Managing Departments

 

Overview

The importance of departments in Campusuite cannot be stressed enough. Almost every other aspect in Campusuite works off of the departments, so it is important to take time in planning out how you and your organization need to implement departments. The departments can be expanded in the future, so they are not something that should be setup and never touched, but again, they are not something that can just be thrown together and expected to work properly down the road.

In short, departments are simply containers. There are two types of departments in Campusuite, and each one is described in detail later in this article. Main departments are only used as containers to organize sub departments, whereas sub departments are containers that can contain various kinds of information. These "containers" can house: people (in the form of users), static content (web site pages), dynamic content (news, events, and blogs), and even private content (such as an intranet). A department in Campusuite can hold any combination of this information. And technically, it could also house nothing. Departments can be set up for various reasons that will become more clear as you use the system.

Depending on the needs of a given department, you can use it to group people together and give access to a shared intranet, or use it to produce a web site that people can view over the Internet. You can also think of departments as a way of organizing information and then granularly allowing access to that information. Your web site is typically pre-configured with the minimum departments you need to begin using Campusuite immediately. You can expand upon this setup as needed.

Main departments can only act as containers for sub departments, which is still an important job. Most likely, your organization will need to be able to organize your departments as such. Consider the following example:

Imagine a university, and within that university are different groups worthy of departments. There is the Bursar, Registrar, other campus departments, as well as the different colleges, like the College of Arts and Sciences or the College of Business. Some of these departments may or may not have sub departments, but many of them do. Take for instance the different colleges, like the College of Business. This will most likely have departments under it, such as Accountancy, Finance, etc. This example shows why main departments are needed, and it also shows how main and sub departments can efficiently organize the groups at your organization.

Create a sub department for the College of Business under the College of Business main department. Then, this sub department can house all of the users and content that would be needed. This may seem redundant, but since main departments have no effect on things such as site navigation, this does not cause any issues. In fact, this is the recommended approach with the software; whenever a main department is made in Campusuite, such a sub department is automatically created for this purpose.

 

Main Departments

Main departments provide order to sub-departments. Being able to organize your sub departments will be very beneficial if you have a large number of sub departments in the system.

Unlike sub departments, main departments "own" nothing aside from sub departments. Users cannot be associated with a main department, and a main department cannot have a web site nor an intranet.

Main departments are indicated over a dark grey background color while "sub-departments" are shown as children under them. This is to clearly show how your system is structured. There is no limit to the number of sub departments, however we recommend you have a reason for creating a each one.

 

Adding a Main Department

  1. On the Department Administration page, click the Add Main Department button. A new page will load, the Add Main Department page.
  2. Fill out the fields as needed. View a description of this interface for reference.
  3. Once satisfied, click Save to create a new main department. The Department Administration page will be loaded, and will filter out all other departments to show only the department that was just made.

 

Editing a Main Department

  1. On the Department Administration page, click the Edit Main Department button for the main department you wish to make changes to. The Modify Main Department page will be shown.
  2. Edit the fields as needed. View a description of this interface for reference.
  3. When finished, click the Update button to update the main department, or click Cancel to ignore any changes you made. The Department Administration page will be loaded, and will filter out all other departments to show only the department that was just edited.

 

Deleting a Main Department

  1. On the Department Administration page, click the Edit Main Department button for the main department that you wish to delete. The Modify Main Department page will be shown.
  2. Click the Delete button at the bottom of the page.
  3. Another page will open, warning you of the action and asking for you to confirm. To continue with the process, click the Delete button, otherwise, click the Cancel button to return to the Department Administration view.
  4. The main department, as well as all sub-departments will be deleted (assuming that you choose to continue with the action). The action would have redirected you to the Department Administration page, where the listings for the deleted department and sub-departments should bo longer be present.

 

Sub Departments

Since sub departments ultimately "store" all of the data in your system, it should be quite obvious as to why they are so important. Feel free to use sub departments to not only mimic your organization's setup, but also to organize information or the many web sites in your system. Sub departments are not limited to any certain amount, but you should use them wisely.

Clicking the green Add Sub Dept button next to a main department adds a new sub department under the main. Notice the icon to the left of the sub-departments. Icons that have a globe with the contact card means the department has public-facing web pages. Icons without a globe have no web pages. Usually, these are containers to hold a group of people (ex: marketing)

Clicking the green Add People button next to a sub-department will allow you to add a person under that department. First, be sure to Search for a person before adding them as they could already exist in the system under another department and we do not want any user existing in the system twice.

 

Adding a Sub Department

  1. On the Department Administration page, click the Add Sub Department button for the main department that you wish to add a sub-department to. A new page will open, the Add Sub-Department page.
  2. Fill out the fields as needed. There may be a few fields that are auto-populated based on the information of its associated main department. View a description of this interface for reference.
  3. Click the Save button to create the new sub-department. The Department Administration page will be loaded, and will filter out all other departments to show only the main department that the new sub-department was just made for.

 

Editing a Sub Department

  1. On the Department Administration page, click the Edit Department button for the sub-department that you wish to edit. The Modify Sub Department page will be shown.
  2. Edit the fields as needed. View a description of this interface for reference.
  3. Once satisfied, click the Update button to save your changes, or click Cancel to ignore them. The Department Administration page will be loaded, and will filter out all other departments to show only the main department that the sub-department was just edited under.

 

Creating a Web Site for a Sub Department

A web site can be configured for a sub department when it is created, but it can also be made afterwards as well. This how-to is directed at creating a web site for a department after it is created. These steps, though, will be very similar to setting up a web site when creating the department (for instance, instead of finding a department to edit, you would have instead chosen to create a new department).

  1. On the Department Administration page, click the Edit Department button for the sub-department that you want to create a web site for. The Modify Sub Department page will be shown.
  2. For the Website field, choose "Yes". This selection will cause more fields to be displayed.
  3. Determine where you want the web site stored on the server by entering in a value for the Physical Folder Name field. The web site can be stored almost anywhere, just be sure that the folder is new or empty and unused.
  4. Select your navigation settings. You can select which department's navigation should be used for the site. (This is best left as the current department.) Also, determine whether the navigation will use the split navigation or the regular navigation scheme.
  5. Define whether the site will be public or private (if creating an intranet-like site for your users, choose it to be private).
  6. Choose the default page type to be either a full-page (has no side navigation) or a normal page with navigation showing to the left. Also, select the template that you want all pages to use by default.
  7. When finished with making these settings, click the Update button at the bottom of the page.

 

Creating a Department Template (or Model)

Many times, departments are created with the same settings and/or pages. Take for example the teacher web site... or the partners web site. Once you have created a department, configured the needed modules and perhaps even set up a number of pages, you can specify that department as a "model." Think of this as a template department, just as you can create a "page template."

View this video for a detailed walk-through on how to specify a model department.

 

Deleting a Sub Department

It is important to note the dependence the content has on its sub department. Since these pieces of information cannot exist on thier own, deleting a sub department will ultimately remove any content attached to it.

  1. On the Department Administration page, click the Edit Department button for the sub-department that you want to delete. The Modify Sub Department page will be shown.
  2. Click the Delete button at the bottom of the page.
  3. Another page will open, showing you a warning about the action and asking for you to confirm. To continue, click Delete, otherwise click Cancel.
  4. The sub-department and all the data associated with it will be removed from the system (assuming you chose to continue with the deletion on the confirmation page). The Department Administration page will be loaded, and will filter out all other departments to show only the main department that the sub-department was deleted from.

 

Private Departments

Private departments are just that, private. They are just like any other department, but in order to access them, you must be logged in. If you attempt to access a private department either directly or via a bookmark without being logged in, then you will be routed to the login page to login to your website. This makes provate departments ideal for basic company intranets. Private departments can also be used for collaborating on content among special groups.

  1. Under the Depts/Users tab, notice departments are organized under main groups. Next to each main group is a button labeled, Add Sub Department. Click this button to add a sub-department. A new page will open to allow you to create the new department.
  2. Fill out the fields as needed. There may be a few fields that are auto-populated based on the information of its associated main department. View a description of this interface for reference.
  3. Under the option Private Department, select yes to make this a department that you can only access while logged in.
  4. Click the Save button to create the new private sub-department. The Department Administration page will be loaded, and will filter out all other departments to show only the main department that the new sub-department was just made for.

Note: By default, private departments do not show under the Public tab among other regular departments. Select the Private tab at the top of the departments panel on the main dashboard and all private departments will be filtered in to view. For your convenience, you can ask Campus Suite support to make it so private departments do appear under the public tab next to all your other departments. Im this case, the private department is indicated by a folder with a lock icon on it.


Adding Departments to Favorites

On the Dashboard you have several tabs displayed under Departments. One helpful Tab is the Favorites. It allows you to scale down your view of all the departments to which you have access. If there are particular Departments you want to quickly jump to you have the ability to add them to this tab for easy access.

  1. Select the Favorites tab
  2. At the bottom you will see Edit Favorites. Select this.
  3. A new widow will open with two columns. On the left are all the departments you have access to and on the right are your Favorites.
  4. By double-clicking a department on the left you will add it to the Favorites list on the right. If you move one in error, or simply want to remove a favorite, double-clicking on the right moves it back to the left. Please note, this will not make any changes to the original department files or location. It is simply creating a link to the file.
  5. When you are done select Update. You will be asked to Confirm and then the page will reload showing your Favorites.