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Computer Services and Telecommunications Phonebook Update System

Contents Logging In ...................................................................................................................................................... 2

Home Screen ................................................................................................................................................. 2

Individual Change Request............................................................................................................................ 4

Adding an Individual ................................................................................................................................. 5

Removing an Individual ............................................................................................................................. 6

Organization and Department ...................................................................................................................... 6

Organization Add and Delete ........................................................................................................................ 7

Email Notifications ........................................................................................................................................ 8

Reviewing Submitted Organization Requests ............................................................................................... 9

FAQ .............................................................................................................................................................. 10

Document Version Control ......................................................................................................................... 12

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Logging In To log in to the update tool, visit http://phonebook.ucf.edu/update. You will sign into the site with your NID and NID password, which is the same used to access myUCF. IMPORTANT: When signing in, it is EXTREMELY IMPORTANT to check and see what domain is listed on the Windows Security box. When the Windows Security box pops up, look for a line that says “Domain:”. If you see this line in the box, and it says ANYTHING other than NET next to it, you MUST add “NET\” in the User name field, before you NID (Ex. NET\gr854565) If the domain contains anything other than NET, the sign in will fail.

Home Screen After signing in, click on Phonebook Change Request. This will take you to the home screen, where you will have 2 columns: Manage and Organization Changes.

Manage will let you manage the data for your department/organization, letting you edit either Orgs and Depts or Individuals. Organization Changes allows you to put in a request for a new Organization. New Organization requests are the only type of request that will be reviewed and then approved. NOTE: The only type of Organization changes a Liaison will be able to make is an add or update request. If an Organization needs to be deleted, please contact phonebook@ucf.edu.

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To gain an understanding of how the phonebook data is organized when using the update tool, start by directing your browser to http://phonebook.ucf.edu, click on the Organization tab, and search for your Organization. The results will start with your Organization, then will have the Departments listed below that, with the Individuals under that department. Each of these are circled below.

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Individual Change Request To initiate a change for an individual, click on Individuals under Manage on the homepage. The Individual Change Request page will list all the individuals in your Organization and will give you the option to Add, Update or Delete an individual.

You can move through the listed individuals by scrolling through the pages buttons at the bottom. You can also change how many you want to see per page by changing the items per page drop down. If you need to search for someone specific without going through the entire list, you can use the filter icon to the right in each column to search for someone specific. Just enter the search in the first line, then click Filter. Note: By default, the search is a “Contains” search, meaning you can enter just part of the phrase you are looking for to find it. You can change it from Contains to one of the other options to fit your searching needs.

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Adding an Individual If adding an individual, this is what the form will look like. Not every field is required, but we ask you please fill out as much as possible.

Please note what is required: First Name, Last Name, EmplID, Department, Building, Room Number, Listed Phone #, Actual Phone #, Email Address, Zip Code

Once the form is filled out, click on Review Changes. This will take you to a page that will let you review what you have entered. If everything is correct, click the green Submit button at the bottom. Department field note: For those who are managing more than one Organization, the department field dropdown lists departments in the following structure: Department (ORGANIZATION) to help better identify which Organization/Department you are placing the individual.

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Removing an Individual

To remove an Individual, click on the Delete button on that person’s entry line. You will be taken to a page to review the individual’s entry. If you wish to delete it, click the Delete button at the bottom of the page.

Organization and Department To initiate changes for an organization or department, click on Orgs and Depts under Manage on the homepage. The Manage Organizations and Departments page will list the organization(s) you have access to, as well as the departments under that organization. To expand and see the departments under an Organization, click the triangle just to the left of the number next to the Organization. This will show you your organizations structure all in one view.

On this page, you can add a department by clicking on Add Department, add an organization by clicking on Add Organization, update a department or organization by clicking Update on the row it’s located on, or delete a department by clicking on Delete on the row it is located on.

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Organization Add and Delete If you need to create a new organization, click on the Add Organization button. Fill out all the necessary fields, as well as a reason (or description/explanation) for the new organization.

At the bottom of the form, you will see a field for Liaison Nid. This will be part of the organization creation process that will go as follows:

1. Fill out the Add Organization form. Enter the NID of the person who will be maintaining this organization in the Liaison Nid line.

2. Once the organization has been created, a department called “Administration” will

automatically be created and the NID that is put in the Liaison Nid line will placed into that department.

3. Send an email to phonebook@ucf.edu requesting that the NID you entered in that line is

granted access to the update tool.

4. Once the user has been added to the tool, they may start making changes to that new organization. You are not required to keep the “Administration” department if it is not needed.

If an organization needs to be deleted, please send an email to phonebook@ucf.edu to request the deletion.

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A note about Organizations: The Organization level is the top level for your area. This is what lists the different colleges and departments on campus. Generally, these should not be created or deleted, unless there is a new department at UCF, or one is closing down or merging.

Email Notifications When a change is put in for an individual, they will receive a notification to inform them that a change has been made to their Phonebook record. The email they receive will look something like this:

Emails will also be sent out for the following: If a phonebook admin makes a change to an individual (add/change/remove), the individual who had their record changed and the HR Liaison(s) listed for that department will receive a notification that the change occurred. If an HR Liaison makes a change on an individual, that individual will be notified that their record has been updated.

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Reviewing Submitted Organization Requests To review organization requests that you have placed, click on the Request History under Organization Changes on the Phonebook Change Manager Homepage. The status will let you know if it has been approved, denied or is still pending.

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FAQ My department actually has multiple Organizational entries in the phonebook. Can I access the other ones as well? At this time, the only Organizations you can make changes to are the ones you are listed under. We are working on changing this feature in the future to allow individuals who need to make changes to multiple Organizations to be able to access those Organizations without having to be listed in each one. What is the Sort number? The Sort number field affects how the entry will be sorted on the Excel file and the PDF file on the online Phonebook. The Excel file is located to the right of your Organization, and the PDF file is listed in the menu listings on the left. Individuals with no sort number are automatically sorted to the top of the list, then sorted alphabetically. I have someone who I would like to designate to do these updates instead of me. How do I add them to this tool? Just send an email to phonebook@ucf.edu with the person’s name and NID. We will add them to the tool and send them this guide. You would also send us an email for someone you wanted to remove. I have someone who is moving to a different Organization. How can we get them moved? The correct process would be as follows: The original department needs to put in a delete request, selecting that the person has moved to another department. The new department would then put in an add request for that person. If it is a special circumstance, send an email to phonebook@ucf.edu for assistance. Why are there 2 mandatory phone number fields now? What is the difference between “Listed Phone #” and “Actual Phone #”? We now have 2 phone number fields listed in order to make sure the correct phone number for the individual is pushed to the correct backend systems for services like Skype for Business. Here is how it works: Listed Phone # - This is the number that will be displayed to the public in the online phonebook. This is handy for people who don’t want the general public, like directors, and what their listed number to be a front desk number. Actual Phone # - This is the number that stays only on the backend, and is not seen on the public facing online phonebook. This is to ensure that internal people can contact other internal people on services like Skype for Business.

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The individual listing is very confusing, there are so many people listed! How can sort through this list to do updates? There are 2 methods you could use here:

1. Use the filters at the top of the list on the Request page to sort by either name or department (or any other way you would like to filter)

Enter in the term you want to filter by, then click Filter.

2. Download the Excel file from the online phonebook (located under the “Download” column on the online phonebook). This will contain all the individuals, listed by their departments. This method can be very useful for helping with the sort order as well.

If you have any further questions, please send them to phonebook@ucf.edu.

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Document Version Control

Version Date Name Comments 1.0 5/21/15 GC Initial Release 1.5 12/16/15 GC Update screenshots and domain explanation 2.0 11/1/16 GC Updated guide to match new Update Tool release