Employee Directory (EX)

About the Employee Directory

Your Employee Directory contains a list of all people – participants or administrators – uploaded for use in EX projects. Each person may or may not be included in a project or hierarchy. Additional staff can be added manually or by mass import.

The directory is useful because it allows you to save a lot of information about people for reuse across multiple projects. For example, you can save metadata, manager-direct reports relationships, and email addresses inside the directory.

To navigate to the Employee Directory, use the navigation menu in the top-left to select Directories and then choose Employee Directory.

Global Information Window

When you click on a person’s name or email address inside the Employee Directory, this opens the global information window. Here, you can view and revise information about a particular person in your directory.

Basic Information

On the left, you’ll see information about the First Name, Last Name, Email, Unique Identifier, and Login Name. To edit a field, click the field and type in the new value. Then click Save changes.

This change will reflect in the Admin page and all projects in which the individual is a participant.

Metadata

Click Metadata to see a participant’s metadata, edit it, or add additional fields.

1. To add a new metadata field for a participant, use the menu at the top to select a field and assign a value.
   Qtip: If you’d like to remove fields from the entire directory, see Manage Metadata.
2. To remove a metadata field for a participant, click the trash icon next to it.
3. To edit or assign a value to a metadata field, click on the value and type (or select) a new one.

Relationships tab

The Relationships tab allows you to manage a person’s relationships in 360 projects. Relationships established here can be loaded quickly and efficiently into a 360 project for future use.

These relationships will not affect other EX projects, like Employee Engagement or Employee Lifecycle, in any way.

To add a relationship:

1. Find a person already in the directory using the Search bar.
2. Click Select Relationship and determine what kind of relationship they have.
3. Click Add.

To remove a relationship, click the dropdown next to a relationship and select Delete.

Participation tab

The Participation tab displays every 360, Employee Engagement, and Employee Lifecycle project the person is listed as a participant in.

• Project: The project’s name.
• Evaluations Received: In a 360 project, this is a measure of how many other participants did evaluations of this subject.
• Evaluations Completed: In a 360 project, this is a measure of how evaluations this person completed of themselves and other people. In Employee Engagement, this number is 1, because the person only completes 1 evaluation per project.
• Status: Whether the participant’s response is Complete or Not Complete.

Searching the Directory

You can search for a desired participant by typing a name or email address into the Search bar, or you can make use of the Advanced Search feature.

Conducting an Advanced Search

1. Navigate to your Employee Directory under Directories.
2. Click Advanced Search.
   
3. Choose from a list of criteria to filter by.
   
4. Combine conditions by the 3 dots, then Insert condition below.

Adding People Manually

1. Navigate to the Employee Directory under Directories.
   
2. Click Add People on the top-right.
   
3. Select Add People.
4. Fill out required details such as First name, Last name, Unique identifier, and Email.
   
   Attention: Make sure you are using the correct Username for your organization. For example, Jane Doe’s username at Company, Inc. might be jdoe@companyinc.org. You can also leave Username blank to have one automatically generated using the email address. If your company uses SSO, leave this field blank, and the SSO format of #brandname will appear at the end automatically.
5. Click Add Metadata to add additional information to this person. See Metadata.
6. When your person has all the info they need, click Add person.
   Qtip: You may need to scroll to see this button.
7. Add as many people as you need to. When you’re ready to upload everyone, click Save.

Importing People

Instead of adding people manually, you can also upload a spreadsheet.

How to Import People

1. Create a spreadsheet in Excel or another spreadsheet program.
2. Include a column for Unique Identifier. This is how people in your directory are differentiated from each other.
3. If your organization has SSO, include a column for UserName. Make sure you are using the correct username for your organization. For example, Jane Doe’s username at Company, Inc. might be jdoe@companyinc.org.
4. Add the columns FirstName, LastName, and Email.
5. Add additional desired columns, such as Language, ManagerID, custom metadata fields, 360 relationships, etc. Note that order of columns doesn’t matter. However, spelling, capitalization, and spacing does matter.
   Qtip: Check out an example file by clicking either CSV Template or TSV Template. If you decide not to use the example document to upload people to your directory, make sure the Unique Identifier, Email, FirstName, LastName, UserName, Password, and Language fields match this formatting exactly (including spacing and capitalization) if you choose to add them.
   
6. Add people to your spreadsheet, with 1 row for each person.
7. Save the file as a CSV (Comma Separated Values) or TSV (Tab Separated Values) file. Note that the maximum file size for a contact list upload is 100 MB.
8. Navigate to the Employee Directory under Directories. 
9. Click Add People on the top-right.
   
10. Select Import from file.
11. Click Select a file and select the participant file on your computer.
12. If the importer detects initial issues, it will not let you proceed, and will list issues in red. Read these descriptions and make corrections to your file. After you’ve saved the changes, re-upload the file.
13. If no issues are detected, click Check for Errors.
    
14. When loaded, the importer will summarize what participants will be updated or added to the directory. The importer will also warn you if there are any errors in your rows.
    
15. If you are happy with these changes, click Finalize import.

Import Fields

• Unique Identifier: The means of differentiating the participant from others in the directory. See Unique Identifiers for more details. This field is required.
• Email: The person’s email address. This field is required.
• FirstName: The person’s first name. This field is required.
• LastName: The person’s last name. This field is required.
• UserName: The username a person uses to log into dashboards, admin accounts, and more. If you don’t provide a username, the email address will be used. For organizations with SSO, a hashtag (#) followed by the organization’s ID will be added to the email to create a username.
• Password: The password a person uses to log into dashboards, admin accounts, and more.
• ManagerID: The email address or username of the person’s manager.
• Language: The language the user should see the survey in. This field has a pre-defined set of Available Language Codes. EN, for example, refers to English, while FR refers to French.

You can also add as many custom columns as you want. These columns are referred to as metadata, and can be used in the dashboard to create more dynamic filters and data reporting.

Errors Detected

If the importer detects errors with your import, you will be given an error report that you can download as a CSV file. This report contains information about which rows in your column contain the errors.

Click Download Error Report to view this.

The report will give the exact row of the file that had the error, the field that had the issue, and the unique identifier of the participant who had the error.

Common Errors to Watch Out For

Although this is not an exhaustive list, here are some general tips for building your file to help you avoid issues uploading participants:

• Make sure the first row of the file has UniqueIdentifier, First Name, Last Name, and Email.
• Your file headers should not contain any special characters – this includes characters that are not numbers or the English alphabet.
  Qtip: This rule only applies to headers, not column values.
• Headers cannot exceed 100 characters.
• Your file headers should not use terms from existing Qualtrics fields:
  • SID
  • RID
  • Auditable
  • EndDate
  • RecordedDate
  • StartDate
  • Status
  • Points
• Be careful not to include duplicates of the same row – no 2 participants should have the same unique identifier or email.
• The file should not have more than 200 header fields.
• The file should not have more headers than columns.
• Make sure column values do not exceed 1000 characters.

Removing People

Individually removing one employee at a time

To remove 1 employee from the directory, click the arrow next to them, and then select Delete person.

Manually removing multiple employees at a time

Removing many employees at once

Using a spreadsheet, you can upload a list of employees you’d like to delete from the directory. See Delete People from Directory.

Editing Multiple People at a Time

Using the import option, you can also edit multiple people in your directory at a time. Every time you import into the directory, the directory looks for a unique identifier that has already been assigned to a person. If it finds that person, it updates them with the new information instead of adding a duplicate.

Additionally, you need to be careful if your file contains the Email field. This Email field will be read as the participant’s username if no UserName field is specified. This can cause issues when updating participants in bulk if participants share the same email address. We recommend that you only include the UniqueIdentifier when updating participants, unless you need to update their email address or login name. If you need to update 1 of those fields, then we recommend including both in your import to prevent errors.

When importing people into the directory, you can only add onto existing fields. If you include a metadata field as a header with no values, this will erase any previously uploaded values for the participants in the file. Excluding a column altogether will not remove that data.

Other Directories

When you visit the Directories page, there may be multiple choices. The first is the Employee Directory, which gives a list of possible participants for your Employee Experience projects. The second is the Contacts Directory. You may also see a Location Directory. These directories are completely separate from the Employee Directory.

The Contacts Directory contains lists of respondents for the Survey Platform instead of participants for Employee Experience projects. These contacts do not have any means of accessing features like dashboards and participant portals. Someone can be listed in both the Employee and Contacts directory, but a person listed in one directory is not automatically entered in the other, and changes to one do not affect the other.

The specific features available in the Contacts Directory differs based on the software you have purchased. See either  XM Directory Lite or XM Directory.

The Location Directory contains location data that can be referenced in different projects and CX Dashboards.

FAQ