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Requesting Access

This guide walks you through requesting access to data products and source system roles.

When to Request Access​

You should request access when you need to use a data product you don't currently have permissions for, when you need a specific role in a connected source system, when your temporary access has expired, or when your current role is insufficient and you require elevated permissions.

Requesting Product Access​

From the Data Catalog​

To request access, navigate to the Data Catalog and find the product you need. Click to open its detail page, go to the Access tab, and click Request Access. Fill in the request form by selecting the type of access needed, providing a business justification, and optionally specifying a duration for temporary access. Submit the request to start the approval process.

Request Form Fields​

The request form requires a few key pieces of information. You must specify the Access Type (the level of access needed) and provide a Justification explaining why you need it. You can also specify a Duration (permanent or time-limited) and provide Project/Use Case context to help approvers understand the request.

Writing Good Justifications​

Strong justifications help approvers make quick decisions. A good justification explains what you'll use the data for, who benefits from the work, and how long you'll need the access.

✅ Good: "I need access to customer_orders to build the Q4 sales forecast dashboard for the Finance team. This is for ongoing monthly reporting."

❌ Weak: "Need data access"

Request Workflow​

After Submission​

Once submitted, your request enters the approval queue and relevant approvers are notified. You will receive a confirmation that the request has been successfully submitted.

Tracking Your Request​

You can track pending requests by going to your Profile or the Access section of the application. This view provides a list of all your pending requests and their current status.

Request Statuses​

Requests go through several states. Pending means the request is waiting for approval. Under Review indicates an approver is currently evaluating it. Approved and Rejected are the final decision states (with a reason provided for rejection), and Completed confirms that access has been technically provisioned.

Approval Process​

Who Approves​

The approver depends on the type of access. Product Access is typically approved by a Product Steward or Owner. Source System Roles are handled by Source System Admins, while requests for Elevated Permissions are routed to Space Admins.

What Approvers See​

Approvers review your identity and current roles, the justification you provided, any relevant organizational policies, and your historical access patterns to make an informed decision.

Approval Timeframes​

Simple requests are often approved on the same day. Requests involving sensitive data may require additional review time, and requests for complex roles may require a multi-stage approval workflow.

After Approval​

Access Granted​

When approved, you will receive a notification. Access is then provisioned, which may be immediate or require a synchronization cycle depending on the system. Once valid, you can begin using the requested resource.

If Rejected​

If your request is rejected, you will receive a notification explaining the reason. Review the feedback; you may be able to submit a revised request with additional information or a different scope.

Provisioning Time​

Direct platform access is typically fast, taking minutes to hours. However, access requiring source system synchronization relies on external schedules, so there may be a delay. Check the request status for real-time updates.

Role-Based vs Direct Access​

Direct Access​

Direct Access is granted specifically to your user account for a single data product. It is simple, straightforward, clearly scoped, and ideal for one-off needs.

Role-Based Access​

Role-Based Access grants you a specific role that provides access to multiple associated products. This is more efficient for broad access needs or when joining a new team.

We recommend requesting roles when you need access to multiple related products or are onboarded to a project. Request direct access for specific, one-off data needs. If you are unsure, consult with your data steward.

Viewing Your Access​

Access Summary​

To see a comprehensive list of your access, navigate to your profile or settings and find the Access section. This dashboard lists all products you can access, the roles you hold, and details on how that access was granted.

On Product Pages​

The Access tab on any product detail page serves as a local check. It shows your current access level to that specific product, status badges (e.g., Access Granted, Pending Request), and available roles actions.

Access Expiration​

Time-Limited Access​

Some access grants are temporary and will expire on a specific date. You will receive notifications before expiration, giving you time to re-request access if it is still needed.

Renewing Access​

If your access is expiring, navigate to the product or role and click Renew Access. You can update your justification if necessary and submit the renewal for re-approval.

Managing Access for Others​

For Approvers​

Product stewards and source system admins should monitor for access request notifications and review their approval queue. Decisions should be made with clear reasoning, and pending requests should be tracked to avoid bottlenecks.

Checking User Access​

Governance roles can verify user access by opening a product's Access tab and using the Check User Access feature. Entering a user's email displays their current access status and rights.

Troubleshooting​

Access Not Working​

If you are approved but cannot access data, first verify the request status is "Completed". Check if provisioning is still pending and try refreshing your session by logging out and back in. If issues persist, contact the source system admin.

Request Not Being Reviewed​

If your request is delayed, check if the approver requested additional information. You can reach out to the approver directly or escalate to the product owner if the request is urgent.

Need Different Access​

If you requested the wrong access level, try to cancel the pending request. If that is not possible, submit a new, corrected request or wait for the initial one to be rejected before re-submitting.

Best Practices​

Request Only What You Need​

Avoid over-requesting permissions. Asking for only what you need improves data governance and results in faster approvals.

Provide Complete Information​

Good justifications lead to faster approvals. Always include project context, clear reasons for the request, and accurate duration requirements.

Plan Ahead​

Request access before it becomes critical. Allow time for approval workflows and provisioning delay. Submit renewals well before expiration to avoid service interruption.

Maintain Hygiene​

Report if you no longer need specific access. Respond to periodic access reviews promptly and keep your personal access inventory current.