Employee Directory Tools (EX)

About Employee Directory Tools

Once you navigate to your Employee Directory within the Directories page, you will have access to a number of Tools that help you manage the people in your directory.

Manage Metadata

You can manage all the metadata for your Employee Experience projects using the Manage Metadata tool. Edits made here will not affect participant metadata in projects, so you don’t have to worry about data being removed from responses you’ve collected.

1. Navigate to the Employee Directory on the Directories page.
   
2. Click Tools on the top-right.
3. Select Manage Metadata.
4. Click on a metadata field so it is highlighted in blue.
   
5. For the selected metadata field, note the possible Values listed to the right. Only the first 500 are displayed.
6. Hover your mouse over a field to get the options icon. Click this.
7. Click Delete to permanently delete the selected metadata from your organization.
8. Click Close when you’re done making changes.

Manage Relationships

Manage Relationships is a feature that is not used in Employee Engagement, but is very useful to 360. With this tool, you can manage all the custom relationships ever created in your brand’s 360 surveys.

Adding and Removing Relationships

1. Navigate to the Employee Directory on the Directories page.
   
2. Click Tools on the top-right.
3. Select Manage Relationships.
4. At the top, you will see Built-in Relationships. Do not delete these relationships.
   
5. To rename a custom relationship, type the new name in the box.
6. There are two different ways to delete custom relationships, depending on whether the relationship has already been used in a 360 project.
   • If the relationship has not been used, then click the minus (–) sign to delete the field. This action happens instantly and is irreversible.
   • If the relationship has been used, then click Delete next to the field. You will be asked to confirm to delete the relationship. This will remove the relationship from any projects it is being used in. This action is irreversible.
     
7. To create a new relationship, click Add new at the bottom of the list of custom relationships.
   
8. When finished with your edits, click Close.

Translating Relationships

1. Navigate to the Employee Directory on the Directories page.
   
2. Click Tools on the top-right.
3. Select Manage Relationships.
4. Switch Show Translations to On.
   
5. Click the plus (+) sign and select the language you’d like to add.
   Qtip: If your survey has a custom language, then select Add another language in the language menu and add the language’s display name, language code, and base language.
6. Type your translations into the boxes.
   
7. If you’d like to have your relationships translated automatically, click the percentage sign.
   Attention: The Qualtrics auto-translate feature is completed by Google Translate. The text of relationships is sent to Google Translate and will be returned in the language you select. Please be aware that your text may remain on Google servers. The Qualtrics auto-translate feature sends only your relationship text. Respondent data is not sent and remains secure at Qualtrics.
8. When you’re finished, click Close.

Translation Options

If you click on the header of any of your translation columns, you will have several options for managing your translations.

1. Hide Translation: Hide the translation. This can be helpful if you have many translations and need to create more room on the page.
2. Remove Translation: Delete the translation altogether.
3. Select which language displays in the column.
4. Add another language: Add another language to your list of custom relationship translations. This is the same as clicking the plus (+) sign to add a new translation.

Manage User Data Fields

The Manage User Data Fields tool is most useful for 360. When 360 participants log into their portals, they are allowed to open up their personal data for editing. Here is where you manage which fields they can edit. This is also where you can add fields that are required upon login.

1. Can Edit: Decide whether your 360 participants are allowed to change a field. This is helpful if there is certain employee information that may change from time to time that you would like your participants to be able to fix themselves.
   Qtip: When a user logs into 360 for the first time, they are prompted to change their password. Any fields they’re allowed to edit are also shown in that initial pop-up window.
2. Required: Decide whether the field is required to log into the platform.
3. Field Name: Type out the field name, or select an existing one from the dropdown.
4. Use the plus (+) sign to add fields and the minus (–) sign to remove fields.
5. Data Type: Change the data type. This can be either Text Entry, where the user can type out the fields, or a select box, where they have a finite number of choices.

Using the Select Box Data Type

1. Navigate to the Manage User Data Fields window.
   
2. Under Data Type, select Select Box.
3. Click Edit Choices.
4. Type out the choices, separated by lines.
   
   Qtip: Press Enter on your keyboard to add additional choices if you run out of lines.
5. Click Save.

Manage Previous Imports/Updates/Exports

The Manage Imports/Updates/Exports option allows you to review when participants were imported to the directory, exported from the directory, deleted from the directory, or had their unique identifiers updated.

A column is provided for the Status of the action, the Type of action, the Progress of the action, and Date of the action.

If you click View Results underneath the Status column, you will receive a report of what this upload accomplished. If there were any errors that prevented the upload, they will be mentioned here.

For any participant export jobs, you can click Download to download the exported participant list to your computer.

Qtip: If an import, export, or update job is in progress, a banner will appear at the top of your directory. Click View progress in this banner to be brought to the Mange Imports/Updates/Exports window. While a job is in progress, another one cannot be started.

Update Unique Identifiers

The Update Unique Identifiers option allows you to update the unique identifiers for people in your employee directory by uploading a file containing their old unique identifier and their new unique identifier.

See this support page for step by step instructions on how to update unique identifiers.

Delete People From Directory

Delete People from Directory allows you to remove people from your employee directory in bulk. This feature works by uploading a CSV file containing the unique identifiers of every person you’d like to remove.

1. Navigate to the Employee Directory on the Directories page.
2. Click Tools.
3. Select Delete People From Directory.
4. Click Example CSV to download a CSV file that contains the correct formatting.
5. Open the example file in a spreadsheet editor on your computer.
6. Add the unique identifiers of the people you want to delete in the Unique Identifier column.
   
7. Save your file as a CSV with UTF-8 encoding.
8. Return to Qualtrics and click Browse to upload your file.
9. When finished, click Delete People and Data.

Export Participants

You can export a CSV of your entire directory using the tools menu. This export will contain the columns for each member of the directory’s First Name, Last Name, Unique Identifier, User Name, User Type, Last Login, and all metadata columns ever added to a participant in the brand.

1. Navigate to the Employee Directory on the Directories page.
   
2. Click Tools on the top-right.
3. Select Export Participants.
4. Qualtrics will prepare the file. When the file is ready, click Download.
   
5. Select the file type you want to export the file as. You can choose CSV, TSV, or SSV.