Article Display
Process for Adding and Updating Author and Presenter Records
Overview
This document outlines the standardized process for updating existing Author and Presenter names and for adding new staff names to the database during onboarding.
This process ensures author and presenter selections remain synchronized with Liferay user accounts and internal staff records.
Name maintenance may be required due to corrections, preferred name changes, onboarding of new staff, or data synchronization issues between systems. All changes must follow this procedure to ensure data consistency and to avoid breaking relationships between related records.
When to Update or Add Names
Name records should be updated or added under the following conditions:
- Correction of spelling or formatting errors
- Preferred name updates requested by the individual
- Alignment with official organizational records
- Duplicate entries requiring consolidation
- New staff onboarding requiring creation of author or presenter records
Update Existing Name Procedure
Step-by-Step Process
| Step | Description |
|---|---|
| 1 | Receive a request or identify an incorrect author or presenter name. |
| 2 | Confirm the correct spelling and formatting of the name using an authoritative source, such as Staff Search on The Commons or Active Directory. |
| 3 | Locate the record in the Basic Article Structure or Presentation Document Type. |
| 4 | Update the name field with the corrected value and save the change. |
| 5 | Verify that all associated records, such as presentations, articles, or sessions, correctly reference the updated name. |
| 6 | Perform a validation check to ensure the update is reflected across the system. |
Add New Staff Name Procedure
Step-by-Step Process
| Step | Description |
|---|---|
| 1 | Receive an onboarding notification or staff setup request for a new author or presenter. |
| 2 | Confirm the staff member’s official name, preferred display name, and screen name using Staff Search on The Commons. |
| 3 | Search the database to confirm the person does not already exist under another variation of their name. |
| 4 | Create a new record for the staff member in the Basic Article Structure and Presentation Document Type. |
| 5 | Populate all required fields, including the display name, and ensure entries are sorted alphabetically by last name. |
| 6 | Save the record and confirm the new staff member is available for future assignment in the system. |
| 7 | In the corresponding Liferay database environment (Dev, Test, or Production), update the value field to match the user's screen name listed in the reference field. See the examples below. The first example shows the incorrect value field using an Option identifier, and the second example shows the corrected value field using the user's screen name. |
Example: Before Correction
In this example, the value field incorrectly contains an Option identifier instead of the user's screen name.
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Name"},"indexType":"keyword","fieldNamespace":"","visibilityExpression":"","name":"Author_Name","localizable":true,"dataSourceType":"manual"},{"dataType":"string","predefinedValue":{"en_US":""},"readOnly":false,"label":{"en_US":"Article Text"},"type":"rich_text","showLabel":true,"required":false,"indexType":"keyword","fieldNamespace":"","visibilityExpression":"","repeatable":false,"name":"Article_Text","localizable":true,"fieldReference":"Article_Text","tip":{"en_US":""}},{"labelAtStructureLevel":false,"ddmDataProviderInstanceId":[],"dataType":"string","predefinedValue":{"en_US":"[]"},"multiple":true,"readOnly":false,"label":{"en_US":"Author"},"type":"select","showLabel":true,"required":false,"indexType":"keyword","fieldNamespace":"","visibilityExpression":"","alphabeticalOrder":false,"ddmDataProviderInstanceOutput":[],"repeatable":false,"name":"Author","options":[{"reference":"none","label":{"en_US":"No Author"},"value":"none"},{"reference":"albawask","label":{"en_US":"Sofia Al-Bawani"},"value":"albawask"},{"reference":"barrics","label":{"en_US":"Shaun Barrick"},"value":"barrics"},{"reference":"beleicnj","label":{"en_US":"Nick Beleiciks"},"value":"beleicnj"},{"reference":"brunotan","label":{"en_US":"Alex Brunot"},"value":"brunotan"},{"reference":"casteeac","label":{"en_US":"Anastasia Casteel"},"value":"Option33696352"},{"reference":"cookedc","label":{"en_US":"David Cooke"},"value":"cookedc"},{"reference":"courylc","label":{"en_US":"Luke Coury"},"value":"courylc"},{"reference":"cumminla","label":{"en_US":"Lauren Cummings"},"value":"cumminla"},{"reference":"cunninse","label":{"en_US":"Sarah Cunningham"},"value":"cunninse"},{"reference":"dyerea","label":{"en_US":"Elizabeth Dyer"},"value":"dyerea"},{"reference":"fieldshl","label":{"en_US":"Henry Fields"},"value":"fieldshl"},{"reference":"fowleraj","label":{"en_US":"Alex Fowler"},"value":"fowleraj"},{"reference":"gomesnm","label":{"en_US":"Nelson Gomes"},"value":"gomesnm"},{"reference":"greavect","label":{"en_US":"Chris Greaves"},"value":"greavect"},{"reference":"grimolaj","label":{"en_US":"Andrew Grimoldby"},"value":"grimolaj"},{"reference":"harmonld","label":{"en_US":"Leanna Harmon"},"value":"harmonld"},{"reference":"hendrimn","label":{"en_US":"Molly Hendrickson"},"value":"hendrimn"},{"reference":"hjeltebk","label":{"en_US":"Brittany Hjelte"},"value":"Option85923489"},{"reference":"johnsoa","label":{"en_US":"Anna Johnson"},"value":"johnsoa"},{"reference":"kohllejj","label":{"en_US":"Jeffery Kohlleppel"},"value":"kohllejj"},{"reference":"kongb","label":{"en_US":"Bingjie Kong"},"value":"kongb"},{"reference":"krumengk","label":{"en_US":"Gail Krumenauer"},"value":"krumengk"},{"reference":"mcallijs","label":{"en_US":"Jeff McAllister"},"value":"mcallijs"},{"reference":"mcgradcm","label":{"en_US":"Clare McGrady"},"value":"Option10166946"},{"reference":"mendezj","label":{"en_US":"Jes Mendez"},"value":"mendezj"},{"reference":"morrista","label":{"en_US":"Tracy Morrissette"},"value":"morrista"},{"reference":"nelsonda","label":{"en_US":"David Nelson"},"value":"nelsonda"},{"reference":"nelsonjr","label":{"en_US":"Jessica Nelson"},"value":"nelsonjr"},{"reference":"oconnops","label":{"en_US":"Patrick Oconnor"},"value":"oconnops"},{"reference":"paytonjm","label":{"en_US":"Jason Payton"},"value":"paytonjm"},{"reference":"ramosns","label":{"en_US":"Nicole Ramos"},"value":"ramosns"},{"reference":"readsj","label":{"en_US":"Stacie Read"},"value":"readsj"},{"reference":"robertje","label":{"en_US":"Jeremy Robertson"},"value":"robertje"},{"reference":"rooneybt","label":{"en_US":"Brian Rooney"},"value":"rooneybt"},{"reference":"scanlajm","label":{"en_US":"James Scanlan"},"value":"scanlajm"},{"reference":"schenkec","label":{"en_US":"Elijah Schenk"},"value":"schenkec"},{"reference":"shawkl","label":{"en_US":"Kristy Shaw"},"value":"shawkl"},{"reference":"sykessl","label":{"en_US":"Shawna Sykes"},"value":"sykessl"},{"reference":"tauergr","label":{"en_US":"Guy Tauer"},"value":"tauergr"},{"reference":"uhlenkrc","label":{"en_US":"Bob Uhlenkott"},"value":"uhlenkrc"},{"reference":"vanderas","label":{"en_US":"Amy Vandervliet"},"value":"vanderas"},{"reference":"vogtbt","label":{"en_US":"Brannigan Vogt"},"value":"vogtbt"},{"reference":"wallisln","label":{"en_US":"Lynn Wallis"},"value":"wallisln"}],"nativeField":false,"localizable":true,"fieldReference":"Author","tip":{"en_US":""},"dataSourceType":["manual"]}]}
Example: After Correction
In this example, the value field has been updated to match the user's screen name.
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Name"},"indexType":"keyword","fieldNamespace":"","visibilityExpression":"","name":"Author_Name","localizable":true,"dataSourceType":"manual"},{"dataType":"string","predefinedValue":{"en_US":""},"readOnly":false,"label":{"en_US":"Article Text"},"type":"rich_text","showLabel":true,"required":false,"indexType":"keyword","fieldNamespace":"","visibilityExpression":"","repeatable":false,"name":"Article_Text","localizable":true,"fieldReference":"Article_Text","tip":{"en_US":""}},{"labelAtStructureLevel":false,"ddmDataProviderInstanceId":[],"dataType":"string","predefinedValue":{"en_US":"[]"},"multiple":true,"readOnly":false,"label":{"en_US":"Author"},"type":"select","showLabel":true,"required":false,"indexType":"keyword","fieldNamespace":"","visibilityExpression":"","alphabeticalOrder":false,"ddmDataProviderInstanceOutput":[],"repeatable":false,"name":"Author","options":[{"reference":"none","label":{"en_US":"No Author"},"value":"none"},{"reference":"albawask","label":{"en_US":"Sofia Al-Bawani"},"value":"albawask"},{"reference":"barrics","label":{"en_US":"Shaun Barrick"},"value":"barrics"},{"reference":"beleicnj","label":{"en_US":"Nick Beleiciks"},"value":"beleicnj"},{"reference":"brunotan","label":{"en_US":"Alex Brunot"},"value":"brunotan"},{"reference":"casteeac","label":{"en_US":"Anastasia Casteel"},"value":"casteeac"},{"reference":"cookedc","label":{"en_US":"David Cooke"},"value":"cookedc"},{"reference":"courylc","label":{"en_US":"Luke Coury"},"value":"courylc"},{"reference":"cumminla","label":{"en_US":"Lauren Cummings"},"value":"cumminla"},{"reference":"cunninse","label":{"en_US":"Sarah Cunningham"},"value":"cunninse"},{"reference":"dyerea","label":{"en_US":"Elizabeth Dyer"},"value":"dyerea"},{"reference":"fieldshl","label":{"en_US":"Henry Fields"},"value":"fieldshl"},{"reference":"fowleraj","label":{"en_US":"Alex Fowler"},"value":"fowleraj"},{"reference":"gomesnm","label":{"en_US":"Nelson Gomes"},"value":"gomesnm"},{"reference":"greavect","label":{"en_US":"Chris Greaves"},"value":"greavect"},{"reference":"grimolaj","label":{"en_US":"Andrew Grimoldby"},"value":"grimolaj"},{"reference":"harmonld","label":{"en_US":"Leanna Harmon"},"value":"harmonld"},{"reference":"hendrimn","label":{"en_US":"Molly Hendrickson"},"value":"hendrimn"},{"reference":"hjeltebk","label":{"en_US":"Brittany Hjelte"},"value":"hjeltebk"},{"reference":"johnsoa","label":{"en_US":"Anna Johnson"},"value":"johnsoa"},{"reference":"kohllejj","label":{"en_US":"Jeffery Kohlleppel"},"value":"kohllejj"},{"reference":"kongb","label":{"en_US":"Bingjie Kong"},"value":"kongb"},{"reference":"krumengk","label":{"en_US":"Gail Krumenauer"},"value":"krumengk"},{"reference":"mcallijs","label":{"en_US":"Jeff McAllister"},"value":"mcallijs"},{"reference":"mcgradcm","label":{"en_US":"Clare McGrady"},"value":"mcgradcm"},{"reference":"mendezj","label":{"en_US":"Jes Mendez"},"value":"mendezj"},{"reference":"morrista","label":{"en_US":"Tracy Morrissette"},"value":"morrista"},{"reference":"nelsonda","label":{"en_US":"David Nelson"},"value":"nelsonda"},{"reference":"nelsonjr","label":{"en_US":"Jessica Nelson"},"value":"nelsonjr"},{"reference":"oconnops","label":{"en_US":"Patrick Oconnor"},"value":"oconnops"},{"reference":"paytonjm","label":{"en_US":"Jason Payton"},"value":"paytonjm"},{"reference":"ramosns","label":{"en_US":"Nicole Ramos"},"value":"ramosns"},{"reference":"readsj","label":{"en_US":"Stacie Read"},"value":"readsj"},{"reference":"robertje","label":{"en_US":"Jeremy Robertson"},"value":"robertje"},{"reference":"rooneybt","label":{"en_US":"Brian Rooney"},"value":"rooneybt"},{"reference":"scanlajm","label":{"en_US":"James Scanlan"},"value":"scanlajm"},{"reference":"schenkec","label":{"en_US":"Elijah Schenk"},"value":"schenkec"},{"reference":"shawkl","label":{"en_US":"Kristy Shaw"},"value":"shawkl"},{"reference":"sykessl","label":{"en_US":"Shawna Sykes"},"value":"sykessl"},{"reference":"tauergr","label":{"en_US":"Guy Tauer"},"value":"tauergr"},{"reference":"uhlenkrc","label":{"en_US":"Bob Uhlenkott"},"value":"uhlenkrc"},{"reference":"vanderas","label":{"en_US":"Amy Vandervliet"},"value":"vanderas"},{"reference":"vogtbt","label":{"en_US":"Brannigan Vogt"},"value":"vogtbt"},{"reference":"wallisln","label":{"en_US":"Lynn Wallis"},"value":"wallisln"}],"nativeField":false,"localizable":true,"fieldReference":"Author","tip":{"en_US":""},"dataSourceType":["manual"]}]}
Database Fields Affected
| Field | Description |
|---|---|
| reference | User's screen name |
| label | User's preferred display name |
| value | User's screen name |
Important Considerations
- Do not create duplicate records when adding or updating names.
- Always search for existing entries before creating a new staff record.
- Ensure updates maintain relationships between records.
- Use the staff member’s approved display name and required system identifiers during onboarding.
Document History
| Date | Version | Author | Description |
|---|---|---|---|
| 2026-03-06 | 1.2 | Stephen Williams | Cleaned up document structure, clarified database update instructions, and added labeled examples |
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