Add a user

Welcome to the Data Exchange training module – Administrator functions – Add a user.

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As an Administrator there are many functions that you can perform for your organisation such as:

• complete a User Access Request form
• add users for your organisation
• create and manage outlets
• bulk upload client, case and session information, and
• access Reference data files.

This module will discuss how to add a user to your organisation.

As an Administrator you are responsible for adding other users from your organisation to be able to access and use the Data Exchange.

There are two types of system roles that users can have. One is:

• An Organisation View Only:
• This is where this user can only view information for their organisation in the Data Exchange. The other one is an,
• Organisation Editor:
• This means that this user can view as well as add, edit and delete information for their organisation only in the Data Exchange.

To add a user to the Data Exchange, select Manage users from the My Organisation options on the Data Exchange home page.

Then select Add User.

As you can see on this page, all fields are required as they have a red asterisk next to them, so enter the user’s given name, family name, phone number, email address, then click on the drop down arrow and select what type of system role they will require.

Please note that the email address must be the same as the new users AUSkey email address.

Once you have entered in all the required details, click Save.

You will notice that this new user has been successfully added.

You will also notice that this user now must be assigned outlets and programme activities to be able to use the Data Exchange.

The first step is to attach outlets to this user. We do this by selecting Manage Outlets.

You can attach one or more outlets to a user. In this example we are selecting the Tuggeranong Outreach Centre outlet.

Then click Attach Selected Outlets.

If you are satisfied that the details are correct, click the Back button.

Then you will need to click on Manage Programme Activities so that you can attach an activity to this new user.

You can attach one or more programme activities to a user. You will only be able to view programme activities that are funded for your organisation.

Select the programme activity then click on the Attach Selected Programme Activities button.

If you are satisfied that the details are correct, click the Back button.

The User profile page will appear and you can now view the new user that you have added and which outlets and programme activities they are associated with.

Now click on the Manage Users hyperlink

You will then be taken back to the Manage Users screen where you can see the new user’s name and details.

This concludes adding a user.

There is a wealth of information and support material available to assist you in using the Data Exchange effectively. These include the Data Exchange website, the Protocols document, task cards along with other eLearning modules and Helpdesk.

Select the icons below to access these.

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