Changes to the Contact Directory may only be made by authorised departmental contact directory administrators. Administrators must login using their standard University of Bristol (UOB) username and password.
After finding the person's record, select the 'manage phones' tab.
If the number is on the University of Bristol switchboard, enter an extension number in the first box provided, choose the type of link (to specify whether it's the person's own extension, an alternative phone number, eg an assistant or secretary, textphone number, fax etc. Select the link button. The phone number will appear in the top section of the page and will also be added to drop down menus on the bottom part.
Please note: you can only link a valid internal phone number (ie, the extension has to exist).
Enter the full number, including the STD code in brackets. It is recommended that the numerical part is split as follows:
(01245) 338 443
(0117) 928 1234
(020) 8234 5678
Mobile phone numbers can also be linked eg, (07789) 456789.
After finding the person's record, select the 'manage phones' tab. Choose an extension you want to unlink from the drop-down menu and select the unlink button. The drop-down menu contains all the numbers that a person has linked to his/her name. The phone number will be removed from the top section of the page and also from the drop down menus on the bottom section of the page.
After finding the person's record, select the 'manage phones' tab. Choose an extension you want to make ex-directory from the drop-down menu. The current level of visibility (everyone, staff only or admin only) will be shown next to the number. Then select the visibility you want, from the second drop-down menu. You can select everyone, to make the number publicly accessible, staff only to make it accessibly by logged in staff members, or admin only to make the number visible to administrators. Then select the 'change visibility' button. A letter 'Y' will be appended to the phone number on the top section of the page. This phone number will not be visible to users who aren't logged-in.
An attribute describes additional information about a person. The types of attributes are:
After finding the person's record, select the 'manage attributes' tab. Select an attribute from the drop-down menu, enter the value and select the add/modify button.
When you confirm your changes, the requested attribute will be added.
The attribute appears on the 'manage attributes' tab, as well as on 'other details' tab which is visible to all users. The office location will appear above the postal address on the 'other detail' tab. To modify an attribute, simply select it from the drop down menu, enter a new value and select the 'add/modify' button. You will be asked to confirm your changes.
To delete an attribute simply select the delete link next to its name.
You can use the 'function' tab to display contact information about departmental actvities which are not related to individual people. For example, you might want to list a telephone number for 'general enquiries' or 'postgraduate admissions'. The function should contain a description of the activity, its telephone number, and an email address. This is a particularly useful way of displaying departmental generic email addresses. For an example of how you might use this tab, look at the Division of Research and Enterprise Development's entry in the Directory.
On the function or job title tab you can search for either:
To do this:
Functions are set up within an organisation.
The default order of the list is alphabetical by name. If you want your functions to appear in a different order, you can assign a number to each function, and the list will then sort in numerical order. It is recommended that you leave gaps in your numbering so that you can insert new functions later. For example:
| Order number | Function name |
|---|---|
| 10 | General enquiries |
| 20 | Undergraduate admissions enquiries |
| 30 | Examinations officer |
Adding a new function with an order number 25 will insert it beneath 'Undergraduate admissions enquiries' in the list (you can also change the order of functions at any time by renumbering them - see edit/delete a function's details' below).
After you set up a function you may want to edit some of its details, or indeed delete it altogether.
If you want to delete a function select the delete button. The system will prompt you to confirm your choice and remove the function and any links it had to phone numbers.
On the 'Function Details' page select the 'manage phone no' tab.
If the number is on the University of Bristol switchboard, enter an extension number in the first box provided, choose the type of link (to specify whether it's the person's own extension, an alternative phone number, eg an assistant or secretary, fax number etc). Select the link button.
The phone number will appear in the top section of the page and will also be added to the drop down menus at the bottom of the page. Please note: you can only link a valid internal phone number, ie the extension has to exist.
Enter the full number, including the STD code in brackets. It is recommended that the numerical part is split as follows:
(01245) 338 443
(0117) 928 1234
(020) 8234 5678
Mobile phone numbers can also be linked eg, (07789) 456789
You can record contact information (usually a telephone number) for any room which has a function in your department, eg the postgraduate common room. Please note: that staff office locations are not maintained here, but are set up as a person attribute.
You can search for information that departments have supplied about rooms with contact details, eg postgraduate common room, meeting room. Please note: office locations of individual staff members are displayed on the 'Other details' tab of their contact details. Staff office locations are not searchable on the 'Rooms' tab.
Rooms are set up within an organisation.
After you set up a room you may want to edit some of its details, or indeed delete it altogether.
If you want to delete a room select delete button. The system will prompt you to confirm your choice and remove the room and any links it had to phone numbers.
On the 'Room Details' page select 'manage phone no' tab if it's not already displayed.
If the number is on the University of Bristol switchboard, enter an extension number in the first box provided, choose the type of link (to specify whether it's the person's own extension, an alternative phone number, eg an assistant or secretary, fax number etc. Select the link button.
The phone number will appear in the top section of the page and will also be added to drop down menus at the bottom of the page.Please note: you can only link a valid internal phone number, ie the extension has to exist.
Enter the full number, including the STD code in brackets. It is recommended that the numerical part is split as follows:
(01245) 338 443
(0117) 928 1234
(020) 8234 5678
Mobile phone numbers can also be linked eg, (07789) 456789.
University of Bristol,
Beacon House,
Queens Road,
Bristol, BS8 1QU, UK
Tel: +44 (0)117 928 9000
