Show Advanced KnowledgeHide Advanced Knowledge

Study Programme: Automatically add users by role, membership or organizational unit

1 Initial Problem

ILIAS study programmes can already be assigned to role members, group members and course members by using the “Search Users” option within the members tab. This option is very helpful as universities or companies have to deal with bulk bookings in their everyday business. The recurring challenge is to assign new role members, group members or course members to the study programme. Therefore, it is necessary that administrators repeat the “Search users”-procedure at regular intervals.

2 Conceptual Summary

It should be possible to add and activate an automatism in order to replace this recurring, manual procedure and to make the use of the study programme more workable.
The members tab of the ILIAS study programme should be divided into subtabs.

• The subtab “Edit participants” should present the previous functionalities of assigning members manually/individually.
• The subtab “Manage Memberships” should offer the possibility to activate automatisms.

4 Options for automatisms:

• Options to add members “by role”, “by group” or “by course”: The user has to type in the Course, Role or Group Name (same procedure as if “Search Users” is used to add members to courses). Afterwards proposals are shown and the user selects an option.
• Option to add members “by organizational unit”: The tree with organizational units should be shown and the user has to select a unit.

As soon as the user has made his choices, the new automatism will be added to the "Manage members" subtab.
The initial status of a new automatism will be "disabled". It can be activated by choosing the option "enable" within the "actions" menu.

As soon as the user enables an automatism, the associated users will be added as members to the study programme. As of that point of time the automatism will start – if new users are added  to a role, course etc. they will automatically get member of the study programme.

General remarks:

• Even if a user fulfills several conditions of an automatism (e.g. he has two global roles and both apply for the automatism) he will only be added once.
• Users who have been added by an automatism will get a corresponding entry in the column “added by” in the member tab.
• Whether the membership of automatically added users will be deleted or not as soon as they do no longer fulfill the criteria that once led to their membership depends on their status:
  • Accredited or completed memberships will not be deleted as it is necessary to provide evidence of obtained qualifications.
  • Only memberships with the status "in progress" will be deleted.

3 User Interface Modifications

3.1 List of Affected Views

• Members tab

3.2 User Interface Details

The members tab of the ILIAS study programme should be divided into subtabs.

• The subtab “Edit participants” should present the previous functionalities of assigning members manually/individually.
• The subtab “Manage Memberships” should offer the possibility to add or enable/disable automatisms.

3.3 New User Interface Concepts

{If the proposal introduces any completely new user interface elements, you might consult UI Kitchen Sink in order to find the necessary information to propose new UI-Concepts. Note that any maintainer might gladly assist you with this.}

4 Technical Information

The feature is implemented as described.

5 Contact

• Author of the Request: Wessels, Karin [karin.wessels]
• Maintainer: Klees, Richard [rklees]
• Implementation of the feature is done by: CaT ILIAS Team

6 Funding

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

• …

7 Discussion

Kunkel, Matthias [mkunkel], 17 APR 2019 : I am missing the screenshot above (3.2) that shows what you get when clicking on "Manage Memberships". Is it a list of "automatisms" that are currently activated / exectuted? And I guess on this screen there is a toolbar with a button "Add Automatism" that leads me to the first of the three screenshots above, right? Would be very helpful to discuss this request if this screenshot is offered, too. And maybe "Manage Memberships" is not the right label for this subtab but more something like "Automatic Assignment" (this would be easier to decide when the screenshot would be available).

Wessels, Karin [karin.wessels], 23 APR 2019: You are completely right, Matthias. the screenshot you are asking for was missing. I just added it to the request today.
Your suggestions are correct. The "Manage Membership" subtab will present a table, where all automatisms that have been chosen are shown. Besides there will be a button "Add automatism" above the table which will lead to the different screens where the user chooses the "type" of automatism he wants to add and specifies his choice. I made few changes in the texts above also, so I hope it becomes much clearer now.

JourFixe, ILIAS [jourfixe], 24 APR 2019 : We highly appreciate this suggestion and schedule the feature for 6.0. We prefer the label "Membership Automation" for the subtab to avoid misunderstandings.

8 Implementation

The implementation is as described.

Test Cases

Test cases completed at 2019-11-29 by Klees, Richard [rklees]

• C32009 : Automatismus für Rolle hinzufügen
• C32010 : Automatismus für Kurs hinzufügen
• C32011 : Automatismus für Gruppe hinzufügen
• C32012 : Automatismus für Organisationseinheit hinzufügen
• C32013 : Automatismus entfernen
• C32017 : mehrere Einträge löschen
• C32015 : Automatismus ausführen
• C32016 : Automatismus deaktivieren
• C32018 : Bestandenes Mitglied entfernen
• C32019 : Mitglied in Bearbeitung entfernen

Approval

Approved at 19.11.2019 by Vejda, Stefan [stv].