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Managing Key Officers Follow

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Lara Jan Vensy Benitez
  • Updated

 

 Pre-requisites: Okta access

 

Topics Covered
   Key Officers

Target Users
All Directory Users

Required Permissions
Directory Administrators
Key Officers Manager
Post Profile Manager

 

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Introduction

The ATLAS Directory provides users with the ability to view and manage Key Officer information, ensuring that up-to-date details are always accessible. Users with the roles of Directory Administrator, Key Officers Manager, or Post Profile Manager can create and edit Key Officers from the Administration drop-down menu.

 

Accessing and Viewing the Key Officers page

Navigate to Administration > Manage Key Officers.

On the Manage Key Officers page, the user will find a list of existing Key Officers.

The table includes columns for Key Officer Role, Name, Arrival Date, Email Address, Phone Number, and indicates whether the Key Officer is linked to a Position, an Employee, or was added manually.

Note: Clicking on an email address will open the default email client. This will allow users to quickly compose and send an email to the respective Key Officer. 

Useful Features:

  • Search Bar: Use the search function to quickly locate a specific Key Officer by name or by role.
  • Sorting: Click on the column headers (ex. Key Officer Role, Name, etc.) to sort entries in either ascending (alphabetical) or descending order.
  • Exporting: Export the table data to Excel or CSV, copy the information to the clipboard, or customize the table by adding or removing columns.
  • Displaying Entries: Choose the number of entries shown per page to adjust the table view according to your preference.

 

Editing or Modifying Key Officer Information

To edit, search for or select the Key Officer to view their details.

Click the Edit icon next to the Key Officer's name.

Update the relevant fields and make the necessary changes. Ensure that all required fields (marked with a red asterisk) are filled.

  • Backup Role (optional): If the Key Officer has a backup role, you can select it from the drop-down list. If no backup role is needed, you may leave this field blank.
  • Link To (required): This field shows how the Key Officer’s information is linked. Choose how the Key Officer will be linked, either to a position, an employee, or entered manually. 

 

    • Position: Link the Key Officer to a specific position within the organization.
    • Employee: Link the Key Officer to an existing employee record.

    • Manual: Enter the officer’s details without linking to an existing record or position. If this option is selected, you must provide the following:

      • Name (required): Enter the full name.

      • Email (optional): Enter the email address.

      • Phone (optional): Enter the phone number if available. This field is optional but useful for direct contact.

      • Arrival Date (optional): Provide the arrival date. This field tracks the officer's tenure in the post.

Note: When managing Key Officers, if you link a Key Officer to a specific employee, you must update the Key Officer information whenever that employee leaves to ensure it reflects the new or replacement individual. However, if you link the Key Officer to a position instead, no such updates are necessary for individual employees, as positions are tied to roles rather than specific people.

 

After making all necessary edits, click the Save Changes button to store the updated information.

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Deleting a Key Officer

To delete, search for or select the Key Officer.

Click the Delete icon if a Key Officer is no longer relevant.

A prompt will appear asking the user to confirm the deletion.

Click the OK button to confirm. This action will permanently remove the Key Officer.

 

 

Related Articles: 

Post Profiles Management
Adding a New Key Officer
Viewing Key Officers as a User

 

For additional help, please contact ISC at Post or ADG Support by selecting the ‘Submit a request’ button at the top of the page or by emailing adg-support@state.gov.
Visit the Global Application Portal (GAP) for the latest news and information on all the ADG's applications.

 

 

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