Suggestions¶

Getting started with suggestions¶

Suggested datasets are a step before a "real" dataset and are recommended to be used if information needs to be collected or if details need to be checked before a dataset can be described and published. This feature makes it easier for you to prepare the data and avoid mistakes as you are supported by a checklist, among other things.

Then search under Datasets to see if the dataset you want to create has already started to be described. Type at least three characters.

If the dataset you want to prepare or describe is not available under either Suggestions or Datasets, continue with the preparation work.

Prepare suggestions¶

Go back to Suggestions. The next step is to start preparing suggestions.

Describe your suggestions according to the instructions in suggestions. Then go back to adding or editing Organizations.

Overview¶

When you are in the overview, you will see various functions for suggestions.

The core of a suggestion is its checklist, which is used to keep track of the different steps in the publishing process. The standard checklists are based on the work of the Swedish Environmental Protection Agency and the City of Gothenburg, but the checklists can also be adapted to the needs of the organization.

Create first suggestion¶

Once you are in the suggestions view, click on + Create in the top right corner.

Enter title of suggestion¶

First, enter the title of the suggestion. This title will then become the title of the dataset and is mandatory to fill in. Suggestively, this is the same title as the information set or the name of the subset of the information set. Please make the title as clear and specific as possible, but preferably shorter than one sentence. Ideally, the suggestion should have the same name as the information set when it is prepared and upgraded to a dataset. If there are different subsets in the information set, the distributions can have the names of these subsets.

Remember to give the title in both English and native language.

Enter description¶

Once you have entered a title that is shorter than one sentence, it is important to write a description to make it easier to understand the dataset. The description should make it clear for the user to understand what the dataset is. This task is also mandatory.

Remember that the description should be in both English and native language.

Enter Request URI¶

If there is for example a request for a dataset from e.g. link to a register, enter that link here in Request URI(recommended).

Create suggestion¶

Once you have entered the title and description, click on the Create button at the bottom.

Prepare with Checklist¶

Then click on the suggestion and make sure you can tick at least the mandatory requirements that appear in the Checklist on the right. This is to be able to proceed with upgrading the suggestion to a regular dataset and describing it for publication.

If you can easily tick off more possible aspects in the checklist that are not required, you should do so. If you can do this without having to do more research on additional aspects, this is preferred in order to proceed to the description for publication. This is because you can later update and improve the quality of the metadata after you have published.

Once you have clicked in the necessary requirements and additional possible aspects, click on Save.

A suggestion can become a regular dataset, preferably as soon as all required aspects are clearly marked (suggestions already added as datasets can also be downgraded).

Comments¶

If you need to further explore the possibilities for clarifying the mandatory requirements, you can write comments (using the instructions below) on what needs to be resolved. This is to help colleagues or yourself with notes for further preparation. The contact point information in the organization should be updated as a functional address as determined in the information classification and should be updated according to new responsibilities and employees.

Comments are written using the three-point menu.

Enter Subject and Comment and then click on Save comment.

You and others can reply to the comment to update the status. You can also edit the comment if something went wrong or delete it completely if needed. Remember to fill in additional aspects in the checklist if needed.

An indicator for the number of comments is displayed next to the three-point menu of the suggestion.

Classified dataset¶

Organizations should always be able to confirm that the organization has a dataset. Therefore, a dataset described by metadata in the catalog may need to be added to the PSI list. However, the actual distributions to the datasets should not be handled in the EntryScape Catalog but should be handled separately as it may, for example, relate to national security and thus the dataset should be described minimally - for example, only with the title of the dataset.

When preparing a classified suggestion, EntryScape Catalog will still ask you if you have checked that the proposed data set does not contain sensitive personal data or classified information.

Indicate that you have checked this and proceed with upgrading the dataset suggestion anyway. Later, when you get to Edit Dataset, enter Restricted under the Access Rights metadata field to make it clear that the classified dataset should not be published as open data but is only available internally to the organization.

Add dataset¶

After clicking Save you will be returned to the list of suggestions. Then click on the three-point menu at the far right of the suggestion title.

Then enter the Title and Description in one or more languages. Then click on Create.

In order to proceed, you need to make sure you find out the answers to the mandatory requirements in order to tick them off the checklist and then proceed. If you then find more answers around other steps in the checklist, tick them off as well.

Once you have upgraded a proposed dataset, it is automatically added to the Datasets tab. They will therefore also remain in the suggestions tab. This takes you to the next step - Description, which is what needs to be done before you can publish.

Link to dataset¶

If a suggestion is related to an existing dataset, it is possible to link the suggestion to the relevant dataset(s). Click on the options menu and then Link to dataset.

Then select the dataset to link to.

You will then see a number to the left of the suggestion indicating one or more datasets that are linked to the suggestion. Click on the arrow to see which datasets are linked.

Remove linked dataset¶

To delete a linked dataset, press the indicator and then the chain icon.

Then confirm that you want to remove the link to the dataset.

Archive suggestion¶

You can archive suggestions by clicking on the suggestion's options menu.

Then confirm that you want to archive the suggestion.

Delete suggestion¶

You can delete suggestions by clicking on the suggestion's options menu.

Then confirm that you want to archive the suggestion.

Create new suggestions¶

Once you have created the suggestion, you will be taken to the suggestion overview. If you don't see the suggestion that you should continue preparing for description, use the search bar and type in at least three letters of the title of the suggestion to filter it out.