staff profile creation

TABLE OF CONTENTS

• Permissions for Staff Profile Management
• Find the Staff Profile Management System
• Understanding the Staff Profile Layout Manager
• Creating a Custom Panel
• Editing Panel Visibility Settings (Hiding Panels)
• Creating a Sub-Panel
• Cloning a Panel or Sub-panel
• Creating a Context Block
• Creating A Field
• Managing Fields and Quick Access
• Creating New Fields that Appear in the Staff Quick Access Menu
• Updating Fields that Appear in the Staff Quick Access Menu

Permissions for Staff Profile Management

Please take a few minutes to review the permissions available for Staff Management here. 

Find the Staff Profile Management System

The staff profile management system can capture all of the staff profile information you need. From documents to addresses to photos to all of your important dates, you’ll be able to quickly and easily add any field you need at any time.

To access your staff profile management system:

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   

2. On the right, click Manage staff accounts.
   
   

3. On the right, in the More menu, select Manage Fields and Profile Layout.

Understanding the Staff Profile Layout Manager

The Staff Profile Layout Manager is the space where you will manage the look and feel of your staff profile pages. You’ll be able to create an unlimited number of custom panels and sub-panels that will hold all of the information you need to collect for each staff member.

The Staff Profile Layout Manager has six main components:

1. The Panel Canvas

2. Create a Panel

3. Create a Sub-panel

4. Create a Context Block

5. Create a Field

6. Manage Fields
   

IMPORTANT: The first time you open the Staff Profile Layout Manager only the standard panels will appear. These include:
    A. Name & Contact Details
    B. Site Assignment

Learn how to create an unlimited number of custom panels in the next section. 

There are two types of panels: Standard and Custom. Standard panels cannot be removed, and the Name & Contact Details panel always stays at the top of the profile. Other Standard panels can be drag-and-dropped wherever you like. 

The Standard panels on an identifier profile are: 

You can drag-and-drop the Communications History (Outbound) panels to any position you'd like. The Name & Contact Details panel stays at the top of the profile.

Creating a Custom Panel

To create a new custom panel:

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   

2. On the right, click Manage staff accounts.
   
   

3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   

4. On the top-right, click Create a Panel.
   

5. A window will open.
   
   

6. Type your new Panel Name.
   
   

7. Decide if you would like this panel to be open on page load or not.
   
   

8. Click the Create button.
   

Newly created panels will appear below your standard panels (but can be moved by simply dragging and dropping).

Custom panels will have the following action options:

Editing Panel Visibility Settings (Hiding Panels)

After a custom panel is created, you can edit it by updating the Visibility Settings. This will be an important step to follow if you have panels designed only to be visible to staff in certain program years. 

To Edit a panel;

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   

2. On the right, click Manage staff accounts.
   
   

3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   

4. Open the panel.
   
   
   

5. Click the edit button.
   
   

6. A window will open.
   

7. Here, change the setting from Visible for All Staff to Visible Only for Staff Who Already Have Saved Data in this Panel.
   
   This will hide the panel for staff if there is currently no data in any field within the panel.
   
   

8. Optionally, you can remove the panel from the space where you import staff by unchecking this box.
   
   

9. Click Update to save your changes.

Creating a Sub-Panel

To create a sub-panel:

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   

2. On the right, click Manage staff accounts.
   
   

3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   

4. On the right, click the Create a Sub-panel link.
   
   

5. A window will open:
   

6. Give your sub-panel a name.
   
   

7. Decide which panel you’d like to add it to.
   
   

8. Click Create.

Cloning a Panel or Sub-panel

Cloning a panel or sub-panel is a quick way to duplicate fields. Here are the steps.

To clone a panel:

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   

2. On the right, click Manage staff accounts.
   
   

3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.

4. Find the panel you would like to clone and click this icon:
   
   

5. A pop-window will appear.
   
   a) Give your cloned panel a new, unique name.
   
   b) If there are any sub-panels within the panel, you'll have the option to clone those as well.
   
   Here you can rename the sub-panels as needed.
   
   

6. Click Update.
   
   Newly cloned panels will appear at the bottom of your profile management page. You can drag and drop these as you like.

Creating a Context Block

Context Blocks are text-based sections where you can add context (just as the name suggests) and where you upload documents that can be accessed by your reporters. 

To create a context block:

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   

2. On the right, click Manage staff accounts.
   
   

3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   

4. On the right, click the Create a Context Block link.
   
   

5. A window will open:
   
   

   1. Use the text field and formatting options to create context for your reporters.
      
      

   2. Use this checkbox to attach up to 10 documents.
      
      

   3. Use the drop-down to decide in which Panel (and, if relevant, which Subpanel) you'd like to place your Context Block.
      
      

   4. Show the context blocks to reporters by checking this box.
      
      

6. Click Create.

Creating A Field

To create a field:

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   

2. On the right, click Manage staff accounts.
   
   

3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   

4. On the top-right, click Create a Field.
   
   

5. A window will open:
   
   

6. Type your new Field Name.
   
   

7. Optionally, you can create a Field Description which is help-text that colleagues can see when viewing the field.
   
   

8.  Next, click the Assign link and choose the Field Type.
   
   

   
   

   *For more information about Document Signing for staff, check out this article.
   
   

9. Next, let the system know if the field should be required.
   

10. Choose the Column Width. Fields can take up one column or both.
    
    

11. Choose the panel you’d like to add the field to. (Only custom panels and the Name & Contact Details panel will be available.)
    
    

12. (Optional) Choose the sub-panel you’d like to add the field to.
    
    

13. Decide which staff members should have access to the data in this field. Choose either: 

    • Grant access to all staff whose roles give them access to reporter profiles, or
    • Limit access to staff with selected staff roles.
      
      

14. Click Create.

Remember you can move newly created fields to any custom panel (or to the Name & Contact Details panel just by clicking and dragging.

Managing Fields and Quick Access

To manage and edit fields, use this link:

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   

2. On the right, click Manage staff accounts.
   
   

3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   

4. On the top-right, click Manage Fields.
   
   

5. The Field Manager page will open.
   
   

6. Click a field name to open the editing window.
   
   

7. Once the window opens, you can make any edits you see fit and click Update. In the window you'll be able to:
   

   • Archive the field, 

   • Un-archive (restore) a field, and

   • Delete the field.
     

Creating New Fields that Appear in the Staff Quick Access Menu

You have total control over which fields appear in your staff members' Quick Access menu at the top of their profile. 

When creating a new field, you control these settings here:

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   

2. On the right, click Manage staff accounts.
   
   

3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   

4. On the top-right, click Create a Field.
   
   

5. In the section called Staff Profile Page Access, choose the settings to allow your staff to see and edit the field, plus you'll want to choose the option that adds the field to the Quick Access to do list:
   
   

6. Click Create to finish building the field.
   

Updating Fields that Appear in the Staff Quick Access Menu

You have total control over which fields appear in the staff Quick Access menu at the top of their profile. 

When updating a field to be included in the staff Quick Access menu, follow these steps: 

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   

2. On the right, click Manage staff accounts.
   
   

3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   

4. On the top-right, click Manage a Field.
   
   

5. The Field Manager page will open.
   
   

6. Use the checkboxes on the right to include or remove fields in Quick Access for staff.