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Data Access Requests

Data Access Requests let users request access to governed data assets directly from the Data Marketplace. When a request is submitted, the data product owner receives a notification and approves or rejects it from within Collate. All requests are tracked and auditable for governance and compliance.

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Create a Data Access Request

1. In the left navigation bar, click Data Marketplace > Data Access Requests.
2. Click Add Request. The Request Data Access panel opens.
3. Fill in the request form:
   • Dataset (required): Search for and select the table or data product you need access to.
   • Access Type (required): Choose the scope of access:

     Access Type	Description
     Full Access	Access to the entire table with all columns included.
     Column Level	Access to selected columns only.
     Masked	Masked or anonymized access to the table.

   • Permission Level (required): Select Read, Write, or Admin.
   • Access period (required): Set the expiration date. Defaults to 14 days from today.
   • Reason for Access (required): Provide a business justification for the request.
4. Click Submit. The request is routed to the data product owner for approval.

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Request Access From Data Assset Details Page

You can request access to specific data from data assets details page. To request access, follow these steps:

1. In the left navigation menu, click Connections and select the data asset whose access you need.
2. On the data asset details page, click Request Access.
3. Fill the following details:
   • Access Type (required): Choose the scope of access:

     Access Type	Description
     Full Access	Access to the entire table with all columns included.
     Column Level	Access to selected columns only.
     Masked	Masked or anonymized access to the table.

   • Permission Level (required): Select Read, Write, or Admin.
   • Access period (required): Set the expiration date. Defaults to 14 days from today.
   • Reason for Access (required): Provide a business justification for the request.
4. Click Submit. The request is routed to the data product owner for approval.

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Track Your Requests

After submitting, track the status of your requests from the Data Access Requests page.

• My Requests: Lists all requests you have submitted.
• My Approvals: Lists requests assigned to you for review (visible to data product owners).

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Filter Options

Use the Search bar to filter by dataset name or request reason. Use the dropdown filters to narrow results further:

• Dataset — filter by a specific dataset.
• Status — filter by request state:

  Status	Meaning
  In Progress	Request is pending owner review.
  Approved	Owner has approved the request.
  Granted	Access has been granted to the requester.
  Awaiting Manual Revoke	Access has expired but requires manual removal.
  Rejected	Owner has rejected the request.
  Revoked	Access was revoked before the expiration date.
  Expired	Access period has ended.

• Access Type — filter by Full Access, Column Level, or Masked.

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Review and Approve a Request

Data product and table owners (or configured reviewers) receive requests for their assets under My Approvals. If an asset has no owner or reviewer configured, the request routes to platform admins instead.

1. Go to Data Access Requests > My Approvals.
2. Open a pending request to review the dataset, access type, permission level, access period, and reason for access.
3. Click Approve to move the request forward, or Reject and provide a required comment explaining why.

A rejected request is final — the requester must submit a new request if they still need access.

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How Access Is Granted

Once approved, Collate attempts to provision access automatically:

• Automated: If the target service has a Policy Agent configured, Collate grants the requested access directly on the source system — no further action needed. The request moves straight to Granted.
• Manual: If no Policy Agent is configured, or automated provisioning couldn’t complete, the request moves to Approved (“awaiting grant”). An owner or reviewer provisions access outside Collate, then clicks Mark as Granted.

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Revoking Access

Owners and reviewers can revoke a Granted request at any time:

1. Open the request and click Revoke Access.
2. Provide a required comment explaining why.

Collate attempts to automatically remove the access it granted. If that isn’t possible (no Policy Agent configured, or removal fails), the request moves to Awaiting Manual Revoke — an owner or reviewer must remove access outside Collate, then click Mark as Revoked to close it out.

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Access Expiration

Every request has an access period that defaults to 14 days but can be extended when creating the request. What happens at expiration depends on the request’s stage:

• Not yet granted (still Approved): the request closes automatically as Expired — no access was ever provisioned, so nothing needs to be torn down.
• Already granted: expiration triggers the same process as a manual revoke. If Collate can remove access automatically, the request closes as Revoked; otherwise it moves to Awaiting Manual Revoke.

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If Automatic Provisioning Fails

If Collate can’t fully grant or revoke access automatically — for example, the source system rejects the change, or the request spans multiple assets and only some succeed — the request falls back to the manual Approved or Awaiting Manual Revoke stage instead of failing silently. The request detail view shows the reason so an owner knows exactly what to finish by hand.

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Audit Trail

Every request keeps a running history for compliance and troubleshooting:

• Activity timeline: who submitted the request and when, who approved or rejected it, and who ultimately granted or revoked access.
• Comments: requesters and approvers can leave comments on a request, which stay attached to it as a discussion record.