Staff profile index

Create automatically-populated or manually-curated lists of profiles for members of staff inside and outside your department.

Staff profile index - card view
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Who can use this Content type?

  • Group Admins, Group Owners (create, edit, unpublish)
  • Group Editors, Group Staff profile editor (edit)

Examples

When?

Use this Content type to generate lists of members of staff inside and outside your department.

Why?

Using this Content type will present information about staff in a consistent way for visitors. It reduces the effort required to keep staff lists up to date and decreases the chances of incorrect information being published.

How?

When adding content, choose the Staff profile index Content type then configue and assemble the page using the options explained below.


Which type of Staff profile index is best for you?

Please make sure you've read and understood this guidance before you create a Staff profile index.

There are different ways you can create a list of staff on your department website. Think carefully about your needs and which type of Staff profile index is appropriate:

Automatic list - from CMS categories or departments
  • Individual Staff profile page for each person
  • Index is automatically populated/kept up-to-date
  • Limited customisation - via pre-defined categories or departments
  • Can include Staff profiles in this CMS located outside home Group
  • Medium maintenance burden for Group members
  • Expected to be used to show:
    • Academic Staff profiles indexes (as cards)
    • Non-academic Staff profile indexes (as list)
Manual list - CMS profiles
  • Individual Staff profile page for each person
  • Index needs to be manually populated/kept up-to-date
  • Advanced customisation - via manually-curated lists
  • Can include Staff profiles in this CMS located outside home Group
  • High maintenance burden for Group members
  • Expected to be used to show more complex or unusual groups of staff in departments or research centres
Automatic list - from telephone directory
  • No individual Staff profile page for each person
  • Index is automatically populated/kept up-to-date
  • Limited customisation
  • Can only include staff in a single department
  • Low maintenance burden for Group members
  • Expected to be used to show a single index of all staff in non-academic department

If you aren't sure then please get in touch and we can advise on what's best for you.

The option you choose will influence the information you'll need to populate on tab two, three or four.


Tabs

There are four tabs which you can edit as part of this Content type.

Tab one needs filling in for all Staff indexes. You can then choose to populate the index using tab two, three or four.

1. Basic information and settings tab
Staff profile index - information and settings tab

Title

This will usually either be:

'Staff' - if you have a single page listing all staff Something like 'Academic staff' or 'Professional services staff' for a more specific list of staff

Type of Staff profile index

Refer to the advice above

Default display for list

Choose to show the main list of staff profiles as rows in a table (the default option) or more fully-featured cards with photos and summaries. Card view is not available for Automatic list - from telephone directory.

Staff profile index - list view
Staff profile index - list view

Text

Some departments like to try to route visitors through to a general contact email address or telephone number. If you want to do this then use this to signpost your main contact page. If you don't want to do this then you can delete the default text.

Link and Link text

Use in tandem with the text above to signpost visitors to your main contact page.

Featured staff profiles - top/bottom

An optional feature where you can choose profile cards to appear at the top of the page, above or below the general A-Z list. You might use this to:

  • show a head of department or similar above the main A-Z list
  • show an extra group of staff below the main A-Z list, for example Honorary staff under the main list of academic staff

If you get a ' Error message This entity (node: 00) cannot be referenced.' error when trying to save, it will be beause you've tried to insert the card for a non-Staff profile Content type.

Header

If you want to insert featured staff profiles then make sure you put in a header to help explain why these profiles have been highlighted.

Profiles

Look up staff profiles from all departments. Drag and drop to reorder.

2. Automatic list - from CMS categories or departments tab
Staff profile index - automatic list tab

Select 'Automatic list - from CMS categories or departments' on tab one.

Use this tab to configure an automatically-updated list of staff based on categories or departments assigned to each individual Staff profile.

Staff categories

Choose categories of staff to show on this page. Staff profiles in your Group with these categories and any assigned to your Group (using the Staff profile link) will be included.

Departments

Use to show only Staff profiles and Staff profile links in your Group assigned to specific department/s. A department is assigned in the Staff profile or Staff profile link itself. An example might be to generate a list of staff from just one of the departments within the Medical School Group. Staff profile links can also be assigned departments to be included on the list. Please contact us to discuss this feature if you are unsure about using it.

Note, you can only filter an automatic Staff profile index by category or department, not both together.

Use the selector on the first tab to choose whether to display profiles as a list or cards.

3. Manual list - CMS profiles tab
Staff profile index - manual list tab

Select 'Manual list - CMS profiles' on tab one.

Use only if the automatic list is not appropriate. With this tab you can manually create a list of staff. Similar to Featured staff profiles on the first tab (see above), you can then insert blocks of profiles, each with a sub header and list of Staff profiles. 

4. Automatic list - from telephone directory tab

Select 'Automatic list - from telephone directory' on tab one.

The data for this list is populated from the internal telephone directory.

To generate a list of members of staff in your department, put in your department ID. To get this:

  1. Log in to your MUSE account
  2. Go to the internal telephone directory department search
  3. Search for the department and choose the one you want. The page shows a preview of the data that will be returned - drill down to view a section within your department if necessary
  4. To get the department ID either:
  • make a note of the number displayed at the end of the URL in your browser address bar, or
  • copy the URL of the web page and right-click or tap to copy the link and paste it somewhere. The ID is the number at the end of the URL. For example the URL for Corporate Communications is the following, which means the department ID is 3435:

    https://www.sheffield.ac.uk/directory/displayDeptEntry.do?deptId=3435

Your Departmental Telephone Liaison Officer can assist with changes to the data in the telephone directory.

How to change a person's details on the internal telephone directory


Inserting a Staff profile index into your site structure

When you insert a Staff profile index into the structure of your site, make site it is in the most appropriate place. This is usually:

  • with the People Hub as the parent. For example:
    Group website name > People > Staff [Staff profile index] > [Staff profiles]
  • with the main Staff profile index as the parent. For example:
    Group website name > People > Staff [Staff profile index] > Academic staff [Staff profile index] > [Staff profiles]

With this in mind, it may make sense to think about how many Staff profile indexes you might need and create a parent Staff profile index before you create a child Staff profile.

You should also publish an automatic Staff profile index before you create Staff profiles you wish to appear on it. This will enable you to set the Staff profile index as the parent page for any Staff profiles when you place them in the site structure.


Things to remember

  • Only set up a manual list of profiles if you can commit to keep it up to date. Using the automatic version instead of the manual version for Staff profile index will significantly reduce the amount of maintenance you need to do
  • If you're not sure about which Staff profile index/es you might need then start by setting up a single automatic one under your People Hub and see if that is suitable. You can always change it later
  • If required, you can create multiple Staff profile indexes on your site to represent different Groups of staff
  • If you want to include Staff profiles from other Groups on a manual Staff profile index, then there is no need to create the profiles as Staff profile links in your Group. Instead, just insert them directly onto your manual Staff profile index
  • Use the Staff tab in your Group to quickly see all the Staff profiles and Staff profile links in your Group, even if they're unpublished

Get in touch

If you have CMS questions or are stuck then get in touch and we'll do our best to help.