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Top > Department Manager FAQs
  1. I am an FDS manager for my department. How can I add a new member?
  2. When I try to add a new member for my department, I get an error stating that the person already exists in the database and can't be added again. What should I do?
  3. How can I give another person manager access to my FDS group?
  4. How can I remove manager access for another manager in my group?
  5. How can I delete a person from the FDS?
  6. How can I delete someone who is missing the Delete button?
  7. How can I find a person who has a departure date set?
  8. Can I start entering information for a new faculty member before his or her official start date without making information about the person available on the web?
  9. How can I add or replace a picture of a faculty member?
  10. Can I use the FDS to send email to groups within my department?
  11. Can I create standing mailing lists for groups that I email often?
  12. I need to add a new type of publication, lecture, committee, degree, activity, or student for my department, OR I need to add a new specialty for faculty in my department. How can I do this?
  13. What is the process Arts & Sciences will follow when they enter CV data for faculty into the FDS?
  14. How can I add a new "News" item?
  15. How can I change the order of existing News items?
  16. How can I update the Chair/DUS/DGS/Business Manager listings for my department as they appear on the Trinity website?

  1. I am an FDS manager for my department. How can I add a new member?

    To add a new member in your department:

    • Log into the FDS. 
    • If you are a manager in more than one department, navigate to the department the new person will be a member of.
    • Under the "Database" link on the left-hand side of the page, click "Add Member."
    • Fill in the first and last name fields in the resulting form, then click the "LookUp" button. If the person is currently listed in the university directory, or already has an account in FDS, contact information and important account information, such as the Duke NetID and Duke Unique ID, will be automatically filled into the form.
    • If more than one person with the same name occurs in the directory, or if the person already has an FDS account in another group, you will be asked to select the correct person from a list. The General Info form will be populated with relevant information from the Duke directory or the existing FDS account.  Add any other desired information about the person (title, specialty, etc), then click the UPDATE button at the top or bottom of the form.

    Note: You can add a new member even if clicking the LDAP button does not automatically fill in account information.  However, the person will not be able to log into the FDS until their Duke NetID has been entered into this form.

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  2. When I try to add a new member for my department, I get an error stating that the person already exists in the database and can't be added again. What should I do?

    The person you are trying to add is already a member of another department. To add the person in your own department:

    • Make sure you are logged into the FDS.
    • Use the Search link in the top right-hand corner of any FDS page to look up the person and find the other department(s) in which the person is a member.
    • In the search results, click the name of the person you wish to add to go directly to his or her web page.
    • In the links on the left hand side of the person's web page, you will see the link "add2us." Click this link to get an "Add new member" form for your own department with the person's information already filled out.
    • Make any desired modifications (contact info, office hours, etc.) and click the UPDATE button at the top or bottom of the page.

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  3. How can I give another person manager access to my FDS group?

    Note:  You must be in "Advanced Mode" for this task.  Expand the Database link and use the green link at the bottom of the section to toggle between Basic Mode and Advanced Mode.

    • If the person does not already have an account in the FDS, you must add them (see "Adding a New Member.")
    • Make a note of the email address that is entered in the required Email field on the Add Member or General Info form.
    • In the links on the left-hand side of the screen, click the Config Group link that appears under Database. (The Config Group link is only visible in Advanced Mode, as noted above.)
    • On the Update Group page, scroll down to the "Mgr Proxies" field and add the email address you noted earlier on its own line (the email address must match the address used for this person's account).
    • Click the Submit button at the bottom of the page.

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  4. How can I remove manager access for another manager in my group?

    Note:  You must be in "Advanced Mode" for this task.  Expand the Database link and use the green link at the bottom of the section to toggle between Basic Mode and Advanced Mode.

    • In the links on the left-hand side of the screen, click the Config Group link that appears under Database. (The Config Group link is only visible in Advanced Mode, as noted above.)
    • On the Update Group page, scroll down to the "Mgr Proxies" field and remove the email address of the person whose manager rights you wish to remove.
    • Click the Submit button at the bottom of the screen

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  5. How can I delete a person from the FDS?

    To delete a person from the FDS:

    • Make sure you are logged into the FDS.
    • Navigate to the web page of the person you need to delete.
    • Click the Edit link at the top of the person's webpage to get to the person's General Info form.
    • Scroll to the bottom of the form and click the Delete button.

    Note: Once a certain amount of information has been entered into the database for a person, you will not be able to delete the account.  Instead, you will need to remove the person from your site by setting a departure date  (see the next question).

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  6. How can I delete someone who is missing the Delete button?

    For record-keeping reasons, once a certain amount of data is entered into the FDS for a person, the person cannot be deleted, and no delete button will appear at the bottom of the General Info form. However, a "Departure Date" can be set, and this will remove the profile from all public web views. (The department FDS manager will continue to be able to access the account via the List Members page).

    To set a departure date:

    • Make sure you are logged into the FDS.
    • Navigate to the web page of the person you need to delete.
    • Click the Edit link at the top of the person's webpage to get to the person's General Info form.
    • Scroll to the Hire Date/Departure Date line. Then set the Departure date to any date in the past and submit the form.

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  7. How can I find a person who has a departure date set?

    • Click the "list members" link under Database in the links on the left-hand side
    • Click the "Current" link beside the page title (List of Members). It will change to "All."
    • Find the person you need to edit in the list, and click his/her name to access his/her general info form
    • Make any necessary edits, or modify or remove the Departure Date to reinstate him/her as a current member.

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  8. Can I start entering information for a new faculty member before his or her official start date without making information about the person available on the web?

    Yes, you can do this by setting a Hire Date.  When you create an account for a new person, look for the Hire Date field on the Add Member form.  Enter the date you want the person's information to become available on the department website.

    Prior to the Hire Date, no information about the person will appear on the department website.  To access and edit information for this person prior to the hire date:

    • Click the Database link on the left-hand side of any FDS page.
    • Click the List Members link.
    • At the top of the page, click the "Current" link that appears beside the List of Members title: the page will refresh and the "Current" link will change to "All."
    • Locate the name of the person and click their email address to go to their General Info form.  Then use the links on the left-hand side of the page under Database to add any additional information for the person.


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  9. How can I add or replace a picture of a faculty member?

    • Log into the FDS.
    • Navigate to the web page of the person for whom you will upload the picture.
    • Click the Edit link beside the person's name or title to edit the General Info form.
    • Find the Picture field (in the top third of the form below the web page fields) and click the Browse button beside it.
    • Locate and select the image file to be uploaded
    • Once the file location appears in the Picture field, click the Update button at the top or botton of the General Info form.
    • If the picture does not immediately appear on the faculty member's page, try using your browser refresh button to reload the page.

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  10. Can I use the FDS to send email to groups within my department?

    Yes. The FDS makes it very easy to send email messages to groups or subgroups of people within your department. This service allows members of a department to send email to other members of their own department via the FDS--it cannot be accessed by outside spammers or by members of another department who are logged into the FDS.

    • Click the Utilities link in the list on the left-hand side of any FDS page.
    • Click Email Mgr in the list that appears under the Utilities link.
    • Click the "email lists" link that appears to the right of the page title.
    • You may select one or more individuals or groups within your department to email from any of the following groups: Aliases, Categories, Dept. Committees, Local Users.  To select more than one, hold down the control key (PC users) or the command key (Mac users) on your keyboard as you select additional users or groups.
    • To exclude individuals who are members of groups you have selected, select the names of the people to exclude from the "Local Users *Excluded*" list.
    • Click the View button below the Cc field to view the list of users who will receive the message and verify that the names are correct.
    • To de-select a group or individual, hold down the control key (PC users) or command key (Mac users) on your keyboard while clicking the selection you wish to remove.
    • Enter a Subject and the text of the message in the appropriate fields.
    • Click the Mail button to send the message.

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  11. Can I create standing mailing lists for groups that I email often?

    Yes. The FDS allows department managers to create "aliases," or additional lists of department members. An example might be a list containing all faculty except emeriti plus administative staff, that will be used repeatedly. To create an alias:

    • Click the Utilities link in the list on the left-hand side of any FDS page.
    • Click Aliases in the list that appears under the Utilities link.
    • Click the "New" link that appears to the right of the page title.
    • Fill in the Alias Name field with a name for the alias you are about to create (you may use letters, numbers, and + or - symbols in the name).
    • Select the categories and users you wish to include in the alias.
    • Add any additional email addresses you wish to include in the "Additional Emails (one per line)" section.
    • Click the View button to verify that the list contains all the appropriate people.
    • Click Submit to create the alias.
    • Now the new alias you have created will appear in the Aliases column in the Email Manager.

    Note:
    When setting up aliases, keep in mind that to the extent that you construct them by selecting groups, rather than individuals, they will stay up to date as you add and remove members from the database.

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  12. I need to add a new type of publication, lecture, committee, degree, activity, or student for my department, OR I need to add a new specialty for faculty in my department. How can I do this?

    Note:  You must be in "Advanced Mode" for this task.  Expand the Database link and use the green link at the bottom of the section to toggle between Basic Mode and Advanced Mode.

    • Make sure you are logged into the FDS
    • Click the Database link on the left-hand side of the screen to expand it.
    • Click the Config Group link that appears under Database
    • In the links just under the page title at the top of the Update Group page, click the Types link.
    • Add the new specialty or Type in one of the empty fields in the appropriate section.  If you need to add more than two types to a section, click the green + icon in the bottom right-hand corner of the section you are in to add more fields.
    • You may change the name of a type.  If you need to remove a type, simply delete the text and leave the field blank.  DO NOT enter a new type in its place: this will result in all data assigned to the old type being reassigned to the new one.
    • Use the numbers to the right of the type names to change the order of the list.
    • Click the Submit button at the bottom of the form.

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  13. What is the process Arts & Sciences will follow when they enter CV data for faculty into the FDS?

    Click to open the Process for Entry of A&S CV Data into the Faculty Database System (PDF, 48 KB).

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  14. How can I add a new "News" item?

    • Log into FDS.
    • In the breadcrumbs at the top of the page (e.g. Home > Arts & Sciences > Your Group Name > Staff), click the name of your group.
    • In the navigation links on the left-hand side of the page, click the "News" link that appears below "Webpage."
    • On the News listing page, click the "new" link at the top of the page (in some groups this link may read "add news" instead).
    • Fill in the required fields.
      • In the List Dates field, only the first date, designating the first day the news item will appear, is required. You may optionally enter a date in the second field to specify a day when the item will disappear.
      • The Subject field will be the "headline" for the news item, usually appearing in bold at the top of the entry.
      • Enter the body of the news item in the Message field. If you wish to control the point at which the text "breaks" and a "more info" link is added to take the reader the another page, you may enter @@ in your text where you want the break to occur. Otherwise, the break will be added automatically after a few lines of text.

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  15. How can I change the order of existing News items?

    • Log into FDS.
    • In the breadcrumbs at the top of the page (e.g. Home > Arts & Sciences > Your Group Name > Staff), click the name of your group.
    • In the navigation links on the left-hand side of the page, click the "News" link that appears below "Webpage."
    • On the News listing page, you may reorder news items by dragging and dropping them into the desired order. Click and drag the hand icon that appears to the right of the News item you wish to move.

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  16. How can I update the Chair/DUS/DGS/Business Manager listings for my department as they appear on the Trinity website?

    • Log into FDS
    • If you are a member of more than one group in FDS, be sure to select the department you plan to update when you log in.
    • In the breadcrumbs at the top of your FDS welcome page (e.g. Home > Arts & Sciences > Your Department Name > Staff) click the name of your department.
    • In the navigation links on the left hand side of the page, click the Database link to expand it.
    • Click the Extra Info link at the top of the list now appearing under Database.
    • To add a new Chair/DUS/DGS/Business Manager, click the "new" link beside the appropriate title.  If the title has an existing entry, click "edit" beside that entry to update it.
    • Click the green "+" icon beside the title you wish to add.  Your group should already be selected.  From the Class menu, select Faculty or Staff.  From the resulting  "Users" menu, select the person you wish to add.  Click Done.  Repeat this step for any additional positions listed on the form. 
    • You can select multiple names for a single entry by holding down the apple/command key (Mac) or the Ctrl key (PC) on your keyboard while you select.  You can also UN-select a name that you have already selected by holding down the same keyboard key and clicking the selected name.
    • Click Update to save your entries.

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Last Update: 2010/07/01 11:15:13.


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