A declared dataset is an explicit statement about a source and its disclosure. It is not proof that LotTrail checked the live source system or that every physical event was captured. Have the responsible data owner's authority and retention agreement ready.
Create the declaration
Before creating another dataset, the creating Supervisor must have current grants for every existing dataset at the site. If any existing dataset is hidden from you, arrange the authorised source grants first; creating a new source is refused rather than bypassing that scope check.
Open Declared datasets and Create a declared dataset. Enter Dataset name, Source instance ID, Source generation and Declared scope code exactly. Source generation distinguishes histories; do not reuse it for an unrelated replacement source.
Record Responsible data owner, Authority to hold and share these records and Agreed storage and retention basis. These statements must describe the actual agreement, not a claim supplied by the importer.
Select Relationships this source can record. Choose only types genuinely captured. A dataset of receipt observations may capture no physical relationships. Do not declare production or shipment edges merely because the source has lot codes or dates.
Choose named readers deliberately and create the declaration. The creating Supervisor is included according to the form. Inspect the saved source details and state before uploading.
Keep disclosure separate
A named reader still needs a suitable LotTrail product role and current site access. A grant here does not invite a person to Accounts or give them Operator, Supervisor or other authority.
Changes to Named readers take effect on the next read, including saved investigations and downloads. Removing a reader can make earlier runs and entire cases unavailable. Already downloaded copies outside the application cannot be recalled.
When a case contains several datasets, its audience must satisfy the complete union. Do not attach another run merely to share otherwise restricted evidence with the case assignee.
Read the current state
Available within its declared coverage is not a completeness guarantee. Held for review or Conflicting evidence needs review must be addressed through the proper intake or correction path. Absence from the list means only that the current account cannot see a permitted dataset there.
Source declarations are retained rather than casually edited into different source identities. If the source, generation or agreed meaning is wrong, stop intake and arrange a reviewed correction with the responsible Supervisor or support.
Use file intake and coverage and results. Do not admit customer evidence under an invented declaration simply to make an investigation run.
Save a changed reader list
A Supervisor who can manage the dataset opens its Named readers controls. Select the complete intended audience, complete recent Accounts authentication and choose Save dataset readers. Check the recorded outcome and refreshed dataset revision before telling colleagues that access has changed.
The save replaces the selected reader list for that dataset. If someone else changed its revision, reload and compare the current list before saving again. Select only current eligible people; a name in an old tab does not establish present site membership. Consider access to every dataset in an investigation or case before changing its audience.