UF Directory Applications
Several enterprise software applications have been created to support the UFDirectory.
Roles
Four dominant roles are associated with the UF Directory. These include:
- Members: Anyone who has an entry in the UF Directory. Individuals with a valid GatorLink username and password may use Update My Directory Profile in the myUFL portal under My Account, and are represented by one or more Directory Coordinators.
- Directory Coordinators: Designated individuals who have been authorized to maintain directory information for people and organizations within a particular scope of authority as defined by PeopleSoft Department ID (commonly known as DeptID) Directory Coordinators use an application called Manage Directory Information in the Admin Menu.
- University Directory Administrator: A very limited number of individuals are charged with responsibility for managing the UF Directory and all member data contained within the system. These individuals are authorized to access Administrator functions of the Manage Directory Information application.
- Unit Staff: Designated individuals may be authorized to view directory information for people and organizations within a scope of authority defined by DeptID. These people may be allowed to view an application called Retrieve Departmental Affiliate.
Applications
Gatordex is designed to be used by faculty, staff and students to update their own records in the UF Directory. Access to the self–service Gatordex application is via the myUFL portal > My Account > Update My Directory Profile. A valid GatorLink username and password is required. Some information can be maintained via self–service, while other information cannot. This application can be used to add e–mail and mail addresses and phone numbers. Phone numbers can be associated with a particular address so it will be clear which phone is at which location. Publish data check boxes can be used to identify which specific information will be visible for public viewing.
Manage Directory Information
Manage Directory Information is an enterprise web–based application used by University Directory Coordinators to manage data for individuals and organizations within their predefined scope of authority. Access to the Manage Directory Information application is located in the myUFL portal > Quick Links > Admin Menu. Directory Coordinators are able to search for people and organizations, add people to the directory, manage profiles of those individuals and define roles describing how a particular individual is associated with their unit within the University of Florida. Please review the end user roles related to Manage Directory Information on the Directory services page in the Additional Resources for Directory Coordinators section.
Retrieve Departmental Affiliate
Individuals other than University Directory Coordinators may simply need to retrieve information pertaining to individuals in their unit. The Retrieve Departmental Affiliate application offers the capability to obtain a data set containing names, e–mail address, UFID, working title, UF phone and UF address data for selected roles (e.g., faculty, departmental associate, retiree, etc.) if the information is available. Resulting data can be downloaded and brought into Microsoft Word or Excel.
Directory Coordinators may also seek permission to use this application since it offers capability which is not available in the Manage Directory Information application. Please review the end user roles related to Manage Directory Information on the Directory services page in the Additional Resources for Directory Coordinators section.
Application Access
Gatordex can be used by anyone with a valid GatorLink username and password who has an entry in the UF Directory.
Access to enterprise applications requires individuals to obtain authorization through the Access Request System through their unit's Department Security Administrator
Note to Department Security Administrator: University Directory Administrators are the only people who will be granted unrestricted access to Administrator functions associated with Manage Directory Information or Retrieve Departmental Affiliate. Please review the Directory Coordinator End User Roles before assigning these roles to an individual. Complete DeptID information is required for all submissions to access to these applications. Full justification should be included with any request for DeptID–limited Administrative Privileg pertaining to anyone who is not a University Directory Administrator.
Translation and Programming Resources
Several other enterprise software applications are available to facilitate use of the UF Directory. These include:
What's My UFID? allows people to obtain their UFID number by entering their GatorLink username and password, or their Social Security number and Birth Date.
The University community will retain interest in translating UFID and Social Security number identifiers for some time to come. To this end, four different options are described on Identifier Translation options: SSN/UFID/UUID.
Faculty and administrative staff who need to convert up to 500 identifiers at a time without writing a program may be particularly interested in the UFID Translator application (number 1189). A few straight forward steps (described in import–saved–UFID–xlate-spreadsheet.pdf) must be taken to make sure leading zeros are not inadvertently removed from identifier values (e.g., "000–00–0010" imported as "10") when opening a downloaded dataset with Excel.
Assistance
Contact UF Help Desk at 392-HELP or helpdesk@ufl.edu.
