How to Use the Stakeholder Search

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Last updated: Nov 08, 2024 by Annie ZhouVersion comment
3 min read

Introduction

There are two ways you can search for a stakeholder in eTRACS:

  • Global Search Bar - To find a specific individual

  • Stakeholder Search Page - To find a specific individual or obtain a customized summary of past, active, and future stakeholders 

In this section, you will learn how to do the following:

  • Search for an individual person or group of stakeholders

  • Identify stakeholders with more than one rank 

  • Export a customized view of stakeholder information

How to Use Stakeholder Search Page

The Stakeholder Search page can be used as a tool for managers to audit stakeholder information, such as rank end dates. As stakeholder information is sensitive and private, only Stakeholder Managers and Directors of Administration will be able to access the Stakeholder Search page and search for individuals within their faculty. 

  1. Navigate to the menu dropdown under Stakeholders > Stakeholder Profiles.

  1. The stakeholder search page is pre-sorted to your existing faculty/department. If needed, use the filter options at the top of the page to drill down more. Once you are ready to generate the report, click .

  2. To see more details on a specific individual, click on their name to view their stakeholder profile.

  3. To view the stakeholder's rank details, click on their rank. 

 

  • You may select more than one value for each filter. For example, you are able to select and filter by two ranks, such as Professor and Associate Professor.

  • Faculty and Department filters will be locked down based on the academic unit that you belong to.

Using Stakeholder Filters

How to search for a specific individual:

  • Use the Stakeholders (Search by Name or Employee ID) filter

How to search for a group of stakeholders: 

Filter

Result

Record Status 

Refers to the record status of the rank attached to the individual

Example: Filtering by an Active record status will display the stakeholders with Active ranks 

Ranks

Narrows your search for individuals with that rank

Example: Filter by Professors, Associate Professor  

Employment Groups

Narrows your search for individuals that have a rank that belongs to the employment group

Example: Filtering by Continuing Academic Appointment will display stakeholders who have Instructor, Assistant Professor, Associate Professor, Professor, Lecturer, Senior Lecturer, Teaching Professor ranks

Employment Sub Groups

Further narrow down your search for individuals who belong to a employment sub group

Example: Filter by Research Faculty, Overload Teaching Contract 

Total Ranks Found vs. Total Stakeholders Found

At the top of the results table, two result numbers will appear:

  • Total Ranks Found indicates how many rows were found in the results table. Stakeholders with more than one rank will be displayed on more than one row.

  • Total Stakeholders Found indicates how many unique stakeholders were found in the results table.

Example

Total Ranks Found: 36, Total Stakeholders Found: 35

This indicates that a stakeholder appears more than once in the results. Stakeholder Managers can use these numbers to audit stakeholders who have more than one rank.

Customizing Stakeholder Search Results View

  1.  After filtering for results, scroll down to the results page.

  2. Click on located on the right-most side of the results table. 

  3. Select or de-select columns that you would like to display. 

Export a List of Stakeholder Information

  1. Before exporting, customize what columns you would like to view (see above). 

  2. Click  .

  3. A CSV file will automatically download. 

How to Use Global Search Bar

  1. Global Search can be found on the top right of the eTRACS website. 

  2. You may search by first/last/preferred names, employee ID, or computing ID. 

  3. Click on the name to navigate to their profile.

 

You are able to search for anyone in eTRACS; however, for individuals that do not belong in your department/area, you are limited to view only their contact cards for privacy reasons.

 

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