Editing Talk:Functional Document (section)

== 3. DIPS Overview ==

=== 3.1 Types of User Roles ===
Below are the different roles that can be assigned to a DIPS user. 

* TSO 
* DIPS Contact Person 
* Data Owner

=== 3.2 Lifecycle of Directories ===
The basic idea of DIPS is to manage all operations on directories and their permissions via a self-service portal that requires manual steps only from those ordering actions and, if necessary, approvers. All technical steps to carry out operations in the file system, Active Directory or other systems are carried out automatically and are therefore highly quality assured and reliable. DIPS provides you with information about the status of order processing at any time. 

* '''Create a new directory:''' When ordering, the necessary information about data ownership, authorizations, retention periods, and archiving is provided so that the automatic creation can take place. You will then see the new directory as a completed order in DIPS and as a directory in the desired location in Windows Explorer 

* '''Granting permissions:''' a previously unauthorized person can request permission to read or write directories. Alternatively, a data owner can proactively set up permissions for others. Only read permission can be granted for directories that contain other DIPS-managed directories. Write permissions are only granted to directories at the lowest level managed by DIPS. These inherit their permissions to their content. Your substructure and files are managed by those authorized to write them themselves via Windows Explorer. 

* '''Changing directory properties and transferring ownership of the directory:''' these processes allow changing the characteristics specified when creating a new directory or passing on data ownership. An important basic principle in DIPS is that there can be no orphan data areas. Each directory has a primary data owner. 

* '''Create subdirectories:''' the structure can be expanded by ordering subdirectories. Each subdirectory, which is also managed by DIPS, can receive its own permissions or simply adopt the permissions of a parent directory. Below the directory levels managed by DIPS, those authorized to write can create their own structures quickly and easily using Windows Explorer, as usual. 

* '''Delete directory:''' if a directory is no longer needed, data owners can of course delete it again. It will be removed from the file system. Directories that are automatically archived can only be deleted when there are no more files in the associated archive. 

=== 3.3 Directory types ===
DIPS differentiates 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 possibly normal subdirectories that can be created, edited and deleted by users using Windows Explorer without DIPS. Users can be given read or write permission. Authorizations are maintained exclusively via DIPS. The same access rights and retention periods apply to all files and subdirectories contained therein as to the parent data directory. Below DIPS data directories, there are only normal directories. 

Navigation directories can be defined at level 1 or level 2; data directories at level 2 or level 3. Level 3 directories are always data directories. Optionally, a level 2 directory can also be defined as a data directory. The directory depth managed by DIPS then ends there; below there are only normal directories. 

Normal directories do not carry their own permissions. They can only be below DIPS data directories. They are created, renamed, or deleted using the normal means of Windows Explorer. 

=== 3.4 Online Help ===
DIPS offers you online help. On each order form you can use the “?” symbol at the top right of the form to call up the exact description of the current order form in a context-sensitive manner:

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=== 3.5 Select IT service to order   ===
A DIPS user can select anyone in the service category to see a list of the IT services that can be ordered using this software - 

* Tasks for all MBVD people  
* Tasks for data owners  
* Tasks for DIPS contact persons  

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=== 3.6 View your order history ===
You can click on the “My Action History” link in the left navigation area. 

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Here you can access your order history via the link “Overview of the orders you have placed”. Here you can view your completed and ongoing orders. 

If the order is still in progress, the status “In Progress” is displayed. Completed orders are marked with the status “Completed”, then the IT service is fully set up. If an order is not approved, the status “Rejected or Canceled” appears. 

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By clicking on the (i) symbol in the information column of the respective order, you open a window with detailed information about your order and the status.

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You can see the status in the “History” tab.

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If orders are still in progress, you can see in the “Next decisions” tab who has currently been asked to approve your order.

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Close the info window by clicking on the “Close” button.

=== 3.7 Email notifications ===
DIPS sends individual emails in the following cases: 

If approval is required, an email will be sent to all approvers of an order notifying them. 

After an order has been completed, an email is sent to the recipient and the customer informing them whether the order was successful or rejected.