Study Programme: Automatically Add Users from Organizational Unit Subtree

1 Initial Problem

When organisations offer compliance trainings, entire departments are usually meant to complete a study programme.
For this purpose, it is already possible to manually add all users assigned to an organisational unit as members of a study programme.

However, especially in large organisations, the organisational structure is very complex, so one or more sub-units exist below an organisational unit.

By now (v7.x), automatisms to add members of a study programme can only search in exactly one level of organizational units (i.e., the selected one).
In case you want to auto-add members from an entire tree (below a specific node, or below it and including it), you need more than one automatism.

2 Conceptual Summary

An additional option is provided to include sub-units in the search an automatism carries out.
Users will be subject to the automatism when they are assigned to the selected unit and/or to a unit in its entire subtree.

3 User Interface Modifications

3.1 List of Affected Views

• Study Programme > Members > Membership Automation

3.2 User Interface Details

• In the "Assignments" tab ("Automatic Assignment" view), the table of automatisms also has a column "Includes Sub-units?".
  In this column, "Yes" appears if an automation includes underlying nodes of the selected organisational unit.

• When a source is added using the option "Select Organisational Units", an additional checkbox "Include Sub-units" appears below the buttons "Select" and "Reset".

• The checkbox can be selected before or after the selection of an organisational unit (in the case of "before", the setting is retained throughout the selection process).
• When an existing source is opened via "Actions > Edit", an additional checkbox appears below "Select" and "Reset", again the checkbox "Include Sub-units", with the previously selected specification.

3.3 New User Interface Concepts

[none]

3.4 Accessibility Implications

[none]

4 Technical Information

[none]

5 Privacy

The assignments of users to org-units will be processed to derive assignments for the study programme.

6 Security

[none]

7 Contact

• Author of the Request: Suittenpointner, Florian [suittenpointner]
• Maintainer: Klees, Richard [rklees]
• Implementation of the feature is done by: Klees, Richard [rklees]

8 Funding

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

• CaT Concepts and Training GmbH

9 Discussion

JourFixe, ILIAS [jourfixe], 02 OCT 2023: We highly appreciate this suggestion and schedule the feature for ILIAS 9.

JourFixe, ILIAS [jourfixe], 08 JUL 2024: Suggested is still highly appreciated. Feature is now scheduled for ILIAS 10.

10 Implementation

This feature has been implemented as described.

Test Cases

Test cases completed at 2023-10-25 by Suittenpointner, Florian [suittenpointner]

• C63597: Automatismus für Organisationseinheit mit Unterbaum hinzufügen
• C63598: Automatismus für Organisationseinheit mit Unterbaum ausführen (solange Zuweisung "In Bearbeitung")
• C63599: Automatismus für Organisationseinheit mit Unterbaum ausführen (wenn Zuweisung "Abgeschlossen" oder "Akkreditiert")

Approval

Approved at 2024-08-23 by Klees, Richard [rklees].