Information about reason for cancellation of consultation hour

1 Initial Problem

When a consultation hour is cancelled by either the owner or the booker, there is no way to share information with the other person, e.g. the reason for cancellation or an alternative date.

However owners, do not always know the mail-address or the username of the booker in order to write a message after the cancellation. A lot of of steps are required to provide this kind of information. 

2 Conceptual Summary

We suggest to add a text field to the cancellation confirmation. The comment will be included in the mail-notification, which is sent by ILIAS after cancelling a booking.

Three different parties may cancel a booking: Owner, manager and booker.  

• The owner should receive a cancellation mail with the cancellation comment included

• An identical mail should be sent to the manager of the cosultation hours if there is one. 

• Users should receive a cancellation mail with the cancellation comment included

The Cancel and Delete Action are to be merged into one single delete action. 

The cancelation can be triggered from three different screens:

• Owner and manager can cancel via an action in the table "Booked Appointments" 
• Booker can cancel in the appointment modal in Calendar > Agenda 
• Booker can cancel via the portfolio WHAT SPECIFICALLY 

3 User Interface Modifications

3.1 List of Affected Views

• Cancellation Confirmation after "Cancel Consultation Hour" Action in table "Calendar" > "Consultation Hours " > "Booking" > Table "Booked Appointments" 
• Cancellation Confirmation cancel in the appointment modal in "Calendar" > "Agenda" > Appointment > "Cancel Consultation Hour" Button  
• Cancellation Confirmation for the booker of the consultation hour via the portfolio (similar to the first affected view) WHAT SPECIFICALLY 

3.2 User Interface Details

 "Cancel Consultation Hour" Action in table "Calendar" > "Consultation Hours " > "Booking" > Table "Booked Appointments" 

The Table is moved to KS Data Table. The KS Data Table comes with an integrated deletion-confirmation modal. This modal is planned to be extened by a text field for adding a remark, which is to be included into the mail. 

3.3 New User Interface Concepts

There are no new UI-elements needed.

3.4 Accessibility Implications

There are no foresseable accessibility issues.

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 Privacy

The personal data of the owner or booker are stored along with the comment to ensure the comment is tied to the sender. 

6 Security

There are no forseeable security issues.

7 Contact

• Author of the Request: Lowe, Simon [simon.lowe]
• Maintainer: Meyer, Stefan [smeyer]
• Implementation of the feature is done by: {The maintainer must add the name of the implementing developer.}

8 Funding

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

• ILIAS.nrw

9 Discussion

Lowe, Simon [simon.lowe] 12 JUNE 2023: Because of this (for me) new information about the interruptive modal in the future, this FR has to be discussed in the UI-clinic before bringing it to the JF. For the two other questions I will add the information on this page; 1 & 2: The comment optional can be filled in, when confirming the cancellation of the consultation hour.

Lowe, Simon [simon.lowe] 03 JULY 2023: 

Falkenstein, Rob [rob] 16 NOV 2023: This is closely related to: https://docu.ilias.de/goto_docu_wiki_wpage_7997_1357.html . It would be good to make a decision if mails should generally be sendable via the consultation hour or if only the individual mail for cancellation should be sent. I personally prefer this feature here and maybe add the other feature in another step.

10 Implementation

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

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