Profiles and Extended Department Directory Listing | Kent State University

Profiles and Extended Department Directory Listing

There are two content types, Profile and Department Directory Listing. Both must be created for a profile to appear in a profile listing. 

  1. Profile - A Profile contains the basic information about an employee. Only one is needed per person.
  2. Department Directory Listing - A Department Directory Listing contains department specific information. A person can have multiple Department Directory Listings. One is needed for each department listing.

Step 1 - Create a Profile

Create a Profile by going to Group Actions>Create Content>Profile.  Complete the form to create a new profile. Only one Profile per person should be created.  It must be created first, because the Department Directory Listing requires it for a connection.

  • Full Name* - Enter the person's full name.  This field connects a person's Profile with their Department Directory Listing(s).
  • Photo - ​Select the browse button to upload a headshot.  The dimensions required are 500 x 750 pixels; files must be less than 1MB; allowed file types include png, gif, jpg, and jpeg. You can find many headshots in the Kent State photo archive.
  • First Name*
  • Last Name*
  • Work Email*
  • Work Phone - List phone numbers using university style, i.e. 330-672-1234.
  • Personal Email - This field is currently not being displayed on the website.
  • Personal Website -  Complete the title and URL fields to add your personal website to your listing(s). 
  • Personal Phone - This field is currently not being displayed on the website.  Please list phone numbers using university style, i.e. 330-672-1234.
  • Education - If needed, multiple entries are available.
  • Body Summary - Summary of Body content (shown when Teaser is selected in a view).
  • Body - Enter biography information.
    • Selecting the Edit summary link (next to the Body title) will reveal the Summary field.  This field is only displayed in certain web pages.
  • Campus Location - Select the correct option.
  • Job Title - Begin to enter the department, you will see keyword related options listed.  Select the correct one or enter a new one.
  • Job Department -  Begin to enter the department, you will see keyword related options listed.  Select the correct one.
  • Employee Type - Select the correct option.
    • Faculty or Staff Researcher must be selected in order to be displayed in the Researcher Database.
  • Office Room Number - Enter the physical office number of your location.  Please include the word room  before the number, for example, Room 123.
  • Office Location - Begin to enter your building name, you will see keyword related options listed.  Select the correct one.
  • Office Hours - Enter your office hours.  Mark your calendar to update each semester.
  • Work Fax - List fax numbers using university style, i.e. 330-672-1234.
  • Publications - Publications should be recent publications only. Multiple entries are available.  If you do not have time to add publications already posted in other mainstream websites such as Google Scholar, Web of Science, ORCID or Mendeley you can add a link to them in your bio/body copy.
  • Research Methods - This field is used by the College of Education, Health and Human Services.
  • Affiliations - Enter affiliations as a comma separated list. 
  • Awards Achievements -  Multiple entries are available. 
  • Documents - Where you can upload a CV.​  File types accepted include txt, pdf, doc or docx.
  • News Stories (Experts Database) - University Communications and Marketing adds published news articles to your profile.
  • Expertise  - Enter expertise as a comma separated list.
  • Research Keywords - Begin to enter your research keywords (pivot keywords), you will see keyword related options listed.  Select the correct one.  Multiple entries are available by adding a comma and entering another research keyword.
  • Student Research Position - Select the Add new node button to post a student research position.
  • Groups audience - The profile will be added to the group you are logged into. One person can be affiliated with multiple groups but only one Profile needs created.

Be sure to remove your user name from the author field located in the Authoring information section (tabbed setting area at the bottom of the page), otherwise you will not be able to create more than one profile.

Select the Save button to save the profile.

Step 2 - Create a Department Directory Listing

Department Directory Listings provide additional information about a person, specific to their role in a specific department. It is required for a person's profile to appear in a department listing. A person should have a Department Directory Listing for every department listing they wish to be included in. It is required a Profile be created first.  The Department Directory Listing requires it to connect them.  Complete the form as it relates to this group's listing.

To create an Extended Profile by going to Group Actions>Create Content>Department Directory Listing.  Complete the form to create a new Department Directory Listing.

  • Group Audience - The group is pre-selected and should not be changed.  This Department Directory Listing will display in this group's profile listings, once connected with the person's Profile (via the Profile Reference field)
  • Employee Name (for display) - Enter the person's full name.
  • Profile Reference* - Once you begin to enter the person's profile full name, you will see options listed.  Select the correct name.  If it does not appear a Profile must be created first (see step 1). If more than one appears, please submit a ticket requesting they be merged.
  • Additional Information - The information entered in this field will display below the Profile body copy (entered on the person's profile - step 1) and should biography information specific to this listing.
  • Campus Location - Update only if it differs from your Profile.
  • Job Title - Update only if it differs from your Profile.
  • Job Department - Update only if it differs from your Profile.
  • Employee Type - Update only if it differs from your Profile.
  • Office Number - Update only if it differs from your Profile.
  • Office Location - Update only if it differs from your Profile.
  • Office Hours - Update only if it differs from your Profile.
  • Work Fax - Update only if it differs from your Profile.
  • Weight - Keep at zero for alphabetical sorting.
  • Profile Sorting Term - Enter a term to be used by multiple employees if you want a directory with subdirectories.

Editing Profiles and Department Directory Listings

If a person wants to edit their own profile, they must first confirm they have logged into their Drupal Dashboard using their FlashLine user name and password. Their FlashLine user name will not be accepted in the Author field until they do. Both their Profile and their Department Directory Listing(s) will need the author field updated. Once added, they will be able to edit their profile content from their dashboard.

Request Acess to Edit Your Profile and Department Directory Listing(s)

Create a Page to View the Department Directory Listings

Once the Department Directory Listings are created you will create a new basic page and edit it as follows:

  • Title - The title of the directory.
  • Body - Add a description if desired.
  • Menu Setting (tabbed setting near the bottom of the page) - Add the page to your navigation by selecting the Provide a menu link checkbox and selecting the parent page of the directory.  Typically it is in a websites main navigation.  If so, select your website title.
  • Select the Save button to save the basic page.

Next, you will add a view to the page by following the steps below:

  • Click Customize this page from the black bar at the bottom.
  • Select the + (plus sign) from the body column block.
  • Select View Panes from the left menu.
  • From the list select View: Profiles: Group Extended Profiles (this option will create a feed to show all profiles from your group).
  • Enter your group node ID number in (the node ID of your group’s home page) the OG membership: Group ID field.
  • Select the fields you want to display on you feed.
  • Enter the maximum number of profiles that you want to appear on a page (additional pages will be created if needed).
  • Select the Finish button to save the view.
  • Select the Save button from the bottom black bar to save the entire page.

Please note, you may not see the feed until after you save and refresh the page.

Display Separate Directories by Keyword

If you want separate directories based on a keyword, each person to display in that directory must have an exact matching Profile Sorting Term added to their Extended Department Directory first.

  • Click Customize this page from the black bar at the bottom.
  • Select the + (plus sign) from the body column block.
  • Select Redesign from the left menu.
  • From the list select View: Profiles: Department Filter (this option will create a feed to show all profiles with a specific sorting term from your group).
  • To add a title above the directory, select the Override title checkbox and enter the title in the text field.
  • Enter your group node ID number in (the node ID of your group’s home page) the OG membership: Group ID field.
  • Select the fields you want to display on you feed.
  • Enter the Profile Sorting Term added to the group's Department Directory Listing.
  • Enter the maximum number of profiles that you want to appear on a page (additional pages will be created if needed).
  • Select the Finish button to save the view.
  • Select the Save button from the bottom black bar to save the entire page.

Repeat these steps for every subdirectory you want displayed

Please note, you may not see the feed until after you save and refresh the page.

Display Separate Directories by Employee Type

When viewing the profile page, users are able to search by employee type.  If you want to separate them, links can be added to your menu to show only one Employee Type.  For example, if your department has Faculty, Staff, Graduate Students and Deans, your menu could be setup to list each of them separately.  Please submit a support ticket if you would like your profiles setup like this for your group.  Be sure to include all the employee types that should be listed.

Don't forget to save your work!

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