Editing Talk:Functional Document (section)

=== 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”.