# Prepare people and source responsibilities

Keep product access, dataset disclosure and source authority distinct.

Source: https://help.smartfact.ai/manuals/lottrail/site-setup

Review edition: 25 October 2026

Roles: owner, supervisor

Before admitting source evidence, agree who owns it, who may share it and what question LotTrail will answer. Prepare the correct organisation, site timezone, working roles and named source responsibilities.

## Establish product access

The Owner sets up the site through Accounts sign-in and checks the organisation and site selection. Invite people and grant LotTrail roles centrally, then inspect local assignments in Team & stations. A local restriction cannot create a central grant.

Owner covers administration and technical site controls. Supervisor declares sources, admits files and manages local decisions. Operator saves manual investigations. Author and Reviewer prepare and review policies through the connected supported workflow. Viewer reads permitted retained records.

Do not infer source access from any role. A service credential or organisation administration does not confer an audience for evidence.

## Establish dataset disclosure

For each proposed dataset, the responsible Supervisor records the data owner, authority to hold and share it, retention basis, exact source instance and generation, scope and captured relationship types. Grant named readers who also have appropriate product access.

Confirm what the source genuinely records. Receipt observations alone do not establish consumption or output. A shipment booking does not establish actual shipment contents. Unknown history boundaries should remain unknown.

## Agree correction and handover arrangements

Determine how stable event identities, source sequences, late events and explicit corrections will be supplied. New snapshots that omit an earlier event do not delete it. A changed event under the same identity is a conflict to review.

Agree who can provide evidence for same-item identifiers across sources and who will make the Supervisor's local identity decision. Keep operational containment and correction authority in the source products.

## Verify a bounded first use

Declare a small authorised dataset, admit an approved file and compare an independently known investigation with the saved result. Check partial and missing-data cases, current reader withdrawal and exact identity spelling. Do not call a mapping a live connector or a source's completeness claim a verified physical history.

Use [dataset declarations](/manuals/lottrail/declare-datasets), [file intake](/manuals/lottrail/review-and-accept-files) and [coverage](/manuals/lottrail/read-coverage-and-results). Resolve source or permission questions before widening the investigation scope.

## Use the isolated practice site deliberately

The workspace offers Open the practice site. An Owner must start the organisation's practice site before other people can enter it. Its synthetic records let a person explore the supported workflow without admitting customer evidence to a real dataset. Keep the practice context visible and do not treat those records as your organisation's operational history.

A person who holds Owner at the real site can use Reset practice evidence from the practice site to replace its practice records. Check the selected context first and tell other practice users before resetting their work. This is a practice reset, not a recovery or deletion control for a real site.