Data Admin Guide
Creating a dataset
Section titled “Creating a dataset”Datasets start as a draft and are published once their resources and metadata are ready. Drafts never appear in search results or dataset listings until published.
- Log in to the dashboard
- Click “Create Draft” — the name (URL identifier), organization, and license can be set later
- Add resources on the edit page (file upload / external URL) — the pipeline runs while the dataset is still a draft, so you can check previews before publishing
- Finalize the metadata and click “Save & Publish”
Basic information
Section titled “Basic information”| Field | Description | Required to publish |
|---|---|---|
| Name (URL slug) | Alphanumeric, hyphens, underscores, periods | Yes |
| Title | Display title | - |
| Description | Detailed description of the dataset | - |
| Organization | The organization that owns the data | Yes |
| License | Data license | Yes |
| Public / Private | Private datasets are only visible to organization members | - |
Fields marked “Required to publish” may stay unset while the dataset is a draft, but all three must be set before it can be published. While the name is blank, an auto-generated identifier is used as a placeholder (the dataset cannot be published with it).
Add tags to classify your dataset. Choose from existing tags or create new ones.
Managing and deleting drafts
Section titled “Managing and deleting drafts”Drafts are managed in the dashboard “Drafts” tab. They can be edited by their creator and site admins, plus the editors of the owning organization once one is set.
Deleting a draft skips the trash and permanently deletes it together with its resource files (it cannot be restored). If the deletion fails partway, the draft stays in the list marked “Deletion incomplete”, and “Retry Delete” completes the permanent deletion.
Managing resources
Section titled “Managing resources”Resources are files or URLs associated with a dataset.
Adding resources
Section titled “Adding resources”- File upload — Upload directly from the browser (up to 100 MB)
- External URL — Specify a URL to an external file
Supported formats
Section titled “Supported formats”KUKAN supports many formats including CSV, TSV, JSON, GeoJSON, XML, PDF, and Excel.
Uploaded files are automatically processed through the pipeline:
- Text file encoding detection and conversion
- CSV/TSV to Parquet conversion (for table preview)
- ZIP file manifest generation
AI metadata suggestions
Section titled “AI metadata suggestions”Once you add resources and their pipeline processing completes, the “Let AI suggest metadata” button on the edit page can propose a title, notes, tags, and per-resource names and descriptions (only when AI is enabled for the site — see the System Administrator Guide).
- Prerequisite: at least one resource whose pipeline has completed. Otherwise the button is disabled and prompts you to upload resources.
- How to use:
- Click “Let AI suggest metadata” on the edit page (generation can take from tens of seconds to a few minutes).
- In the dialog, compare the current values with the AI proposals, grouped into “Dataset” and “Resource” sections.
- Turn on the adoption toggle for each field you want to adopt (all toggles start off — overwriting existing values is opt-in).
- Optionally edit an adopted proposal inline before applying.
- Click “Adopt”.
- How adoptions apply: title, notes, and tags are applied to the edit form and committed when you save the dataset; resource names and descriptions are saved immediately on adoption.
- What suggestions are based on: CSV/TSV use the columns and the first rows of content; PDF, Excel, and similar files use the filename and format. The generated text follows your display language.
- Suggestions are never persisted (only adopted values are saved as ordinary updates). A per-user rate limit prevents overuse.
Organization management
Section titled “Organization management”Organizations are the ownership unit for datasets.
Member management
Section titled “Member management”Organization admins can add, remove, and change member roles.
| Role | View datasets | Edit datasets | Delete | Restore / Purge | Manage members |
|---|---|---|---|---|---|
| Member | Yes | - | - | - | - |
| Editor | Yes | Yes | Yes | - | - |
| Admin | Yes | Yes | Yes | Yes | Yes |
Deleted datasets are visible to organization members in the dashboard “Deleted” tab. Only admins can restore or permanently purge them.
Deleting, restoring, and purging an organization
Section titled “Deleting, restoring, and purging an organization”The organization management page toggles between “Public” and “Deleted” cards (only site admins can view the “Deleted” set).
- Delete (soft delete): Moves the organization to the trash. It must have no active datasets — delete or reassign them to another organization first (the delete button stays disabled while any remain).
- Restore: Brings a “Deleted” organization back to active (site admins only).
- Purge (permanent delete): Permanently erases the organization and all of its trashed datasets, including their files (irreversible, site admins only). It runs asynchronously as a background job, so the organization may still appear in the list until the job finishes.
Categories (Groups)
Section titled “Categories (Groups)”Categories classify datasets across organizations. Assign categories when creating a dataset.
Category member management
Section titled “Category member management”Categories also have member management with the same role structure as organizations.
| Role | View category | Add datasets | Manage members |
|---|---|---|---|
| Member | Yes | - | - |
| Editor | Yes | Yes | - |
| Admin | Yes | Yes | Yes |