Employees can be set to be automatically ingested into your site or can be manually created if need be. Once you have employees we can set up pages to display employees for your site. This guide will explore how to ingest employees automatically, modify employees, and how to set up a page of employees.
Directory Ingestion
Each site has the ability to automatically "ingest" or import employees from the BYU Employee Database. This ingestion happens every 24-48 hours so the employees on your site will always have the most updated information for them. Directory ingestion allows for an easy way to add employees to a site without having to manually create all of them by hand.
To setup the directory ingestion you will need the following: Department ID or netIDs for the employee department site or a list of people you would like to be ingested into the site and an employee group that has already been created that the employees ingested will automatically be added to.
Once you have these things, go to Sites and Settings and then scroll down on the Main tab. Eventually, you will get to a dropdown called Directory Ingestion.
To finish the setup, follow these steps:
1. Enable the ingestion on the top button.
2. Click on the Add Department Ingestion Settings.
3. Give it a name and then assign the Employee Group that you created earlier. If you have not yet created one, please do so now.
4. Enter either the Department ID or the list of netID's (each on a separate line)
5. (Optional, but highly recommended) Fill out the Classification Codes, Status Codes, and Standing Codes according to which employees you would like to import.
To understand the codes for this part, please view this document. Also, please keep in mind that once you save the ingestion it will take 24-48 hours for the changes to be applied, please be patient. If nothing happens after that time, please go back and check your settings to make sure that they are valid.
Employee Type
New Employee
If you want to manually create an employee for whatever reason there is an Employee content type that you can create.
Click on the search bar, and then on the bottom left in the dropdown menu, select Employee and click on New.
Fill out the information accordingly.
Changing an Ingested Employee
Once an employee is ingested, there are only a few known (at the time of this writing) aspects that can override the ingestion information. These are the photo and the description of the employee. Please keep that in mind as you are changing any info that you may want different. It may revert back once the new ingestion is completed.
Sharing Employees
Once an employee is ingested into a site, that site then "owns" that employee and they will only be able to be modified on that site. However, you can still display employees on multiple sites if need be, even if a different site "owns" that employee. After selecting the employee, follow these steps:
1. On the right under Sites it will show the Owner and then Access: will be none.
2. Change None to Some others and choose the sites you wish you share with.
Once this is published and you are trying to add the employee to a list or other content on the other site, in the search bar, you will need to change the site that you are searching in.
Click on the search bar and then under Misc Filter, change the site from your current site, to the site that "owns" the employee. That employee should then be visible.
Person Settings
When creating a list of employees to display on a page, there will be information that displays automatically about the employee that is pulled from the employee info. The default that it includes, is shown in the photo above, the info is obviously generic for this example. There is a way to change the default and to show either more or less information.
1. To change the default, go to Sites and Settings and then click on the Page Defaults tab at the top.
2. Scroll down until you hit the Person Settings. In the dropdown there will be an Employee promo description field. Change this from Inherit to Select and then click on the new tab and Create New.
3. Once it loads, you can choose from the options shown on the right, which information you want displayed on your page for each employee. If some employees don't have that information, it will simply display nothing to be displayed.
This change will apply to the entire site to all pages that include employees being shown, so please plan accordingly when making changes.
