ITS

Information Technology Services
Information Technology Services

Create and Edit a Directory Entry


What is a Directory Entry?

The building blocks of the People Directory are directory entries. A directory entry is a content type, similar to the basic page content type, and is used to create an individual's profile page. The directory entry is assigned a taxonomy term (commonly referred to as a tag) and once tagged, the entry will appear on any corresponding taxonomy term pages, as well as in the main directory listing.

Create a Directory Entry

  1. In the Management Menu, navigate to Content and select "Add Content"
  2. Select Directory Entry

Screenshot of the Add Content window with the Directory Entry option highlighted

  1. Enter the information of the individual that you are adding to the People Directory, as laid out in the form. Note that the following fields are mandatory: Display Name, Surname and Given Name. The display name is what will appear on the aggregated People Directory page, while the Surname and Given Name will be displayed on the person's individual entry page. 
  2. Check any affiliations that apply to the individual.
  3. If you would like, you can also add a summary about the individual in the Short Description field (this will appear on the aggregated People Directory page) and a more complete description in the About field (this will appear on their individual entry page).
  4. To add an image to the user's profile, scroll to the "Photo" field and select "Choose File". This will allow you to select an image from your computer. Once you've located the image you'd like to add, double click to insert it into your page and click Upload. 
    1. Two fields will now become available: Alternate Text and Title. The title field is optional to add - it will appear as a tool tip when the user hovers the mouse over the image. Alternate text, however, should always be added to an image. This will be used by screen readers, search engines or if the image can't be loaded, so the text should be relevant and descriptive of what the image is portraying.
  5. Make any modifications needed to the "Menu Settings", "URL Path Settings" and "Publishing Options" tabs. Note: your directory entry will only appear in the aggregated People Directory once it has been published.
  6. Click Save.

Screenshot of the Create Directory Entry form with the steps above highlighted

Edit a Directory Entry

  1. Locate the profile that you will be editing
    1. If your entry is published: go to the aggregated People Directory page, and select the title of the individual who's page you would like to edit. Click "Edit Draft".
    2. If your entry is unpublished: go to Content. Set the Type drop-down to "Directory Entry" and click "Filter". Locate the desired directory entry and click "edit" in the Operations column OR click the title of the entry and select "Edit Draft".

Screenshot of the Content window with the filter by type set to Directory Entry, and the Edit button highlighted

  1. Make edits to the page as necessary.
  2. Click "Save".

Clone a Directory Entry

Cloning a directory entry can be useful to achieving consistency in the formatting of your individual profiles. When you use the clone function, you are creating a  new directory entry that contains an exact copy of the content you are cloning.

  1. ​Locate the profile that you will be cloning.
    1. If your entry is published: go to the aggregated People Directory page, and select the title of the individual who's page you would like to clone.
    2. If your entry is unpublished: go to Content. Set the Type drop-down to "Directory Entry" and click "Filter". Locate the desired directory entry and click "clone" in the Operations column OR click the title of the entry and select "Clone content".

Screenshot of the Content window with the clone link highlighted for an entry

  1. Modify the profile as needed.
  2. Click "Save".

Revert to an Earlier Version of a Directory Entry

Just like basic pages and other content types, every time you save your directory entry, a new revision is created. If you'd like to view or revert back to an earlier version of the page, navigate to the entry in your authoring environment and select the "Moderate tab". Follow the instructions provided in our Revert to a Previous Version of a Page tutorial.

Publish/Unpublish a Directory Entry

Directory entries follow the same revision processes and moderation states as any other content type, such as a Basic Page or Slideshow. To publish your directory entry, navigate to the entry in your authoring environment and follow the instructions provided in our Publish or Unpublish a Page tutorial.

Delete a Directory Entry

There are two ways that you can delete a directory entry: 

  1. From the Content tab:
    1. In the authoring environment, navigate to Content and locate the entry you'd like to delete in the content table (Tip: use the type filter to refine your table to only include directory entries).
    2. In the right-hand Operations column, click "delete". 
    3. You will be prompted with a reminder that this action cannot be undone. If you are sure you wish to delete the entry, click "Delete". Note: Once the entry is deleted, it cannot be recovered. If you mistakenly delete an entry, immediately contact the IT Service Centre.

Screenshot of the Content window with the delete link highlighted for an entry

  1. From "Edit Draft"
    1. In authoring, navigate to the directory entry that you'd like to delete.
    2. Select the "Edit Draft" tab. 
    3. Scroll to the bottom of the page and click "Delete". 
    4. You will be prompted with a reminder that this action cannot be undone. If you are sure you wish to delete the entry, click "Delete". Note: Once the entry is deleted, it cannot be recovered. If you mistakenly delete an entry, immediately contact the IT Service Centre.

Screenshot of the bottom of a directory entry with the delete button highlighted