Introduction - Organizational units

Organizational units - Introduction

ILIAS allows the hierarchical relationships in organizations to be mapped using organizational units. this structure allows ILIAS accounts whose persons in reality belong together to an organizational unit to be combined in ILIAS, e.g. to evaluate their learning progress in aggregated form. in addition, users can also be assigned different positions within the organizational unit, such as employee, superior manager. The positions can be assigned rights, such as the right to view the learning progress of the assigned users in courses.organizations are completely independent of the structure of the repository.organizational units allow, for example, to restrict the access of a supervisor exclusively to the learning progress of his own employees and thus to comply with data protection: Employees from many departments learn in a single course, the respective superiors only see the data of their own subordinates and not the data of people who are not subordinate to them. In courses and groups, members can now be filtered by organizational units.organizational units have local accounts.organizational units are subject to the ILIAS rights system and have local access rules and local roles. Two local roles of employee and supervisor are automatically created in each organizational unit.

Create organizational units

You want to create or manage organizational units.

  1. Open the Administration menu in the main navigation bar.
  2. ILIAS displays a selection menu.
  3. Select the entry Organizational units.
  4. ILIAS shows you the Contents tab. 
  5. Click on the Add new object button and select the single entry Organizational unit.
  6. ILIAS shows you the dialog for creating or importing a new organizational unit. You can create organizational units manually or you can import an organizational unit and any existing substructures.
  7. Enter a title and, if applicable, a description of the new organizational unit.
  8. To finish, click on Add organizational unit.
  9. ILIAS creates the new organizational unit. 


Types

Define types of organizational units

Your organization is very differentiated (e.g. group with subsidiaries, own companies and franchises, external sales structures) and you want to define different types of organizational units that reflect this reality in ILIAS.  

  1. Open the Administration menu in the main navigation bar.
  2. ILIAS displays a selection menu.
  3. Select the entry Organizational units.
  4. ILIAS shows you the Contents tab. 
  5. Open the Types tab. 
  6. Click on the Add organizational unit type button. 
  7. ILIAS shows you a form for defining the types. 
  8. First select a default language for the type and enter a title for all activated languages. The title and description of the type are displayed depending on the user language. The titles in the default language are displayed to users who use a language for which no title and description have been specified. 
  9. Click Create. 
  10. ILIAS shows you the list of types with the newly created type. These types can now also be selected in the organizational units. 

Types can be deleted or further edited via an actions menu. 
Note: Types cannot be deleted as long as they are assigned to at least one organizational unit. 

Custom icons for types

You have already created organizational unit types and would now like to define your own icons for these types.

  1. Open the Administration menu in the main navigation bar.
  2. ILIAS displays a selection menu.
  3. Select the entry Organizational units.
  4. ILIAS shows you the Contents tab. 
  5. Open the Types tab. 
  6. Open the Actions menu at the end of the line. Select the Edit entry.
  7. ILIAS shows you the General sub-tab. 
  8. Click on the Icon sub-tab. This is a small link directly below the tab navigation bar. 
  9. ILIAS shows you an upload form. 
  10. Upload an .svg file for this type, which is to serve as a type-specific icon. 
  11. Click Save. 

ILIAS now displays organizational units of this type with the uploaded icon. 

User-defined metadata for types

You want to use user-defined metadata for organizational units. 
Prerequisite: User-defined metadata has been made available for organizational units. [could not resolve link target: il_1510_pg_197648] You must create a data record for organizational units and create fields. 
 Open the Administration menu in the main navigation bar.

  1. ILIAS displays a selection menu.
  2. Select the entry Organizational units.
  3. ILIAS shows you the Contents tab. 
  4. Open the Types tab. 
  5. Open the Actions menu at the end of the line. Select the Edit entry.
  6. ILIAS shows you the General sub-tab. 
  7. Click on the Custom metadata sub-tab. (This is only displayed if you have followed all the instructions linked above).
  8. ILIAS displays all available data records. 
  9. Activate the desired checkboxes. 
  10. Click Save. 
  11. In the organizational units of this type, a new sub-tab Advanced settings is now displayed in the Settings tab: The user-defined metadata can be entered here. 


Manage employees of an organizational unit

Assign employees to an organization

You want to define the affiliation of users to the organizational unit or the role that a user plays within the unit.
Prerequisites:

A global user role must have the following permissions:

  • Administration rights > Administration > Display and read access
  • Administration rights > Organizational unit > Display and read access

A (global or local) user role must have the following permissions:

  • Read access in all units that may exist above the unit to be edited
  • Display and read access and edit settings in the unit to be edited: If the user has been entered as a "superior manager" in the unit, this is already the case by default. 


Local accounts in organizational units

Create local account

ILIAS accounts can be created within an organizational unit in the Local Accounts tab. you must check a few prerequisites: 
Under Administration > Accounts and roles > Settings, check whether the Enable local accounts and Restricted access to accounts options are selected. different combinations of these settings have certain effects on the discoverability of users or require certain precautions:

  • Restricted access inactive, independent of Local accounts:
    • Every superior manager finds every user and could assign them to their unit independently.
  • Local accounts inactive, restricted access active:
    • Supervisors can only find users if they have the right Administration rights > Accounts and roles > Read access to login accounts for local administrators; in this case, however, every supervisor can find every user and assign them to their unit independently.
  • Local accounts active, Restricted access active:
    • Supervisors can only find users who are managed in local accounts in their organizational unit, and only if the Supervisor role has at least the View local accounts or Manage local accounts right; in this case, it can also be configured differently for each unit.