Manage Official Roles

Official object roles name the people responsible for a workspace's data — the owner, the steward, and four more. Workspace administrators maintain the list of users eligible for each one.

Who can manage these roles?

Only workspace administrators can manage these roles, to control access to data.

To learn how to set a user as a workspace administrator, see Manage Users' Access Rights.

Where can I manage these roles?

To access official-role management:

1. Click the Settings section in the side navigation bar.

2. Go to the Roles tab.
   

What are the official roles?

In DataGalaxy, we consider the following data stakeholders to be official roles:

• Owner: responsible for the integrity, quality, and use of the data. The single point of contact for the business teams concerned with objects in their scope.

• Steward: oversees and evaluates data quality, and ensures the data dictionary is properly documented. Has a consolidated, cross-functional view of the data.

• CDO: the Chief Digital Officer applies data governance policy. Responsible for aligning the data model and data quality with the company's strategic priorities.

• DPO: the Data Protection Officer ensures personal-data compliance with GDPR (General Data Protection Regulation).

• Expert: the person everyone recognizes as the subject-matter expert — able to settle debates about a piece of data thanks to deep knowledge of its history and how it's used across departments.

• CISO: the Chief Information Security Officer ensures the security, availability, and integrity of the information system and its data.

What rights do official roles have?

Any user listed under an official role can be assigned as responsible for objects. Depending on their role, their workspace permissions, and the object's status, users get edit rights on objects. For more on object lifecycle and the user-rights matrix, see the "Object lifecycle" article.

Which users are eligible for official roles?

Every user, whether they have a license or not, and whether or not they have access to the workspace, is eligible for official roles. For example, if you want to set someone without DataGalaxy platform access as an owner, just create them a user account without assigning a license.

How do I add a user to a list?

Once you've reached the role-management page, to add a user:

1. Go to the official role list of your choice.

2. Open the dropdown.

3. Click the row of the user you want to add to the list.

Once a user is added to the list, their name appears in the field (limited to 2 lines of display), and the box to the left of their name is checked in the dropdown.

How do I set a default user?

An official role's default user is used to populate that role on every new object created in the following cases:

• Objects created via import.

• Objects created via the API.

When creating an object through the interface, several cases apply:

• If the object is created at the root (no parent) and you're on the official-role list, you're automatically set as owner and steward of the object.

• If the object is created at the root and you're not on the official-role list, the default users defined for those roles are assigned instead.

• If the object is a child (has a parent), the parent object's owners and stewards are set as defaults for the new object.

To set a default user in an official-role list:

1. Add the user you want as default to the official role list of your choice.

2. Once added, click the small star that appears to the right of the user's name in the dropdown.

3. The user will then display first in the field, with a blue dot and a star.

For more on creating a workspace, see Manage Workspaces.

How do I remove a user from a list?

Any user can be removed from an official-role list, as long as they no longer hold that role on any object in the workspace. If they still do, remove them from all relevant objects first, using a bulk edit by module to do this quickly.

For public and private diagrams, the responsible party is changed by opening the object's preview:

Once that's done, remove a user from a role list with these steps:

1. Go to the official role list of your choice.

2. Open the dropdown.

3. Click the row of the user you want to remove from the list.

When the user is removed from the list, their name is cleared from the field, and the box to the left of their name is unchecked in the dropdown.

Read more

• Administer a Workspace

• Manage Workspaces

• Manage Users' Access Rights