Activating your PWP

Activation

Activating your PWP step by step guide

How do I locate and log in to my PWP?

An example of a PWP is http://www.imperial.ac.uk/people/c.hankin (Professor Chris Hankin).

To navigate to your PWP, replace ‘c.hankin’ with the prefix from your own Imperial email address:

  • For instance, if your email address is joe.smith@imperial.ac.uk, your PWP address will be http://www.imperial.ac.uk/people/joe.smith
  • If your email address is j.smith@imperial.ac.uk, your PWP address will be http://www.imperial.ac.uk/people/j.smith

After navigating to your PWP using the formula above, you will have the option to log in with your College username and password, and begin editing or updating your profile. Note: log in using lower case letters for your username only! If your PWP has not been edited or published before, log in as per the image on the right (log in using your College username and password).

Alternatively, if your PWP has been previously published and you are wanting to simply update content, the login link is in the footer of the page (scroll down and click on the login link).

Important - only you will be able to log in and setup your PWP. No one else can log in on your behalf unless you personally set permissions for them to do so (more information on this under 'Can I nominate someone else to edit my PWP on my behalf?).

How do I make my PWP publicly visible to an external audience?

A Professional Web Page is most valuable only if it is visible to an external audience. Once you've added content to your PWP, you will still need to make it externally visible.

Make sure that your PWP can be seen by following these steps

  1. Log in to your PWP
  2. Click on the 'Administration' screen, next to 'Home Edit' from the previous section (highlighted in red in the image)
  3. Under the first heading, 'Visibility', it will indicate if your PWP is publicly visible (see highlighted red area in the image)
  4. If it is currently set to 'No', set the option to 'Yes' by moving the button to the right
  5. Now your PWP will be visible to an external audience

I can't log in to my PWP - how do I reactivate it?

Updating your entry in the College directory
Updating your entry in the College directory

If you have not activated or edited your PWP page before, it may currently be in a dormant or unpublished state. Trying to view it via a web browser can show an error message such as

  • 'The Imperial College London Professional Web Page (personal profile) you are trying to access has not yet been published', or
  • 'The Imperial College London Professional Web Page (personal profile) you are looking for does not exist. Please use our College Directory to search for current staff or students by name'

Update your entry in the College directory

  • Go to the College directory.
  • Click the button ‘Update your entry in the directory’ in the lower left.
  • Log in with your College username and password and you will be taken to an update form (see image on right).

Make note of the areas highlighted in red on the image

  • Show information in external directories – Make sure this field is set to ‘Y’ (‘yes’). This will make your PWP visible. If it is currently set to ‘N’, be sure to change it to ‘Y’.
  • View your alterations before submitting – After making the change, click ‘View your alterations before submitting’. This will take you to a confirmation screen where you can update and save the changes.

Edit and update your information

Once activated, you will want to edit or update the information presented on your PWP to keep it current.

Editing your PWP

How do I edit my photo and personal summary?

Editing your PWP photo and personal summary
Editing your PWP photo and personal summary

After logging in, you will need to select the ‘Edit this profile’ option:

  • Click on the blue ‘Edit this profile’ button which is located at the bottom right of the screen.
  • Click on the ‘Home edit’ screen, where you can edit your image and personal summary (see image on the right, highlighted in red between 'Administration' and 'Research Edit').
  • Click in the ‘Summary’ area to begin adding text to, or editing, your personal summary using the built-in text editor.
  • Click the ‘Photo’ field to upload a new photo from your computer. Once uploaded, you have the option to adjust the photo within the frame by using the zoom feature and moving the area of focus.
  • Click on the ‘Generate’ button to insert your new photo.


Important - Once completed, click the green Publish Content’ button in the bottom right of the screen to save the changes you have made.

What is my 'Research' page and how do I edit it?

The 'Research' page on your PWP allows you to describe in more detail the focus and objectives of your research. You can provide a description of your research, and provide a cleaner display of your topic areas by using separate content areas. These can be added as required using the ‘Add new content area’ button on the research edit tab. If you do not currently have any editable content in place, the heading ‘Overview’ and some filler text will be shown (see image on right).

After logging in, you will need to select the ‘Edit this profile’ option

  • Click on the blue ‘Edit this profile’ button which is located at the bottom right of the screen
  • Click on the ‘Research Edit’ screen, where you can edit your research summary (see image on the right, next to 'Home Edit')

Please note the numbered areas in the image to the right

  1. Click on the 'Overview' heading to edit
  2. Click in the content area to add or edit text
  3. Click the 'Add new content area' button if you want to add an additional expandable new content area with its own heading

Deleting a content area

  • Delete an entire content area by clicking the red 'X' next to it

Important - Once completed, click the green Publish Content’ button in the bottom right of the screen to save the changes you have made.

How do I add an extra page? *NEW FEATURE

The ‘Extra' page on your PWP allows you to include additional information that may not be covered by other areas, for instance, you may have a page describing your outreach activities or downloads of lecture notes.

After logging in, you will need to select the ‘Edit this profile’ option

  • Click on the blue ‘Edit this profile’ button which is located at the bottom right of the screen
  • Click on the ‘Administration’ screen, where you can turn on your extra page by clicking on the yes/no button. When yes is selected an ‘Extra page edit’ option will appear in the top navigation.

Add extra page

 

Click on ‘Extra page edit’ to add your content.

  1. Click on the 'Navigation title' to edit how the page name will appear in the navigation.
  2. Click on the ‘Page title’ to give the page a title, this is what will appear in search engines.
  3. Click on the ‘Heading’ to edit the heading that will appear in the main body of the page.
  4. Click in the content area to add or edit text.

 Extra page options

Can I add a copy of my CV to my PWP?

Yes, you can upload a CV to your PWP, and visitors to your page will be able to view or download the document. Your CV must be in Microsoft Word or PDF format.

  1. Log in to your PWP
  2. Click the ‘Edit this profile’ button
  3. Select the 'Administration' screen
  4. Find the 'Upload CV' heading, click the blue ‘Upload CV’ button, and select the appropriate file from your computer (see image on right)

After uploading, you will have the option to delete (click the red cross next to the document), or replace the document in the future.

Important - Once completed, click the green ‘Publish Content’ button in the bottom right of the screen to save the changes you have made.

Can I change my name/title at the top of my PWP?

Yes, you can change the name/title of your PWP - useful for situations in which your position has changed from say 'Doctor' to 'Professor', for example.

The title should always include your name, and it is recommended to include your professional title if applicable. It should not include your Department or Faculty, as this information will be shown automatically by default.

  1. Log in to your PWP
  2. Click on the 'Edit this profile' button
  3. Select the 'Home Edit' screen
  4. The PWP title field will automatically be populated with your name - edit this area this by clicking your name and making any necessary edits

Important - Once completed, click the green ‘Publish Content’ button in the bottom right of the screen to save the changes you have made.

How can I add files to my PWP? *NEW FEATURE

You can upload and link to files in any of the editable content areas on your PWP (home, research or extra page).

Allowed file types

Microsoft Word, Microsoft Excel, PowerPoint, Open Office, Apple Pages, Corel WordPerfect, Adobe Portable Document Format (pdf), Rich Text Format, CSV, HTML, XML, Simple Text and GIF images.

  • When the text editor is open, click on the ‘upload or edit a file’ icon:

Upload a file

  • Click on ‘Choose' and use the file manager to either upload a new file or select one you have uploaded before.
  • Complete the ‘Text to display’ box, this is how the link to your file will appear on the page.
  • In the ‘Target’ dropdown box select ‘None’ to have the document open in the same window or ‘New window’ to have it open in a new window.

Browse for file

  • Click Insert

How do I add my Twitter feed? *NEW FEATURE

After logging in, you will need to select the ‘Edit this profile’ option

  • Click on the blue ‘Edit this profile’ button which is located at the bottom right of the screen
  • Click on the ‘Administration’ screen, where you can turn on your Twitter feed by clicking on the yes/no button.
  • When yes is selected a box will appear asking for your Twitter username, add this then click on ‘Back to profile’ to see your feed displayed on the PWP.

 Add twitter feed

Can I nominate someone else to edit my PWP on my behalf?

Yes, if you require a nominated administrator or secretary to edit your PWP on your behalf, you can add a selected new editor to your profile, which gives them permission to access your profile:

  1. Log in to your PWP
  2. Go to the 'Administration' screen and look under the heading 'Editors' (this lists all those currently with editing access to your PWP, and in the first instance will only list you)
  3. Click the blue ‘Add New Editor’ button
  4. Search for your nominated editor by name (in this example, we searched for ‘Desmond Samuel’)
  5. Click the ‘Add selected editor’ button
  6. Complete the process by clicking the red ‘Back to Profile’ button in the bottom left of the screen

Note: the nominee that you add must be externally visible in the College directory.

It is possible to add more than one selected editor, if necessary, by following the same process again


Source systems, research groups and research publications

PWPs depend on sourcing much of their information automatically from the College's source systems. PWPs can also display information about a user's research groups and publications.

Source systems, research groups and research publications

How do I add a link to a research group/centre etc to my PWP page?

If you are affiliated to a research group or centre, it may be useful to link to it from your PWP. Affiliations are managed through Symplectic, and are imported into your PWP, tThis needs to be requested from your Faculty web officer

Once an affiliation has been added to your PWP via Symplectic, a new section titled 'Affiliations' will appear on the top right of your PWP.

This will become populated with links to the research group/centre(s) of which you are a member - see the example image on the right of Dr Tim Evan's 'Affiliations' tab from his PWP, linking to his 'Theoretical Physics' group.

What are the source systems I need to update to ensure that my PWP is current?

The College's PWP system sources much of its information from other College applications. This is to ensure that you don’t need to duplicate information and saves one time from manually having to enter information that already exists in a parallel system.

PWPs contain a mixture of data feeds and directly editable content. To update data from feeds, see the below links/details. Access the 'Home Edit' or 'Research Edit' links on your PWP for editable content areas.

College Directory

Update your personal details, contacts, location, personal webpage and link to any assistant's details (via telephone number).

Symplectic Elements

Update your publications, honours and awards tab, research tab (anything below edited area, i.e. collaborators, fellowships, external boards, guest lectures, research staff and students), teaching information (for Faculty of Medicine only).

DSS

Teaching tab information (not Faculty of Medicine). If you are a DSS administrator,. Or view a list of administrators.

How do I change the display order of my publications?

The display order for research publications on your PWP is set within Symplectic, and is fed to your PWP from there. There is a section within the Symplectic menu called ‘Update sort for external systems’ which defines the order of the research publications feed that your PWP will receive from Symplectic, and it would have to be adjusted there.

How do I change which publications appear on my PWP homepage?

The publications list on your PWP homepage works in two ways

  1. If you have 'favourites' selected in Symplectic, all of these will come through under a heading of ‘Selected publications’. It is up to you how many favourites you select, but we would advise keeping this to a sensible number. To select favourites:
    • Log into Symplectic
    • Click ‘Publications’ and locate the publication you want to mark as ‘Favourite’
    • Just under the title on the right hand side you will find a heart symbol. Click this and it will mark your publication as ‘Favourite’
    • Once the Personal Web Pages are refreshed overnight, your ‘favourite’ publications will appear on the front of your PWP.

  2. If you have no favourites selected in Symplectic, it will automatically take the top five listed publications and use the heading ‘Publications’ with a link to ‘more’ at the bottom.

Note: If you have no publications (or they are all set to ‘hidden’), none will appear on your homepage and there will be no publications tab shown on your PWP.

What does Symplectic affect on my PWP, and how do I refresh my Symplectic data?

Symplectic data is fed automatically into the following sections of your PWP

  • Publications
  • Honours and memberships
  • Research
  • Teaching (only for Medicine)

This data is refreshed weekly (at the weekend) - so changes that you make within Symplectic, such as adding new publications, can be seen on your PWP the following week.

Symplectic user guides

See the Symplectic web page under scholarly communication for more information on using Symplectic effectively.