Profiles: Difference between revisions

Latest revision as of 14:45, 10 July 2026

This section explains how Drupal profile pages work, which profile information comes from MySwarthmore, and which fields can be managed directly in Drupal.

All faculty and staff employed at Swarthmore College have a user profile created in the Drupal CMS. Drupal uses data from the Banner/MySwarthmore system to create every faculty and staff profile. This data includes name, title, department, email, phone, and office location.

Faculty and staff can update this information in MySwarthmore by navigating to Main Menu → Directory Information.

Drupal also provides additional profile fields—including office hours, links, interests, and profile photos—that are managed directly within Drupal. A user's profile is therefore a combination of data from both systems.

Information Managed in MySwarthmore

The profile information imported from Banner/MySwarthmore—including name, title, department, email, phone, and office location—cannot be edited in Drupal.

To update this information, log in to MySwarthmore or contact the Provost's Office (faculty) or Human Resources (staff).

Managing another person's contact information

Some staff members have permission to manage the contact information of others.

Documentation for managing another person's primary contact information in MySwarthmore (authentication required)
To request this access, submit a support request at https://support.swarthmore.edu.

Student Profiles

Students do not have Drupal profiles.

8.1 Distinguishing Between Drupal Data and MySwarthmore Data

The profile information shown below comes from two different systems.

Section 1 — Managed in MySwarthmore

The information below is imported from Banner/MySwarthmore and cannot be edited in Drupal.

Name
Title
Department(s)
Email
Phone
Office Location

Sections 2 and 3 — Managed in Drupal

The information below is managed directly in Drupal.

Photo
Office Hours
Links
Interests

Figure: Some profile information is managed in MySwarthmore, while other fields are managed directly in Drupal.

8.2 View My Profiles

Clicking My Sites opens a submenu containing two options: View My Sites and View My Profiles.

Screenshot showing the My Sites menu with the View My Profiles option.

Figure: Select View My Profiles to access the profiles you have permission to edit.

View My Profiles lists every Drupal profile you have permission to edit and indicates whether each profile is currently published. Selecting a profile opens it for editing.

Editing Other People's Profiles

Most Drupal users can edit only their own profile. Some departments grant additional permissions that allow designated staff members—such as administrative assistants—to edit other people's profiles. See Profiles to learn more about editing other users' profiles.

View My Profiles is currently selected.
Search the list of profiles.
Select a profile to begin editing. The list also indicates whether each profile is currently published.

Figure: The View My Profiles page lists the profiles you have permission to edit.

8.3 Editing Profiles

Every faculty and staff member has a Drupal profile. You can choose whether your profile page is publicly visible.

Faculty commonly publish their profile pages to highlight research and academic work. Many staff members leave their profile pages unpublished.

Profile Visibility

By default, profile pages are unpublished. Publish your profile only if you want it to be publicly accessible.

View Draft / View Published — Switches between the draft and published versions of your profile.
Edit Page — Edit the profile page content and control whether the profile is published.
Profile Settings — Edit the information that appears in directory listings (see Section 8.4).
Page Revisions — View and restore previous versions of the profile.

Figure: The profile toolbar provides access to editing, settings, and revision history.

8.4 Editing Profile Settings

Profile Settings allows you to manage the information displayed in directory listings, including:

Photo
Office Hours
Links
Interests

@@ Line 1: / Line 1: @@
-All faculty and staff employed at Swarthmore College have a user profile created in the Drupal CMS. The Drupal system uses data from the Banner/ MySwarthmore system to create all faculty/staff profiles. This data includes name, title, department, email, phone, and office location. Faculty and staff have the ability to adjust their MySwarthmore data at [https://myswat.swarthmore.edu/ '''MySwarthmore''']''' → Main Menu → Directory Information'''''. ''Drupal also adds some additional fields (office hours, links, interests, and photo) to everyone’s profiles which are managed through Drupal. Drupal profiles are a combination of both data sets.
+{{DrupalBack}}
+This section explains how Drupal profile pages work, which profile information comes from MySwarthmore, and which fields can be managed directly in Drupal.
-{{Card|variant=info|title=Info|content=The user data that comes from Banner/MySwarthmore including (name, title, department, email, phone, and office location) '''<u>CANNOT</u>''' be changed in Drupal. In order to update this information, you must login to [https://myswat.swarthmore.edu/ MySwarthmore] or contact the Provost’s Office (for faculty) or HR (for staff).
+All faculty and staff employed at Swarthmore College have a user profile created in the Drupal CMS. Drupal uses data from the Banner/MySwarthmore system to create every faculty and staff profile. This data includes name, title, department, email, phone, and office location.
-'''<u>Managing the contact information of others</u>'''
+Faculty and staff can update this information in [https://myswat.swarthmore.edu/ MySwarthmore] by navigating to '''Main Menu → Directory Information'''.
-Some staff members have been granted access to manage the contact information of others:
+Drupal also provides additional profile fields—including office hours, links, interests, and profile photos—that are managed directly within Drupal. A user's profile is therefore a combination of data from both systems.
-* [https://support.swarthmore.edu/support/solutions/articles/14000045714 Documentation on managing the primary contact information of others in MySwarthmore] (requires authentication)
+{{Callout|type=important|title=Information Managed in MySwarthmore|content=The profile information imported from Banner/MySwarthmore—including '''name, title, department, email, phone, and office location'''—'''cannot''' be edited in Drupal.
-* To request access to manage the primary contact information of others in MySwarthmore, please submit a support ticket at https://support.swarthmore.edu}}
-{{Card|variant=panel|title=Panel|content='''Note: '''Students do not have Drupal profiles.}}
+To update this information, log in to [https://myswat.swarthmore.edu/ MySwarthmore] or contact the '''Provost's Office''' (faculty) or '''Human Resources''' (staff).
-== <br>8.1 Distinguishing between Drupal data and MySwarthmore data<br> ==
+'''Managing another person's contact information'''
-'''1) All the profile/directory data that appears in Section 1 is managed through MySwarthmore and cannot be edited in Drupal. You must login to MySwarthmore or contact the Provost’s Office (for faculty) or HR (for staff) in order to update this section.'''
+Some staff members have permission to manage the contact information of others.
+* [https://support.swarthmore.edu/support/solutions/articles/14000045714 Documentation for managing another person's primary contact information in MySwarthmore] (authentication required)
+* To request this access, submit a support request at https://support.swarthmore.edu.
+}}
+{{Callout|type=tip|title=Student Profiles|content=Students do not have Drupal profiles.}}
+== 8.1 Distinguishing Between Drupal Data and MySwarthmore Data ==
+The profile information shown below comes from two different systems.
+'''Section 1 — Managed in MySwarthmore'''
+The information below is imported from Banner/MySwarthmore and cannot be edited in Drupal.
 * Name
@@ Line 23: / Line 37: @@
 * Office Location
-'''2) and 3) All the profile/directory data that appears in Section 2 and 3 is managed in Drupal and can be edited in Drupal using the instructions below.'''
+'''Sections 2 and 3 — Managed in Drupal'''
+The information below is managed directly in Drupal.
 * Photo
@@ Line 30: / Line 46: @@
 * Interests
-[[File:profile2.png|733px|alt=Person in a red and yellow phoenix mascot costume waving with autumn foliage in the background]]
+{{Screenshot|profile2.png|733px|Screenshot showing a Drupal profile page with sections indicating which information comes from MySwarthmore and which is editable in Drupal.|Some profile information is managed in MySwarthmore, while other fields are managed directly in Drupal.}}
 == 8.2 View My Profiles ==
-Clicking '''My Sites''' will open a submenu below the black menu bar that has two options: '''View My Sites '''and''' View My Profiles.'''
+Clicking '''My Sites''' opens a submenu containing two options: '''View My Sites''' and '''View My Profiles'''.
+{{Screenshot|login_screen2.png|648px|Screenshot showing the My Sites menu with the View My Profiles option.|Select '''View My Profiles''' to access the profiles you have permission to edit.}}
+'''View My Profiles''' lists every Drupal profile you have permission to edit and indicates whether each profile is currently published. Selecting a profile opens it for editing.
-[[File:login_screen2.png|648px|alt=Drupal user interface showing navigation tabs with View My Sites and View My Profiles options, and a user icon with the name Phineas Phoenix]]
+{{Callout|type=tip|title=Editing Other People's Profiles|content=Most Drupal users can edit only their own profile. Some departments grant additional permissions that allow designated staff members—such as administrative assistants—to edit other people's profiles.
-'''View My Profiles''' will list all the Drupal profiles that you have permission to edit. It will also indicate if the profile is currently published. By clicking on one of the names listed, you will be taken directly there and can begin editing the Drupal profile information.
-{{Card|variant=info|title=Info|content='''<u>Editing the Profiles of Others</u>'''
+See [[Profiles|Profiles]] to learn more about editing other users' profiles.}}
-Most Drupal users will only have access to their own profile. However, some departments are setup to allow certain members of their group to be able to access other people’s profiles. This is most common for administrative assistants of academic departments who often times support faculty with maintaining their online information (such as office hours). [https://swatkb.atlassian.net/wiki/x/FwBXCg '''Learn more about editing profiles.''']}}
+# '''View My Profiles''' is currently selected.
+# Search the list of profiles.
+# Select a profile to begin editing. The list also indicates whether each profile is currently published.
-# View My Profiles is currently selected.
+{{Screenshot|view_my_profiles1.png|698px|Screenshot showing the View My Profiles page with the profile search field and editable profiles.|The View My Profiles page lists the profiles you have permission to edit.}}
-# Allows you to search the list of profiles.
-# Displays the profile(s) that you have access to edit. Clicking the name will take you directly to the profile. The list will also indicate if the profile is published or not.
-[[File:view_my_profiles1.png|698px|alt=User interface showing the Profiles tab with a search box and a list of profiles including one named Phineas Phoenix with profile page unpublished]]
+== 8.3 Editing Profiles ==
-== 8.4 Editing Profiles ==
+Every faculty and staff member has a Drupal profile. You can choose whether your profile page is publicly visible.
-Every faculty and staff person has a profile in Drupal. You can choose to make your profile page public or not. Profile pages are more commonly used by faculty to highlight their research. Most staff typically don’t have their profile pages published.
+Faculty commonly publish their profile pages to highlight research and academic work. Many staff members leave their profile pages unpublished.
-{{Card|variant=info|title=Info|content='''NOTE: By default all profile pages are UNPUBLISHED unless you '''}}
+{{Callout|type=important|title=Profile Visibility|content=By default, profile pages are '''unpublished'''. Publish your profile only if you want it to be publicly accessible.}}
-# '''View Draft / View Published''' - Profiles now have published versions and drafts versions.
+# '''View Draft / View Published''' — Switches between the draft and published versions of your profile.
-# '''Edit Page''' - Lets you add and edit the content found on the profile page itself as well as control whether you wish to make your profile public (published) or private (unpublished)
+# '''Edit Page''' — Edit the profile page content and control whether the profile is published.
-# '''Profile Settings''' - lets you add and edit the content that appears in the directory listing (see 8.5 below)
+# '''Profile Settings''' — Edit the information that appears in directory listings (see Section 8.4).
-# '''Page Revisions''' - allows you view and revert to past revisions of a profile.
+# '''Page Revisions''' — View and restore previous versions of the profile.
-[[File:profile_menu.png|820px|alt=Profile page for Swarthmore College's official mascot with contact information and a photo of the mascot costume waving]]
+{{Screenshot|profile_menu.png|820px|Screenshot showing the profile editing menu with Edit Page, Profile Settings, and Page Revisions options.|The profile toolbar provides access to editing, settings, and revision history.}}
-== 8.5 Editing Profile Settings ==
+== 8.4 Editing Profile Settings ==
-'''Profile Settings''' allows users to manage the information that appears in the staff directory listings. This includes:
+'''Profile Settings''' allows you to manage the information displayed in directory listings, including:
 * Photo
@@ Line 70: / Line 89: @@
 * Links
 * Interests
 [[Category:Drupal]]
-<!-- Imported from Confluence page id=173473815 (https://swatkb.atlassian.net/wiki/spaces/DRUP/pages/173473815/Profiles) -->