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New Default of User Standard Fields in User Management
Page Overview
[Hide]1 Initial Problem
When ILIAS is installed, a default set of settings for the user data specified as standard fields in ILIAS is delivered.
This default set contains far too much information.
In practice, this often leads to users entering personal data that should not or should not actually be entered. ( e.g. address, birthday, ...)
Declarations of Data protection or Terms of Service may not reflect whether this data is processed or stored. Configuration changes are often processed late or not at all.
2 Conceptual Summary
ILIAS should be delivered in a way that is as compliant as possible in terms of data minimization. See General Data Protection Regulation (dt. 'Datenschutzgrundverordnung')
The amount of data to be collected by default should be kept to a meaningful minimum.
No functions are restricted. All fields and field functions are kept.
For existing ILIAS installations, nothing will change.
The following table only lists all the standard fields for which an entry can be made by the user, must be made and can be changed if necessary – by dafault.
Below this table there is a second table with detailed informations about current default values and future default values. (Differences are coloured light blue.)
Field | Default Value | Access |
|---|---|---|
Password | checked | Visible in Personal Data |
checked | Changeable in Profile | |
| ||
First Name | checked | Visible in Personal Data |
checked (not changeble) | Visible in Registration | |
checked (not changeble) | Visible in Local User Administration | |
checked (not changeble) | Visible in Courses | |
checked (not changeble) | Visible in Groups | |
checked (not changeble) | Visible in Study Programmes | |
checked | Changeable in Profile | |
checked | Changeable in Local User Administration | |
checked (not changeble) | Required | |
| ||
Last Name | checked | Visible in Personal Data |
checked (not changeble) | Visible in Registration | |
checked (not changeble) | Visible in Local User Administration | |
checked (not changeble) | Visible in Courses | |
checked (not changeble) | Visible in Groups | |
checked (not changeble) | Visible in Study Programmes | |
checked | Changeable in Profile | |
checked | Changeable in Local User Administration | |
checked (not changeble) | Required | |
| ||
Salutation | checked | Visible in Personal Data |
checked | Visible in Registration | |
checked | Changeable in Profile | |
| ||
Avatar | checked | Visible in Personal Data |
checked | Changeable in Profile | |
| ||
checked | Visible in Personal Data | |
checked | Visible in Registration | |
checked | Visible in Local User Administration | |
checked | Changeable in Profile | |
checked | Changeable in Local User Administration |
Typically ...
- ... accounts with ILIAS Auth are allowed to create and change passwords.
- ... your own name can be entered and changed.
- ... the salutation is a personal decision. It is usually useful for operators to be able to make a specific salutation.
- ... the avatar image is suitable for giving the person a face or figure in a digital world.
- ... the e-mail address is a central identification attribute, communication tool and the basis for password and user name support.
Suggested changes are coloured light blue.
Set of Options | Current Default | New Default | |
|---|---|---|---|
Field | Access | Value | Value |
Password | Visible in Personal Data | checked | checked |
Visible in Local User Administration | unchecked | unchecked | |
Changeable in Profile | checked | checked | |
Changeable in Local User Administration | checked | unchecked | |
First Name | Visible in Personal Data | checked | checked |
Visible in Registration | checked (not changeble) | checked (not changeble) | |
Visible in Local User Administration | checked (not changeble) | checked (not changeble) | |
Visible in Courses | checked (not changeble) | checked (not changeble) | |
Visible in Groups | checked (not changeble) | checked (not changeble) | |
Visible in Study Programmes | checked (not changeble) | checked (not changeble) | |
Changeable in Profile | checked | checked | |
Changeable in Local User Administration | checked | checked | |
Required | checked (not changeble) | checked (not changeble) | |
Last Name | Visible in Personal Data | checked | checked |
Visible in Registration | checked (not changeble) | checked (not changeble) | |
Visible in Local User Administration | checked (not changeble) | checked (not changeble) | |
Visible in Courses | checked (not changeble) | checked (not changeble) | |
Visible in Groups | checked (not changeble) | checked (not changeble) | |
Visible in Study Programmes | checked (not changeble) | checked (not changeble) | |
Changeable in Profile | checked | checked | |
Changeable in Local User Administration | checked | checked | |
Required | checked (not changeble) | checked (not changeble) | |
Title | Visible in Personal Data | checked | unchecked |
Visible in Registration | checked | unchecked | |
Visible in Local User Administration | checked | unchecked | |
Visible in Courses | unchecked | unchecked | |
Visible in Groups | unchecked | unchecked | |
Visible in Study Programmes | unchecked | unchecked | |
Changeable in Profile | checked | unchecked | |
Changeable in Local User Administration | checked | unchecked | |
Required | unchecked | unchecked | |
Birthday | Visible in Personal Data | checked | unchecked |
Visible in Registration | checked | unchecked | |
Visible in Local User Administration | checked | unchecked | |
Visible in Courses | unchecked | unchecked | |
Visible in Groups | unchecked | unchecked | |
Visible in Study Programmes | unchecked | unchecked | |
Changeable in Profile | checked | unchecked | |
Changeable in Local User Administration | checked | unchecked | |
Required | unchecked | unchecked | |
Salutation | Visible in Personal Data | checked | checked |
Visible in Registration | checked | checked | |
Visible in Local User Administration | checked | unchecked | |
Visible in Courses | unchecked | unchecked | |
Visible in Groups | unchecked | unchecked | |
Visible in Study Programmes | unchecked | unchecked | |
Changeable in Profile | checked | checked | |
Changeable in Local User Administration | checked | unchecked | |
Required | checked | unchecked | |
Avatar | Visible in Personal Data | checked | checked |
Visible in Local User Administration | checked | unchecked | |
Changeable in Profile | checked | checked | |
Changeable in Local User Administration | checked | unchecked | |
Roles | Visible in Personal Data | checked | unchecked |
Visible in Local User Administration | checked | unchecked | |
Changeable in Local User Administration | checked | unchecked | |
General Interests | Visible in Personal Data | checked | unchecked |
Visible in Registration | checked | unchecked | |
Visible in Local User Administration | checked | unchecked | |
Changeable in Profile | checked | unchecked | |
Changeable in Local User Administration | checked | unchecked | |
Required | unchecked | unchecked | |
Offering Help | Visible in Personal Data | checked | unchecked |
Visible in Registration | checked | unchecked | |
Visible in Local User Administration | checked | unchecked | |
Changeable in Profile | checked | unchecked | |
Changeable in Local User Administration | checked | unchecked | |
Required | unchecked | unchecked | |
Looking For Help | Visible in Personal Data | checked | unchecked |
Visible in Registration | checked | unchecked | |
Visible in Local User Administration | checked | unchecked | |
Changeable in Profile | checked | unchecked | |
Changeable in Local User Administration | checked | unchecked | |
Required | unchecked | unchecked | |
Organisational Units | Visible in Personal Data | checked | unchecked |
Visible in Local User Administration | checked | unchecked | |
Visible in Courses | unchecked | unchecked | |
Visible in Groups | unchecked | unchecked | |
Visible in Study Programmes | unchecked | unchecked | |
Institution | Visible in Personal Data | checked | unchecked |
Visible in Registration | checked | unchecked | |
Visible in Local User Administration | checked | unchecked | |
Visible in Courses | unchecked | unchecked | |
Visible in Groups | unchecked | unchecked | |
Visible in Study Programmes | unchecked | unchecked | |
Changeable in Profile | checked | unchecked | |
Changeable in Local User Administration | checked | unchecked | |
Required | unchecked | unchecked | |
Department | Visible in Personal Data | checked | unchecked |
Visible in Registration | checked | unchecked | |
Visible in Local User Administration | checked | unchecked | |
Visible in Courses | unchecked | unchecked | |
Visible in Groups | unchecked | unchecked | |
Visible in Study Programmes | unchecked | unchecked | |
Changeable in Profile | checked | unchecked | |
Changeable in Local User Administration | checked | unchecked | |
Required | unchecked | unchecked | |
Street | Visible in Personal Data | checked | unchecked |
Visible in Registration | checked | unchecked | |
Visible in Local User Administration | checked | unchecked | |
Visible in Courses | unchecked | unchecked | |
Visible in Groups | unchecked | unchecked | |
Visible in Study Programmes | unchecked | unchecked | |
Changeable in Profile | checked | unchecked | |
Changeable in Local User Administration | checked | unchecked | |
Required | unchecked | unchecked | |
Zip Code / Post Code | Visible in Personal Data | checked | unchecked |
Visible in Registration | checked | unchecked | |
Visible in Local User Administration | checked | unchecked | |
Visible in Courses | unchecked | unchecked | |
Visible in Groups | unchecked | unchecked | |
Visible in Study Programmes | unchecked | unchecked | |
Changeable in Profile | checked | unchecked | |
Changeable in Local User Administration | checked | unchecked | |
Required | unchecked | unchecked | |
City, State | Visible in Personal Data | checked | unchecked |
Visible in Registration | checked | unchecked | |
Visible in Local User Administration | checked | unchecked | |
Visible in Courses | unchecked | unchecked | |
Visible in Groups | unchecked | unchecked | |
Visible in Study Programmes | unchecked | unchecked | |
Changeable in Profile | checked | unchecked | |
Changeable in Local User Administration | checked | unchecked | |
Required | unchecked | unchecked | |
Country (Free Text Input) | Visible in Personal Data | checked | unchecked |
Visible in Registration | checked | unchecked | |
Visible in Local User Administration | checked | unchecked | |
Visible in Courses | unchecked | unchecked | |
Visible in Groups | unchecked | unchecked | |
Visible in Study Programmes | unchecked | unchecked | |
Changeable in Profile | checked | unchecked | |
Changeable in Local User Administration | checked | unchecked | |
Required | unchecked | unchecked | |
Country (Drop Down Selection) | Visible in Personal Data | unchecked | unchecked |
Visible in Registration | unchecked | unchecked | |
Visible in Local User Administration | unchecked | unchecked | |
Visible in Courses | unchecked | unchecked | |
Visible in Groups | unchecked | unchecked | |
Visible in Study Programmes | unchecked | unchecked | |
Changeable in Profile | unchecked | unchecked | |
Changeable in Local User Administration | unchecked | unchecked | |
Required | unchecked | unchecked | |
Phone, Office | Visible in Personal Data | checked | unchecked |
Visible in Registration | checked | unchecked | |
Visible in Local User Administration | checked | unchecked | |
Visible in Courses | unchecked | unchecked | |
Visible in Groups | unchecked | unchecked | |
Visible in Study Programmes | unchecked | unchecked | |
Changeable in Profile | checked | unchecked | |
Changeable in Local User Administration | checked | unchecked | |
Required | unchecked | unchecked | |
Phone, Home | Visible in Personal Data | checked | unchecked |
Visible in Registration | checked | unchecked | |
Visible in Local User Administration | checked | unchecked | |
Visible in Courses | unchecked | unchecked | |
Visible in Groups | unchecked | unchecked | |
Visible in Study Programmes | unchecked | unchecked | |
Changeable in Profile | checked | unchecked | |
Changeable in Local User Administration | checked | unchecked | |
Required | unchecked | unchecked | |
Phone, Mobile | Visible in Personal Data | checked | unchecked |
Visible in Registration | checked | unchecked | |
Visible in Local User Administration | checked | unchecked | |
Visible in Courses | unchecked | unchecked | |
Visible in Groups | unchecked | unchecked | |
Visible in Study Programmes | unchecked | unchecked | |
Changeable in Profile | checked | unchecked | |
Changeable in Local User Administration | checked | unchecked | |
Required | unchecked | unchecked | |
Fax | Visible in Personal Data | checked | unchecked |
Visible in Registration | checked | unchecked | |
Visible in Local User Administration | checked | unchecked | |
Visible in Courses | unchecked | unchecked | |
Visible in Groups | unchecked | unchecked | |
Visible in Study Programmes | unchecked | unchecked | |
Changeable in Profile | checked | unchecked | |
Changeable in Local User Administration | checked | unchecked | |
Required | unchecked | unchecked | |
Visible in Personal Data | checked | checked | |
Visible in Registration | checked | checked | |
Visible in Local User Administration | checked | checked | |
Visible in Courses | unchecked | unchecked | |
Visible in Groups | unchecked | unchecked | |
Visible in Study Programmes | unchecked | unchecked | |
Changeable in Profile | checked | checked | |
Changeable in Local User Administration | checked | checked | |
Required | checked | checked | |
Second E-Mail | Visible in Personal Data | checked | unchecked |
Visible in Registration | checked | unchecked | |
Visible in Local User Administration | checked | unchecked | |
Visible in Courses | unchecked | unchecked | |
Visible in Groups | unchecked | unchecked | |
Visible in Study Programmes | unchecked | unchecked | |
Changeable in Profile | checked | unchecked | |
Changeable in Local User Administration | checked | unchecked | |
Required | unchecked | unchecked | |
Interests/Hobbies | Visible in Personal Data | unchecked | unchecked |
Visible in Registration | unchecked | unchecked | |
Visible in Local User Administration | unchecked | unchecked | |
Visible in Courses | unchecked | unchecked | |
Visible in Groups | unchecked | unchecked | |
Visible in Study Programmes | unchecked | unchecked | |
Changeable in Profile | unchecked | unchecked | |
Changeable in Local User Administration | unchecked | unchecked | |
Required | unchecked | unchecked | |
How did you hear about ILIAS? | Visible in Personal Data | checked | unchecked |
Visible in Registration | unchecked | unchecked | |
Visible in Local User Administration | unchecked | unchecked | |
Changeable in Profile | unchecked | unchecked | |
Changeable in Local User Administration | unchecked | unchecked | |
Required | unchecked | unchecked | |
Matriculation number | Visible in Personal Data | checked | unchecked |
Visible in Registration | checked | unchecked | |
Visible in Local User Administration | checked | unchecked | |
Visible in Courses | unchecked | unchecked | |
Visible in Groups | unchecked | unchecked | |
Visible in Study Programmes | unchecked | unchecked | |
Changeable in Profile | checked | unchecked | |
Changeable in Local User Administration | checked | unchecked | |
Required | unchecked | unchecked |
3 User Interface Modifications
3.1 List of Affected Views
- Adminstration » User Managment » Settings » Standard Fields
- Self-Registration
- User Profile
- some other views e.g. Local User Administration, Member Management in Course, Groups and Study Programmes
3.2 User Interface Details
No changes within User Interface Concepts. Changes in Values of Settings.
3.3 New User Interface Concepts
None.
3.4 Accessibility Implications
Nothing specific.
4 Technical Information
No functions are restricted. All fields and field functions are kept.
For existing ILIAS installations, nothing will change.
5 Privacy
With the changes, ILIAS should be delivered in a way that is as compliant as possible in terms of data minimisation. See General Data Protection Regulation (dt. 'Datenschutzgrundverordnung').
Article 5 GDPR. Principles relating to processing of personal data
1. Personal data shall be:
(c) adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed (‘data minimisation’);
Artikel 5 DSGVO. Grundsätze für die Verarbeitung personenbezogener Daten
(1) Personenbezogene Daten müssen
c) dem Zweck angemessen und erheblich sowie auf das für die Zwecke der Verarbeitung notwendige Maß beschränkt sein („Datenminimierung“);
6 Security
Nothing specific.
7 Contact
- Author of the Request: Samoila, Oliver [oliver.samoila]
- Maintainer: Kergomard, Stephan [skergomard]
- 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.
- …
9 Discussion
JourFixe, ILIAS [jourfixe], 18 MAR 2024: We highly appreciate this suggestion and schedule the change of the default database template for ILIAS 10. Please remove the cells regarding Country as free text input as this will be removed with 10. And a short notice should be added to the Changed Behaviour section of the 10 release page.
10 Implementation
Template has been adapted so that the default values are those from chapter 2.
Test Cases
No test cases were available.
Testing on existing installations (test10.ilias.de and following) is not possible in a meaningful way.
A new installation would always be required to check the correct default.
Privacy
Information in privacy.md of component: There is no current privacy.md
Approval
Approved at 30 August 2024 by Samoila, Oliver [oliver.samoila].
Last edited: 30. Aug 2024, 08:41, Samoila, Oliver [oliver.samoila]