IF-Public Catalogs

The Public Catalogs tab in the IF, has several tabs that allow users to create publications from the data in the IF. Each tab has its own unique set of functions but combined together the data entered in these tabs can feed content to a Dynamic Catalog, web pages and can provide downloadable content for print publications. Each tab in this area has a section in this document describing the specific functions of that section.

Image of Public Catalogs tab


"Catalogs" are setup in the Publications tab of CSIS and are given preferences that define the subject areas to be included and the date range for programs for that particular publication.  When an IF is created, a list of catalogs that match the dates and subject areas of the program display. 

Example #1

Example #2

Example #3

The first step on this screen is to check whether or not this program should be displayed in web content.  By checking the "Include in Online Catalog" box, the program will be included in the Dynamic Catalog and in other web pages.  If the "Go Live" date is left blank, the program will go live as soon as a live web link to registration is detected.  If a date is entered in this field, the program will not go live until that date, regardless of whether the web link to registration is live or not.
Tip:  For online programs that span a whole fiscal year, the "Go Live" date should be 7/1/CY in order to have the marketing webpages and catalog webpages change links on the first day of the new fiscal year, July 1.

Information follows this field, giving the user tips on why a program may not be "live." See Example #1
A link to the program in the online catalog is displayed here for reference.  All three Examples show this feature.

Next the USI Program ID is displayed.

This number is passed from USI back to CSIS once the program is created in USI.  In situations when the registration link is for the incorrect program, it is often the case that CSIS was passed an incorrect USI Program ID before the correction was made by the UWEX Registration Services.  Contact the CSIS support email list when this occurs.

In Example 1, the USI ID is not displayed because this program is not meant for public view.  In Examples 2 and 3, the ID is displayed because these programs will be available for enrollment by the general public.

The "Permanent" Marketing URL is also populated here.  This link gives a permanent placement for a program that is repeated semester to semester and allows marketing to only have to refresh date and price information but description information remains the same.  This url is cloned from a previous session of the same program or can be entered by marketing staff.  Examples 2 and 3 show this feature.

The final step on this screen is to check which catalogs are appropriate for this particular program.  Catalogs that are currently set  up and would meet the particular catalog's criteria of subject area and date range would be displayed and would be checked.  See Example #2.

If a user is aware of other catalogs that may be appropriate for a particular program, the user can click "See additional catalogs..." and additional active catalogs would be displayed and could be checked to include this particular program.  See Example #3.

To save your work from this screen and move on to the next, click on the next tab:  "Descriptions."


In the Descriptions tab, the user formats the content to be displayed or downloaded for a publication.

Featured program check box drives whether a program appears on the front page the Dynamic Catalog.  Featured programs scroll across the screen of the main page of the catalog.  Typically Marketing selects these programs.

New check box - if this box is checked, a "NEW" icon will appear before the program listing in online content and will download in printed content if desired.

Publication date Format - if the program dates are straight forward - like one date and time, the system will format the date for the user according to defined publication guidelines.  If the date information is more complex, the information will appear below the box and the user can use that reference to fill in the box.  In either case this box is editable.

Fee Description - again if the fee is straight forward - like one fee, the system will fill the box in for the user.  The fee information is displayed below the box for reference and the user can edit the information in the box to comply with publication guidelines.

Program Description - The user uses this box to enter a three or four sentences description of the program.  This description will also print on the IF for Extension Registration Services reference.  An indicator of who last edited the description and when, appears above the box on the right.  If a user wishes to view the edit history, the link at the bottom of the box will provide that information.

Online Catalog:  Program Image - This is where a picture or image related to this program can be attached to the program record.  This image will display in online content if desired.  As the buttons indicate, an image file can be browsed for and uploaded.  A thumb nail of the image will be displayed.

Public Roles

All individuals associated with a program - added in the Relationships tab of the Financial Planning Form are listed here.  Use the segment to choose which of these individuals are "public" and how they are labeled.  Check boxes on far left are used in conjunction with the Actions tab and can be used to email and individual or the the entire list  by checking the boxes and choosing the drop down on the Actions tab.

If a user roles over the name of an individual, the contact information for this individual displays.  If a user clicks on the email link for an individual, your default email client will open and the person's email will fill in. 

The Public check boxes are used to select individuals that should be displayed in online contact and downloaded in printed publications.  In the example above, just the two individuals are checked.  These two individuals will display in online content and downloaded in publication content.  The drop down box allows the user to select the individuals label.  If "other" is selected, a text box opens and allows the user to type any label desired.


In the Biographies tab, a user can view biographies that will display or download for "Public Roles."  The biography can be edited here and similar to the Description box in the Descriptions tab, the most recent individual to edit the content will display along with the date the edit occurred.  The biography information is stored with a person's record in the Directory.  So, if an edit is made here, it will update the master record in the Directory.  A note explaining that appears at the top of the page.


In the Documents/Resources tab, the user can add documents and urls to be displayed in web content.  You will note when the Preview section is covered that these items appear in the right column of the Dynamic Catalog.  The user also has the option of making an item "Public" or "Private."  If "Private" is selected, the item will be stored with other data in the IF but will not be displayed in online content.

In the example above, two items are listed in Program Documents.  The "Brochure" is likely a PDF of the printed brochure.  By selecting "Private," the document is attached to the IF but will not display. 

To add a new document, use the "Upload New Program Document" button.  The following dialogue box opens:

In the "File Name" box, type a name for the document that will display in online content.  Next browse for the file on your computer and use the Upload Button to upload it.  Once the document is added, it cannot be edited.  If an edit is required to change the File name or the content of the document, use the "Delete" button to remove the entry and upload a new file.

The 2nd section of this tab is a "Shared Program Documents" area.  The functionality of this area is much the same as the Program Documents section.  The difference is that there are a list of "shared documents" here that can be linked to multiple programs. 
Documents in this area should not be deleted as they may be used by other programs.

The 3rd and 4th sections of this tab allow users to put in web links.  These two functions are much the same as the documents functions.  Make sure that a name for a url is entered.  This is different than the actual url itself.  The name is what will be displayed in web content.  If a name is not entered, the link will be invisible on the web.

Once the screen is completed, click submit and the user is prompted that the link has been added.  Clock OK on the prompt.  If you want the link to be public or viewed by web content visitors, make sure that "Public" is chosen in the Public Private column. 

To save this information and continue, click on the next tab:  "Keywords."


The keywords list is derived from the title and description of the program entered in previous steps.  Review the list of keywords.  If there are important keywords that are missing, they be added by clicking on the drop down at the top of the screen and choosing "ad hoc."  A second box will appear to the right of the drop down.  Users can enter a new key word in this box - one at a time.  The "save" button must be clicked after each entry.  Once the drop down is changed back to "All Keywords," the added key words will appear in the list.


The Preview tab gives the user a preview of how the program will be displayed in the Dynamic or online Catalog.  In the example below, note that a document was added and made public called:  "What you will learn in this class."  If a visitor to the Dynamic Catalog would click on that link, a pdf with the information would download.  Also note under "Additional Resources," that a link was added, "More about the Certified Public Manager Program."  If a visitor to the Dynamic Catalog clicked on that link, a new window would open to that specified web-page.

Final steps to creating an IF is approvals.

Keywords:Catalogs, Publications, Descriptions, Biographies, Roles, Keywords, Preview   Doc ID:44690
Owner:Roberta W.Group:Continuing Studies Information System
Created:2014-11-04 12:15 CDTUpdated:2016-04-20 07:40 CDT
Sites:Continuing Studies Information System
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