Datapools

Who is this guide for?

Role: Data Architect, Data Owner, Data Steward

Goal: Organize Datasets into Datapools, control access on a higher level, and manage shared ownership and governance.

Required Permissions: read Datapool, create Datapool, update Datapool, delete Datapool; read Dataset, create Dataset, update Dataset

What is a Datapool?

Datapools help organize related Datasets within the Platform. They provide a shared context for ownership, access management, and Data source availability across multiple Datasets.

Recommendation

Assigning a Dataset to a Datapool is optional, but recommended.

What you will achieve

After completing this guide, you will have:

• Create and manage Datapools
• Assign Datasets to Datapools
• Configure access on Datapool level
• Restrict Data source availability for Datapools
• Organize Datasets within a shared governance context

Common use cases for Datapools

Use Datapools when:

• multiple Datasets belong together
• ownership is shared
• permissions should be managed consistently
• Datasets represent one organisational unit

Avoid creating Datapools for individual Datasets only.

Create and edit a Datapool

1. Go to Datapools
2. Click Create Datapool
3. Define Name, Description and Owner in the 1st tab Base information
4. Hit Save

The Datapool exists now but contains no Datasets.

Add Datasets to a Datapool

Assign an existing Dataset

1. Go to Datasets
2. Open a specific Dataset
3. Select a Datapool in the 1st section Base information
4. Hit Save

Authorisation

Moving a Dataset to another Datapool may affect access permissions. Review the permissions of the target Datapool before making changes.

Create a new Dataset within a Datapool

1. Open the Datapool
2. Navigate to the Datasets tab
3. Select Create Dataset
4. Complete the Dataset creation process

The selected Datapool is automatically assigned to the new Dataset.

Configure access on Datapool level

In the Access tab, you define which Groups can access and manage the Datapool itself.

→ Depending on the assigned Role, the same assignment can also grant access to all contained Datasets. This allows access to multiple Datasets to be managed through a single Group and Role assignment.

Choose an access strategy

Strategy	Example	Result	Recommended
Centralized access management	Assign a Group to the Data Steward Role on Datapool level	Group members can manage the Datapool and all contained Datasets through a single assignment	✅ yes
Combined access management	Assign a large Group to the Data Consumer Role on Datapool level and manage additional Roles on individual Datasets	All users can discover and read Datasets, while editing permissions remain controlled on individual Datasets	✅ yes
Organizational grouping only	Assign a custom Datapool-specific Role without Dataset permissions on Datapool level	The Datapool is used for organization only. Dataset permissions are managed independently	⚠️ Advanced use case

Assign Groups and Roles on Datapool level

1. Open the Access tab
2. Add a Group
3. Assign a Role to the Group
4. Repeat these steps to add more Groups and Roles
5. Hit Save

Learn how Authorisation works

For a detailed explanation of permission inheritance and authorization concepts, see → Authorisation.

Review Datasets and Data sources

The Datapool detail view provides an overview of the Datasets and Data sources associated with the Datapool.

Tab Datasets: View all Datasets assigned to the Datapool.

Tab Data sources: View all Data sources that have been released for the Datapool and are available for use by its Datasets.

Restrict Data sources for Datapools

Data source availability for Datapools is configured in the Data source detail view.

→ By releasing a Data source for one or more Datapools, you control in which Datasets the Data source can be selected during pipeline configuration. A Data source is only available in Datasets that belong to a Datapool for which the Data source has been released.

Recommandation

For example, a Data source containing information about critical infrastructure may only be intended for specific organisational units and therefore be released only for selected Datapools.

Data sources can be made available to:

• all Datapools
• selected Datapools
• no Datapools

Note

Datasets without a Datapool assignment can only be targeted indirectly through the All Datapools option. Assigning Datasets to a Datapool is therefore recommended.

Restricting Data source availability allows you to:

• control which Data sources can be used within specific organisational areas
• reduce complexity for Dataset creators by showing only relevant Data sources
• support governance and compliance requirements

Configure Data source availability

1. Open the Data source detail view
2. Navigate to the Datapools tab

Either: You keep the default setting "Approve for all Datapools" (DE: Für alle Datenpools freigegeben) enabled. This makes the data source available to Datasets in all Datapools, as well as to Datasets without a Datapool assignment.

Or: You disable the setting "Approve for all Datapools" (DE: Für alle Datenpools freigegeben). In this case, you can specify the individual Datapools for which this Data source should be released. If you disable the default setting without adding any specific Datapools, the data source cannot be used in any Dataset.

3. Hit Save

Delete a Datapool

→ A Datapool can only be deleted when no Datasets are assigned to it. Before deleting a Datapool, open each contained Dataset and decide:

• assign it to another Datapool (recommended)
• remove its Datapool assignment

To delete a Datapool

1. Open Datapools
2. Locate the Datapool in the table
3. Select Delete from the Actions column
4. Confirm the deletion

The Datapool is removed from the Platform.

Best Practices

Recommended

• ✅ Organize Datapools according to organisational responsibilities
• ✅ Use Datapools to simplify permission management
• ✅ Reuse Datapools for related Datasets

Avoid

• ❌ Creating a Datapool for every Dataset
• ❌ Duplicating permission assignments unnecessarily

Related Articles

→ Core Concepts → Authorisation → Connect external data → Release Data