Configure Additional People Detail Fields

The Additional People Detail (APD) feature enables publications to include additional information in a People record. APD fields can be configured to allow Editors (with proper permission) to include additional information in a People record. They can also be configured to request information from users (to include on their own People record).

APD fields can be configured to capture responses in different formats. Responses can be text, dates, integers, decimals, notes, or lists.

For Editor use

APDs can be used by publication staff to capture additional information on user records.

APDs for Editor use can be configured to display on an Additional People Details pop-up window. Editors with permission see an Additional People Details button on the Search People – Update Information page that opens this pop-up window. APDs can also be configured to display on the People Activity Details pop-up window and the transmittal form.

If the Editor has permission to change APD values, and the APD field is configured as editable, the user can edit the value.

On publications using the Suggest Editor feature, APD fields can be configured to display on the Editor Selection Summary page.

Use APD fields to request information at registration

APD fields can also be configured to appear to new users at registration.

When configured for use as a registration question, the APD field description can serve as instructional text in the user interface, and, if needed, additional Help text (accessible via an information icon in the UI) can be configured.

These APD fields will also display to the owner of the people record in the Additional Information section on the Update My Information page.

Editors with permission can see these APDs (if configured to display) on the People Activity Details pop-up window and the transmittal form. Editors with Search People permission also see these APDs (if configured to display) in the Registration Questions section of the Search People – Update Information page.

Individual APD fields may be hidden from selected Editor roles (even when the role has permission to view APD fields). This configuration option may be useful when questions and responses reveal personal information that should not be available to all Editors.

TO CONFIGURE:

Configuration requires assigning permissions (enabling Editor roles to view or view and edit fields) and creating the fields.

To assign permissions, go to RoleManager > Editor Role. Grant permissions to the applicable Editor roles:

1. View Additional People Details
   1. Edit Additional People Details

To create or edit an Additional People Detail Field, go to PolicyManager > Additional Data Policies > Add/Edit Additional People Detail Fields. Click the Add button to create a new field, or click the Edit link next to an existing field.

On the Add/Edit Additional People Detail Field page, complete the following:

Field Description: Enter a description (name) in the text box. If the APD will be presented at registration, this description can serve as instructional text for the user.

Field Type: Select from the drop-down list (Text, Date, Integer, Decimal, Notes, and List). The page will refresh to display configurations for the selected field type.

Maximum Field Length: This applies to Text and Notes types. Enter a maximum length (number of characters), if desired.

Default Value for Field: This applies to field types other than List.Use the radio buttons to indicate a default value (None, Single Value). Setting the default value for a field to None displays an empty field. Setting a default single value (as entered in the text box on this page) pre-populates the field with this value. If the field is defined as editable, this value can be changed on the page where it appears.

When List is selected as the field type, a List Type drop-down menu is displayed. The list of responses may be presented to users in several different ways, depending on the number of responses expected:

• Drop-down list allows for one (or no) selection.
• Radio buttons allow for one selection (default value required).
• Checkboxes allow for multiple selections (good for 1-5 values).
• Scrolling selector allows for multiple selections (good for more than 5 values).

To configure a List APD field:

1. Use the drop-down menu to select the list type.
2. Click the + Add Value button to open a pop-up overlay.
3. In the Value text box, enter the response text to display.
4. Optional: enter text in the Description text box. This displays with the response text.
5. Click the Save icon () to save the value and close the popup OR click the Save and Add icon () to save the value and proceed to enter another. Other available actions:
   • Delete ( ) clears the form and keeps the pop-up window open.
   • Cancel () closes the pop-up window without saving any changes.
6. On the main Add/Edit Additional People Detail Field, saved values can be reordered using the grip tool () to drag and drop items. The order here is the order in which items are displayed to users viewing the APD field.

Hide this field from: Use this selector list to hide this APD field from an Editor role. The selector list displays all roles with View Additional People Details permission (in RoleManager). Selecting a role in this list overrides the RoleManager permission for this particular APD field.

Options: Use the top grid to configure how the field should display to Editors on each page. Use the bottom grid to configure how the field should display on a user's own people record.

Editor pages: Check the applicable box(es) to specify how the field should display and use the text box to enter any Help Text (optional) to appear with it.

• Additional People Details page: The field can be hidden (not displayed) or editable by checking the appropriate box. If neither box is checked, the field appears on the page, but it is not editable.
• Search People - Update Information page: The field can be hidden (not displayed) or editable by checking the appropriate box. If neither box is checked, the field appears on the page, but it is not editable.
• People Activity Details page: The field can be hidden. If the box is not checked, the field appears on the page, but it is not editable.
• Transmittal Form: The field can be hidden, editable, or required (i.e., the submission cannot be released to production unless the field contains a value). If no box is checked, the field appears, but it is not editable.
• Editor Selection Summary: Hidden or Read Only. (This option is displayed only when the Suggest Editor feature is enabled for the publication.)

User pages: Select an option from the drop-down menu to define how the field should display on each page.

Use the text box in the Help Text column to include additional instructions (accessible via an information icon displayed on the page next to the APD.

• Confirm Registration: The field can be Hidden (use this setting for Editor-use-only APDs), Optional (the user may choose to respond or not), Required (the user must respond at registration), Enforced at Login (new user must respond at registration and existing users must respond at first login after the APD is enabled). Settings for these pages are similar to those for standard registration question functionality.
• Update My Information: The field can be Hidden (use this setting for Editor-use-only APDs) or Read Only (field may not be edited after the user-record owner has entered/saved a response).

When finished, click Submit.

After Additional People Detail Fields are created, they are listed on the Add/Edit Additional People Detail Fields page. The order they appear here reflects the order in which they appear on Editors user-facing pages. The order can be changed by renumbering the items and clicking the Update Item Order button. Use the Remove link delete a field from the list; a field can be removed only if it is not currently displayed in any People records (i.e., no People records contain a value in the field). Use the Edit link to change the parameters of an existing field (e.g., to retire a field that has been used—meaning it cannot be removed—the page parameters may be set to Hide, so that the field does not appear in the user interface).

Note: Editing a field may include changing its Field Type. If the type is changed to List from any other type and the initial type contained a default value, that value is retained as the default value. The default value may be changed and additional values for list created. An Additional People Detail Field's type cannot be changed from List to another type; the existing field must be hidden and a new Additional People Detail Field created with the new type.

For related information, see:

Configure "People Information" Page

 

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