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<h3>Documentation > IBX for SharePoint 2010 & SharePoint 2013 > All In One Guide </h3>>>> Personalization Steps Section > Personalize the Main Intranet Home Page > User Information List
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User Information List:


A. Purpose: This is the underlying list that stores your corporate directory and it also holds the data for the anniversaries, birthdays, and employee lookup web parts. Also, the employee recognition web part will pull some of its data from here (photos only). The data can be entered in manually or it can be synched with your Active Directory.


NOTE: The following discussion is for manual entry into the User Information list.

B. For SharePoint 2010 users, click on Site Actions on the top left hand corner of the page and go to View All Site Content. For SharePoint 2013 users, hit the gear icon on the top right hand corner and click on Site contents. This will give you access to all of the underlying lists and other structures that contain data for your site.

C. Click on the User Information list and start adding new items....however, please check out the following points below to make this process a lot easier. This also presents a useful discussion on the SharePoint topic called "views".

i. In the end, it might look like this list. Regarding photos, they look best at 90x80 pixels. You can go around the office taking pictures with your camera for a consistent look or you can email everyone now requesting a head shot. You'll have to spend some time resizing and cropping them to 90x80. You can start entering in the rest of the data and come back later and enter in the photo links once you have them uploaded into SharePoint.

ii. You could use the default SharePoint window to enter in data. You will have to do this for each and every person that you are adding...that's ok for a few people, but tedious when you have more than 5.

iii. We recommend using Datasheet View instead to enter in data quicker...it gives you a nice grid format to enter in bulk data. It requires Microsoft Access to be installed on the SharePoint system (as well as on the local pc). Here's the ribbon (click List/Datasheet View). If it's greyed out, then you don't have Access installed or there's an issue. Below the ribbon image, here's what the data entry grid will look in Datasheet view.

iv. We also recommend creating 2 custom views of the data: 1 for data entry mode and 1 for the actual view that you would like the final list to be displayed in. Custom views are a very important concept in SharePoint -- they basically allow the data to be rendered appropriate to the occasion. You'll find your employees becoming inventive with these over time. Here's how to create each:

1. Create "Data Entry" view (if you have MS Access):

a. On the User Information list screen, in the ribbon, choose List/List Settings. Then choose "Create View" on the next screen.

b. On the type of view format selection, choose Datasheet View:

c. Name the view "Data Entry" and choose the columns you care about in the exact order you want them. In this example, we included Mobile # and City (you may not want these columns in yours). If you need a column that doesn't exist, you can create a new column by clicking on the "Create Column" button which is next to the "Create View" button that you saw on a previous screen.

2. Create "Picture View" view:

a. Create another view and this time make its view format "Standard View" and title it "Picture View". For this one, you'll be choosing just what matters to be shown to the user when the list is displayed. So, there's no need for first name and last name and full name -- these can be properly shown by just having the column full name. Also, make this the default view (click that checkbox) so that users will automatically see this.

b. Note that to switch between the 2 views "Data Entry" and "Picture View", in the ribbon, go to the drop-down list under Current View.

v. Regarding the column Photo Link, if you have the 90x80 photos for everyone, you can add those now or come back later when you do have them all:

a. First, all pictures have to reside in a picture library. For SharePoint 2013 users, click Gear icon/ Site contents or for SharePoint 2010 users, go to Site Actions/View All Site Content.


b. Click on the Create icon at the top of the page.


c. Choose Picture Library, give it the name "Team" (or something like that), and hit the Create button.

d. Choose Upload and start adding pictures!


e. For each picture you have uploaded, you will need the URL. First click on a picture (in the center of the image).


f. Then click on the name of the person.

g. Finally, grab the URL of the image and save that in a notepad file or excel sheet so you can copy and paste it later back into the Photo Link column of the User Information list. Go ahead and grab everyone's URL now and paste it into the Photo Link column.

Footnotes

1)SharePoint intranet sites overcome the inability to manage multiple requests forwarded by multiple users. For example, consider an IT department, where IT admin is bombarded with hundreds of requests to grant access to an application or customization, which is very difficult to handle manually, OR a payroll system, where the system need to make the payroll-stub available online for the employees and forwards the request to It department, so again a manual chaos. Creating a SharePoint intranet template for these systems would resolve the issues. The best SharePoint intranet would take all of these considerations into play.


2)SharePoint intranet sites also is a great cure for the limited budget syndrome...this is a very common reason for any organization that is not ready to invest in new hardware and software resources. This can be well explained by the example that an organization who has purchased a new accounting system with user licenses for accounting personnels only.


3)SharePoint intranet sites are also sometimes good for an organization that invests so much for a very sophisticated application that it becomes difficult to use for end users hence a restricted flow of information.e.g Not all users can operate SAP application but with extensive training. So ultimately the information may not be utilized hence the SAP application is not utilized to its full strength.


4)The best SharePoint intranet makes use of Microsoft Access to store and manage their data with a desktop application. With the changing technology within a SharePoint intranet, one would like to share the desktop data with others on the web so as to avail data across the globe at any point of time. This is a great usage of a SharePoint intranet portal.


5)Travelling is an indispensable factor for any business. In an ideal scenario, travelling should not hamper your work, mean one should be able to work even if he is offline and can sync the information like Task, issues, Risks , Reports, discussion when they get connected to the network...enter the world of the SharePoint intranet portal.


6)Devices, like mobile phones, are widely used for communication, so one may like to access the data over the internet through mobile devices. A SharePoint intranet portal can make this happen since all SharePoint sites can be made mobile friendly.


7)The best SharePoint intranet can make information sharing with security and privacy may be another good reason to go for a SharePoint intranet.


8)To improve Customer relations one would like to set up a ticket system for tracking and addressing the issues. That makes another reason for a SharePoint intranet.

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