Logging into the portal and workspace

DataLab

Logging in, activating and starting your VM, first time use/new phone steps, resetting your password

Released
19/11/2021

There are three steps when logging into new DataLab: 

  1. Log into the DataLab portal where you can access information and settings related to your profile, project and start your virtual machine (VM)
  2. Activate, then start the VM for your project
  3. Log into the Citrix DataLab workspace workspace where you and your project teams run analyses and produce output for clearance

Log into the DataLab portal

Click Sign in on the DataLab landing page.

DataLab landing page

If you are logging in for the first time, you will also need to use the First time use/new phone steps.

For returning users, click on your account (firstname.lastname@mydata.abs.gov.au) or Use another account and enter your account name. All DataLab accounts use the @mydata.abs.gov.au domain format. Enter your password and Sign in.

Returning users can click on their account followed by a password to log in

By logging in you agree to these conditions:

Important Notice

If you are not authorised to access this system, exit immediately. Unauthorised users may be subject to criminal and civil penalties.

This is an Australian Government computer system. Part 10.7 of the Criminal Code Act 1995 outlines the penalties that may apply for unlawful use of Government systems including unauthorised access, modification or impairment of computer systems, data or electronic communications. The Act provides penalties of up to 10 years imprisonment for such offences. By proceeding, you are representing yourself as an authorised user and acknowledge you have read and agree to comply with the Responsible Use of ABS Microdata User Guide. Your activity will logged, monitored and investigated should any misuse be suspected.

Sanctions ranging from a reprimand to revocation of access or termination of employment may be imposed if misuse is determined.

For system security, you need to authenticate your log in using the Microdata Authenticator app on your mobile phone. To set this up, see First time use/new phone steps.

A notification from the Microsoft Authenticator app is sent to your phone for you to approve.

2 factor authentication message

If you don't approve within the time limit, click Send another request to my Microsoft Authenticator app. If the request expires, re-enter your account and password in the DataLab log in screen.

2 factor authentication expired message, with send another request option

You can also change the way you approve the sign in request by selecting Sign in another way.

Link to alternate sign in method

You then have two options:

  1. approve a request on your phone app
  2. use a verification code from your phone app
Alternate sign in method options

After you approve in Microsoft Authenticator, you are logged into the DataLab portal.

DataLab portal

Activate, then start the VM

To enter your DataLab project workspace you need to:

  1. activate your Virtual Machine
  2. start the VM
  3. launch your desktop

Step 1 Activate Virtual Machine

Select the Search virtual machines from the My virtual machines tile, or select the laptop icon from the left navigator. For information about other functions you can do within this tile, see Functions in My Virtual Machines.

Search virtual machines from the My virtual machines tile

Each project has a separate virtual machine. The virtual machine name is your project number followed by random letters, which provide a unique name assigned to your profile.

  • If your machine already shows a green tick in the Active column, skip to step 2 Start the VM.
  • If not, select the Change active VM button. Don't activate a virtual machine when its status is Building. Wait until the status has changed to Ready.
  • If your machine shows the status of Dormant you must rebuild the VM first. See VM management options for more information.
My Virtual Machines view

Select the machine you want to activate from the drop down list

Change My Active VM view, select a VM to activate

The Activate VM button becomes active. Select Activate VM.

Activate VM button

Confirm your action by selecting Yes. If you have VM for another project that is currently active, this logs you out of your other session. If you have a program running in your Workspace using another VM, this will stop the program. You can only run multiple VMs if you have requested and are using offline local disk space.

Activate this VM warning about logging out of existing sessions

You can track the VM activation progress by either selecting Track from the pop up notification or the i icon on the left navigator.

Notification: track activate VM progress

When the VM activation completes, a message confirms that the action was successful. If the action fails, repeat the above steps to activate.

Notification: Activate VM succeeded

If you navigated to the Action Log page, select the laptop icon in the left navigator to return to the My Virtual Machines page.

Step 2 Start the VM

From the My Virtual Machines page, click on the VM name that is connected to the project you want to work on to view specific settings for this virtual machine. For information about other functions you can do within this tile, see Functions in My Virtual Machines.

My virtual machines view showing VM name

The workflow diagram at the top of the page shows you have activated the virtual machine (step 1). You now need to start this machine (step 2).

Steps to launch this VM view

In the Power State box, select Start VM, and confirm.

VM Power State box 'Start VM' button and confirmation

You can track the Start VM progress in the Action Log by either selecting track, from the pop up notification or the i icon in the left navigator.

Notification: Start VM in progress

Step 3 Launch the desktop

Starting the VM takes several minutes. If you try to access your workspace too early you will not see your virtual machine in the DataLab Workspace. When it has completed, the status changes from In progress to Succeeded. If the action fails, repeat the steps to Start the VM.

Action Log view

When the status has changed to Succeeded, navigate to the specific VM page described in Start the VM.

You are now at step 3 of the VM workflow diagram. Launch the desktop using the link Go to the DataLab Workspace. This opens the Citrix Workspace application.

Steps to launch this VM workflow diagram. Step 3 launch desktop button

Log into Citrix DataLab Workspace

When you click on Go to the DataLab Workspace, the application Citrix Workspace opens. The first time Citrix opens, click Detect Workspace in the pop up message.

Welcome to Citrix Workspace message

If you receive an error instead of launching the Citrix Workspace application, you need to download the Citrix receiver application to your device. The latest version of Citrix Workspace is available at https://www.citrix.com/en-au/downloads/workspace-app/windows/.

Warning dialog, Windows can't open this file

Select Open Citrix Workspace Launcher.

Browser alert to open Citrix Workspace Launcher

For first time users, Citrix provides a tour of the system and its features. If you do not want to take the tour, select maybe later.

Citrix Workspace virtual tour welcome screen

If you want to take the tour later, you can access this feature by clicking on the arrow button at the bottom right corner of the screen.

Citrix Workspace take the tour at any time button

The Citrix dashboard shows your applications and your recently used desktops. If you do not see any desktops under Recent select the Desktops option in the left navigator. Desktop is the Citrix term for virtual machine.

Citrix Workspace dashboard

From the All Desktops view, click the virtual machine/Desktop (this is your project number) to open your project in the DataLab environment.

Citrix Workspace All Desktops view

This may prompt a script asking if you want to Open or Save the application. Choose Open.

Open or save popup dialogue box

It may take a few minutes for Citrix to connect to your DataLab desktop. When completed, your DataLab workspace launches.

DataLab desktop connecting screen
Welcome to DataLab screen

Log in using the same credentials you used to log into the DataLab Portal. Once logged in, the system may take a few minutes to load as it prepares Windows.

DataLab VM Windows log in screen

As part of the conditions of use, all activity within the workspace is recorded for auditing and reporting purposes.

Notification activity in DataLab VM is recorded

Your DataLab workspace looks like this. See Using your workspace.

DataLab workspace desktop

First time use/new phone steps

New DataLab uses two factor authentication to provide a secure log in environment. You need to download the Microsoft Authenticator application to your smart phone to use the DataLab.

Open https://new.datalab.abs.gov.au (the temporary url while projects are migrating) and click Sign in.

The first time you log in, enter the user name and password provided to you by us. If you are using a new phone, continue to use your existing credentials. All DataLab accounts use the @mydata.abs.gov.au domain format.

DataLab sign in username
DataLab sign in password

In Additional security verification, choose Mobile app from the drop-down menu, and Receive notifications for verification. Click the Set up button.

DataLab additional security verification

A pop-up appears with 3 steps on how to link your new DataLab account to the Microsoft Authenticator app.

DataLab configure mobile app 2 factor authentication QR code

Step 1. Download the Microsoft Authenticator application to your smart phone from the App Store (for iOS) or Google Play (for Android).

Microsoft Authenticator app on both Apple App and Google Play Stores for mobile devices

Step 2. Open the app and create a Work or school account.

Microsoft Authenticator Add account screen

Step 3. Select Scan the QR code.

Microsoft Authenticator app scan QR code option

The QR code appears on your screen, scan this with your phone.

Microsoft Authenticator app scan QR code on phone screen

Click Next in your browser, which returns you to the Additional security verification screen. Select Next again.

Configure mobile app, Next
Additional security verification notifications options

The Additional Security Verification sends a notification to your phone.

Additional security verification step 2 screen

From your phone, review the request, Approve sign-in? Choose Approve.

Approve sign-in screen with Approve or Deny

The web page is refreshed. Click Done, then Next to change your password.

Additional security verification communicating with mobile app device

Set up a new password for your account. Your password cannot contain your user ID. It must be a minimum of 8 characters and contain at least three of the following:

  • upper-case letters A – Z
  • lower-case letters a - z
  • numbers 
  • special characters @ # $ % ^ & * - _ ! + = [ ] { } | \ : ' , . ? / ` ~ " ( ) ;
Update password screen

After changing your password, you will be prompted to provide more information. Click "Next".

More information required, Next screen

To make sure you can reset your password in the future, you also need to set up an authentication phone and/or email.

  • You need to set up at least one in order to proceed.
  • Click Set it up now beside your chosen option.
Don't lose access to your account screen

Authentication by phone

The system verifies your phone by the option you select.

Select country and phone number

Select the country or region you are registering in from the drop down menu, then enter your mobile number.

Enter your authentication phone number

Once your phone number is entered, choose between receiving a text or a call to activate the verify button. The text option sends a verification code to your phone. Enter the code then select verify. The call option sends you an automated phone call that will ask you to press the # key to verify.

Verify your authentication phone number

Authentication by email

Enter an email address to activate the email me button.

Enter your authentication email address

A verification code is emailed to you. Enter the verification code and select verify. Once you have set up your details, select Finish to return to DataLab sign in.

Verify your authentication email address
Authentication phone number and email address confirmation screen

Reset your password

If you forget your password select the Forgot my password link.

Enter password screen showing forgot my password link

Your user ID is populated for you. Enter the characters in the picture, or words in the audio. Click Next.

Enter the characters shown or click the audio link

The next screen takes you to Step One of verifying your account. Choose from the options in the left-hand column (options available depend on what you chose during your original account set up process).

Enter your authentication phone number to get back into your account

Verify your account information via email, text, or call (whichever you chose), and follow the prompts to reset your password. The screen below displays when your password has been reset. Click the link to sign in with your new password.

Your password has been reset confirmation screen