specialised user guide - europa...2009/02/16 · and offers several possibilities for approving...

eDAMIS

Specialised User Guide to eDAMIS 2.7

Project eDAMIS

Author EUROSTAT, Statistical Information Technologies, Unit B3

Release 1.0

Status Final

Reference QUG-07-2009-02-16 [QUG] (eDAMIS 2.7 - Specialised User Guide

for TCO) P.doc

eDAMIS 2.7 Specialised User Guide

QUG-07-2009-02-16 [QUG] (eDAMIS 2.7 - Specialised User Guide for TCO) P.doc 2/20

TABLE OF CONTENTS

1 INTRODUCTION ......................................................................................................................................... 4

2 GENERAL PRINCIPLES FOR THE MANAGEMENT OF USER RIGHTS ........................................ 4

3 APPROVAL OF USER RIGHTS BY THE TCO ...................................................................................... 6

3.1 THE REQUEST IS ISSUED BY THE USER DURING SELF-REGISTRATION .......................................................... 6 3.1.1 Description of the practical scenario .............................................................................................. 6 3.1.2 Sample e-mail requesting an action from the TCO ......................................................................... 6 3.1.3 Action performed by the TCO ......................................................................................................... 7

3.2 THE TCO PREPARES THE USER RIGHTS FOR THE ORGANISATION UNDER HIS OR HER RESPONSIBILITY. .... 11 3.2.1 Description of the practical scenario ............................................................................................ 11 3.2.2 Action performed by the TCO ....................................................................................................... 11

4 HOW TO GET HELP? .............................................................................................................................. 20

4.1 FROM THE LOCAL COORDINATOR (LCO) ................................................................................................. 20 4.2 FROM THE EDAMIS HELP CENTRE ......................................................................................................... 20 4.3 FROM THE EDAMIS SUPPORT TEAM ........................................................................................................ 20

TABLE OF FIGURES

Figure 1: Sample e-mail received by the TCO ............................................................ 6

Figure 2: eDAMIS login page ................................................................................... 7

Figure 3: Manage rights by users screen .................................................................. 8

Figure 4: Manage rights by users screen – part 1 ...................................................... 8



Figure 7: Confirmation message .............................................................................10

Figure 8: eDAMIS login screen ...............................................................................11

Figure 9: Selection of menu “user rights >> Manage organisation and persons” ...........11

Figure 10: Manage organisation and persons screen – List of organisations .................12

Figure 11: Manage organisation and persons screen – Details ....................................12

Figure 12: People link to organisation details ...........................................................13

Figure 13: Creation of a new person in the organisation ............................................13

Figure 14: Creation of a new person in the organisation ............................................13

Figure 15: Manage Organisations and Persons after the creation of the new user .........14

Figure 16: People linked to the organisation ............................................................14

Figure 17: Menu “users/rights >> Manage Rights by Users” ......................................14

Figure 18: Manage rights by users pre-defined scope ................................................15

Figure 19: List of users and status ..........................................................................15

Figure 20: Activation of a new user .........................................................................16

Figure 21: User activation confirmation ...................................................................16

Figure 22: Manage user with newly created and active user .......................................17

Figure 23: Menu "User/rights >> Manage rights by datasets" ....................................17

Figure 24: Manage rights by dataset filter................................................................17

Figure 25: Current links for the dataset ...................................................................18

Figure 26: List of users with rights on dataset ..........................................................18

Figure 27: Dataset group association form ...............................................................18

Figure 28: Confirmation of changes ........................................................................19



Figure 29: Confirmation message ...........................................................................19

Figure 30: List of users with rights on dataset ..........................................................19

Figure 31: List of users with rights on dataset - Details .............................................19

Figure 32 - Via the eDAMIS Web Portal (eWP) ..........................................................20

Figure 33 - Via the eDAMIS Web Application (eWA) ..................................................20

TABLE OF TABLES

Table 1: Organisation status and presence of a TCO .................................................. 5



1 Introduction

The specialised eDAMIS user guide is intended for the transmission coordinator (TCO)

and offers several possibilities for approving user rights on datasets via the eDAMIS Web

Portal (eWP). It provides support for the day-to-day business of the TCO.

Two main aspects will be presented:

1. After a user registers to eDAMIS, the TCO can approve (or refuse) the requested

rights on datasets.

2. The TCO can create users and determine their rights in the organisation, and then

assign the rights on datasets. When users connect for the first time with their CIRCA

User-ID, users‟ rights are automatically approved on datasets previously prepared.

This only works if there is a perfect match between the e-mail address defined by the

TCO in eDAMIS and the e-mail address as it stands in CIRCA, and if the

synchronisation flag with CIRCA has been correctly set in the person description.

This document will further explain how the TCO can handle and manage requests for

users‟ rights on datasets.

Additional information explaining other eDAMIS functions is available from the eDAMIS

Help Centre or can be obtained by contacting the eDAMIS Support service.

URL: http://circa.europa.eu/irc/dsis/edamis/info/data/website/index.htm

2 General principles for the management of user rights

The management of rights assigns roles to users and links them to domains and datasets

to allow the exchange of data between competent national organisations (CNA) and

Eurostat. The TCO, the domain manager (DMA) and the sender (SEN) can manage these

rights.

A language convention will be used in this document when assigning a right to a user.

When the DMA acts, the assignment of the right will be a “grant”, when it is the TCO, it

will be an “approval”.

When a user connects to eDAMIS with a DMA or TCO role, eDAMIS automatically carries

out the appropriate assignment, i.e. “grant” for the DMA and “approval” for the TCO.

This document only covers the TCO issues.

TCOs or DMAs need to receive a user demand before they can manage the rights of a

user. EDAMIS offers two possibilities to users to indicate that they would like to send data

for certain datasets:

During the eDAMIS self registration, new eDAMIS users can indicate for which

datasets and domains they would like to send data.

Existing eDAMIS users can request additional rights in the “My rights” screen.

Table 1 presents three situations that can occur depending on the structure of the

organisation and the presence of a TCO.

Case Context Who manages user rights

1 Organisation without a TCO Rights are granted by the DMA

2 Organisation with a TCO.

The DMA at Eurostat is not

allowed to manage the

users of the organisation.

Rights are approved by the TCO

3 Organisation with a TCO.

The DMA at Eurostat is

allowed to manage the

The DMA can grant rights and the TCO can

approve or refuse them, or do nothing.

If rights are granted by the DMA, the

http://circa.europa.eu/irc/dsis/edamis/info/data/website/index.htm



Case Context Who manages user rights

users of the organisation. sender can send data immediately;

If rights are approved by the TCO, the

sender can send data immediately;

If rights are refused by the TCO, the sender

cannot send data and the DMA can no

longer grant rights. The transmission

coordinator has the last word.

Table 1: Organisation status and presence of a TCO

This document covers the two cases where a TCO is available in an organisation.



3 Approval of user rights by the TCO

3.1 The request is issued by the user during self-registration

3.1.1 Description of the practical scenario

A new user with no rights, but with a valid CIRCA User-ID (for example “bsc2quse”)

completes the self-registration form to become a sender (SEN) of the dataset

“EDAMIS1_12208_M”. When this user clicks on the [Send request] button, an email is

sent to the TCO of the user‟s organisation, e.g. “edamivei”.

This is the triggering event which informs the TCO that an action is required to approve

or refuse rights for a user.

Clicking on the hyperlink contained in the received e-mail, and logging into eDAMIS with

the TCO User-ID opens the management screen, which allows the TCO to approve or

refuse the requested rights.

3.1.2 Sample e-mail requesting an action from the TCO

Once the user has finished the self-registration process requesting sender rights on

datasets, eDAMIS informs the TCO by e-mail that rights have been requested (see Figure

1).

ESTAT: please do not use url references that do not point to eDAMIS production.

Please modify the e-mail where appropriate before including it in the document.

Figure 1: Sample e-mail received by the TCO

In the subject of the e-mail, the transmission coordinator can see that it is an “eDAMIS

registration request from bruna223 bsc”, while in the body of the message the

transmission coordinator will find additional information about the user and the dataset



rights which have been requested. In the above example, the requested dataset is

“EDAMIS1_12208_M”.

3.1.3 Action performed by the TCO

The body of the message contains a hyperlink which redirects the TCO to the eDAMIS

screen where the rights can be assigned. In the above example the hyperlink is displayed

as follows:

ESTAT: please update as already indicated above.

https://webgate.acceptance.ec.europa.eu/edamis/login/index.cfm?TargetUrl=disp_login&

from=mail&mail_person_seq=10015820

Clicking on this hyperlink displays the login page (see Figure 2).

Figure 2: eDAMIS login page

By using the TCO User-ID, the TCO is redirected to the user management screen

corresponding to the user request (see Figure 3).

https://webgate.acceptance.ec.europa.eu/edamis/login/index.cfm?TargetUrl=disp_login&from=mail&mail_person_seq=10015820

https://webgate.acceptance.ec.europa.eu/edamis/login/index.cfm?TargetUrl=disp_login&from=mail&mail_person_seq=10015820



Figure 3: Manage rights by users screen

This screen is divided into three parts, one providing information on the requester, the

second providing existing links between domains and datasets for the user‟s

organisation, the requested rights and the current status, while the last part of the

screen (see Figure 6) contains the [save rights] button which completes the rights

approval.

Figure 4: Manage rights by users screen – part 1

In the first part of the screen, a summary of information on the requester is provided. It

contains information related to the User-ID, including the user‟s first name and last

name, administrative details and the e-mail address which will be used for sending e-

mails, reminders and acknowledgments (see Figure 4).

At the bottom of this part of the screen, there is a coloured status box which gives

information on the user‟s current status. Five colours can be displayed in the background,

as described below:

Yellow the user has completed registration in the eDAMIS Portal and rights

have been partially granted

White the user has completed registration in the eDAMIS Portal and all

the requested rights have been granted (or refused)

Orange the user has sent a request and is waiting for a grant or approval

Grey the user was created in the eDAMIS Portal without a CIRCA User-ID

Red the user has sent a request but has encountered a problem (the

central coordinator is notified to solve the problem e.g.: organisation not recognised

by eDAMIS Web Portal (eWP).

In this case, the colour displayed should be orange (see Figure 4).



The second part of the screen contains information related to the rights of the user on

the domains and datasets which are linked to the organisation of the user (see Figure 5).


In the top right corner of the screen (see Figure 5), the TCO has the possibility to

approve rights as “requested” or “granted”, or to refuse all requested rights. By clicking

on one of these buttons, the TCO can approve or refuse all requested rights in one

operation.

The TCO also has the possibility to select the right to be approved (or refused) for single

datasets. This can be more time-consuming but it enables the selections to be fine-

tuned. In the above example, “Sender” rights have been requested for the dataset

“EDAMIS1_12208_M”, the current status is “Waiting” and the TCO can choose between

“Sender”, “Informed” or “Refused” displayed in the drop-down box.

Once the second part of the form has been completed, at the bottom of the screen (see

Figure 6), the TCO can finalise the selection by clicking on the [Save rights] button.

Warning: if the rights are not saved, the selection will be lost.




After clicking on the [Save right] button, eDAMIS displays a confirmation message

indicating that the selection was saved (see Figure 7).

Figure 7: Confirmation message

The TCO has now finalised the action and the user who requested sender rights is now

able to perform a data file transfer.



3.2 The TCO prepares the user rights for the organisation under his or her

responsibility.

3.2.1 Description of the practical scenario

In all organisations with an eDAMIS TCO, it is possible to prepare in advance all user

rights based on their responsibilities within the organisation. Once this process is

completed, all users belonging to the organisation can connect directly to the eWP using

the pre-defined rights on datasets.

This process requires that all users should have a valid CIRCA User-ID and an e-mail

address. The e-mail address in the eDAMIS user description must be identical to the

email address defined in CIRCA.

3.2.2 Action performed by the TCO

The TCO logs into the eDAMIS Web Portal (eWP) using the CIRCA User-ID, for example

“edamivei” (see Figure 8).

Figure 8: eDAMIS login screen

By clicking on the “users/rights >> Manage organisation and persons” (see Figure 9), the

TCO can get access to the manage organisation and persons tree.

Figure 9: Selection of menu “user rights >> Manage organisation and persons”

The tree as displayed below (see Figure 10) provides an overview of all existing

organisations that belong to the country.

All links represented in bold are the countries for which the TCO has a role of

coordination. For these organisations, the TCO will be able to manage the persons and

their rights, while for the other organisations the TCO will be able edit the objects, but

will not be able to update them.

The organisation‟s full name is displayed next to its acronym and the figure in brackets

presents the number of persons in the organisation.



Figure 10: Manage organisation and persons screen – List of organisations

By clicking on the hyperlink of an organisation of the tree, the TCO obtains a detailed

screen which contains information on the organisation, the persons linked to the

organisation and the links with the datasets which are managed by the organisation. For

example, clicking on “[MKEA] MK email analysis test org (1)” opens the following page

(see Figure 11).

Figure 11: Manage organisation and persons screen – Details



By clicking on the [create] button, the TCO can add a new user in the organisation (see

Figure 12).

Figure 12: People link to organisation details

This opens a form where the TCO can complete the user data. Fields with a red asterisk

are mandatory and must be completed. At the bottom of the form, the “update

information from CIRCA” flag must be ticked. This will be used to synchronise user

information between eDAMIS and CIRCA based on the e-mail address (see Figure 13).

Figure 13: Creation of a new person in the organisation

Once the TCO clicks on the [Save] button, a confirmation message is displayed (see

Figure 14).

Figure 14: Creation of a new person in the organisation

The TCO then clicks on the [OK] button in order to complete the action. The new user

now appears in the “manage organisations and persons” screen (see Figure 15).



Figure 15: Manage Organisations and Persons after the creation of the new user

As the newly created user has not yet logged into eDAMIS, the user‟s line appears in

grey in the people linked to the organisation (see Figure 16).

Figure 16: People linked to the organisation

By clicking on the menu “users/rights >> Manage Rights by Users” (see Figure 17), the

TCO can access the “manage rights by users” page.

Figure 17: Menu “users/rights >> Manage Rights by Users”

The TCO receives a page which is pre-filled according to its pre-defined scope, i.e.

country-group; country and organisation (see Figure 18).



Figure 18: Manage rights by users pre-defined scope

Clicking on the [View] button displays a list of users with their status (see Figure 19). It

should be noted that it is possible for the TCO to set filters according to users‟ status by

ticking the appropriate check box. By default, all check boxes are ticked.

Figure 19: List of users and status

Clicking on the „grey‟ line (newly created user) opens the page to activate the user‟s

rights (see Figure 20).



Figure 20: Activation of a new user

EDAMIS confirms that the new user has been activated. This enables the new user to be

recognised by eDAMIS as a guest user when logging in.

Figure 21: User activation confirmation

Clicking on the [OK] button (see Figure 21) opens the refreshed page where the greyed

line has been turned into white and the profile changed to „USR‟ (see Figure 22).



Figure 22: Manage user with newly created and active user

It should be noted that the activation of rights for a user adds a little icon with an „A‟

next to the user‟s last name, which indicates the active status.

Figure 23: Menu "User/rights >> Manage rights by datasets"

Once the user has been created and is active, the TCO can start granting rights on

datasets. Selecting “Users/Rights >> Manage rights by datasets” (see Figure 23) from

the main menu opens the following page (see Figure 24), allowing to set filters according

to the dataset which needs to be linked to the new user.

Figure 24: Manage rights by dataset filter

Clicking on the [View] button refreshes the page and shows the current links between

the domain and the underlying datasets (see Figure 25).



Figure 25: Current links for the dataset

As shown above, the dataset “WORKFLOW_DS1_A” for the country “C1” is already linked

to the organisation “MKEA” for which a user (“user6wor”) already has “sender” rights. By

clicking on the [C1] blue button, a new page is opened which allows managing user

rights for the organisation (see Figure 26).

Figure 26: List of users with rights on dataset

Clicking on the [Add Rights] button, opens the form “dataset group association form”,

which presents a list of users belonging to the organisation “MKEA”, but who do not yet

have rights on the dataset (see Figure 27).

Figure 27: Dataset group association form

At this point, the TCO can select a user or a group by ticking the check box to the left of

the user/group and can select the role which will be granted to the selected user/group;

finally the selection can be saved by clicking on the [Save] button (see Figure 27).



Figure 28: Confirmation of changes

EDAMIS proposes a confirmation of the update (see Figure 28); once the TCO clicks on

the [OK] button, another confirmation indicates that the update has been carried out

(see Figure 29).

Figure 29: Confirmation message

Clicking on the [OK] button refreshes the page and links the new user to the dataset (see

Figure 30).

Figure 30: List of users with rights on dataset

It should be noted that as the user has not previously logged into eDAMIS, the User-ID is

still blank, as shown below (see Figure 31). The User-ID will automatically be filled in

after the automatic synchronisation between eDAMIS and CIRCA.

Figure 31: List of users with rights on dataset - Details

When the new user logs in for the first time, eDAMIS and CIRCA will be synchronised

using the e-mail identification. As a result, all the prepared rights on datasets for this

user will automatically be effective and the user will not need to go though the process of

self-registration. It should be noted the synchronisation process requires two steps in

order to be completed, which means that the user should log in twice before being able

to use eDAMIS. This only happens once, afterwards the user only needs to log in once.



4 How to get help?

4.1 From the local coordinator (LCO)

Local coordinators belong to national statistical institutes and are the main contact point

for Eurostat at national level for questions relating to data transmission. Twice a year

LCOs take part in a meeting for the group of local coordinators (GLC). The purpose of

these meetings is to discuss various data transmission issues to further improve the

available tools and services used for data transmission to Eurostat. There is only one

local coordinator per country. A list of current local coordinators is available from the

eDAMIS Help Centre.

The local coordinator should not be confused with the transmission coordinator (“TCO”).

A TCO is a role defined in eDAMIS given to a user that allows him or her to carry out

management functions in eDAMIS. A data-providing organisation in eDAMIS may have

several users defined as TCOs.

4.2 From the eDAMIS Help Centre

If additional information is needed, it can be found in the eDAMIS help centre by clicking

on the menu item “eDAMIS Help Centre” (see Figure 32) of the eDAMIS Web Portal

(eWP),

Figure 32 - Via the eDAMIS Web Portal (eWP)

or by clicking on the “Help” menu(see Figure 33) of the eDAMIS Web Application (eWA).

Figure 33 - Via the eDAMIS Web Application (eWA)

The eDAMIS Help Centre is freely accessible and provides detailed information about the

eDAMIS project, its principles, tools, as well as frequently asked questions. The eDAMIS

Help Centre also offers the possibility to make requests for changes (RFC).

4.3 From the eDAMIS support team

In any case, the support team can provide further information and help.

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