Accessing the Campus Phone Directory... 1

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1 Quick Reference Guide CSUF Campus Phone Directory The CSUF campus telephone directory is now available as a digital download. Changes to the campus directory can be made by Department IT Coordinators, Deans, and Vice Presidents. Any issues in accessing this system should be referred to idm@fullerton.edu. Table of Contents Accessing the Campus Phone Directory... 1 Viewing & Modifying the Campus Phone Directory... 3 Organizational Section... 3 Services/Centers... 8 Creating New Services/Centers... 8 Modifying Existing Services/Centers Deleting Existing Services/Centers Downloading the Campus Phone Directory Download the Complete Campus Phone Directory Download the Organizational Section Only Download the Services/Centers Section Only Accessing the Campus Phone Directory The Campus Phone Directory is accessed via the IT Service Catalog Request Form in the Account Management section. Step 1: Launch Internet Explorer (or your browser preference) from your desktop. Step 2: Go to Last Revised: 05/06/13 Page 1 of 22

Step 3: Enter your campus username and password. Then click Login.

If you encounter a security error when logging into this site,

2 Step 3: Enter your campus username and password. Then click Login. Step 4: From the main IT Service Catalog Request Forms screen, select Account Management. Step 5: Enter your campus username and password. Then click Login. If you encounter a security error when logging into this site, contact the IT Call Center at or helpdesk@fullerton.edu for assistance. Last Revised: 05/06/13 Page 2 of 22

information. Step 1: On the Phone Directory screen, click on Organizational Section.

3 Step 6: Click on Phone Directory. Viewing & Modifying the Campus Phone Directory Users may view individual sections of the campus phone directory and request modifications. Organizational Section The Organizational Section of the campus phone directory contains employee directory information. Step 1: On the Phone Directory screen, click on Organizational Section. Step 2: Use the drop-down menu to select the department whose employee information you wish to view. You will only see departments that you are authorized to view. Contact if you do not see a department that you should be authorized to view. Last Revised: 05/06/13 Page 3 of 22

Step 3: The organizational information for the selected department will appear. Use the green arrow icons ( ) to adjust the alignment of the titles on the left.

4 Step 3: The organizational information for the selected department will appear. Use the green arrow icons ( ) to adjust the alignment of the titles on the left. This allows you to denote the hierarchy of a department. Use the blue arrow icons to move an employee row up ( ) or down ( ). This allows you to denote the hierarchy of employees. Changes made using the arrow icons are automatically saved. They will show up on the PDFs within a moment. Step 4: To change a single employee s information, click the Request Change button next to the employee. Last Revised: 05/06/13 Page 4 of 22

5 Step 5: The employee s Outlook/ account information populates. You may modify any of the following: First Name: the person s legal first name (i.e. Robert or Victoria ). Initials: any middle initial(s) the person has. Last Name: the person s legal last name. Display First Name: the name the person would like displayed in Outlook; this could be a nickname. (i.e. Bob or Vicky. ) Display Last Name: the name the person would like displayed in Outlook; this is typically the same as their legal last name. Position Type: the type of position the person occupies. Management: check this box if the person is a manager. Personal Title: the title associated with the person/position. Username: the person s /computer login username Department: the department that the person/position belongs to. Office: the building and room number of the person s office. This can be the department office location if the person will not have an office on campus. Work Phone: the campus phone number associated with the person. This can be the department main number if the person will not have their own phone. Location: the campus branch where the person works: Fullerton Main Campus, Garden Grove Center, Irvine Campus, or Other. Last Revised: 05/06/13 Page 5 of 22

Step 5a: If you are changing a person s name (for example because they are now married), be sure to change all of the relevant name fields. You may also choose to update the person s account username.

6 Step 5a: If you are changing a person s name (for example because they are now married), be sure to change all of the relevant name fields. You may also choose to update the person s account username. It is not necessary for a person to change their username when their last name changes. Likewise a person may change their username without changing their first or last names. Step 6: Use the calendar icon ( ) to select an effective date for these changes. Then click Continue. You may choose any date for an effective date including dates in the past and future. Last Revised: 05/06/13 Page 6 of 22

7 Step 7: Review your changes. Then click Submit. Step 8: You will receive a confirmation that your submission was successful. Once the changes have been made, you will receive an . Requested changes will not show in the campus phone directory until they have been completed. Last Revised: 05/06/13 Page 7 of 22

8 Services/Centers The Services/Centers section contains department directory information. Creating New Services/Centers Step 1: On the Phone Directory screen, click on Services/Centers. Step 2: Click New. Last Revised: 05/06/13 Page 8 of 22

9 Step 3: Enter the following required fields: Name: the name of the service or center. Phone Number: the phone number associated with the service or center. This can be the department main number if the service or center will not have its own phone number. Department: the department that the service or center belongs to. Note you can only choose a department that you are authorized for. Then enter one or more of the following optional fields: Fax: the fax number associated with the service or center. Location: the building and room number associated with the service or center. This can be the department office location if the service or center will not have its own office on campus. the campus address associated with the service or center. NOTE: You can only list an existing in this field; to request a new address, use the /Login Accounts functionality. 1 Website: the campus website associated with the service or center. To be displayed under parent Service/Center: the service or center that this current listing is a child to; i.e. Athletics would be the parent listing for the Baseball department. Use as contact information for the Department in the Departmental Section: indicate if this listing should be the contact information for a department. 1 For more on requesting accounts, view the IT Service Catalog Request Form training materials found here: Last Revised: 05/06/13 Page 9 of 22

Step 3a: The parent service/center option allows you to denote when a listing should appear underneath another listing. This is to allow you to indicate a hierarchy of services/centers.

10 Step 3a: The parent service/center option allows you to denote when a listing should appear underneath another listing. This is to allow you to indicate a hierarchy of services/centers. When you indicate a parent for a service/center, the service/center listing will be displayed indented under the parent service/center in the Services/Centers PDF and Telephone Directory PDF. In the example at right, the PeopleSoft/CMS Training service listing is a subset of the IT Training department service listing. Step 4: Once you have populated all of the necessary fields, click Continue. Last Revised: 05/06/13 Page 10 of 22

Please allow a few minutes for your changes to be reflected in the campus phone directory

11 Step 5: Verify that the information listed is correct. Then click Submit. Step 6: Your change has been submitted. Please allow a few minutes for your changes to be reflected in the campus phone directory PDF download files. Modifying Existing Services/Centers Step 1: On the Phone Directory screen, click on Services/Centers. Last Revised: 05/06/13 Page 11 of 22

You will only see services that you are authorized to view. Contact idm@fullerton.

12 Step 2: Enter search criteria in the search field and click Search. OR Click My Services to view/modify services that you are authorized to modify. You will only see services that you are authorized to view. Contact if you do not see a service or center that you should be authorized to view. Step 3: Your search results or services appear. To modify an entry, click the Modify button next to the entry. Last Revised: 05/06/13 Page 12 of 22

13 Step 4: You may modify any of the following fields: Name: the name of the service or center. Phone Number: the phone number associated with the service or center. This can be the department main number if the service or center will not have its own phone number. Fax: the fax number associated with the service or center. Department: the department that the service or center belongs to. Note you can only choose a department that you are authorized for. Location: the building and room number associated with the service or center. This can be the department office location if the service or center will not have its own office on campus. the campus address associated with the service or center. NOTE: You can only list an existing in this field; to request a new address, use the /Login Accounts functionality. 2 Website: the campus website associated with the service or center. To be displayed under parent Service/Center: the service or center that this current listing is a child to; i.e. Athletics would be the parent listing for the Baseball department. Use as contact information for the Department in the Departmental Section: indicate if this listing should be the contact information for a department. 2 For more on requesting accounts, view the IT Service Catalog Request Form training materials found here: Last Revised: 05/06/13 Page 13 of 22

Step 4a: The parent service/center option allows you to denote when a listing should appear underneath another listing. This is to allow you to indicate a hierarchy of services/centers.

14 Step 4a: The parent service/center option allows you to denote when a listing should appear underneath another listing. This is to allow you to indicate a hierarchy of services/centers. When you indicate a parent for a service/center, the service/center listing will be displayed indented under the parent service/center in the Services/Centers PDF and Telephone Directory PDF. In the example at right, the IT Training department service listing is a subset of the Information Technology Services Division service listing. Last Revised: 05/06/13 Page 14 of 22

15 Step 5: Once you have made your changes, click Continue. Step 6: Verify that the information listed is correct. Then click Submit. Last Revised: 05/06/13 Page 15 of 22

Deleting Existing Services/Centers Step 1: On the Phone Directory screen, click on Services/Centers. Step 2: Enter search criteria in the search field and click Search.

16 Step 7: Your change has been submitted. If you click on Modify next to the listing again, you will see your changes. Please allow a few minutes for your changes to be reflected in the campus phone directory PDF download files. Deleting Existing Services/Centers Step 1: On the Phone Directory screen, click on Services/Centers. Step 2: Enter search criteria in the search field and click Search. OR Click My Services to view/modify services that you are authorized to modify. You will only see services that you are authorized to view. Contact idm@fullerton.edu if you do not see a service or center that you should be authorized to view. Last Revised: 05/06/13 Page 16 of 22

Step 3: Your search results or services appear.

Step 4: You will be asked to confirm the deletion. Click OK to delete the listing.

You will need to use the create a new listing feature to re-add the listing.

17 Step 3: Your search results or services appear. To delete an entry, click the Delete button next to the entry. Step 4: You will be asked to confirm the deletion. Click OK to delete the listing. You will not be able to recover this listing once you click OK to delete it. You will need to use the create a new listing feature to re-add the listing. Step 5: The listing has been permanently deleted. Please allow a few minutes for your changes to be reflected in the campus phone directory PDF download files. Last Revised: 05/06/13 Page 17 of 22

Downloading the Campus Phone Directory Users may download a copy of the complete campus phone directory, just the organizational section, or just the services/centers section.

18 Downloading the Campus Phone Directory Users may download a copy of the complete campus phone directory, just the organizational section, or just the services/centers section. Download the Complete Campus Phone Directory The complete campus phone directory includes all available sections, including organizational and services/centers. Step 1: On the Phone Directory screen, click on either Organizational Section OR Services/Centers. Step 2: At the right, click on Telephone Directory PDF. Last Revised: 05/06/13 Page 18 of 22

19 Step 3: It may take several minutes for the file to download. Click Open to open the PDF. Step 4: Depending on your web browser s settings, the PDF will open in Adobe Reader or within the web browser. Use the Adobe toolbar at the top of the document to navigate through the document and/or save a copy of the document on your computer. Last Revised: 05/06/13 Page 19 of 22

20 Download the Organizational Section Only Step 1: On the Phone Directory screen, click on Organizational Section. Step 2: Click on Organizational Section PDF. Step 3: It may take several minutes for the file to download. Click Open to open the PDF. Last Revised: 05/06/13 Page 20 of 22

21 Step 4: Depending on your web browser s settings, the PDF will open in Adobe Reader or within the web browser. Use the Adobe toolbar at the top of the document to navigate through the document and/or save a copy of the document on your computer. The date that you downloaded the document will appear at the top of the document. Download the Services/Centers Section Only Step 1: On the Phone Directory screen, click on Services/Centers. Step 2: Click on Services/Centers PDF. Last Revised: 05/06/13 Page 21 of 22

22 Step 3: It may take several minutes for the file to download. Click Open to open the PDF. Step 4: Depending on your web browser s settings, the PDF will open in Adobe Reader or within the web browser. Use the Adobe toolbar at the top of the document to navigate through the document and/or save a copy of the document on your computer. Last Revised: 05/06/13 Page 22 of 22

These phone numbers are for Human Resources use only.

These phone numbers are for Human Resources use only. ERP HR Quick Reference Guide Employee Self Service 9.0: Phone Numbers This guide covers how to modify your phone numbers via Employee Self-Service. On the Phone Numbers screen all of your phone numbers