Employee Directory (EX)

About the Employee Directory

Your Employee Directory contains a list of all people – participants or administrators – uploaded into your organization. They 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 so that these users can be easily re-entered into multiple projects. For example, you can save metadata, manager-direct reports relationships, and email addresses inside the directory.

Navigate to your directory by clicking Directories on the top-right and then navigating to Employee Directory.

Global Information Window

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

Basic Information

This section contains information about the First Name, Last Name, Email, and Login Name. To edit a field, click directly to the right of the field name and type in the new value. This change will reflect in the Admin page and all projects in which the individual is a participant.

Metadata

This section contains information about the various pieces of metadata that have been assigned to the participant.

1. To remove a metadata field for a participant, hover over the field value and select the red X.
2. To edit or assign a value to a metadata field, click directly on the field value, or click to the right of the field name and type in the new value.
3. To rename a field for only the selected participant, click on the field name. If you would like to rename the field for all of your participants instead, use the Manage Metadata option in the Tools menu.
4. To add a new metadata field for a participant, select Add Field.

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 Employee Engagement or Employee Lifecycle projects 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 one 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 clicking the plus (+) sign to the right of a condition.

Adding People Manually

1. Navigate to the Employee Directory under Directories.
   
2. Click Add People on the top-right.
3. Select Add People.
4. Type in a Unique Identifier, Email, First Name, and Last Name.
   
   Qtip: Running out of lines to manually add participants? Press Enter on your keyboard to create a new row.
5. If you click the plus (+) sign, you can add columns for Language and as many metadata fields as you desire. These are not required fields.
   Attention: If your organization uses SSO, create a column named UserName when adding your directory contacts. 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.
6.  When finished, click Add.

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 CSV by clicking on the blue Example CSV link. 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 one 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 People.
11. Click Browse 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, click Browse again and re-upload the file.
13. If no issues are detected, click Check for Errors.
    
14. While the importer is loading, you can return to your participant list.
    
15. 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.
    
16. 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 (Engagement & Lifecycle) or Unique Identifiers (360) for more details.
• Email: The person’s email address.
• FirstName: The person’s first name.
• LastName: The person’s last name.
• UserName: The username a person uses to log into dashboards, admin accounts, and more.
• 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 two 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

There are two ways to remove a user. The first way is individually. Click the dropdown menu next to a user, and then select Remove from Directory.

The second way to remove users is multiple at a time. If you check the box next to each person you want to remove, you can delete them by clicking the dropdown menu on the left and choosing Remove 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.

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.

Groups

The groups on the Directories page are not the same as the Groups tab on the Administration page that allow you to share projects with other users. Directory groups are more useful in 360 than in Employee Engagement, because they allow you to restrict which users are allowed to evaluate each other. In Employee Engagement, groups are mostly for organizational purposes.

Once you select Create New Group, you can Name your group and determine Ownership. You have a choice between a Private group, which only you can see and edit, and a group Shared with Organization that all administrators can access.

From there, you can select your groups along the left, and then proceed to add users with the same functions as described above and the same tools as described on our Employee Directory Tools support page.

However, there is one additional way you can add users to groups that you cannot to the global directory. See the below section for more details.

Automatically Add People

People can be automatically added to a group based on personal metadata or email address. For example, if you have employees from two companies on one brand, you can use the domain of the participant’s email address to automatically sort them by organization.

1. Navigate to the Employee Directory on the Directories page.
   
2. Navigate to your group.
3. Click Add People.
4. Select Automatically Add People.
5. Switch Automatically add people to this group from Off to On.
   
6. Select whether to add people automatically by Metadata or Email Address.
7. Specify the metadata field and value or the email address content.
8. Click Save.
9. When the group is finished re-filtering, click Close.

When you navigate to Automatically Add People, you can also edit old filters you have set. Click Edit Filter to modify the filter’s conditions or delete it entirely by clicking the minus (–) sign next to the filter while editing.

If you change the filter, the contents of the group will be changed to fit the filter. This means no longer eligible people will be removed from the group, and eligible people will be added.

FAQ