Engineering Marketing & Communications Lunch and Learn: Managing Employees in SharePoint

1. Engineering Marketing & Communications Lunch and Learn:Managing Employees in SharePoint

2. Adding/Editing Staff in SharePoint

3. Log on to SharePoint Open Internet Explorer and go to your department website. • At the bottom of the page, click Intranet. • Log in using your SEAS username and password.

4. Edit, add or delete EMPLOYEES After logging in, you will arrive at Quicklinks for Web Content Managers. Click Edit, add or delete Employees.

5. Main Employee Page Sort by Pending to quickly approve changes This is the main Employee page. You can sort employees by Title, First Name, Last Name, Phone, Email, Approval Status, and IsStaff

6. Edit Existing Staff To edit an existing employee entry, click on the employee’s title.

7. Edit Existing Staff Then, click Edit Item This is the screen you will see after clicking on the employee title.

8. Edit Existing Staff To edit text, place the cursor in the field you wish to edit and delete/change/add text. Click on checkboxes to check/uncheck.

9. Add New Staff To add a new employee, click New.

10. Adding New Staff: Required fields These sections are not needed for staff

11. Adding New Staff: Required fields

12. Adding New Staff: Best Practices Use full title. Always use (314) 935-XXXX Always use @wustl not @WUSTL Address is always the same 1 Brookings Drive St. Louis MO 63130

13. Adding New Staff: Best Practices Only type the number, not “Campus Box” Select Other Appointments here to show up on “Other Appointments” page

14. Adding New Staff: Best Practices X Checking this box syncs this information to the School Directory. It is very important to check this box. This is how you get on the School email list (except BME). X Checking this filters staff from faculty in the School directory Click OK

15. Faculty Bio Page Content

16. Log on to SharePoint Open Internet Explorer and go to your department website. • At the bottom of the page, click Intranet. • Log in using your SEAS username and password.

17. Add or Edit Faculty Bio Page Click here

18. Add or Edit Faculty Bio Page Then, click on the professor’s title

19. Adding/Editing Faculty: Best Practices Three options: Professor, Associate Professor, Assistant Professor. This appears on the homepage. For phone and fax, always use (314) 935-XXXX This is the homepage image Address is always the same Endowed title appears on faculty bio page. Isn’t the dean, so don’t check the box. Image URL is faculty bio photo Link to CV

20. Adding/Editing Faculty: Best Practices Don’t repeat what’s already on the faculty bio page (e.g. education information) Always Building, Room # Only number, don’t type “Campus Box” Link to research/lab website This goes in “Other Appt.” field on faculty bio This filters school directory for faculty. Populates course listings. This goes on faculty bio and some digital signage boards. No periods are used in degree references. .

21. Adding/Editing Faculty: Best Practices This populates faculty landing page on school site Only tenure/tenure-track faculty. Goes under faculty profile on homepage. Don’t check unless we have a professional photo. This syncs the profile to the school site. All departments except BME & Sever Institute should check this box. This is for tenure/tenure-track faculty only.

22. Adding/Editing Faculty: Best Practices In most cases, this title will match the first Title field. Exceptions include department chairs, associate dept. chairs. This is so that on the faculty bio page, both “Department Chair” and “Professor” appear, but on the homepage, only “Professor” appears. Only department chairs need this box checked. • We can add up to five publications, and these can be updated at any time. • Bold the faculty name. • Hyperlink to full version of publication Dr. Axelbaum requested a link to a full list of publications.

23. Adding/Editing Faculty: Best Practices • We can add up to five research projects. We suggest including title, role, and sponsor. There is no set format. This isn’t important for the web, but it helps us keep track of groups on faculty pages on the department sites, as well as on the digital signage.

24. Faculty Bio SharePoint Fields on the Web Name Faculty Title Endowed Title BioContent Image URL Address Campus Box Research Content Office Location Phone Fax WebsiteLink Email ResumeLink EducationContent SelectedPublications

25. Faculty Bio SharePoint Fields on the Web Name Title ThumbnailURL

26. Faculty Bio SharePoint Fields on the Web RandomImageURL

27. Questions, comments or suggestions? Engineering Marketing & Communications can assist with SharePoint questions: Bridget Wiegman (wiegmanb@wustl.edu) Kristen Otto (kristenotto@wustl.edu) Ran Jing (rjing@wustl.edu)