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faq:kontaktdaten_en [2021/08/24 09:41] – [6. 6. replacing invalidated contact data with new ones] yl1032faq:kontaktdaten_en [2024/03/27 11:34] (aktuell) yl1032
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-====== Personal/contact data | Add, change and manage contact data and addresses in HISinOne======= +====== Add, change and manage contact data and addresses in HISinOne======= 
->>Deutsche Version: [[faq:kontaktdaten|Personen-/Kontaktdaten | Kontaktdaten und Anschriften in HISinOne erfassen, ändern und verwalten]]+>>Deutsche Version: [[faq:kontaktdaten|Kontaktdaten und Anschriften in HISinOne erfassen, ändern und verwalten]]
 <WRAP left round box 40%> <WRAP left round box 40%>
  
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   * [[hisinone:studieren:studierendenverwaltung_en|Change of address, certificate of study, confirmation of periods of study, reregistration]]   * [[hisinone:studieren:studierendenverwaltung_en|Change of address, certificate of study, confirmation of periods of study, reregistration]]
   *    * 
-  * [[faq:adresskonzept2019.06_gasthoererstud_mitarbeiter_in_extern|Personen-/Kontaktdaten | Kontaktdaten der Rollen 'Gasthörerstudium/Sonstige', 'Mitarbeiter/in' bzw. 'Extern/Gast']]+  * [[faq:adresskonzept2019.06_gasthoererstud_mitarbeiter_in_extern_enContact data by the roles 'Gasthörerstudium/Sonstige', 'Mitarbeiter/in' and 'Extern/Gast']]
 </WRAP> </WRAP>
  
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 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 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!
 <WRAP center round tip 60%> <WRAP center round tip 60%>
-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. +The e-mail address in the application purpose "(2-K) Study - Correspondence" is transferred to myAccount as a preferred address ("rufPreferredMail"), 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 ("rufExterneMail"and managed there as a private (external) e-mail. This data is transmitted automatically three times a day. 
 </WRAP> </WRAP>
  
 +\\
 +<note important>
 +
 +Starting with the **summer semester 2023**, newly enrolled students and newly enrolled doctoral students will automatically have a university mail account created for their university account according to the following scheme: **<userID>@students.uni-freiburg.de** (e.g. ab1234@students.uni-freiburg.de). \\ \\
 +This mandatory e-mail address will be used in the future for correspondence related to enrollment at the University of Freiburg, e.g. for notifications from central systems such as HISinOne or the learning platform directly related to your learning events.\\ \\
 +Since this email address is automatically stored as the default, it is therefore expected that this email address will be retrieved //regularly//.
 +\\ \\
 +**For existing students, implementation is planned for the next two semesters.**
 +\\ \\
 +After changing your initial password to a personal password via [[https://myaccount.uni-freiburg.de]], you can access the mailbox online via the webmail interface [[https://mail.uni-freiburg.de]].  \\  \\
 +As login name at the mail server please use your new mail address mentioned above, e.g. "ab1234@students.uni-freiburg.de". Of course you can also manage the mail address via IMAP with mail clients on your smartphone or PC/notebook.
 + \\  \\
 +You can find more information about the university mail server at the computer center at [[https://www.rz.uni-freiburg.de/de/services/uniaccount/email]].
 +
 +</note>
 +
 +\\
 ==== 1. "Small" change to already entered contact data ==== ==== 1. "Small" change to already entered contact data ====
 //Example:// Correction of the house number in the postal address //Example:// Correction of the house number in the postal address
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   * The newly assigned phone number is now displayed here:\\ \\ {{:faq:kontaktdaten_en_3_5.png?nolink|}}    * The newly assigned phone number is now displayed here:\\ \\ {{:faq:kontaktdaten_en_3_5.png?nolink|}} 
  
-==== 4. Disable contact data for an application purpose / Remove an application purpose from specific contact data ====+==== 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" //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:\\ \\ {{:faq:kontaktdaten_en_4_1.png?nolink|}}\\ \\   * On the "(2-K) Study - Correspondence" tile, click the pencil icon next to the phone number:\\ \\ {{:faq:kontaktdaten_en_4_1.png?nolink|}}\\ \\
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 //Example:// Replacing a postal address that has become invalid for all application purposes with a new address.  //Example:// Replacing a postal address that has become invalid for all application purposes with a new address. 
 === a. Replace by overwrite=== === a. Replace by overwrite===
-Overwrite the address that is no longer valid with the new address by following the [[faq:kontaktdaten_en|step 1]] described above.+Overwrite the address that is no longer valid with the new address by following the [[faq:kontaktdaten_en#"Small" change to already entered contact data|step 1]] described above. 
 +=== b. Replace by creating a new address and deleting the invalid address=== 
 +  * Follow the instructions in [[faq:kontaktdaten_en#Adding new contact data|step 2]] to enter a new postal address.  
 +  * Assign the desired application purposes to the newly created address (see [[faq:kontaktdaten_en#Assign another application purpose to already existing contact data|step 3]] ). 
 +  * Remove the application purposes from the invalidated address (see [[faq:kontaktdaten_en#Remove contact data for an application purpose / Remove an application purpose from specific contact data|step 4]] ). 
 +  * Remove the invalid address. 
 + 
 +==== Things to know about contact data in HISinOne ==== 
 +  * **Why are there so many of my contact data or why do I have different contact data?** \\ => Your contact data are being used in different contexts. Because there are different application purposes, which can be assigned with one or more addresses. For example, the address you gave during the application may differ from the one that you use during your study, via which you'd like to be contacted, say, by the examination office. For each application purpose, there is a separate "tile" in the "Study Service" function on the contact data tab, on which the contact data stored in each case is displayed and can also be edited in some cases. Since the corresponding address must be unambiguous, but you want to store more than one addresses, there is one extra 'tile' for each area 'Student management', 'Doctorate' and 'further education', on which multiple addresses can be displayed. The contact data, which are visible on the 'tile', can be seen by every one who is authorized to see the application purpose, for example, the student secretariat, the examination office responsible for you, etc. \\ Other than the better diffentiality the pros of application purpose to which more than one addresses can be assigned also lays on the fact that a changeable address only need to be changed once and when correcting one address you only need to correct it once. 
 +  * **What should I do if I have a new email address that need to be taken over to myAccout (LDAP)?** \\ => Select one of the application purpose:   
 +  
 +^Application purpose^Source system^Data changeable^                                                                                                                                                                                                                                                                                           
 +| (2-K) Student Management - Correspondance| HISinOne | through yourself in student service, will be transferred to myAccount/LDAP as preferred mail address (rufPreferredMail). |                                                                                                                                                                                                                                                                                          
 +| (19) Password reset  | HISinOne | through yourself in student service, will be transferred to myAccount/LDAP as private mail address (rufExterneMail). In case you haven't assigned an address to this application purpose, please choose the menu option 'Add application' (small plus icon below right to contact data)  | 
 + 
 +  * **Where do the displayed data come from?** \\ =>  In addition to contact data that was entered during enrollment or that you entered yourself, there are contact data that are automatically transferred from other systems. Please note that you cannot make any changes to these contact data in HISinOne. 
 +  * Why can't I change or delete all contact data myself? \\ => Contact data that is automatically transferred from other systems is maintained in the respective system and can only be changed there. The following is an overview of the various sources of this data:
  
 +^ Application purpose                                                             ^ Source system                   ^ Data changeable                                                                                                                                                                                                                                            ^
 +| (12) Automatic transfer from hochschulstart.de                                  | hochschulstart.de               | through yourself in your account by hochschulstart.de                                                                                                                                                                                                      |
 +| (2-R) Student Management - Mailbox University IT Services                       | myAccount(LDAP)                 | Automated Import from [[https://myaccount.uni-freiburg.de|myAccount/LDAP]] Mandatory mailbox for new students as of SS 2023                                                                                                                                |
 +| (8-R) Automatic transfer from myAccount(LDAP) RZ                                | myAccount(LDAP)                 | through yourself in your university account under [[https://myaccount.uni-freiburg.de/uadmin/login|myAccount/LDAP]]. Update to HISinOne nightly (does not apply to students and guest students, for their e-mail addresses HISinOne is the leading one!).  |
 +| (82) Automatic transfer from personnel administration HIS-SVA University        | HIS-SVA of University Freiburg  | through the personnel department of University Freiburg                                                                                                                                                                                                    |
 +| (83) Automatic transfer from personnel administration SAP HR University clinic  | SAP HR of University Freiburg   | through the personnel department of the university clinic Freiburg                                                                                                                                                                                         |
 +| (84) Automatic transfer from IDM PH Freiburg                                    | IDM PH Freiburg                 | PH Freiburg                                                                                                                                                                                                                                                |
  
 +  * **How do I find out which contact data is used in which context and if I can change or delete the data myself?** \\ =>  In each 'tile' there is a help text. Click on the {{:hisinone:bearbeiten:symbole:2017.12:information.gif|}} icon in the upper right corner of the respective tile to display the help text.
  
 +==== Other questions and answers ====
 +  * **Do I always have to enter a new address, email address or phone number on the tile of the application purpose that I want to assign to it?** \\ =>  In principle, any address, e-mail address or telephone number entered or taken over is available for all application purposes that can be edited by yourself. As soon as you click on the pencil icon on a tile, e.g. on an address, all available addresses are displayed - regardless of the context in which they were originally entered or transferred. By checking the desired address, you can assign it to the application purpose on whose tile you have opened the editing mask for the address.An exception are the application purposes for which the data is automatically taken over from another system. Here you will not find any possibility to add or remove anything on the tiles. 
 +  * **Why can I mark multiple addresses for some purposes and only one for others?** \\ => To ensure that you can be reached reliably, the correspondence addresses must always be unambiguous. Therefore, only one postal address, e-mail address and telephone number can be displayed for each '*-correspondence' application purpose.
 + 
  
-{{tag>studieren_englisch}}+{{tag>mitarbeiter_in kontaktdaten studieren_englisch mitarbeiter_englisch }}

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