RDLA User Guide · Stage 3b of 6
This stage is where you review faculty requests to access a database — deciding who is approved, denied, or sent back for revision, handling several people at once. The questions those faculty answered are set up in Stage 3a, Managing the Database Request Form.
Before you start
This tool opens from the database record (typically from a button or action on the record page) and opens in its own screen.
Nothing is saved until you click Finish — you can close the window at any time to discard changes.
What this tool does
It shows the faculty who have requested access to the database, grouped by where their request stands, and lets you set each requestor’s Database Request Status — approving, denying, or sending requests back for revision — for several people at once.
Getting started
Open the access tool from the database record. You land on the User Decision screen, which shows Database: (the database name) at the top, a short set of instructions, and the Database Management choice below.
Golden rule
Nothing is saved until you click Finish. You can close the window at any time to prevent changes from being saved.
Working through the requests
The User Decision screen
The top of the screen names the database and tells you to “Select a Database Request Status below to view the faculty in that bucket.” From here you can:
- View the Faculty Resource Access Met records for each database access requestor.
- Update the Database Request Status for multiple records at a time.
Open a status bucket
- Under Database Management, choose a Database Request Status. The matching section appears below:
| Status you choose | Section that appears |
|---|
| Not Submitted | Not Submitted Database Access Requests |
| Access Requested | Access Requested Database Access Requests |
| Under Review | Under Review Database Access Requests |
| Needs Revision | Needs Revision Database Access Requests |
| Access Denied | Denied Database Access Requests |
| Access Expired | Expired Database Access Requests |
| Access Approved | Approved Database Access Requests |
- Each section shows a Database Access Requestors card listing the people in that status. Only one status bucket is shown at a time.
Review a requestor
- Each requestor row shows their Name, Resource Contact Name, Database Request Status, and Date Access Approved.
- Expand a person to review their Faculty Resource Access Met answers — the Question Text, their Question Response, and whether the criteria were met — so you can judge the request.
Update status in bulk
- Select one or more people (tick them in the card), then use the Set Database Request Status control to set them all to the same status at once — for example moving several requestors to Access Approved or Access Denied together.
- Changes are saved for the bucket you have open when you click Finish. To update people in another bucket, reopen the tool afterwards and choose that status.
Finishing
Click Finish to save your status changes. If anything was changed, the confirmation reads “Your changes have been saved.” Click Finish again or close the screen to return to Salesforce.
What happens automatically — access expiration
You do not have to manually expire lapsed access. A background job runs every day and checks approved Database Users and Database Funders that are flagged to expire.
When a person’s End Date has passed, their status is automatically set to ‘Access Expired’ and the date is recorded. Those records then appear in the Expired bucket the next time you open the access tool.
Tip: You can reopen this tool at any time as new requests come in or circumstances change.
Walkthrough: