How to create and manage persons in Holocentric Connect
Persons are people who are associated with your organisation but are not users of Connect. A Person can be associated with a Position within your organization.
This article includes the following topics:
- Create a new person
- Edit person
- Approve and publish a person
1. Create a Person |
1.1 Go to the People tab and access the Person subtab.
1.2 Click Add New Person.
1.3 A release management workflow appears. Click OK to start adding a person.
1.4 Enter information about the person and click Save when done.
Field | Description |
| Name | Full Name of this person |
| Email address | Person's contact email address |
| Contact number | Any mobile or phone number |
| External reference identifier | An optional identifier for this person |
| Notes | Notes about this person in relation to this organisation |
| Keywords for 'Search' | Keywords that, when searched in Holocentric Connect, will make the item appear in search results. |
| Remove from view | Tick the box to hide the item. This will make the item only visible to users with Administrator permissions. Hidden items are:
|
2. Edit Person |
2.1 Click on the person you wish to edit and click Open .
2.2 Click Start Editing, a release management workflow will appear. If the person is already marked 'Awaiting Approval' or 'Ready to Publish', open the person and revert to a draft so you can edit it.
2.3 Click OK. This will mark the person as ‘Draft’.
2.4 Click Edit 
2.5 Make the necessary changes using the edit interface and click Save to commit the changes.
3. Approve and Publish Person |
3.1 Open the draft person. Click Finish All Editing.
3.2 A release management workflow appears. Write a summary of what was added and click Finish All Editing. The new person is now ready to be approved.
3.3 If you agree with all the changes, approve the new person by clicking Approval. You will have the option to either approve the person or revert it to a draft (if you need to continue editing).
TIP | |
| If the new person is part of a larger release (i.e. a release with multiple content updates), leave it marked ‘Ready to Publish’. When you are ready, you can publish it at the same time as your other content updates by accessing the Home tab and clicking Manage Changes. |
3.5 Click Publishing to officially publish latest version of that person. You also have the option to revert the person to a draft. Click Publish immediately to proceed with publication. 
3.6 When you confirm publication, a release management workflow will appear. You have the option to edit the summary of what was changed. Click Continue to publish the new person.
3.7 The Release label and notes window appears. Write official release notes about the new person. You can edit the release notes later if required.
Field | Description |
Label this release | The official name of this release. |
Release notes | Details about what updates you have made. |
Post a news item about this when the items are published | If selected, you can post a news item on the Home tab to notify users about your content changes. |
News item title | Title of the news item that will appear in the Home tab. |
News message | The message that will appear under the news item title. |
Include link in release summary | If selected, this option will allow you to include a link to the release notes for the item. |
Email all users when this News Item is published | If selected, all web app users in your organisation (provided they have activated their account) will receive an email notification about the release at 5:30 am AEDT/AEST the following day. |
3.8 Click Publish to officially include the new person in the system. You will receive confirmation when the item is published.
END |