Campus Directory

Unified information repository for higher education organizations

PLEASE NOTE: The following document is in draft and subject to change.

Documentation

Author: eMarket Design
Last Updated: 2016-12-20

Introduction

Comprehensive directory solution for higher education organizations

Concepts

The following is the definition(s) of the concept(s) covered in the context of Campus Directory app:

Last Updated: 2016-12-20

People

Any person who is a faculty, graduate or undergraduate student, staff or alumni.

Working with People

Using Campus Directory, you can create, modify, delete, and search person records, associated taxonomies, or relationships.

Last Updated: 2016-12-20

Creating People

To create person records in the admin area:

  1. Log in to your Administration Panel.
  2. Click the 'People' tab.
  3. Click the 'Add New' sub-tab or the “Add New” button in the person list page.
  4. Start filling in your person fields. You must fill all required fields. All required fields have red star after their labels.
  5. As needed, set person taxonomies and relationships. All required relationships or taxonomies must be set.
  6. When you are ready, click Publish. If you do not have publish privileges, the "Submit for Review" button is displayed.
  7. After the submission is completed, the person status changes to "Published" or "Pending Review". Users must have "publish" right to publish people. Users who do not have "publish" right can still create people; however, these people must be reviewed and approved by a user with person "publish" right. Check Roles and Responsibilities section of this document to see which access groups have person "publish" right.

Alternatively, you can create person records using the person entry form in the frontend by filling out the required fields.

Last Updated: 2016-12-20

Uploading Person Curriculum Vitae

Person Curriculum Vitae file can be linked to People using the admin backend when creating a new person. You can upload at most 1 file.

After the person is created. Only the users who has "publish" right can upload Curriculum Vitae using the person edit screen.

Last Updated: 2016-12-20

Uploading Person Photo

Person Photo image file can be linked to People using the admin backend when creating a new person. You can upload at most 1 file.

After the person is created. Only the users who has "publish" right can upload Photo using the person edit screen.

Last Updated: 2016-12-20

Modifying People

People can be modified by clicking on the "Edit" link under the person title in the person list page in the admin area. Make any necessary changes and then click Publish.

Last Updated: 2016-12-20

Searching People

In Campus Directory, users are only allowed to search people they have access to. Users who have access to people can search using the filter system in the person admin areaor search forms in the frontend

Last Updated: 2016-12-20

Scheduling People

To schedule People for publication on a future time or date in the admin area:

  1. Log in to your Administration Panel.
  2. Click the 'People' tab.
  3. Click the 'Add New' sub-tab or the “Add New” button in the person list page.
  4. Start filling in your person fields. You must fill all required fields. All required fields have red star after their labels.
  5. As needed, set person taxonomies and relationships. All required relationships or taxonomies must be set.
  6. When you are ready, click "Edit" in the Publish area next to the words "Publish immediately". You can also change the publish date to a date in the past to back-date People. Change the settings to the desired time and date. You must also hit the "Publish" button when you have completed the person to publish at the desired time and date.
  7. After the submission is completed, the person status changes to "Published".
Last Updated: 2016-12-20

Password Protected People

To create a password protected person in the admin area:

  1. Log in to your Administration Panel.
  2. Click the 'People' tab.
  3. Click the 'Add New' sub-tab or the “Add New” button in the person list page.
  4. Start filling in your person fields. You must fill all required fields. All required fields have red star after their labels.
  5. As needed, set person taxonomies and relationships. All required relationships or taxonomies must be set.
  6. Click the "Edit" link next to Visibility in the publish box and select "Password protected".
  7. Enter a password that will be required to view that person in the text field. The password is limited to 20 characters.
  8. When you are ready, click the "Publish" button (or "Update" if the person is already published.)
  9. After the submission is completed, the person status changes to "Published".

Only an Administrator and users with "publish" right can change the password set for your person or modify visibility setting by clicking the "Visibility: Edit" link again.

When person content is password protected, person title displays the text "Protected: " before the person Title and the content prints a password form with this text: "This content is password protected. To view it please enter your password below:".

If multiple people have the same password, one will only have to enter the required password once. Only one password is tracked at a time so if you visit two different people with two different password, you must re-enter the person password to access content. WordPress saves passwords for maximum 10 days. After this period expires, one must reenter the password again to view the protected content.

Last Updated: 2016-12-20

Private People

People can be privately published to remove them from person lists and feeds.

To create a private person in the admin area:

  1. Log in to your Administration Panel.
  2. Click the 'People' tab.
  3. Click the 'Add New' sub-tab or the “Add New” button in the person list page.
  4. Start filling in your person fields. You must fill all required fields. All required fields have red star after their labels.
  5. As needed, set person taxonomies and relationships. All required relationships or taxonomies must be set.
  6. Click the "Edit" link next to Visibility in the publish box and select "Private".
  7. Once you change the visibility to private, the person status changes to "Privately Published".
  8. When you are ready, click the "UPDATE" button.

Only an Administrator and users with "publish" right for the person can change visibility setting by clicking the "Visibility: Edit" link again.

Last Updated: 2016-12-20

Previewing People

To preview person content press the "Preview" button - a button directly above the “publish” button - in the publish box before officially publishing or sending for review.

Last Updated: 2016-12-20

Draft People

To create a draft person in the admin area:

  1. Log in to your Administration Panel.
  2. Click the 'People' tab.
  3. Click the 'Add New' sub-tab or the “Add New” button in the person list page.
  4. Start filling in your person fields. You must fill all required fields. All required fields have red star after their labels.
  5. As needed, set person taxonomies and relationships. All required relationships or taxonomies must be set.
  6. When you are ready, click "Save Draft" button in the publish box.
  7. After the submission is completed, the person status stays at "Draft".
Last Updated: 2016-12-20

Person Author

Once the person is published the user who created the person is assigned as the person author. Person authors can view and edit the person. One can change the person author from the author box. The author box drop down is limited to the users who have person "publish" right.

Last Updated: 2016-12-20

Linking Advisees

You can create connections between People and People by clicking on "Create Connection" link in the "Advisees" box and then clicking on "Plus" sign adjacent to the record title you would like to connect. Optionally, you can create new record. If you create a new one, the record is created as a draft. You must publish all connected draft records to make the connections valid.

After the connection created, you can update or publish your person. You can create as many connections as you need.

Last Updated: 2016-12-20

Linking Supported Faculty

You can create connections between People and People by clicking on "Create Connection" link in the "Supported Faculty" box and then clicking on "Plus" sign adjacent to the record title you would like to connect. Optionally, you can create new record. If you create a new one, the record is created as a draft. You must publish all connected draft records to make the connections valid.

After the connection created, you can update or publish your person. You can create as many connections as you need.

Last Updated: 2016-12-20

Creating Custom Fields

Campus Directory Community supports creating of custom fields. Creating of custom fields provides a quick way to allow you to extend the content with key/value pairs also known as meta data. Custom fields store arbitrary extra information about people.

To create a custom fields for your people

  1. Edit any person or create a new one in the admin area. You will see the Custom Fields metabox. if you do not see it, enable it from Screen options.
  2. Creating a custom field requires a key and a value. The key is constant, but the value can change for each person. Click on Enter New link or select a key from the dropdown list.
  3. Enter a value and click Add Custom Field button
  4. Repeat the steps above for creating more fields

You can create as many custom fields as you need. If your custom field key may have multiple values, create a new field and use the same key with different values. You can use HTML code in the value box. Campus Directory concatenates each value separated with a space character. By default, WordPress shows 30 custom fields in the dropdown list.

Once you create person custom fields, they are displayed in the frontend. The custom fields are available to be for your forms too. You can enable or disable them in the form layouts from CampusDirectory menu > Settings page > Forms tab . By default all custom fields are disabled.

Last Updated: 2016-12-20

Setting Academic Areas

Academic Area can be set by typing the desired option in the empty text field and clicking "Add" button in "Academic Areas" box and updating/saving the person. Setting a value for Academic Area is optional. Academic Area is also not organized hierarchically meaning there's no relationship from one Academic Area value to another.

Academic Areas do not have preset values.

Last Updated: 2016-12-20

Setting Directory Tags

Directory Tag can be set by typing the desired option in the empty text field and clicking "Add" button in "Directory Tags" box and updating/saving the person. Setting a value for Directory Tag is optional. Directory Tag is also not organized hierarchically meaning there's no relationship from one Directory Tag value to another.

Directory Tags do not have preset values.

Last Updated: 2016-12-20

Setting Locations

Location can be set by typing the desired option in the empty text field and clicking "Add" button in "Locations" box and updating/saving the person. Setting a value for Location is optional. Location is also not organized hierarchically meaning there's no relationship from one Location value to another.

Locations do not have preset values.

Last Updated: 2016-12-20

Setting Research Areas

Research Area can be set by typing the desired option in the empty text field and clicking "Add" button in "Research Areas" box and updating/saving the person. Setting a value for Research Area is optional. Research Area is also not organized hierarchically meaning there's no relationship from one Research Area value to another.

Research Areas do not have preset values.

Last Updated: 2016-12-20

Setting Titles

Title can be set by typing the desired option in the empty text field and clicking "Add" button in "Titles" box and updating/saving the person. Setting a value for Title is optional. Title is also not organized hierarchically meaning there's no relationship from one Title value to another.

Titles do not have preset values.

Last Updated: 2016-12-20

Displaying People

Displaying Person archives can be done by creating a link in the Appearance Menus Screen in the admin area.

Alternatively, if you'd like to display a specific Person, you can select the link from Person metabox and add it to your menu. If you don't see Person metabox, check the Screen Options to ensure it is set to display.

To create a custom link for Person archives:

  1. Goto Appearance in the admin menu and click on Menus link
  2. On the right hand side, pick the menu you’d like to include from Select a menu to edit dropdown
  3. Under Links menu navigation item, type in /emd_person to the URL field
  4. Type in People or another label describing the custom link URL in the Link Text field
  5. Click “Add to menu” button to add the item to the menu
  6. Pick “primary location” under “Menu Settings” below the menu
  7. Save your menu
  8. Go to the frontend and click on the link you created to access People. Person archive page content is only displayed to the authorized users who have access permissions.
Last Updated: 2016-12-20

Locking People

In Campus Directory, People are locked during editing, preventing other users from accessing and modifying the Person.

If a user clicks to edit one of the Person records that's currently locked they are presented with three options in a pop-up dialog:

  1. Go Back - Return to the People listing.
  2. Preview - Preview the current state of the Person that's being edited.
  3. Take Over - Lock out the current editor of the People and begin editing. (The other user will receive a notification)

The user that has been locked out receives the following dialog, and is no longer able to edit the Person. It can take up to 15 seconds for the current Person editor to be notified that another user has taken over.

Standards

Standard views display a single type of content in a custom format and can be used in place of archive views. Administrators can display standard views using their shortcodes by choosing the name of the view you want to display from the WPAS component list after clicking on the WPAS toolbar button on any page.

The following sections list the Campus Directory standard views available:

Last Updated: 2016-12-20

People Grid

"People Grid" is a standard view which displays -1 Person records per page with a post status of publish in descending order by date. Page navigation is disabled. If you choose to install setup pages during plugin activation, a WordPress page is created with a title of "People Grid". You can visit this page to access the view. To display it in another page or post, use [people_grid] shortcode or select the view name from the WPAS component list after clicking on the WPAS toolbar button.

Forms

Forms allow users to enter data that is sent to Campus Directory for processing. Forms can be used to enter or retrieve search results related to your content.

The following sections list the Campus Directory forms:

Last Updated: 2016-12-20

People search

"People search" form is used for searching person records from the frontend. You can use [people_search] shortcode to display it in a page or post of your choise as well.

The following are the fields used in the form:

  • Academic Areas (select-multiple selection allowed)
  • Research Areas (select-multiple selection allowed)
  • Directory Tags (select-multiple selection allowed)
  • First Name (text)
  • Last Name (text)
  • Person Type (radios)
  • Office (text)
  • Email (text)

Administration

Plugins are managed from the Plugins screen in the Administration Screens of your WordPress site. All Plugins listed on this screen are found in your wp-content/plugins directory. Each Plugin has a description in its header section of what it does, an author and website to refer to, and a version number. Find Campus Directory from the list.

Last Updated: 2016-12-20

Installation

To install your Campus Directory Plugin using the built-in plugin installer:

  1. Download Campus Directory Plugin to your desktop.
  2. Go to Plugins "Add New".
  3. Under Upload, click "Browse".
  4. Find the campus-directory-community-VERSION.zip file.
  5. Click Install Now to install the Campus Directory Plugin.
  6. A popup window will ask you to confirm your wish to install the Plugin.
  7. Click Proceed to continue with the installation. The resulting installation screen will list the installation as successful or note any problems during the install.
  8. If successful, click Activate Plugin to activate it, or Return to Plugin Installer for further actions.

Replace VERSION in instructions with the version number of Campus Directory you want to install. After the activation, the Campus Directory plugin setup may display notification asking if you if you'd like to install setup pages or skip setup page installation, click the appropriate button.

Last Updated: 2016-12-20

Uninstallation

To uninstall your Campus Directory Plugin using the built-in plugin installer:

  1. Go to Plugins screen.
  2. Find the Campus Directory Plugin you wish to deactivate and uninstall.
  3. Click Deactivate.
Last Updated: 2016-12-20

Plugin Updates and Upgrades

WordPress auto-update system displays notification in the Admin Bar and also on the plugins page when new version of the Campus Directory is available.

To install the new version, simply hit the "Update automatically" button. WordPress will automatically download the new package, extract it and replace the old files. No FTP, removing old files, and uploading is required.

Upgrading your plugin

We offer different plugin editions to better match your needs. If you purchased a different edition of Campus Directory, follow the steps below to upgrade your plugin:

  1. Go WordPress plugins page and deactivate and optionally delete the current Campus Directory Community edition.
  2. Install the new edition based on the instructions in WordPress Codex
  3. Activate the new edition
  4. Go to Plugin Settings page and save settings

Upgrading Campus Directory Community edition does not have any impact on your existing data but it is always a good idea to back up your WordPress database as a rule of thumb before any changes.

Using Plugin Extensions

Campus Directory Community edition is configured to work with many plugin extensions. Most plugin extensions work regardless of the edition unless specified specifically in the plugin page.

if you purchased a plugin extension, follow the instructions in WordPress Codex to install and activate your plugin extension like any other WordPress plugin.

If your extension comes with a license key, you must save and activate your license key to get software updates and support.

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Modifying Form Fields

Administrators can show, hide, and resize form elements by clicking on the Settings page under CampusDirectory menu. In addition, form captcha element can be set to "Visitors Only","Always Show", or "Never Show".

Required fields can not be disabled however you can change the column size. The optional fields can be enabled, disabled, or modified to occupy more or less space in the form layout.

Make sure to save your changes after any modification otherwise your changes will not take effect.

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Changing Entity Base Slug

The default entity base slug can be changed within entity tab of settings page in CampusDirectory menu. After you update, make sure to refresh your site's Permalinks under Settings. You can only change base slug if post name based permalink structure is selected.

Last Updated: 2016-12-20

Localization(l10n)

Campus Directory can be translated into any language by editing campus-directory-emd-plugins.pot and campus-directory.pot files.

  • campus-directory-emd-plugins.pot file is for the components used in Campus Directory.
  • campus-directory.pot file is for the Campus Directory specific strings that need to be translated.

Follow the steps below to fully translate Campus Directory into the desired language:

  1. Copy campus-directory-emd-plugins.pot as language specific .po file such as campus-directory-emd-plugins-tr_TR.po.
  2. Copy campus-directory.pot as language specific .po file such as campus-directory-tr_TR.po.
  3. Use your favorite PO file editor and complete translation strings in the .po files you created.
  4. When translations are completed, create .mo file of each .po file.
  5. Create wp-content/languages/campus-directory directory
  6. Put translated .mo files and .po files in the directory above to protect them from getting deleted during plugin updates.
  7. Change the language to the translated language from Settings > General > Site Language.
  8. Repeat the process until you get all strings translated
  9. .
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Screen Options

Screen Options is displayed as a hanging tab under the toolbar. Click on the Screen Options tab to expand the options available for a particular Screen, check (or uncheck) the desired options, then click the Screen Options hanging tab to collapse the Screen Options. Each screen may have a different set of Screen Options.

Edit page screen options allow the user to decide the edit boxes ,such as taxonomies, relationships or specific boxes such as authors, are presented in the edit area. You can turn on and off the ones that are not needed for a particular edit session.

List page screen options allow users to set the number of records displayed in the list table.

Last Updated: 2016-12-20

Creating Shortcodes

Shortcodes are small blocks of reusable code that can be inserted in a page to generate dynamic and often complex functionality. There is no limit in number of shortcodes that can be created and used. Multiple shortcodes can be used in the same page.

Examples

The following shortcode creates a People Grid page with people of Directory Tags category.

[people_grid filter="tax::directory_tag::is::YOUR TAXONOMY VALUE;"]

The following shortcode creates a People Grid page with people of Directory Tags category.

[people_grid filter="attr::emd_person_photo::is::YOUR ATTRIBUTE VALUE;"]

The following shortcode creates a People Grid page with people of Directory Tags category where Photo is emd_person_photo .

[people_grid filter="attr::emd_person_photo::is::YOUR ATTRIBUTE VALUE;tax::directory_tag::is::YOUR TAXONOMY VALUE;"]

The following shortcode creates a People Grid page with the published people of Directory Tags category where Photo is emd_person_photo in descending order by comment count, displaying 15 people with no pagination.

[people_grid filter="attr::emd_person_photo::is::YOUR ATTRIBUTE VALUE;tax::directory_tag::is::YOUR TAXONOMY VALUE;misc::post_status::is::publish;misc::order::is::DESC;misc::posts_per_page::is::15;misc::has_pages::is::false;misc::orderby::is::comment_count;"]

Note: Replace YOUR ATTRIBUTE VALUE with the value stored for that attribute and YOUR TAXONOMY VALUE with the slug of the corresponding taxonomy value.

Last Updated: 2016-12-20

Customizations

Campus Directory customization can be done on 3 different areas

  • Look & Feel - changing layout and overall presentation of content
  • Functionality - adding, deleting or modifying existing plugin functionality
  • Strings - changing the field names

Plugin customization can be implemented by using 4 different methods:

Customizing functionality

If you'd like to modify the functionality, you need to modify the plugin design (sold separately) using WP App Studio ProDev API access (sold separately and monthly development plans are available).

Customizing look & feel

If you like to customize how HTML elements are to be displayed on screen, you can add custom CSS rules with higher specificity to your theme's style.css file.

If you'd like to customize layouts of Campus Directory, Please follow the steps below:

  1. Create "emd_templates" directory under your theme's directory.
  2. Copy the layout files that you want to customize into "emd_templates" directory which you created in step 1 from PLUGIN-ROOT/layouts directory
  3. Modify the file based on your needs

The layout files you added in the "emd_templates" has always precedence over the plugin's layout files. If the customized files get deleted, the layouts which came with your plugin are displayed. We recommend that you create a child theme if you'd like to minimize the risk of accidental deleting of the "emd_templates" directory because of theme updates.

The following layout file types can be customized:

  • Single view page
  • Archive view page
  • Taxonomy view page
  • Search form result page
  • Standard list page
  • Integration page
  • Org chart record and tooltip layout page

Customizing strings

Campus Directory labels and messages can be customized to better match your needs through language files. The customization is very similar to localization but recommended for US English users only. If your language is different than US English, you should localize instead of customize. The customization can be done for the strings included in campus-directory-emd-plugins.pot and campus-directory.pot files.

The following steps cover the string customization of labels and messages.

  • campus-directory-emd-plugins.pot file is for the translatable strings of components used in Campus Directory.
  • campus-directory.pot file is for the Campus Directory specific strings that need to be translated.

Follow the steps below to fully customize Campus Directory labels and messages:

  1. Copy campus-directory-emd-plugins.pot as language specific .po file such as campus-directory-emd-plugins-en_US.po.
  2. Copy campus-directory.pot as language specific .po file such as campus-directory-en_US.po.
  3. Use your favorite PO file editor or plugin and complete customization of strings in the .po files you created.
  4. When customization are completed, create .mo file of each .po file.
  5. Create wp-content/languages/campus-directory directory.
  6. Put customized .mo files and .po files in the directory above to protect them from getting deleted during plugin updates.
  7. Repeat the process until you get all strings customized. If you do not need a string to be customizes, leave it as it is.

All customization can be done by yourself or emarketdesign.com. Open a support ticket, if you prefer us to do the customization for you.

Glossary

Below is the list of attribute and taxonomy definitions.

Last Updated: 2016-12-20

Person

Any person who is a faculty, graduate or undergraduate student, staff or alumni.

Photo
For best results choose a photo close to 150x150px dimensions with crop thumbnail to exact dimensions option selected in WordPress media settings Photo does not have a default value.
First Name
First Name is a required field. Being a unique identifier, it uniquely distinguishes each instance of Person entity. First Name is filterable in the admin area. First Name does not have a default value.
Last Name
Last Name is a required field. Being a unique identifier, it uniquely distinguishes each instance of Person entity. Last Name is filterable in the admin area. Last Name does not have a default value.
Person Type
Person Type is a required field. Person Type is filterable in the admin area. Person Type does not have a default value.
Bio
Bio does not have a default value.
Office
Office is filterable in the admin area. Office does not have a default value.
Address
The mailing address of this person Address does not have a default value.
Email
Email is filterable in the admin area. Email does not have a default value.
Phone
Phone is filterable in the admin area. Phone does not have a default value.
Website
Website does not have a default value.
Personal Website
Personal Website does not have a default value.
Linkedin
Linkedin does not have a default value.
Twitter
Twitter does not have a default value.
Curriculum Vitae
Curriculum Vitae does not have a default value.
Education
Education does not have a default value.
Awards and Honors
Awards and Honors does not have a default value.
Academic Appointments
Academic Appointments does not have a default value.
Directory Tag
Generic taxonomy which binds people, courses and publications together. Directory Tag accepts multiple values like tags. Directory Tag does not have a default value.

There are no preset values for "Directory Tag":

Academic Area
Academic area of expertise Academic Area accepts multiple values like tags. Academic Area does not have a default value.

There are no preset values for "Academic Area":

Advisor
Allows to display and create connections with People. One instance of People can associated with many instances of People, and vice versa. The relationship can be set up in the edit area of People using Advisor relationship box.
Supported Faculty
Allows to display and create connections with People. One instance of People can associated with many instances of People, and vice versa. The relationship can be set up in the edit area of People using Support Staff relationship box.
Advisees
Allows to display and create connections with People. One instance of People can associated with many instances of People, and vice versa. The relationship can be set up in the edit area of People using Advisor relationship box.
Support Staff
Allows to display and create connections with People. One instance of People can associated with many instances of People, and vice versa. The relationship can be set up in the edit area of People using Support Staff relationship box.