Editing Talk:Functional Document (section)

== 5. Tasks for Data Owners ==

=== 5.1 Create a New Directory ===
Here you can create a new directory.

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The following fields must be filled out:

'''New Owner:''' Select who will be the data owner of the new directory. By default, it is you. You can select someone else if you are their representative. Then it becomes the data owner of the new directory to be created. To do this, click on “Change”. A new window will then open in which you can select the new owner (also known as “recipient”). To select, click on the person's name here. You can search and scroll in the window to make it easier to find the person you are looking for. If you cannot find the person you are looking for, you may not be authorized to place orders for that person in DIPS. In this case, contact this person to define you as a representative in DIPS.

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'''Parent directory:''' You must select a 1st or 2nd level directory in which the new directory is to be created, the so-called parent directory.

You can also specify the root directory as the parent directory if you want to request a 1st level directory. However, for a level 1 directory, you cannot specify any directory name but rather choose one of the standard names from a selection list.

Click a (+) symbol to expand a directory subtree.

Select the desired parent directory by clicking on the name.

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After the parent directory has been selected, this is entered into the “Create new directory” form. Now add the name of the desired new directory to the appropriate fields.

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If you have selected level 1 as the parent directory, you can enter level 2 and level 3, level 2 will then be created automatically.

'''4-eye approval:''' Choose which status the directory should receive. For “Normal” the approval of the data owner of the parent directory is sufficient; in other cases, a second approval from a corresponding representative is required (four-eye principle: works council, management or human resources). The field is also referred to as “special status” in some views. Note: Please be sure to consult your DIPS contact person before selecting an option other than “Normal”.

'''Retention Period:''' Select the retention period for the directory. The information is relevant for retention policy. The default is 6 years. Note: If a longer retention period already been defined for the parent directory, you can no longer select a lower value here.

DIPS directory type: DIPS distinguishes between “navigation directories” and “data directories”:

* A navigation directory does not contain any files itself, only other subdirectories. Only read permission can be assigned here, which allows this directory to be opened to see the next level. The maintenance of authorizations and subdirectories is carried out exclusively via DIPS.

* A data directory contains files and subdirectories that can be created, edited, and deleted by users using Windows Explorer without DIPS. Users can be given read or write permission. The same access rights and retention periods apply to all files and subdirectories contained therein as to the requested data directory.

Select the DIPS directory type here. Note: Navigation directories can be defined at level 1 or level 2, level 3 directories are always data directories. Optionally, a directory on level 1 or level 2 can also be defined as a data directory. The directory depth managed by DIPS then ends there.


'''Accept authorization:''' If you leave the checkbox active, those authorized to the selected parent directory will also receive the corresponding authorization for the new directory to be created. If you do not want this, deactivate the checkbox. Note: By clicking on the info symbol (i) you can check which permissions would be adopted.

Tip: If you are not sure, it is better to unmark the “Apply permissions” checkbox and then assign the rights in a controlled manner. This way you avoid granting too many permissions to your new directory.

'''Description:''' Please provide a brief description of the requested directory. This is used for documentation.

Once all fields have been filled out, you can add your order to your shopping cart by clicking the “OK” button.

If the “Apply permissions” checkbox is clicked, an intermediate page appears showing the permissions to be adopted.

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You then have the option to confirm this (“OK”) or return to the order form (“Cancel”).

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The aim of these user guides is to avoid many authorizations being accidentally applied.

With “OK” you will automatically be added to your shopping cart:

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You can send the order now or order for additional IT services and add them to your shopping cart. Once you have created all the orders, place the actual order using the “Check and submit shopping cart” button. The order will be placed after you have confirmed the further request with “Yes”.

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You will then receive confirmation on the screen.

If you would like to view the status of your order, you can do this at any time via the “order history”.

=== 5.2 Add/Delete Permissions ===
You edit the Add/Delete Permissions order form. You can use this to maintain all authorized persons in a directory in total: 

* Add several more authorized persons 
* Delete (revoke) permissions 
* Convert read to change permission (for data directories) 

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After you have selected a directory as usual, you will receive the list of all currently authorized users (if necessary, spread over several screen pages with a scrolling function). 

* Add additional authorized persons by selecting additional people via “Add authorized persons >> Select”. 
* For each authorized person, select whether you want to assign “None”, “Read” or “Change” (“Change” stands for change authorization, also known as write authorization; can only be selected for data directories). 
* To revoke permissions, select “None” for one of the users shown. 
* You can use the leading checkboxes to select several authorized persons and assign them the rights specified in the upper selection box in one operation. 
* You can use the “All” checkbox to select all authorized persons on the page with one click. 


Any changes you have made will be indicated on the form by a writing symbol in front of the name:

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Once you have defined all the changes, enter a reason and send your order with the OK button. Several individual orders will then be created, the progress of which you can follow as usual via the order history.

'''''Note:''''' You can convert a read authorization (selection = “Read” into a write authorization (selection = “Change”). This does not work the other way around. To do this, you must first revoke an existing write authorization (selection = “none”) and submit this order. After The order has been implemented, you can restart and now assign “Read”.

=== 5.3 Overview of Authorized Directories ===
You edit the order form “Overview of those authorized to register”. Use this to create a report on everyone who has access to one or all of your DIPS directories.

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'''Recipient:''' Here you select which data owner the report should be created for. The field is pre-filled with you as the currently logged in user. You can select one of those for whom you are registered as a deputy.

'''Directory:''' Here you select which directory the report should be created for. Note: If you leave the default blank, the report will contain all directories of the selected data owner.

If you click the “Online anzeigen” button, the report will be created and displayed directly as a PDF file or offered for download. In this special case, an order via the shopping cart is not intended.

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The report shows all directories of the data owner with some information and in detail who has access to the respective directory. It starts with the root directory and then lists all directories of the selected data owner. The variant restricted to a directory shows the same information, but only for the selected directory.  

You can save and print the report using the standard functions of your PDF reader.

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=== 5.4 Change Directory Properties ===
You edit the “Change Directory Property” order form. Allows you to change the special status, retention period, and description of a directory you are responsible for.

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'''Directory:''' Here you select the directory whose property you want to change. Only directories are offered for selection in which you are the data owner, or a person you represent is registered as the data owner.

'''Special status:''' Here you can change the special status of the selected directory. A special status “works council”, “management” or “human resources” determines a “four-eye approval” for further actions on the affected directory, such as “apply for authorization” and “create a new directory” (below). Note: Please be sure to consult your DIPS contact person before selecting an option other than “Normal”.

'''Retention period:''' Here you can change the retention period of the selected directory. Note: If the retention period of an existing directory is to be extended to more than 10 years, a second approval request is made to the overall retention contact person (DIPS role MBVD-IO: Mr. Christian Menzel, ITP/EG) before this is implemented.

'''Description:''' A description of the directory can be stored here. This is particularly recommended for abbreviations in directory names.

'''Reason:''' Explain why you want to change the special status and/or the retention period and/or the description.

Send your order to the shopping cart with “OK”.

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With “Check and submit shopping cart” the order “Change directory property” is sent (after confirmation).

=== 5.5 Transfer Directory ===
You edit the “Transfer Directory” order form. This is to request a change of data owner for one of your DIPS directories.

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Directory: Select the directory whose data owner you want to change.

New owner: Select the person who should become the new data owner.

'''Remove old data owner:''' If you leave the checkbox selected, the read and - if level 3 - write rights of the old data owner will be removed. This is the recommended variant. Otherwise, the directory also receives the newly chosen data owner, but the rights of the old data owner remain.

Reason: Enter a (short) reason for documentation.

With “OK” you place the order in your shopping cart.

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With “Check shopping cart and send” the order “Transfer directory” is sent (after further confirmation).

=== 5.6 Rename/Move Directory ===
You edit the “Rename/Move Directory” order form. Here you can give one of your directories a new name, move it to a different parent directory, or do both in one go.

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Action to perform: Select one of the three options provided:

* Rename
* Move
* Move and Rename

Depending on which option you select, the input form will be adapted so that you can enter the required parameters (see below). 

'''Existing directory:''' Here you select the directory that you want to rename or move. Only directories are offered for selection in which you are the data owner or a person you represent is registered as the data owner.

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If you selected the “Move” option, you can select a different navigation directory under “New parent directory” under which the previously selected directory will be moved. Note: You can only move a directory at the same level.

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If you select the “Move and rename” option, you will find both input fields: “New parent directory” and “New directory name”.

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Enter a reason and send your order via the shopping cart as usual. 

The order will probably take a little longer to complete than other orders. This depends on the amount of data in your directory. 

=== 5.7 Delete Directory ===
You are editing the "Delete directory" order form. You can have an existing directory deleted here.

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'''Directory:''' Here you select the directory to be deleted. To do this, click on the text “Select”. Then a directory selection window opens. Select by clicking on the relevant directory:

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* Only directories for which you are registered as the data owner or his representative are displayed. 

If there are other directories of other data owners below a directory, you cannot delete the directory. The affected sub-directories must first be deleted in a separate step. If all subdirectories are associated with the same data owner, you can request deletion of the entire subtree at once.

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Enter a (short) reason why the directory and all files and subdirectories it contains should be deleted.

Confirm with “OK” and the order will be placed in your shopping cart.

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With “Check shopping cart and submit” the “Delete directory” order is sent (after confirmation).