Data user authorisation

As a data user's master user, you can

• view the organisation's authorisations
• authorise new persons for data user roles
• edit existing authorisations.

If a person no longer needs to receive data in accordance with their data user role, the master user must delete the authorisation without delay.

As a master user, you can grant and edit authorisations following your organisation's practises. Master users do not make decisions concerning authorisations but grant and edit them as requested. The organisation's data permission depicts the data user roles of the organisation.

As a data user's master user, you can also authorise another master user and terminate another person's master user role. However, you cannot authorise yourself or edit your own roles. Another master user in the organisation can edit your master user authorisations if requested. 

Authorise a person for a data user role

Select Authorise a person.

• Enter the personal identity code of the person you are authorising. The system displays an error message if the personal identity code is not found in the system or the format is incorrect.
• If the person to be authorised already has a previous authorisation in the Incomes Register, you will go directly to editing the data user roles. Go to the section 'Edit data user authorisations' of these instructions.
• Enter the name of the person to be authorised (first name and last name). You can stop by clicking Cancel.
• Select Add authorisation and select the data user role from the menu. You must give start and end dates for the authorisation. The default authorisation period is 25 years but you can make it longer or shorter.
• If you selected "master user" for the data user's role, you also need to provide their e-mail address and phone number. The authorised person's e-mail and phone will then be saved in the authorised person's details.
• If you wish to give several authorisations to the same person, click Add authorisation again.
• If you want to notify the authorised person of the granted authorisation, tick the box Send the authorised person a notification of the granted authorisations by e-mail. Enter the authorised person's e-mail address in the field. The e-mail address will not be saved in the authorised person's details. The e-mail contains the name of the organisation granting the authorisation, information on the granted authorisations and the name of the authorised person.
• Finally, click Save.

View the data user authorisations granted by the organisation

Granted authorisations are searchable by personal identity codes, by names, and by data user roles. First, select at least one search term and then fill in more detailed information in the box that appears.

If you want to view expired or terminated authorisations as well, tick the box Show authorisations whose validity has expired. Finally, click Search.

The results will appear in alphabetical order, and you can use the name of a person or a role to perform further searches.

Expired or terminated authorisations are listed by the end date in the details of each authorised person, with the latest one at the top. If the person has both valid or pending and expired/terminated authorisations, the expired/terminated authorisations are listed below the valid authorisations.

Edit data user authorisations

As a master user, you can edit the name of the authorised person, another master user's contact information, the start date of the period of validity if the authorisation is not yet valid, and the end date of the period of validity if the authorisation has not yet expired.

Select Edit authorisations next to the authorised person's name. 

• You can add a new data user role for the authorised person by selecting Add authorisation. Select the data user role from the menu and edit the period of validity if necessary. The default authorisation period is 25 years but you can make it longer or shorter.
• You can delete an authorisation immediately by selecting Terminate authorisation immediately. If you wish to delete all the authorisations granted to a person, select Terminate authorisation immediately next to each data user role granted to the person.
• You can also set a specific end date for the data user role. Edit the end date of the data user role and click Save.
• Please make sure that up-to-date e-mail addresses and phone numbers are on record for master users. If you become aware of any changes to someone's contact information whose role is master user, fill in the new e-mail and phone and click Save. The new e-mail and phone will be saved in the authorised person's details.
• If you wish to send the authorised person a notification concerning the changes made to the authorisation, tick the box Send the authorised person a notification of the change by e-mail. Enter the e-mail address of the authorised person. The e-mail address will not be saved in the authorised person's details. The e-mail contains the name of the organisation granting the authorisation, information on the granted authorisations and the name of the authorised person.
• Finally, click Save.