Directory administration help

Directory administration is a web-based app used to manage UVic department directories. You can use it to update your department’s contact information. This includes a list of employees and points of contact—a new feature that lets you highlight service areas in your department.

Requirements: Directory administration should run in any modern web browser, but we focus testing on Chrome. If you’re having trouble in another browser, try using Chrome instead.

Quick start

If you’re creating a new directory for your department or migrating from the old UVic Directories app, you should know:

• Changes to directories aren’t fully saved until you publish them.
• Points of contact are a new feature that you can use to highlight front-line service providers like a customer service desk, undergrad and grad advisors, or a contact for general inquiries.
• Use your browser’s in-page search function (Ctrl + F in Windows, ​ + F in Mac) to find specific people in a long list.
• New directories are pre-populated with data from Banner. Imported data may be stale, incomplete or incorrect.
• People are hidden by default. You’ll need to make them visible before non-admins can see them.
• Website URLs, phone numbers, and building names have to be formatted in particular ways for the links to work.

Administrators

The departments view shows a list of all the departments that you’re an administrator of. You can add and remove other admins for that department. To do this:

Select the ​Delete button next to the admin's name to remove them.

Select Add administrator to add a new admin.

Description

Your department’s description will be at the top of its directory page. If you haven’t added a description, there will be placeholder text.

A good description will help visitors know they’ve found the right department. If there are other departments with similar names, it can help distinguish between them. It can also include important search terms.

1. Select the ​ Edit button under the description to add or change it.
2. Edit the description.
3. Select the Update button when you’re done.

You can’t change your department name and code using Directory administration. If you need to change them, contact IT support for help.

Points of contact

A point of contact is a person, office or department that handles communication with customers, the UVic community, or the public. They have an important role in helping people who don’t know your department’s organizational structure well to find the people or office who can help them.

Many departments have multiple points of contact. For example, you might have one office that provides academic advising to students and another office that manages budgeting and administrative tasks. The description can help people find the best point of contact for specific questions or issues and provide useful info about how to access it.

Manage points of contact

1. Select ​Move up​ or ​Move down​ to move a point of contact up or down in the list.
2. Select the ​ Edit button at the bottom of a point of contact block to edit (or hide, show, or delete) it.
3. Select Add point of contact to add a new one.

Add or edit a point of contact

When you add or edit a point of contact, it’ll bring up the Edit point of contact form. Use this to:

• change the name, description, and contact information for this point of contact
• hide or reveal this point of contact
• delete this point of contact

Addresses

To edit your department’s website address, courier address or mailing address:

1. Select the Edit button below address. This will open the Edit Contact information form.
2. In the form, edit your department's website, courier address, and mailing address text fields.
3. Select Update.

People

The People section of your department’s directory is a list of the individual people who work in your department. Most employees will be added to the list automatically along with their contact information. You can also add other UVic employees manually.

Manage the people list

In the people list, you can:

1. Select or to rearrange people in the list. (Use the bulk editing tools to move 1 or more people directly to the top or bottom of the list.
2. Select Edit to open the editing view for someone, where you can change what’s displayed on your department directory:
   • Change their role
   • Change their email address, phone number and office location
   • Hide or reveal them in the list
   • Create a copy of their entry
   • Delete their entry (only if you manually created it)
3. Identify which employees have been hidden from the list (represented by the [eye] icon)
4. Bulk selection and bulk editing actions
5. Add someone to the list manually

If you’re using groups, each group has a separate list of people with its own bulk editing tools. However, you can’t manually add someone directly to a group.

Add people to the list

New employees are added automatically

Your directory will be populated with everyone who has a role as a full-time employee of your department. Default contact information for people will be added from UVic’s other online systems. Employees can continue to update their own directory information using in their UVic profile. Roles are added from the job records that Human Resources manages. This happens overnight.

When a new employee is added to your department list, they’ll be added to the end of the list and be hidden by default. Their email address, phone number, and office will be copied from their UVic profile. You can review these new additions and make changes before you make them visible.

Manually add other people

You may want to add other people to your department’s directory—people who aren’t specifically coded as department employees in Banner. You can add anyone who’s already listed in the UVic directory. Some employee groups (like casual and student employees) aren’t listed. To do this:

1. Select the Add person button at the end of the People section.
2. Find the person you want to add using the search box.
3. Select the ​Add​ button next to them.

Change someone’s role and contact information

To edit a person’s entry, select the ​ Edit button to the right of the row in the People table. You can:

• Change their role, email address, phone number, and office.
• Hide them or make them visible. Note that the value that’s displayed—​ Hidden or ​ Visible—is the current value. Select the button to toggle it.
• Assign them to a group (if your department uses them.

You can’t change someone’s name (or preferred name) in your department directory. They can change their own preferred name in their UVic profile. If you only want to display their role without identifying them by name, consider using a point of contact instead.

You can only override the information listed in your department directory. The information from their personal UVic profile will still be listed in the person search.

Bulk editing

Use the checkboxes in the people list (or the “Select all” checkbox below) to select multiple people. You can use bulk editing tools to:

• ​ Show them
• ​ Hide them
• Move them ​ to the top or ​ bottom of the list
• ​ Move them to a group

Groups

Create groups to organize department staff into teams, groups or functional roles. Groups often reflect the internal organization of a department. You can create sub-groups inside groups to show more complex hierarchies.

Each group has its own title (or name), description, and people. In the admin view, there are separate bulk editing controls for each group. You can move employees from groups back to the main list (which is always called “people”) or to other groups.

Once you’ve created a group, select the ​ Edit button to rename it, edit the description, hide or show it, or delete it.

Departments

Departments will list the other departments that report to yours.

You can:

1. Select ​Move up​ or ​Move down​ to move a department up or down in the list.
2. Select ​ to show a department that's hidden.
3. Select ​ to hide a department.

You can’t change the hierarchy of departments in the Directories tool. If the structure of the departments is incorrect, contact IT support for help.

Troubleshooting

Error while publishing

A typical error message is “Department did not publish successfully. Please try again or contact an admin.”

This usually happens when several people publish at the same time. Wait at least 5 seconds and then try again.

When overriding someone's contact information, fields can't be blank.

To work around this, add a single space to the field to make it appear blank.

Get help now

If you need help using or accessing Directory administration, contact IT support.