Wiki der Abteilung Campus Management

Add, change and manage contact data and addresses in HISinOne

In this article you will learn:

  • what you need to know about the management, editing and origin of your contact data,
  • how you can edit (certain) contact data in HISinOne, add contact data or delete contact data you no longer need.

This article is intended for holders of the „Studieren“ and „Promovieren“ roles. However, the step-by-step instructions can also be applied to other roles.

Maintenance and management of the contact data

As a student, you can manage and edit your contact data using the „Contact data“ tab in the „Student Service“ function (menu „My studies“):



In other basic roles (e.g. „Guest Auditor Studies / Other“), the menu item „Edit my contact data“ is available under „User information“.

The following examples show how to proceed when managing and editing contact data.
Please note that the work steps described as examples apply in each case to postal addresses as well as telephone numbers or e-mail addresses, even if this is not explicitly described!

The e-mail address in the application purpose „(2-K) Study - Correspondence“ is transferred to myAccount as a preferred address, which means that it can also be used by other systems (e.g. Ilias).
The e-mail address entered in HISinOne as „(19) Reset password“ is also exported to myAccount and managed there as a private (external) e-mail. This data is transmitted automatically three times a day.

1. "Small" change to already entered contact data

Example: Correction of the house number in the postal address

  • Click (on any block) on the pencil icon next to the address you want to edit:



  • An overlay window will open. Click the pencil icon here again:



  • Correct the data (e.g.: change the house number) in the editing window and click „Save“ to return to the first overlay window:



  • You will now see the changed address:



  • Click on „Close“ to return to the overview on the „Contact data“ tab.

    The change is now visible on all tiles in which the address in question is displayed. This means that the address change is effective for all application purposes that are assigned to it.

2. Adding new contact data

Example: Adding a new e-mail address

  • On the tile of the application purpose for which the new email address is to be assigned, click the pencil icon next to the existing email address:



  • An overlay window opens on which already stored e-mail addresses are displayed. The e-mail address to which the purpose is currently assigned is checked. Click on „Add E-mail“:



  • Enter the email address you want to add in the input mask and click „Save“ to return to the first overlay window:



  • The newly added e-mail address is now displayed here in addition to the previously available e-mail addresses. It is automatically preselected for the edited application purpose (see check mark at the newly added e-mail address):



  • Click on „Close“ to return to the overview on the „Contact data“ tab. The new e-mail address is now displayed for the application purpose for which you created the address. It is now also available to other application purposes and can be linked to them (see the following section 3).

3. Assign another application purpose to already existing contact data

Example: Assign an already entered phone number to the application purpose „(3-K) Doctorate - Correspondence“.
⇒ The phone number, which is displayed at the application purpose „(3-K) Doctorate - Correspondence“ so far, shall now be replaced by the phone number, which is already stored at the application purpose „(2-K) Student Management - Correspondence“ (+49 761 1234567):



For this purpose, the application purpose „(3-K) Doctorate - Correspondence“ must be assigned to this phone number.

  • On the „(3-K) Doctorate - Correspondence“ tile, click the pencil icon next to the phone number:



  • An overlay window will open displaying all phone numbers stored with your contact information. The phone number currently assigned to the purpose „(3-K) Doctorate - Correspondence“ is checked:



  • By clicking, place a checkmark next to the telephone number (0761-123-123) that should be displayed in the future for the application purpose „(3-K) Doctorate - Correspondence“ and click on „Close“ to return to the overview on the „Contact data“ tab:



  • The newly assigned phone number is now displayed here:

4. Remove contact data for an application purpose / Remove an application purpose from specific contact data

Example: Removing a phone number from the application purpose „(2-K) Study - Correspondence“.

  • On the „(2-K) Study - Correspondence“ tile, click the pencil icon next to the phone number:



  • An overlay window will open showing all phone numbers stored with your contact data. Click on the check mark next to the phone number to which the application purpose „(2-K) Study - Correspondence“ should no longer be assigned to remove the assignment. Then click on „Close“ to return to the overview on the „Contact data“ tab:



  • The phone number is now no longer displayed on the tile of the „(2-K) Student Management- Correspondence“ application purpose.

Please note that for some application purposes certain contact data (e.g. postal address or e-mail address) is mandatory! Something must always be checked here!

5. Delete contact data

Example: Delete a phone number that has become invalid.
⇒ The telephone number 0761/123-123, to which other application purposes are assigned in addition to the application purpose „(2-K) Study - Correspondence“, is to be deleted completely.

  • First remove the assignment of all application purposes to this phone number. You can find out which application purposes are assigned by clicking on the pencil icon next to the relevant phone number on the tile of an application purpose to display the „Selection“ overlay:



To remove the assignments of an application purpose to the phone number, proceed as described in point 4. Repeat the individual steps for all application purposes that are assigned to the telephone number. Please note that you always have to edit the respective „Correspondence“ application purpose first before removing the assignment on the tiles of the application purposes „ - all contact data“.

  • When editing the last application purpose assigned to the phone number, first uncheck it to remove the assignment, then click the icon:


Confirm the deletion by clicking „Yes“ in the dialog box that appears. Then click „Close“ in the selection overlay window to return to the overview on the „Contact data“ tab

6. replacing invalidated contact data with new ones

Example: Replacing a postal address that has become invalid for all application purposes with a new address.

a. Replace by overwrite

Overwrite the address that is no longer valid with the new address by following the step 1 described above.

b. Replace by creating a new address and deleting the invalid address

  • Follow the instructions in step 2 to enter a new postal address.
  • Assign the desired application purposes to the newly created address (see step 3 ).
  • Remove the application purposes from the invalidated address (see step 4 ).
  • Remove the invalid address.

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