The Trinity Directory Tool and Member Management

The Trinity Directory Tool is an application that allows departments and other organizational units to review and manage the members within their group. If Trinity Web Services hosts your Drupal website, and your department or organization has a representation in the Trinity Directory Tool, then your web site has been configured to populate the 'People' section from this source.

In cases where a group has a presence in Scholars@Duke, the Trinity Directory Tool automatically populates its respective group with the members of the Scholars@Duke group. The Trinity Directory Tool can then be used to add other people to such a group, for example staff or others who do not have a Scholars@Duke profile, or other faculty who do not have a dFac appointment with the department (i.e. affiliated faculty) but do have a Scholars@Duke profile by virtue of their dFac appointment with a different department. The members of such a group—both from Scholars@Duke and those added to the Trinity Directory Tool—will be imported to the group's Drupal website.

In other cases in which a group does not have a presence in Scholars@Duke, the Trinity Directory Tool can be used to add and remove members from the group, and these changes will be reflected on the group's Drupal website. The people added to such a group in the Trinity Directory Tool may or may not have a Scholars@Duke profile.

Changes made to personal data in a system of record can take up to 48 hours before they appear on a member's profile on a department site.

Adding members to Trinity Directory Tool

As noted above, if a group is present in Scholars@Duke, the respective group in the Trinity Directory Tool will automatically include the members of the Scholars@Duke group. When a person is added to the Scholars@Duke group, for example a new dFac appointment, they will be added to the Trinity Directory Tool group, and imported to the group's Drupal site. Persons who either do not have a dFac appointment with the group or do not have a Scholars@Duke profile can be added to a group such as this directly in the Trinity Directory Tool. Instructions for doing so can be found in the Trinity Directory Tool Power User Guide.

For groups that do not have a presence in Scholars@Duke, members can be added directly to the Trinity Directory Tool group, whether or not they have a Scholars@Duke profile. Instructions for adding members can be found in the Trinity Directory Tool Power User Guide. Any members in a group such as this will be imported to the group's Drupal website.

Removing members from Trinity Directory Tool

If a Trinity Directory Tool group also exists in Scholars@Duke, any individuals who are members of the group must first be removed from the Scholars@Duke group before they can be removed from the Trinity Directory Tool group. Once they have been removed from the Scholars@Duke group, they can be removed from the Trinity Directory Tool group within 24 hours. Note that if a member has a dFac appointment with a given group, they cannot be removed from the Scholars@Duke unless that appointment has expired.

However, if a Trinity Directory Tool group also exists in Scholars@Duke, any individuals who have been added to the Trinity Directory Tool group who are not in the respective Scholars@Duke group can simply be removed from the Trinity Directory Tool group. If the Trinity Directory Tool group does not exist in Scholars@Duke, all members can simply be removed from the Trinity Directory Tool group.

Instructions for removing a member from a Trinity Directory Tool group can be found in the Trinity Directory Tool Power User Guide. Once a person has been removed from the Trinity Directory Tool group, that person will be removed from the group's Drupal site within 24 hours.

Classes and categories

All members who are present in a group in the Trinity Directory Tool are imported to the group's Drupal site with one of the following classes:

  • Faculty
  • Graduate Students
  • Postdoctoral Fellows
  • Staff

If a group has dFac appointments (and thus a corresponding Scholars@Duke group), faculty with an appointment with that group are also imported with one of the following Scholars@Duke categories:

  • Primary Faculty
  • Secondary Faculty
  • Joint Faculty

If there are faculty who have been added to a group such as this who do not have a dFac appointment with that group, they will lack any categorization. On the group's Drupal site, these faculty can be assigned one of these Scholars@Duke categories or a local category such as 'Affiliated Faculty'.

These classes and categories—both from Scholars@Duke and locally-managed—can be used to sort the imported members on a group's Drupal site. For example, a page can be created that shows all members with the class 'Staff', and another page showing all members with the category 'Primary Faculty'.

When a group's Drupal site is being built, Trinity Communications and Trinity Web Support will work with the stakeholders to determine how the group wished to parse their members, and will configure the site accordingly.

Administrative Positions

Designating a member who occupies an administrative position can be done in the Trinity Directory Tool. The positions present in the Trinity Directory Tool include:

  • Chair
  • Associate Chair
  • Interim Chair
  • Assistant to the Chair
  • Director
  • Director of Undergraduate Studies
  • Associate Director of Undergraduate Studies
  • Assistant to the Director of Undergraduate Studies
  • Director of Graduate Studies
  • Associate Director of Graduate Studies
  • Assistant to the Director of Graduate Studies
  • Program Coordinator
  • Business Manager

Using the “Manage members” view

In order to faciliate management of this content, our Drupal websites include a view dedicated to imported members. This view is limited to site editors with permission to edit nodes of the Member - Imported content type, and can be accessed via the shortcuts menu by clicking the Manage members link. If this shortcut is not present, an editor can simply add '/admin/manage-members' to the site's web address in the address bar of the browser (e.g. https://example.duke.edu/admin/manage-members).

When editing a member profile, you will see two tabs: “Local Data” and “Imported Data”. You should only edit the fields on the “Local Data” tab. All data on the “Imported Data” tab is imported from external sources of record, such as Scholars@Duke. As such, any direct editing you do to these fields will be overwritten when the site updates the data from these sources.

Manage members view
The ‘Manage members’ view

This view provides an editor with:

  • A last name search, and
  • Filters for:
    • Scholars@Duke Class,
    • Scholars@Duke Category,
    • Scholars@Duke category override,
    • Local category,
    • Research Area, and
    • Whether or not the content is published

The tabular display shows:

  • Image thumbnail
  • Name and Primary Title
  • Scholars@Duke Class
  • Scholars@Duke Category
  • Scholars@Duke Category Override
  • Local Category
  • Research Areas
  • Whether a person has a Scholars@Duke Profile URL
  • A link to edit the member's node