How to restrict a dataset to specific people#

Restricting a dataset closes its page to everyone except the people you choose. Do it when a dataset’s description should be seen only by one research team, for example while the work is under embargo.

Before you start#

You need the Can manage level on the dataset or on the project above it. Only managers see the Visibility field. See How access to a record is decided.

Steps#

  1. Open the dataset page. Open the Manage menu and choose Edit details.

  2. Under Visibility, choose Private.

  3. Select Save & continue. The dataset page shows a Private badge.

  4. Open the Contributors tab. Read who is listed and what each person may do. Below the lists, the Access from the project card names anyone who can open the dataset because of what they hold on its project. Those people are changed on the project, through its Manage there button.

  5. For each person who should have access and is not listed, select Add person and choose them. They join with the Can view level. How to let a colleague into a private record shows the choices.

  6. For each person who should change the dataset, select Edit beside their name, choose Can edit or Can manage, and select Save.

  7. Ask one of the people you listed to open the dataset from a link.

The result#

The dataset opens only for these people:

  • anyone listed on the dataset, at any level

  • anyone listed on its project

  • people who hold a portal role that can see every dataset, such as Data Curator

Everyone else, signed in or not, is told the dataset does not exist. The dataset also leaves the Datasets screen for them.

A level on the project reaches every dataset in it. When one team works on all of a project’s datasets, list the team on the project instead of on each dataset.

Making a dataset private restricts its page. It does not change whether its samples and measurements are published. Those are hidden from everyone outside the team until the dataset is published.