Centralized Definition of Venues

1 Initial Problem

ILIAS is often used for the management of live events, and some of its features support this purpose very well.
An aspect that is not that well-supported are venues, i.e., locations where live events take place.
You may state such information in the "Course Info" screen of courses but you have do to that anew for every course.
You may select such information from custom metadata fields but the fields are independent from each other, so selecting a hotel name doesn't take along the hotel's address, responsible person a.s.o.

So, in order to enhance ILIAS regarding the management of live events, it would be of great use to have an option to create and edit venues and easily assign them to courses.

2 Conceptual Summary

Objectives:

• Providing a centralized administration for venues, incl. addresses, geodata, responsible persons etc.It should also be possible to define a repository scope for venues.
• Well-usable selection from those venues within course settings:
  As soon as a venue is selected, all related information has to come along.
• Notification on new course/group members for a defined e-mail address (of the venue's responsible person):
  As soon as a venue has been assigned, this e-mail address is supposed to be notified on new course members. This notification should send all personal data that is also accessible for the course administrator, including course-specific user data.
  ILIAS should dispatch one mail per member, so hotel staff can process the cases on by one.

3 User Interface Modifications

3.1 List of Affected Views

Existing screens:

• crs/settings/crs_info_settings
• crs/info_short/
• grp/settings/grp_info_settings
• grp/info_short/

• New dialogue "Venues" in the "Administration" menu (section "General"), with tabs "Venues" and "Permissions"
• "Create/Edit Venue" screen
• "Set Venue Scope" screen

• Notification of the venue's responsible person on new course members

3.2 User Interface Details

Existing screens:

• crs/settings/crs_info_settings and grp/settings/grp_info_settings:
  • "Venue" section displaying selected venue
  • "Select Venue" button -> Text field for search term (browsing all venue data fields)
  • Presentation of search results with radio buttons and "Select Venue" button
• crs/info_short/ and grp/info_short/: "Venue" section displaying venue data

• Tab "Venues" in "Venues" dialogue of the "Administration" menu:
  • Table of created venues with columns for all venue data fields (except geolocation/map) and an "Actions" column with menu offering "Edit" and "Set Scope" options
  • Checkboxes per trable row and menues above/below the table with options "Delete" and "Set Scope"
  • Button "Create Venue" above the table, opening the "Create/Edit Venue" screen
• "Create/Edit Venue" screen
  • Fields (asterisk marks mandatory fields):
    • Title*
    • Postal Address (Street, ZIP Code, City/State, Country as dropdown menu)*
    • Geolocation/Map (in case maps are activated)
    • Name of Responsible Person (Prename, Surname, Title, Salutation)*
    • E-Mail Address*
  • "Save" and "Abort" buttons
• "Set Venue Scope" screen: Repository tree offering all categories clickably

• Notification of the venue's responsible person on new course members:
  • Salutation and name
  • Sentence announcing the new membership, including placeholders for user's prename and surname and the title of the course
  • List of the user's other personal data that is accessible for the course administrator, including course-specific user data.

3.3 New User Interface Concepts

(none)

4 Technical Information

{The maintainer has to provide necessary technical information, e.g. dependencies on other ILIAS components, necessary modifications in general services/architecture, potential security or performance issues.}

5 Contact

• Author of the Request: Bromberger, Norbert [bromberger]
• Maintainer: {Please add your name before applying for an initial workshop or a Jour Fixe meeting.}
• Implementation of the feature is done by: {The maintainer must add the name of the implementing developer.}

6 Funding

If you are interest in funding this feature, please add your name and institution to this list.

• …

7 Discussion

Klees, Richard [rklees] 2020-09-17 - We (CaT Concepts and Training GmbH) have a plugin available that implements the basic requirements requested here. If anyone is interested, I would be happy to show the plugin and share insights. We would also be willing to donate our code to the community for free and integrate it into the ILIAS-repository. I'm not sure how a path to this integration could look like, though. Maybe someone could step up and be the manager of this (fairly small) project to be.

8 Implementation

{The maintainer has to give a description of the final implementation and add screenshots if possible.}

Test Cases

Test cases completed at {date} by {user}

• {Test case number linked to Testrail} : {test case title}

Approval

Approved at {date} by {user}.