This guidance is for Front Door Team staff using the Data Sharing Portal to view, assign and update supporting information requests.
If you need help logging into the Data Sharing Portal, open a ‘Raise a request’ ticket with Social Security Service Desk.
A member of the Service Desk team will pick up and manage your request. You’ll receive notifications from the Service Desk until the issue is closed or resolved.
In the User profile you can:
To access your User profile:
On the Dashboard page, you’ll see 3 tabs:
Lists all supporting information requests that are:
Lists all completed and approved supporting information requests.
This information is only stored in the Data Sharing Portal for 5 calendar days.
Provides an overview of supporting information requests for your organisation.
You need to assign the supporting information request to the ‘Completer’ and ‘Approver'.
This person completes the supporting information request form. They are the professional named on the request.
This person approves the completed supporting information request form. They can be:
To assign the Completer and Approver to a request:
You’ll be returned to the main request screen.
After a few seconds, both the ‘Completer’ and ‘Approver’ fields on this screen will automatically populate with the details you entered in the pop up ‘Add assignees’ screen. If the Completer and Approver are the same person, both fields will show the Completer’s details.
You’ll also see a green message at the top of the screen that says ‘Assignee details successfully updated’.
The Completer and Approver will automatically receive an email with a link to the supporting information form.
You can add another assignee. For example, there’s another professional at the same organisation contributing to the form who needs access, like another teacher or head teacher. Use the ‘Notes’ field to add any relevant information.
To do this:
‘Expected overdue’ is when a Completer says they will complete the request, but they’re unable to do this by the deadline. For example, they received the request during the school holidays.
This lets Social Security Scotland know the Completer will provide the supporting information, but it will be submitted late.
To mark a request as ‘Expected overdue’:
You can abandon, close or reject a supporting information request.
Below we explain when you would need to do this:
To do this:
'Free text or date field' – this field will change, depending on the option you selected in the ‘Search by field’.
You’ll see a list of search results in the ‘Search results’ section below the tabs.
The search results will vary, depending on which tab you have open. For example, if you’re in the ‘Closed Requests’ tab, the search results will only list closed requests.
The ‘Statistics’ tab gives an overview of all the statistics related to supporting information requests.
This shows:
To search for statistics for a specific time period:
This section allows you to see trends over time for requests:
To view a specific time period, use the ‘Start date’ and ‘End date’ fields at the top of the tab.
To report a fault or technical issue, ask your team leader to open a ‘Report a fault’ ticket with Social Security Service Desk.
To add, delete or unlock a user account, ask your team leader to open a ‘Raise a request’ ticket with Social Security Service Desk.
Only team leaders have access to the Social Security Service Desk.
A member of the Service Desk team will pick up and manage your request. You’ll receive notifications from the Service Desk until the issue is closed or resolved