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Gateway: Adding and editing officials

Learn how to add and edit officials in DLS Gateway's Local Officials Directory

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Adding Officials in the Directory

Person Information
Enter data in these fields:

  • Position: enter the person’s job title
  • First, Middle and Last Name: enter the person’s first and last name, and include a middle name if applicable (it’s optional)
  • Functional Role: if this official is the only person filling a key functional role, choose that role from the list
  • Department Head: if this official is a department head, choose Yes is set to Yes by default for a new official.
  • Active is set to Yes by default for a new official.
  • Functional Role, Salutation, Middle Name, and Suffix are optional.
Gateway Person Information

“Official” Information sections
This data is automatically filled from the Department record. Review the information and edit the phone numbers and website if necessary.

  • Email: enter the person’s official email address
  • This is important, because Gateway notifications depend on a valid official email address.
Gateway Official Information

Elected/Term Information

  • If the official is elected or appointed, choose the appropriate radio button and enter the applicable date(s).
  • Election Date: if the correct election date does not appear in the list, the clerk must enter it in the Election and Meeting Dates Screen.
    (This data is vitally important for officials in the Assessors department.)
Gateway Elected Official

Personal Information

  • All data in this section is optional. This data will be shown publicly if Yes is selected in the Personal Disclosure section. No is the default.
Gateway Personal Information

Save

  • When all data has been entered, click the Save button. When asked if this is a new official or a correction, click Add New. Note any errors at the top of the screen; they must be corrected before leaving the screen in order to save the new official’s data.
Gateway Save Screen

Editing Officials in the Directory

Person Information
Change data in these fields:

  • First, Middle and Last Name: enter the person’s first and last name, and include middle name if applicable
  • Functional Role: if this official is the only person filling a key functional role, choose that role from the list
  • Department Head: if this official is a department head, choose Yes
  • Active should be Yes for an official currently serving the community.
  • Review all fields to make sure all data applies to the new official!
Gateway Person Information

“Official” Information sections
Review the information and edit the phone numbers and website if necessary.

  • Email: enter the new person’s official email address
  • Gateway notifications depend on a valid official email address.
Gateway Official Information

Elected/Term Information

  • If the official is elected or appointed, choose the appropriate radio button and enter the applicable date(s).
  • Election Date: if the correct election date does not appear in the list, the clerk must enter it in the Election and Meeting Dates Screen
    This data is vitally important for officials in the Assessors department
Gateway Elected Official

Personal Information

  • All data in this section is optional. If entering data here, be sure to also make a selection(Yes or No) in the Personal Disclosure section.
Gateway Personal Information

Save

  • When all data has been entered, click the Save button. When asked if this is a new official or a correction, click Add New. Note any errors at the top of the screen; they must be corrected before leaving the screen in order to save the new official’s data.
Gateway Save Screen

Correcting Data in an Official's Directory Record

  • Change data in the applicable fields.
  • When changing an official’s name, Gateway will ask if this is a new official or a correction when you save.
  • If this is only a correction and not a new person, make sure you click the button labeled “Correct”, which will correct the data and make no other changes to the person’s account.
  • When all data has been entered, click the Save button. When asked if this is a new official or a correction, click Correct. Note any errors at the top of the screen; they must be corrected before leaving the screen in order to save any changes to the official’s data.
Gateway Save Screen
Choosing “Correct” is the right choice when you’re correcting something in an existing official’s data. If you’re replacing a former official with a new person, “Add New” is the correct choice, to ensure the new official receives a new Gateway account.

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