Create Profiles

You will want to create profile pages after you have set up your profile data fields. However, if you are new to using profiles, you may want to create a few profiles initially to test and see how they look on screen before selecting all the fields you want to include.

There are two ways to create profiles pages:

• Import profiles from Banner
• Create profiles manually

Import Profiles from Banner

Use this option to automatically populate basic profile fields based on McGill personnel data found in Banner (INB). A person must be classified in Banner by HR as a member of staff for their Profile to be published; simply having a record in Banner is not enough. When a person becomes an inactive staff member in Banner, you have the option of choosing whether the profile remains published or not by using the "Unpublishing options." See McGill Profiles - Banner Update Settings  

1. From the Administrative shortcuts toolbar, click Create content > McGill Profile. Click on the Import from Banner tab.
   Here you can search for existing McGill personnel in two ways: Create a profile by McGill ID, or Create a profile by name.
   
   
   • Create a Profile by McGill ID:
     Enter a McGill ID and click Create A Profile By McGill ID.
     Since there can only be one McGill person with that ID, the profile is created immediately.
     
     
   • Create a Profile by Name:
     Enter a Last Name and/or First Name and click Search for Name. The results will be displayed in the Search results box. Make a selection and click Create Profile By Name.
     
     
2. Enter the Profile information for the fields you have configured.

   Fields that are grayed out in the Edit McGill Profile page are updated directly from Banner.

   If you have enabled the Profile Image, you can upload any image file using the image upload field.

   Note: When uploading images, for best results we suggest the following dimensions: a square format with the highest quality resolution available (e.g., 220 px X 220 px).

   After the image has been uploaded you will see the image with a crosshair in the centre.

   Depending on the composition of the profile image, its focal point can be adjusted to ensure that the most important portion of the image will not be cropped. For more information, see Focal point for images in the WMS.

   Note: Alternative text will be automatically generated for the profile image that is identical to the Display Name of the profile. The alternative text is not editable and there is no visible Alt Text field provided for profile images.

3. In the Menu settings tab at the bottom, you can choose to have a menu item associated with the profile page.

   

   Here you also have options, such as URL path settings and Publishing options, which are similar to basic web pages in the WMS.

   Note: Menu links are not provided for profile pages by default. For ease of use, you should include menu links only if you anticipate that there will be a small number of profiles on your site. 

4. XML sitemap (optional): Your site's XML sitemap informs search engines about URLs on your website that are available for crawling. On the XML sitemap tab you can specify the following:
   
   • Inclusion: By default, URLs related to profiles are included in your site's XML sitemap.
   • Priority: The priority of the URL relative to other URLs on your site. By default, all URLs are given a priority of 0.5.

Create Profiles manually

Creating profiles manually should be primarily used for people who do not have active McGill staff credentials in Banner, e.g., casuals, alumni, VIPs, students who are not also listed as staff, MUHC personnel.

Note: There are inherent limitations to manually-created profiles. Besides an inability to have certain fields updated from Banner, will not be able to edit their own profile even if self-authorship is enabled.

To create profiles manually:

1. From the Administrative shortcuts toolbar, click Create content > McGill Profile. Click on the Create Profile tab.

   On the Create McGill Profile page you will have data entry fields for those profile fields you have enabled in the Profile fields (via Structure > McGill Profiles Field settings > Fields tab).

2. Enter the person's Display Name and any other profile data fields you want to display.

   Note that any fields which are set to Update from Banner will not be editable when you create a profile manually.

3. Click Save to save the new profile.

Edit Profiles

To edit an existing McGill profile: 

1. Locate the profile via the:  
   
   • Profiles List (https://www.mcgill.ca/SITENAME/people where SITENAME is the name of your site)
   • Workbench (https://www.mcgill.ca/SITENAME/admin/workbench/content/all); click view all at the bottom of the page and then filter on the Type as McGill Profile
2. Click on the Edit tab.
   
   • You should be able to edit any fields that were not set up as Update from Banner.

Enable Self-Authorship

You can allow people to update their own profile. Note: Only profiles that have been created by importing them from Banner can be edited by the person.

To enable self-authorship:

1. Go to Structure > McGill Profile Field settings,
2. Click on the Settings tab,
3. Check Profile self-authorship,
4. Click Save Settings when you are done. The person will be able to edit the fields you have enabled in their profile.

ADDITIONAL REFERENCES:

• Focal point for images in the WMS
• McGill Profiles in the WMS
• McGill Profiles in the WMS - Enable and re-order profile fields
• McGill Profiles in the WMS - Banner Update Settings
• McGill Profiles in the WMS - Display Name / Indexable Name
• McGill Profiles in the WMS - Enabling the Index & the Search box
• McGill Profiles in the WMS - Setting up filters for the Profiles List
• McGill Profiles in the WMS - Using Self-authorship to edit your McGill Profile
• Index of documentation for the McGill Web Management System