Directory information is maintained by a combination of employees updating their own information, and Department Editors maintaining organization (department/division/etc.) memberships and other information.
This page is meant to be a reference for Department Editors.
Terminology:
- Department Editor: Any user given permission to edit more than just their own data on the Online Employee Directory.
- Organization: A department/division/etc.
- Employee Profile: Information about an employee not directly related to the organization they work in.
- Organization Membership: Data connecting an employee profile to an organization. Also contains organization specific information like job title and job responsibilities.
- Place: A representation of an office or room. Used to tell where an organization or employee's office is located, as well as to enable the autocomplete fields to work.
Department Editor Permissions:
- Add Organization Memberships.
- Add Places.
- Edit any Organization.
- Edit any Employee Profile.
- Edit any Organization Membership.
- Delete Organization memberships.
- Publish/Unpublish any Organization.
- Publish/Unpublish any Employee Profile.
- Publish/Unpublish any Organization Membership.
Requesting Department Editor Permissions
If you wish to maintain your department's organization and employee membership information, you can log in and fill out the Request Permission to Edit Department Information form. IT will review the request and assign you the proper permissions.
Editor Dashboard
Department Editors can access the Editor Dashboard via the link in the user menu in the top right corner. This dashboard provides some useful ways to find content.
Overview
Top Content
Just under the title are two buttons.
"Add Organization Membership" lets you add an employee to a new department.
"Add Place" lets you add missing office locations.
Underneath the buttons is some basic help text.
General Section Information
Each of the three main sections allow you to filter based on certain fields and operations. Typically the operation should be "contains" to filter for any values containing the word entered in the associated input box.
If you can't find an Organization/Membership/Profile that you believe should exist, try setting the "Published" filter to "Any" so you can see unpublished Organization/Membership/Profiles.
All sections have "view as page" blue button/links in the bottom right corner.
That will bring you to a page with just that section. This is useful if the data is crowded, or you want to show more rows.
Common Editor Operations
Editing an Organization
You can modify the following information for an Organization:
- Title
- Primary Email
- Primary Phone
- Primary Website
- Primary Office
- Office Hours
- Other Contact Information
- About
Note: If you want to add or remove an employee, use an Organization Membership. You cannot do it using the Organization edit form.
Editing
Access the edit form by viewing the Organization you want to edit and clicking the "Edit" tab underneath the title.
Alternatively, visit the Editor Dashboard and use the filters in the Organizations section to find the Organization you want to edit, then click the edit link in the right hand column.
Each field on the form has some help text under it. It is a smaller font, so is easy to miss.
It is a good idea to set a simple Revision Log message before saving.
Note: Anonymous users may not see the update for a bit. For increased performance we use a caching system in front of directory.lanecc.edu that may take a few minutes to refresh.
Editing an Organization Membership
You can modify the following information for an Organization Membership:
- Title
- Employee Profile Reference
- L Number
- Organization Reference
- Job Title(s)
- Job Responsibilities
Editing
You can access the edit form by going to the Editor Dashboard and filtering for the membership you wish to edit. Then follow the edit link.
Removing an employee from an organization
- Go to the Editor Dashboard.
- Scroll to the Organization Memberships section.
- Filter for the user by their name.
- Edit the membership for the organization they are leaving.
- Scroll to the bottom of the edit form and click the red Delete button.
- In the dialog the pops up, click the blue "Delete" button to confirm.
Adding an employee to an organization
- Go to the Editor Dashboard.
- Click the "Add Organization Membership" button.
- Set the Title to something using the format: "First Last is a member of Organization Name".
- Under the "Employee Profile Reference" heading, click the blue "Add existing Profile" button.
- Click the blue "Select profile" button that appears.
- In the "Select profile" dialog that pops up, use the "Filter for" fields and "Apply" button to find the name of the employee.
- In the left hand column, click the toggle element. It should turn blue.
- Click the blue "Select profile" button at the bottom of the dialog. (If the list of profiles is long, scroll to the bottom.)
- In the L Number field, enter the employee's L-Number. (This ensures that the correct permissions are configured.)
- Under the "Organization Reference" heading, click the blue "Add existing Organization" button. (The buttons and dialogs will be nearly the same as for the employee profile, so you can use those screenshots as reference.)
- Click the blue "Select Organization" button that appears.
- In the "Select Organization" dialog that pops up, use the "Filter for" field and "Apply" button to find the name of the organization.
- In the left hand column, click the toggle element. It should turn blue.
- Click the blue "Select Organization" button at the bottom of the dialog. (If the list of Organization is long, scroll to the bottom.)
- Add any Job Titles using the "Job Title(s)" field.
- Just enter the title in the input.
- If you need more than one, click the "Add another item" button.
- Add any Job Responsibilities.
- Only 5 are allowed for display reasons. Just enter the text in the input fields.
- Finally, click the "Save" button at the bottom of the form.
Moving an employee to a new organization
- Do NOT edit the employee's organization membership. You must remove the membership, then create a new membership.
- Follow the instructions for "Removing an employee from an organization".
- Follow the instructions for "Adding an employee to an organization".
Editing An Organization Membership
Typically you should only edit Job Titles and Job Responsibilities. See the appropriate section of the "Adding an employee..." instructions.
Editing an Employee Profile
Creating an Employee Profile
Brand new employee profiles are automatically created by a periodic synchronization job after an employee's data is entered into Banner. The only public data added is limited to their name and email. Though their L Number is used by department editors, it is not public.
Editing an Employee Profile
- Go to the Editor Dashboard.
- Scroll to the Employee Profiles section.
- Use the filters to find the employee profile.
- If you can't find the employee, try setting the "Published" filter to "any", the profile may have been unpublished for some reason.
- Click the "edit" link in the "edit" column on the right.
- Do not try to change Title or email, both will be overwritten by the synchronization job.
- Adding an Office:
- Under the "Primary/Secondary Office" heading, start typing the 25Live style room number.
- When the correct option appears in the autocomplete list, click it.
- If the correct option does not appear, please check the "Places" section of the Editor Dashboard for the room.
- If the room is not listed, follow the "Adding a New Place" instructions.
- Then return to editing the profile.
- Scroll to the bottom of the form and save the profile.
- Repeat steps for “Secondary Office” when applicable.
- Removing an office:
- Under the "Primary Office" heading, remove the contents of the text input.
- Scroll to the bottom of the form and save the profile.
- Repeat steps for “Secondary Office” when applicable.
- Changing an office:
- Follow the "Removing an office" instructions.
- Follow the "Adding an office" instructions.
Activating Employee Profiles
When an employee joins LaneCC, their employee profile is created in the directory with just their name and email. It is left "unpublished" so that it will not display until they have been added to a department. So when adding a brand new employee, Editors need to "Publish" their profiles.
- Go to the Editor Dashboard.
- Scroll to the Employee Profiles section.
- Use the filters to find the employee profile.
- If you can't find the employee, try setting the "Published" filter to "any", the profile may have been unpublished for some reason.
- Click the "edit" link in the "edit" column on the right.
- At the top of the profile, underneath the title, is row of tabs. Click the one that says "Publish".
- That publishes the profile.
Deactivating Employee Profiles
When an employee leaves LaneCC, we unpublish their employee profile.
- Go to the Editor Dashboard.
- Scroll to the Employee Profiles section.
- Use the filters to find the employee profile.
- If you can't find the employee, try setting the "Published" filter to "any", the profile may have been unpublished for some reason.
- Click the "edit" link in the "edit" column on the right.
- At the top of the profile, underneath the title, is row of tabs. Click the one that says "Unpublish".
- That unpublishes the profile.
Adding a New Place
- Go to the Editor Dashboard.
- Check the "Places" section to make sure the room does not already exist.
- Click the blue "Add Place" button.
- Use the 25Live format to enter the building and room into the "Title" field.
- No need to fill out any other fields.
- Save the form.
Troubleshooting
Editor Dashboard or other links are sending me to unexpected pages
Don't worry! You're not alone! Something messed with the "cache", and is causing your browser to get confused. Just go clear your browser cache, and you should be back to normal. If that doesn't work, please contact us via help.lanecc.edu.