Population Information System query’s responsible users
Each organisation has its own responsible users in the Population Information System query who are responsible for, for example, the access rights of the query’s users in their organisation. The organisation appoints the responsible users. You can become a responsible user of the Population Information System query in your organisation after you have applied for the responsible user’s right through the Digital and Population Data Services Agency’s e-service and once they have granted the right to you.
Responsible users have access to the management service of the Population Information System query, where they can add new users to their organisation and cancel unnecessary user rights.
The key tasks and responsibilities of responsible users:
- you make user-specific applications for user rights
- you forward usernames to the users when the Digital and Population Data Services Agency has approved the user rights
- you instruct users on how to log in to the Population Information System query and how to use it
- you make sure that the user information is up to date in the Population Information System query and that unnecessary user rights are cancelled without delay
- you make sure that the user right applications are only for roles based on official or work duties and that the organisation’s users know that they are allowed to use the Population Information System’s data only for work
- you ensure that your organisation regularly monitors the use of the Population Information System query with the help of user statistics, for example
- you notify the Digital and Population Data Services Agency if there are changes in the organisation’s information (such as name or business ID) or if the purpose of use mentioned in the data permit changes.
Teams sessions for the responsible users
We will organize Teams sessions for the responsible users of the browser-based Population Information System query in October 2024.
The sessions will be held only in Finnish and Swedish. You can find the registration links for the sessions on our website: in Finnish or in Swedish.
Instructions
2. a) If you have already registered, log in by using identification or the email address and password you entered when you registered. If you have forgotten your password, click the “Forgot your password” link.
b) If you have not registered, press the Register button.
3. After logging in, make sure you are in the correct organisation’s customer account. You can see the organisation’s name in the top bar below your name. You can change the customer account from the menu in the upper-right corner by clicking Change organisation.
4. Select “Start a new application”.
5. Choose the appropriate tab depending on whether you represent the public sector, a business or a community.
6. Click on “I would like to search the Population Information System”.
7. Start the "Application for the responsible user for Population Information System query".
8. To apply, you need the Population Information System query customer number granted to your organisation. The data permit number is not mandatory.
9. Fill in the required information, especially the supervisor’s information. Your supervisor will receive an email notification that you are applying for the responsible user rights. The supervisor must approve the application via the link sent to their email before the application can be processed.
10. Click on “Send to the Digital and Population Data Services Agency”. The Digital and Population Data Services Agency will process the application and provide you with a username and password.
Download PDF instructions for submitting an application for a responsible user here.
Frequently asked questions – responsible users
You can apply for responsible user rights online in our e-service.
You can find instructions for how to apply on this website under the “Instructions” heading.
Contact the Digital and Population Data Services Agency by email: [email protected].
All rights to use are revoked for security reasons if the username has not been used for a longer while. You can apply for responsible user rights online in our e-service. You can find instructions for how to submit an application to become a responsible user on this website. Ohjeet vastuukäyttäjähakemuksen tekemiseen tällä sivustolla.
The Digital and Population Data Services Agency informs all users of the Population Information System query of current issues related to the query primarily on the front page of the query in the “Notices” section.
We also provide information on the Population Information System query’s website.
We also inform the query’s responsible users of the most important matters by email.
The responsible user’s rights are administrative and cannot be used to make queries in the Population Information System query. The responsible user must propose for the right to conduct queries in the system for themselves. Instructions for this can be found in the responsible user's instructions on page 15, in section 3.7.3, “adding a new role to an existing user”.
Please note that if you want to ask for a query role for yourself as the responsible user, do not present yourself as a new user; instead, assign yourself a new query role according to the instructions.
The approval process may have been incomplete and the user’s role is still in the Suggested status. The responsible user must approve the role. After accepting the role, both the role and the user’s status will be set as Customerapproved. The Digital and Population Data Services Agency approves new users and roles with the Customerapproved status on a daily basis. User right is granted no later than on the weekday following the start date of the role.
If the user’s role has already expired, the responsible user must add the role again for the user. Instructions for this can be found in the responsible user's instructions on page 15, in section 3.7.3, “adding a new role to an existing user”.
Before the end date of the right to use or role, the responsible user can move the end date of the role forward. This way, the right to query continues without interruption. You can find instructions for this in the instructions for responsible user, page 14.
- Search the person in your organisation through user management.
- Enter the person’s name, username or personal identity code or all of these in the search criteria and press the Search button.
- Select the user.
- When you are viewing the user’s basic information, select “Terminate right to use” and click the Run button.
- You can also enter a future date in the window that opens. By default, the window displays the current date.
- The person’s access right will expire after the specified date.
A monthly user-specific fee is charged for all users who have a valid Population Information System query role during the invoiced calendar month. For example, if the user’s only role ends on the 15th, the user will still be charged for that month. If the user does not have a valid role during the month, they will not be charged the user-specific fee.
To end invoicing, it is thus enough that all user roles have ended.