Editing Talk:Functional Document (section)

== 6. Tasks for DIPS Contact Person ==
If you are assigned to the “DIPS Contact” role in DIPS, you will find a category of IT services “DIPS Contact Tasks”:

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Additional functions and reports are available there, which are described in the following chapters.

=== 6.1 Report - Overview of subdirectories and owners ===
Select a directory in the order form. The report then shows this directory and all subdirectories of it, regardless of who owns the data:

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You have two options to receive the report, by email or directly online.

If you select “View online,” a new window will open with a preview of the report. Select the format you want to download here, we recommend “Acrobat PDF File”:

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The report lists all subdirectories of the selected directory, each with information about the special status, retention period, and data owner.

=== 6.2 Report - Overview of all authorized directory users ===
In the order form, select the parent directory

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The report includes the selected directory and all subdirectories of it. Because this report is relatively extensive and therefore takes a little longer to generate, you only have the option of having the report sent to you as a PDF by email. Your email address defined in Who's Who will be used.

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The report is structured in the same way as the well-known “Overview of Directory Authorizations” report. Only it is not limited to one data owner, but shows all directories below the selected directory, regardless of who is the data owner. Here is an example from the test system:

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=== 6.3 Remove employees as DIPS participants ===
You can use the “Let employees leave” function to deactivate an employee in DIPS. In the “Let employees leave” input form, you first select the person or account to be deactivated and provide a reason.

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Then place the order in your shopping cart as usual using the OK button and send the order from there as usual. 

The following actions are triggered in detail: 

The person will have all permissions defined via DIPS revoked. Affected data owners will be informed by email. 

If the person is the data owner of a group directory, the directory is transferred to the data owner of the parent directory. The new data owner will be informed of this via email. 

If the person is defined as the data owner of a project directory or confidential directory, the directory is transferred to the head of the organizational unit. The new data owner and the DIPS contact persons will be informed by email. 

If the person is registered as a representative of another person, the representation will be terminated. The people represented will be informed by E-Mail. 

If the person has been assigned certain roles in DIPS, these role assignments will be removed. The DIPS contact persons will be informed about this by email. 

'''''Note:''''' The identical functionality is triggered automatically when a person leaves and DIPS receives this information via the daily, automatic comparison with the Active Directory. Normally the function does not have to be carried out manually. 

=== 6.4 Make an account available ===
All MBVD employees are already actively registered in DIPS. These are assigned to the higher-level organizational unit (OU) = E080 in the Active Directory. It is also possible to make people from other organizational units, e.g. Head Office (OU) = ESTR available in DIPS, so that they can also log in to DIPS and be given rights. 

The “Make account available in DIPS” function is used for this purpose. You edit the corresponding form.

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Here you use “Select” and select the person who should be activated in DIPS. Limit the list of results using the “Search” field. The selection is made by clicking on the name.

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Enter a reason and submit your order.

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=== 6.5 Create or delete delegated persons for an area ===
'''Background information:''' The group drives managed by DIPS are individual “shares”. There is a “share” or drive for each organizational unit, e.g. “Württemberg”, “Nord”, “Bavaria”, etc. In order for an employee to be granted rights to a share, he or she must be “seconded” to the share. A so-called “home share” is defined for each employee based on their membership of a specific work code (WKZ). He is automatically “seconded” there. In addition, it is possible to “assign” users to any other shares so that they can also be granted rights there. Typical examples are employees from the MBVD headquarters who also need access to shares in retail.

Using the “Create or delete delegations of MBVD people for an area” function, DIPS contacts can check who is delegated to your share and assign additional people there or remove those who have already been delegated.

Ordering process: You edit the form “Create or delete delegations of MBVD people for an area”:

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'''Organizational unit:''' Here you first select for which organizational unit, i.e. for which share, you would like to view the delegations and adjust them if necessary. When you click on “Select” you will receive a list of all shares for which you are registered as a DIPS contact:

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By clicking on the name, you select the desired share and DIPS creates a view of all existing delegations in the selected share:

Add delegation: to delegate a new person, click “Select” in the table header:

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You can now select the person you would like to delegate to the selection window. All people available in DIPS are offered for selection*). Use the search field to find the person:

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Tip: If you cannot find the person you are looking for, try to see if they need to be made available for DIPS first.

You select the person by clicking on the name. You can repeat the process and assign several people in one operation. The people to be reassigned are identified by a green (+) symbol in the form.

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Enter another reason. Then you can send the orders.

Delete delegation: To remove a delegation, simply mark the leading checkbox in the corresponding line.

When you submit the form, individual orders will be placed in your shopping cart for each new and removed delegation. You send these from the shopping cart as usual.

=== 6.6 Member maintenance DIPS-AP ===
With a "DIPS-AP member maintenance" request, a user can add or remove users from the list of DIPS contact persons. In addition, a user with the maintenance role can add new members to the "DIPS member maintenance" role and remove existing members.

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First, the user can select the department for which he is authorized.

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Once the department, request type and options such as "List" and "Maintenance role" have been selected, the system displays the existing DIPS contacts in a table. If the user is authorized, they can remove existing contacts or add new ones using the "Add" option.

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Finally, place the order in your shopping cart as usual by clicking the OK button and send the order from there.