next, click Create and Email Access Token. The access token will be emailed to the selected researcher with details of the dataset, a link to access the dataset and the date the link/access expires. Login options are available using UQ Authenticate, or for non-UQ people--AAF Single Sign-on, eduGAIN, Tuakiri or LinkedIn.

2. To grant limited timed access to a dataset without an access request:

1.1. Log in to UQRDM.

1.2. Click on My datasets and open the relevant Dataset Dashboard.

1.3. Click on Timed Access Tokens.

1.4. Click on Create New.

1.5. Set the desired expiry date (the date must be at least one day in the future) and add a description for the timed access token.

1.6. Click Create and View if your would like to generate a link to share the dataset or Create and Email to email the link to the dataset to colleagues. The same token can be sent to multiple colleagues for as long as it remains active. The Timed Access Token will appear in the Dataset Dashboard for as long as it is valid. To view expired access tokens, use the toggle function available.

Important information The link generated from this Timed Access Token allows users to access the dataset without logging in to UQRDM.


timed access location