Beatrix Training: Managing People Lists on your Webpages

December 14, 2022

Information

An in depth look at managing people lists on your website for faculty listings, Yale Medicine specialists listings, and custom teams in Beatrix, the redesigned platform for managing dynamic content that is published on the School of Medicine, School of Public Health, Yale Medicine, and other Yale websites.

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00:03Do my. I'll do my very quick introduction.
00:07Uh, so this is a dedicated
00:11session on Beatrix,
00:13the school's newly launched profile system.
00:16Well, it's exactly 1 month old today.
00:20To review how to manage people listings
00:25on your websites so this will cover both.
00:29Uh, the school based websites and Yale
00:32medicine because those are a little bit
00:35different but managed from the same place.
00:37And that's all I'm going to say.
00:40Uh, as always,
00:41feel free to post questions in
00:43the chat or unmute yourself and
00:46interrupt us and we can answer
00:48questions because otherwise
00:50we might just keep talking.
00:53Now I'm going to turn it over to Elvis.
00:55Thanks everybody for coming.
00:57Like Justin said,
00:58please do feel free to stop me and
01:01interrupt with your questions, I think.
01:03I think we really are going to have
01:05a smaller group today because this
01:07is a smaller subset of people that
01:09organization member management really
01:11applies to that are completing
01:13these kinds of tasks regularly.
01:15So I think it's going to be smaller group.
01:17So please feel free to speak up,
01:19raise your hand virtually here or just write
01:22a note in the chat on the services team.
01:25Folks will be keeping an eye on
01:27that and stopping me if you decide
01:30not to stop me at the appropriate
01:32time to ask for ask questions.
01:34So I'm going to start sharing my screen,
01:38as I've done for all of these presentations.
01:41I am going to use the acceptance environment,
01:45which is not hooked up to any public
01:47website that anyone is looking at.
01:49So please don't be alarmed if you see
01:51me turning people on and off for display
01:53on websites and your organizations.
01:55It's not actually going to change your.
01:58So organization,
01:59member management,
02:00basically what this is for today is for
02:05deciding who in your organization is
02:08going to display on your websites soon.
02:12Once we have the reporting module
02:16that I keep alluding to and all these
02:19presentations organizations are also
02:20going to be very important for me.
02:23So this is.
02:23I only mentioned this because this
02:25is an important reason why we don't
02:27necessarily remove people from
02:29organizations just because we don't
02:31want them to display on the website.
02:33We might need them there for to
02:37accurately reflect the membership of the org,
02:39even if we don't want them displaying
02:42on the site.
02:43So when we need to manage membership
02:47for an organization,
02:48we are going to have to log into
02:50Beatrix to do that.
02:52However,
02:52the thing that I wanted to point out
02:55right off the bat is that you might
02:58see a page in the system and you
03:00know you want to change the people
03:02that are displaying on that page,
03:05but you're not quite sure what the
03:08name of the organization that you're
03:10trying to update on that website is, so.
03:13I'm going to go to our corresponding.
03:16Again, this looks like the live website,
03:19but it is not.
03:20This is another development version
03:21of this website. Umm.
03:24And I keep using RPD, so why stop now?
03:32If I see this list on a website
03:34and I would like to edit the
03:36people who are displaying here.
03:38Actually, you know what, I'm sorry,
03:40I'm gonna have to go to the live website
03:42because otherwise my example is not
03:44gonna be really very relevant to you.
03:46But that's OK.
03:47When I'm on the live website and I
03:49see this list, I know I want to edit,
03:51the people in one of these
03:53lists say I want to. Add myself.
03:57And I'm not actually gonna do this
03:59because look at the live site.
04:01Say I need to add myself
04:02to the OAD leadership.
04:04I could open a new tab,
04:06go to beatrix.yale.edu,
04:07go to organizations,
04:08try to find this organization.
04:10Or a really quick trick here is
04:13just change the URL that you see
04:17here from medicine to l.edu/whatever
04:19your page you're looking at.
04:20To preview that yale.edu, press enter.
04:24I'm going to have to log
04:25into CAS because this.
04:26Is our staging server.
04:28You might already be familiar with this.
04:30When we publish changes to the websites,
04:33we publish changes to a site that
04:36is located on preview.yale.edu.
04:37That is so we can test out what
04:40these changes look like before we
04:42actually publish them to the live
04:44website that everyone can see.
04:45And this preview version of the site
04:48is secured by CAS so that people
04:51outside of you can't reach it.
04:54In any case, I load this page,
04:57it looks pretty much exactly the same,
04:59except I see this really handy link here,
05:01which is edit members if I open this link.
05:06Then, well, I have to log in because
05:08I was logged in acceptance version.
05:11This is leading me the live version
05:12which is why I'm not making changes.
05:13Sorry if this is confusing you,
05:16I promise it will not be confusing if you
05:18try to do this yourself for a real update.
05:20This is going to link me directly
05:22to the membership management page
05:23where I can change these Members.
05:25So if you take anything away today,
05:28take away this one trick.
05:30If you know you have the ability
05:31to edit this organization,
05:33you can quickly get a link to that
05:35organization by visiting the preview.
05:36Version of your website and then logging in.
05:40I honestly I didn't notice if we
05:42have Y pH folks here, but if we do,
05:46Please note that your website
05:49is served from wiseh.yale.edu.
05:51It's a slightly more complicated to
05:53get to the preview version of YSPH.
05:57It is also located on preview.yale.edu.
06:02But these YHVH pages are all located every
06:06single one in a directory called SPH.
06:10That is not present.
06:11That is not rendered when we
06:12actually view the live site.
06:14So you'll have to add Y pH to that
06:16URL to get the preview version.
06:18In any case,
06:19that's that if you have questions
06:21about how to get to your preview URL.
06:23That's like I say all the time.
06:24Just contact us at wise and
06:26the editor at yale.edu.
06:27We will get you that information
06:31very quickly.
06:32So that is your shortcut
06:35to managing membership.
06:36The other way I can manage
06:38this membership and now I'm
06:39back in the acceptance system.
06:40Is by searching for my org.
06:45Find my order. I can then visit it.
06:48I will see the by default I'm
06:50going to see this overview page
06:51where we have lots of information.
06:53This link is important because
06:55it isn't used in certain places
06:57throughout the site to link to your
07:00organization where it's appears.
07:02For example, there is the departments
07:04tree that exists on the main School of
07:07Medicine site and that sorry you know I'm
07:10not going to load it like that right now,
07:12but that will use this website.
07:13You were all the link to your site.
07:16We also have this description which is
07:18not actually linking it to anywhere,
07:20actually appearing anywhere right now.
07:23May use these for something later on.
07:25We did used to use them,
07:27so we haven't gone and deleted them,
07:28but they aren't appearing anywhere just yet.
07:32In any case, what we came here to do
07:35was the manager members and leaders,
07:37and here are my members and leaders.
07:40I'm going to go over the basics that you
07:42might be familiar with really quickly.
07:44Um.
07:45For most organizations, I'm gonna see.
07:51A few columns here.
07:52One set of toggles for displaying to
07:55to that allowed me to set the user to
07:59display or not display on the website,
08:02and then last column to add or
08:05remove people from leadership.
08:07Leadership also appears at the top of
08:10this page and I can manually drag and
08:14drop to sort these folks in leadership.
08:17We do not have the option to sort
08:19people in a regular membership listing.
08:20We're just going to display them.
08:21Alphabetical order.
08:22Generally,
08:22we only care about the order that these
08:25people appear if we're displaying the
08:27hierarchy among the leaders of the order.
08:32To add or remove somebody from leadership,
08:34I can easily remove somebody from
08:36this leadership list right here.
08:37By clicking these X's I can
08:39do the same exact thing in the
08:41list of all people down here,
08:43with the addition that I can add
08:45people if they are already present,
08:47but should be added to leadership
08:49by clicking the little.
08:50And they will appear in this
08:52list up top and I can sort them.
09:12We do display the leadership titles that
09:15people enter on here on the website.
09:19Those titles can be edited.
09:21By clicking one of these leaders
09:23I will see a title field.
09:25This is where I can compare leadership
09:27title that is specific to this organization.
09:31If I'm using that leadership a template
09:33that is showing that leadership on
09:36the site those titles will display.
09:38If you are entering these titles
09:40here and you want them to appear on
09:42your site and they are not appearing.
09:44Contact wise and that editor and
09:46we will switch the temp.
09:47We will switch the options so that
09:49those leadership titles start
09:50hearings for that page.
09:51Just send us the URL and let us know you
09:53want the titles to start appearing there.
09:56Um.
09:58The other element you may have noticed
10:01when I opened up this model about
10:04this person is this bio for office of
10:08academic and professional development.
10:09You might not see this when
10:11you are editing details about
10:14your organization numbers.
10:16This is because this is controlled.
10:20By the southern setting here,
10:22we only want to show these fields if you're
10:23actually going to use them on your website,
10:25because otherwise it can get confusing.
10:27But we do have the option to include custom
10:30biographies for people that are specific
10:33to the organization they're a member of.
10:35This is because there may be situations
10:39where, like on the LAPD page,
10:42we want to write something about
10:44this person that is very specific
10:47to their role in this organization.
10:49So for example,
10:52Doctor Brauer is a orthopedic specialist.
10:56He does lots of work in
10:58the realm of orthopedics.
10:59He also has this other role with
11:01LAPD and when his profile appears
11:03in the OPPD site he wants.
11:05This bio that describes his role with
11:07OPPD to appear instead of the work
11:10about orthopedics which is not really
11:12relevant for this particular use case.
11:14So that's why those organization
11:18BIOS are there.
11:20Importantly,
11:20those will not be editable even though
11:24this bio is associated with of course.
11:28I don't see it here.
11:29I'm not sure why this bio is.
11:33Not editable by this,
11:35by whoever it belongs to.
11:37It is only editable by people who
11:39can manage this organization.
11:41And that's very specifically because
11:43we don't expect all the faculty
11:45and staff to know all the places
11:47they necessarily appear on the
11:49website and why those BIOS might
11:50be written a certain way.
11:52So we don't want them to unintentionally
11:54scrub a biography that is very
11:57specifically for one page of the website,
12:00thinking that this is the one bio
12:03associated with their profile.
12:04So that's why these are bifurcated.
12:06This option is available if
12:08you'd like to use it.
12:10If you manage an organization we can
12:12obviously give you access to manage these.
12:14You might just want to message that
12:16with the faculty that you're or staff
12:17that you're going to add these BIOS for.
12:19But again,
12:20as always just contact us,
12:22we can help you configure this
12:24initially and then you will have
12:26full control of those organizations
12:29specific biographies going forward.
12:31I jumped right into some complex stuff.
12:33Let me go over the more simple
12:35stuff really quickly.
12:36Another element you will see in this
12:38model when I click a person is a
12:41QikLink to that person's profile.
12:42I can click this link,
12:43it's going to link me to their profile.
12:45So that's how you get to quickly make
12:47an edit to somebody's profile if in
12:49the course of making some membership update,
12:51you realize they need a profile update.
12:56Additionally,
12:56I can use these toggles that
12:58appear that you might have noticed.
13:00They also appear in the model,
13:02but I can also decide who displays
13:04or does not display on the website
13:07by just clicking this toggle.
13:10Back and forth.
13:13I can also manage not this
13:15is a new feature in Beatrix.
13:17I can edit multiple members at once.
13:20For instance, if I wanted to turn these three
13:24folks all on for display on the website,
13:27I could select them all.
13:29This new set of options will
13:31appear at the top of the table,
13:33replacing the column headers.
13:34And if I flip this option,
13:37it's going to set give me a
13:39warning just in case I have.
13:41A bunch of people selected.
13:42I wanna be sure making the right
13:43change before I change them all.
13:45And I say yes, it's gonna flip
13:47all over their options that way.
13:49Importantly, you can select.
13:51A mix of people.
13:53I mean,
13:54this would only make sense if you were
13:55making more than one change here,
13:57but if I select people who have
14:00various settings for the one setting
14:03I'm trying to manipulate already.
14:05So you can see I've selected a
14:07mixture of people who are set for
14:08display on the website and people who
14:10aren't set for display by default.
14:12I'm going to see this setting turned off.
14:15I can flip it on and it will.
14:18Whoops, I shouldn't click cancel.
14:20It'll turn everybody on if the whole.
14:23One of this was I wanted to
14:24turn everybody off.
14:25I just have to click it again.
14:27And again, go with the confirmation that
14:29will turn everybody that I selected.
14:30The only person I didn't have
14:32selected there was Doctor Brauer.
14:34That'll turn everybody off. Umm.
14:38So if if you want to turn everyone off,
14:40you might have to click twice,
14:41that's the only thing.
14:44Um. Any I can do the same.
14:46We have the same option for leadership.
14:48It's similar pattern.
14:49If I wanted to remove a bunch of
14:51people from leadership at once,
14:53I have, and we had a mixture.
14:55I mean, I'd have to add everybody,
14:57then remove them all.
14:58That's just the one way we could
15:00keep everything consistent.
15:02Are there any questions at this
15:04point before I move on to some
15:06other aspects of this page?
15:11OK. Alright, so organizations that do not
15:16have membership imported from work day are
15:19going to look like this one where I can
15:23add or remove people at will by clicking
15:28this little remove Member button here,
15:30or I can add people by clicking
15:33the add new button here.
15:35So if I really wanted, I could go ahead
15:38and add myself to this organization.
15:40I could give myself my leadership title.
15:45And I could give myself my custom.
15:49Oh wait, maybe 5?
15:51And obviously since and leadership I
15:53want to include myself in leadership add.
15:56And there I go.
15:57I've been added to the main list.
15:59I've added to the leadership list with
16:02the title and bio that I entered.
16:06If I look at instead an organization,
16:09that is where the membership is imported
16:13from work day, like Internal medicine.
16:16The UI is a little bit different.
16:19This organization is wholly that who appears
16:23in this organization is not editable by me.
16:26You'll I will not see this remove from
16:29organization button here and I will
16:31not be able to add new people here.
16:34This is because for the department
16:36level membership and higher,
16:38basically we are 100% reliant on
16:42the data coming from work day.
16:45Our system.
16:46So if someone needs to appear here
16:48and they are not appearing here,
16:50it means that something is wrong
16:52and work day.
16:54Honestly,
16:54would it would be great if we
16:57could use work day as the source
16:59of truth for these organization
17:01membership lists at all levels.
17:04But the reality is that the data from HR
17:06is not quite there in terms of tracking
17:09people who are members of every section,
17:12program, etcetera.
17:12So we just can't rely on that and
17:15force you to rely on HR making sure
17:18all those memberships are correct
17:20for who displays on your site.
17:22So that's why we have many organizations
17:24that. Um, have custom leadership?
17:27Sure.
17:27Why don't you go ahead and ask your question?
17:29Could you just explain
17:32organizations in general?
17:34For instance, the organizations that
17:36I seem to be able to view tend to map
17:41up with our departments divisions,
17:43but I don't know if separate.
17:46Website pages for them.
17:47Do you know what I mean?
17:49I I I guess yeah.
17:51So it's not a one to one
17:54relationship with the website.
17:56The main purpose of an organization
17:57in this context of Beatrix is
18:00for website display, right?
18:01We do have some other features
18:03that I'm not actually going I
18:05wasn't planning to go over,
18:06but if you have time at the end I
18:08could start looking at different
18:10aspects of organizations that are
18:13used for other purposes aside from
18:16just displaying people on the website.
18:18Like calendars or technically
18:20an aspect of an organization.
18:23You'll see that there are options
18:25like security groups and patient
18:27care in here that do other things,
18:30but basically organizations.
18:31They should reflect the organizations
18:34that exist at the school and the
18:37primary purpose here is for grouping
18:39people together for display on the website.
18:42Like I said,
18:43there are those other features, but.
18:47We are importing all these
18:48really these organic if if it's
18:50not an imported organization,
18:51we've probably created it for
18:53display on the website. Um.
18:57Justin, I don't know if there's any
18:59other aspects we wanna add in here, but.
19:02Well, the short of it is you.
19:05I mean that tip about changing the
19:07URL the preview because because
19:09often I don't know where the I
19:11don't know what organization of,
19:13you know urology but.
19:17Beyond that maybe their division,
19:19but some of them are aren't matching.
19:21So so that was an awesome tip.
19:22I even practiced it while you did it
19:25and it worked so. So that was I guess
19:28one caveat I should say here is that
19:31some of the organizations in the
19:33hierarchy and I'll I'll actually,
19:35I'll look at this hierarchy in a minute.
19:39When I look at the hierarchy right now,
19:41some of these organizations are
19:43better organized than others.
19:45For a while, we allowed anyone who had access
19:48to the system to create organizations,
19:52and for a while, I mean years.
19:55And that resulted in lots
19:57and lots of bad data.
20:00And not all of which has been
20:02cleaned up yet since we took that
20:04ability away a couple of years ago.
20:07Umm, and I'll get to teams in a minute.
20:10You can still create teams,
20:11but we're not quite there yet.
20:14So you might be seeing some organizations
20:16that are just outdated or were created
20:19simply to show some really small
20:22custom group of people on the website.
20:24But it's not really an organization
20:26at the school,
20:27and it should probably be a team instead.
20:31I think I should probably get to this
20:33teams soon because those are going to be
20:35really relevant to helping clear this up,
20:36I think for you,
20:38but just keep in mind that.
20:40There are, there are some serious cleanup
20:43work that needs to be done at some
20:45point to some of these organizations.
20:48I see Krista nodding her head because we
20:50have helped her quite a bit already, I think.
20:52I think we still have more work to go,
20:54but we've done some work to try to clean up
20:57the CHILD Study Center organizations already.
21:00But there there can be a lot of
21:02bad data in here very honestly
21:03before we lock things down.
21:05And we definitely have not
21:06cleaned it all up yet.
21:07So that might be some of the
21:08confusion that you're seeing there.
21:11Umm. All right, let me just get back
21:14to internal medicine membership
21:15really quick so I can talk about
21:18some of the other things here.
21:20A lot of it is the same,
21:21but Umm, so this organization
21:23is imported from work day.
21:25I cannot add or remove people from this org.
21:28If I don't want someone to display
21:30on the website, I just turn them off.
21:32It's that simple.
21:33We don't want to remove them according to HR.
21:36I mean, if if you see someone
21:37who you know is not actually
21:39part of the department in here,
21:40it means HR data is wrong.
21:41You might want to do something
21:43to address that.
21:43But.
21:44In terms of making sure the
21:47website displays correct,
21:48just make sure anyone who
21:50shouldn't appear on this website
21:52on your website is turned off or
21:54display on the academic website.
21:56You will also see this toggle
21:58for Yale Medicine on certain
22:00departments that also appear on
22:03the clinical practice website.
22:05Um.
22:07When we first launched the
22:09Yale Medicine website,
22:09we did not think this would be necessary.
22:11But it turns out that it is very
22:13necessary because everybody that it's
22:15associated with internal medicine,
22:17even if they see patients doesn't
22:20necessarily see patients in
22:22the capacity of an intern as in
22:24their capacity as an internist.
22:26So there is a separate toggle
22:30specifically for showing determining
22:32who will we're not will not display
22:35on the Yale Medicine website.
22:37Umm. That is the style here.
22:41Umm,
22:42so you can control who will actually
22:45display on Yale, on Yale Medicine.
22:48And I'll just show you an example
22:50really quickly of what I'm
22:51talking about in terms of where
22:53this person would display.
22:55So I was looking at internal medicine.
22:57I'm in the internal Medicine Department page.
23:00When I click see all specialists,
23:02I get this list.
23:04This is everyone from this internal
23:07medicine organization that is set to display.
23:09And your medicine?
23:11That's what that that second time was about.
23:15Um,
23:15and I should say this is not specific
23:18to imported versus not imported orgs.
23:21This is just organizations that are
23:24part of the clinical practice or not.
23:27If it if they are,
23:29you will see this toggle whether
23:31or whether or not it's not
23:33imported from work day.
23:35Just another thing that's different
23:36from the previous organization
23:38we were looking at.
23:39Umm,
23:39the other thing about imported
23:42organizations is this appointments
23:44column will actually have meaning
23:46because the appointments that were
23:48importing are all for departments
23:50and sections.
23:51You're going to see if somebody is
23:55a primary or secondary or fully joint,
23:59or the other one that sounds like
24:00fully joint but is apparently
24:02slightly different.
24:03But I can't remember at the top
24:04of my head whatever appointment
24:06status they have to this
24:08organizational display there too.
24:11Um. Any other questions
24:15before I move on to teams?
24:22OK. So like I was saying
24:25a couple of minutes ago,
24:26we used to let anyone create orgs.
24:28It resulted in lots of bad data because
24:31we were creating lots of organizations
24:33that are not really departments,
24:35programs, section centers, labs or any
24:37kind of organization at the school.
24:39It's simply a group of people we want
24:41to display on the website somewhere.
24:43So we made an organization that.
24:46Would let us do that.
24:49The problem is that once we start doing that,
24:53it means that our hierarchy,
24:56like this sub organizations page
24:57I was looking at a minute ago,
24:59no longer reflects the real programs
25:04in sections that are part of this
25:06department or whatever organization.
25:07I'm looking at the solution to this
25:09problem so that we can still create
25:11those custom groups of people, our teams.
25:15If you used the profile system extensively,
25:18these are the exact same thing.
25:20As display groups,
25:21just rename them to teams.
25:23Little bit easier to say and it's not as.
25:27Yeah, it's just a little easier to
25:29say than display groups is basically
25:30the reason for that change.
25:31Sorry for you,
25:32confused you,
25:33but just think that if you're
25:34used to using display groups,
25:35they are now called teams and
25:38you can see very clearly from.
25:40The types of teams that are showing
25:42up here that these were created for
25:45displaying these specific subgroups
25:46of people which have some meaning,
25:48but really we're never going to use this
25:50for anything other than the website.
25:52We're probably not going to make a third
25:55year and beyond Fellows calendar for example.
25:58We just want to be able to display that
26:01person on the website where they belong.
26:05You actually have the ability.
26:07If you are the administrator
26:09of an organization,
26:10you will have the ability to make a
26:12new team yourself at the bottom of the
26:14overview tab for your organization.
26:16So right now I'm in internal medicine.
26:17I'm on the overview tab,
26:19let's scroll all the way to the
26:20bottom I see this team section,
26:22and at the bottom of this table
26:24I can elect to add a new team.
26:27I put in my team title.
26:29I click add.
26:31And it should appear in this list.
26:35There's Mark's team.
26:36I haven't added anybody yet.
26:38It's already been assigned
26:40in organization ID,
26:41and I can go into this team,
26:43start adding whoever I need to add.
26:45We can even do leadership if we need it.
26:47And then I can grab this organization ID,
26:49send it over to why sound editor at yale.edu,
26:52and ask them to put this list of people on a
26:55page or a new page if we need some new page.
26:58Umm. That's how that worked.
27:01Ohh. And for teams this custom
27:04BIOS toggles right here,
27:06so if you'd like to use those,
27:08you can just check off this option here.
27:12That's really it for teams.
27:14Aside from having limited options,
27:17it really they really don't work any
27:19differently than organizations in
27:21terms of adding and removing people.
27:23Sorry Denise, can't type your name today.
27:28Umm, but yeah,
27:29you can just add people as you go.
27:32We do have this show hide toggle honestly,
27:34because teams are solely for the
27:36purpose of displaying people on the website.
27:38You might be better off just removing people,
27:41but you can show hide that instead if you
27:44think you might turn them back on for
27:47display at some time at a later point.
27:52That's it, fourteens.
27:55Any questions about teams?
28:02OK. Um, as far as organization
28:08membership management goes?
28:10I think that's about it.
28:13This is a somewhat limited topic.
28:16Umm. But I'm just going through ohh.
28:28I guess if anyone has questions,
28:30now would be the time to ask. Umm.
28:37This may be a stupid question but.
28:42I'm I'm sort of still taking it
28:43all in and I think I need to play
28:45around a little bit with what I see.
28:46You know, in my dashboard view and
28:49what I have for organizations,
28:51I have a lot listed and then
28:54there are parent orgs,
28:56most of which seem to be in,
28:58for example the CHILD Study Center parent,
28:59which would make sense.
29:00But then I've got other ones that
29:02I'm guessing are like sub orbs to the
29:04orgs that are within child study.
29:07Yeah. So if that's,
29:08if you're not sure about that,
29:10what I would check out is
29:13that sub organizations page we
29:14looked at really briefly for.
29:16This is going to blow up every group
29:20that is part of your department,
29:22assuming you're looking at an
29:24apartment level like we are here.
29:26One thing we need to add here,
29:27I I should mention a couple
29:29improvements we're trying to make
29:30here to make this less confusing.
29:32Number one, it would be really
29:33helpful if we could filter this.
29:34For example,
29:35I might not want to see any of these
29:37teams because I just want to see
29:38the real organizations, you know,
29:40that are part of this department.
29:42So we're going to add a way to filter
29:44out certain types of organizations.
29:47I think the most helpful would be
29:48simply to hide all the teams so I can
29:50just see what the real orgs are here
29:52that will make this easier to digest.
29:54Another thing that will help.
29:56This will also help with the
29:58issue Sherry was mentioning before
30:01with not necessarily knowing
30:03where these orgs display.
30:05One bit of functionality that we added
30:08to profile system in the final month,
30:10in the final months of its run was
30:12a helpful table that would appear
30:14on this page and show you where on
30:17the site that organization was used.
30:19That piece of functionality just
30:20did not make it in for launch.
30:22We are going to reintroduce that
30:24and it'll actually be even a
30:27little better because it will also
30:29include calendar usage now.
30:30Which might not be relevant
30:31when you're managing people,
30:32but it'll just be helpful to know that you
30:35can go here and see where the calendar
30:37for this organization appears as well.
30:40So we're going to add that back.
30:42So there's a bit more of a connection
30:43because at the end of the day,
30:45Beatrix is really convenient for
30:46making updates to the site quickly.
30:48But Beatrix is right now essentially
30:50totally separate from the website
30:52that we're managing,
30:53right.
30:54So we're trying to make more
30:56connections here so that it's clearer.
30:58What is gonna happen when I make
31:01updates in Beatrix without having
31:03to know exactly where these things
31:06are used on the site before I go in?
31:09And yes,
31:09we are going to add some options
31:11here to help filter this and
31:12make it a little easier to view.
31:14But basically when you're seeing
31:16an organization that you manage
31:18that has a parent org that is not
31:21the CHILD Study Center Department.
31:23That means that it's going to be an org.
31:25I'm just looking for an example.
31:27It looks like there aren't that many.
31:30Like the School of the 21st Century
31:33is a child of the Zigler Center,
31:35which is in itself child,
31:36the Child Study Center.
31:37So if I go to this school of
31:40the 21st century,
31:41I can also click any of these to
31:42go to manage the organization,
31:44which is handy.
31:45So I go to school the 21st
31:47century, then I see, OK,
31:49we've got this other organization
31:50that is apparent of this one,
31:52and that is the child of
31:53the child study. Sorry.
31:56OK. And that one does make sense to me.
31:58I think that's similar to
31:59what Sherry said in the chat.
32:01Part of it is I don't
32:01know what I don't know.
32:02So I I feel that.
32:04And I do think playing around
32:05with it and trying to figure
32:06out how it what does map to
32:08the website and what doesn't
32:09will be helpful.
32:10It's definitely overwhelming if
32:12you're not already intimately
32:13familiar with your website,
32:15which I don't think many of us are,
32:17to be honest.
32:18It's just there's a lot
32:19of content on our website,
32:20so it's hard to know, right?
32:22And that's the thing when we
32:23get into some of these teams,
32:24I don't know what's accurate and what.
32:26But you know overtime hopefully
32:28we'll get those things cleaned.
32:29Yeah we'll we'll work on this where
32:32used functionality so that that's
32:34not as much of a mystery for you all.
32:37I understand it was really helpful as
32:39disappointed we weren't able to fit it in for
32:42launch because I know I used it all the time.
32:44I'm looking forward to having it back too. As
32:47we work on, um, future iterations
32:49of the websites and changes,
32:52there will be a much tighter
32:54connection between Beatrix and the
32:55information and and the websites and
32:57it will be a much clearer connection.
33:00So that's. I know it's a future state,
33:02but but that's where we're headed
33:04and in the meantime they're used.
33:06Should make a big difference.
33:09You got to start somewhere
33:10and it's a great start.
33:14Other questions?
33:21Umm. Communications folks,
33:24am I missing anything that I
33:25said I should address here?
33:27If if I'm not, I guess we
33:28could just end a little early,
33:30but I want to make sure we answer any
33:31questions people might have about this.
33:35Hi, this is Susan from comparative medicine.
33:39Hi, I'm So what about news?
33:41I sent something to you
33:43guys trying to put a news.
33:45Piece on my site and you said to try
33:47it in Beatrix and I have no idea.
33:49So I know we just talked about people,
33:52but what about news events I mean.
33:57Do you have anymore upcoming
33:59sessions about news? I
34:01we do. We have another session in January,
34:03but Susan, uh, the team can pop in the chat,
34:06the video session that we did on news
34:09and that should help walk you through it.
34:12Yeah, we do have a recording available and
34:14if you have a really specific question,
34:16if you haven't already, I would just.
34:18Make a ticket with the services
34:20team and they can help you.
34:21They should be able to send you
34:22some both the recording and I think
34:24we have step by step instructions.
34:26There might be a little bit.
34:29Yeah, OK. We definitely have
34:30step by step instructions, um,
34:32they may not yet be updated
34:35specifically for Beatrix.
34:36They might still reflect the
34:38profile system user interface,
34:39but it's they're really quite
34:40similar and if you have questions,
34:42you can just let us know,
34:43we'll put you in the right direction.
34:45OK, also on for like for example,
34:49Doctor Prendergast is in our department,
34:52but I don't see him because
34:54I'm on my I'm not in Beatrix
34:57and comparative medicine.
34:58And if I'm under orgs?
35:01I mean, I don't see where he would be.
35:04Under which heading?
35:06For lack of better understanding
35:10so I'm looking in the main
35:12in the comp Med department.
35:14I sorry I should have mentioned this.
35:16There is this nice little text
35:18field so I can filter by name.
35:20So he's not set to display on the
35:23website if he should be appearing
35:25on the comparative medicine site.
35:27And you know what this I should check.
35:30Production this new might not
35:32accurately reflect the data.
35:33In production,
35:34I'm looking at our testing environment.
35:36But if you're seeing the same thing I am,
35:38which is that he's turned,
35:40he's not set to display on this site.
35:42So I'm
35:43not saying that I when I look
35:45him up and I see his name
35:47and you have his title there,
35:49but my I'm under people.
35:50Am I supposed to be under.
35:51Oh, let me go to organizations. Yeah,
35:54you're only going to see information
35:56about his profile in people. So
35:59when I look him up.
36:03That's under organizations.
36:04I type in Prendergast.
36:08You'd have to visit your
36:10original entries to display.
36:14Right, because there's no
36:16organization named Prendergast.
36:17What you'd have to do is find
36:20the comparative medicine or care.
36:21So click on your organizations
36:24from the that appears,
36:26they start typing comparative medicine.
36:29I click it, I'm going to see
36:31this default page you're talking
36:32about with some website URL.
36:34In such, click into members and leaders
36:38once I'm here to filter the members.
36:41So if I click that red button
36:42to green, then he will show up.
36:45Yes, and I do.
36:45This is actually a really important
36:47point that I want to mention.
36:48As many of you have already discovered,
36:50we've been experiencing some problems
36:52with updates you make and Beatrix
36:55appearing on the website right away.
36:57We have done some work to improve that or
37:02hopefully no longer going to see really
37:05long delays of like an hour or more.
37:08It should be closer to 6 minutes or
37:12less if we're being really technical
37:14and everything's working properly.
37:17We're working.
37:17Once we can make sure that's
37:19working right correctly,
37:20then we're going to actually
37:21work to reduce that even further.
37:23It's just a bit of some growing pains
37:26with the new architecture for this
37:28system that we're working through.
37:30If you are making some kind of update,
37:32like setting Doctor Prendergast to
37:34display on the website and he's just not
37:37appearing on the website an hour later,
37:39please let us know and we will shoot
37:41that over to our development team to take
37:44a look and figure out what's going on.
37:47But in any case,
37:48we're aware of these delays.
37:50We are working to correct them.
37:52Apologies if it's blocking your
37:54work in the meantime.
37:56OK, so if I if I'm looking at all our
37:58Members and a lot of my Members are red.
38:00Including myself.
38:01I don't know if it matters.
38:03I would think that they should
38:04all be on the website.
38:06How is that work that some are
38:09red and some are green? Umm.
38:13Individual choice by by department.
38:16So some departments choose to show
38:18everyone who's associated with
38:20their department on their website,
38:23others choose to only show primary faculty.
38:26Some choose to only show
38:28primary and secondary faculty.
38:30It's a department by department decision
38:32that you would need to make with your chair,
38:35and if you need more information or
38:37help kind of walking through this
38:39because it sounds like you could
38:41probably use some personalized guidance.
38:43Yeah, just reach out to the web
38:46services team and they can schedule
38:48a session with you.
38:49OK, that would be great. Yeah.
38:51Sorry, this actually leads me to another
38:53point which I wanted to mention,
38:54but I forgot until this point.
38:57There are a lot of orgs like this where
39:00lots of people are turned off for display.
39:03I ideally I think we should be displaying
39:06most people who are in the department on
39:09the website and then if we want some more
39:12custom lists like for just the faculty,
39:15we would make that a team where
39:17we just Add all the faculty in.
39:19We have tried to in the past and
39:22actually this functionality still exists,
39:24filter people by their job class, but it.
39:27It just does not work very well.
39:29Well, unfortunately, it's mostly accurate.
39:31But then there are people with sort
39:34of weird roles that we may consider
39:36faculty or staff or vice versa,
39:38and they're not appearing in the right list.
39:41And then we have to end up making
39:42the entire list manually anyway,
39:44you just because we're missing
39:45a couple of people.
39:46So if you really want a list
39:49specifically for the faculty.
39:51You may want to make a team
39:53specifically for that so that you
39:54could also list all the faculty
39:56staff in your department elsewhere,
39:58because I mean the staff are
40:00part of the department.
40:01The non faculty who are staff
40:04are also part of the department.
40:06It kind of makes sense to display them
40:08on the site as well because people
40:10are going to get in touch with them.
40:12But we we can help guide you through
40:15that process once you figure out exactly
40:18what you'd like to display on the site.
40:20And yeah,
40:21again,
40:21I would just contact our web services
40:24team for help there once you have
40:26a decision one way or the other.
40:28OK. Thanks. Thanks.
40:34Any other questions?
40:41Alright. And in that case,
40:43I think we're going to give
40:45everybody about 20 minutes back.
40:46Thank you all for attending.
40:48And if you think of any questions
40:50after the facts, just let us know
40:52why to send to editor@yale.edu
40:53and we'll get back to you soon.
40:55Um, thanks so much.
40:57Thanks everyone.