Directory Feature
Objective
To explain in detail how to use the Directory Feature including Adding a user to a desired folder, setting up a folder, and explaining over arching general settings that apply to the entire Directory as a whole
Folder Settings
Create a Directory Folder
Go to Directory and click "+New Folder" in the upper right-hand corner of the page
Select the image you wish to use by choosing one from our image library or navigating to an image on your device.
Name the Folder
Click “OK” in the upper right-hand side of the page
This will create a new folder similar to the example "Administrators" and "Staff" folder in this location:
Edit Directory Folder Settings
In order for a user to populate in a Directory folder that has an Identity and a Department selected, the person must have at least one of the listed Identities and Departments within their People entry.
Do not click the Identities "+" button to the right of the Root Folder. This will create Identities-based rules for the Root Folder, not for the folders created earlier that sort users accordingly.
Click Settings near the center-top part of the page:
Find the folder you want to edit permissions for and click on the "+" sign
Select an Identity from the "Select Identity" drop down list:
Select a Department, if you do not select a particular Department then all users with the listed Identity will be listed in this Directory folder.
There will be an auto-populated option that’s available for choice, you can also write in a Department name if you so choose.
Click "Save" in the lower right-hand corner.
Add user to Directory Folder
Locate the Directory folder you want the user added to in "Directory Settings" by clicking on the "Settings" cog.
For our example we will pretend we want a user added to the "Staff" Folder in the Directory. The Directory settings of that folder reveal a few key items:
- Users will need the "Teacher" Identity to appear in the Directory folder. If there were multiple Identities listed here, they would only require one of them.
- Users will need one of the following listed in their respective "Department" field in their People entry:
A. History
B. Teachers
C. Bulldog Teachers
Navigate to "People" in the Dashboard and look for the user you want to add to the "Staff" Directory folder. For our example we will edit Jess Ward's People entry.
Add one of the "Departments" we identified earlier to her respective "Departments" field in her "Primary Details" tab. We will add "Bulldog Teachers"
Navigate to her "Identities" tab
Click "+Staff Identity"
In Identity Details, add her as a Teacher to the appropriate school.
Click "Apply" or "Ok" at the bottom of the page.
Navigate back to the Directory folder you wanted to add the user to, and they should appear here. If they do not appear give it a few minutes and refresh the web browser.
Congratulations! You've successfully added a user to a Directory folder.
Delete/remove user from Directory folder
You can delete or remove a user from a Directory folder clicking on the "Delete" red trash can next to their name.
You will still need to investigate why the user populated in that Directory folder by looking through it's settings. It is either an improper Department or improper Identity setting that enables users to appear in incorrect Directory Folders.
Delete Directory Folder
Deleting a folder or user will only remove them from the listed Directory, this will not remove their "People entry" completely. If you have a sync of any kind setup (SFTP, API, etc) setup, you must edit the user/folder from the synced data.
Otherwise users/folders you have removed here will keep reappearing.
Locate the Directory folder you want to delete and click on the red trash can icon
General Settings
Pinned directory items will not be affected by this sorting decision. In order to change the pinned items, please remove the sorted order for each person.
Click on Directory > click on "Settings" > "General Settings"
Always show generated contact information in the app
Selecting this option enables all contact information listed in a user's "People" entry to appear in the App. This is left unchecked by default.
Hide Phone Numbers
Selecting this option hides all user phone numbers in their "People" entries. This is left unchecked by default.
Hide Emails
Selecting this option hides all user emails in their "People" entries. This is left unchecked by default.
Sort Order (Last Name/First Name)
Selecting this option allows you to control how names in your Directory are listed.
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