Employee Directory Tools (EX)

Suite
Employee Experience
Product
Qualtrics
What's on this page

About Employee Directory Tools

Once you navigate to your Employee Directory within the Directories page, you’ll have access to some tools that help you manage the people in your directory. These can be found under Tools and Bulk Actions.

tools and bulk actions buttons on the employee directory page
tools and bulk actions buttons on the employee directory page
Qtip: This page is about employee directory tools. To learn about adding and removing people from your employee directory, visit the linked support page.
Attention: The tools on this page affect your directory, not your participants list in a project. When you make edits here, you are affecting your whole organization, not just one project. Edit with caution!

Manage Metadata

You can see all the metadata for your Employee Experience projects using the Manage Metadata tool. Use this tool to see the values used for a metadata field, or to permanently delete a field from all of the people in your employee directory.

Edits made here won’t affect participant metadata in projects, so you don’t have to worry about data being removed from responses you’ve collected.

Navigate to the Employee Directory on the Directories page.
Click Tools on the top-right.
clicking tools and then manage metadata
clicking tools and then manage metadata
Select Manage Metadata.
Use the search to find fields.
new modal opens where you manage metadata
new modal opens where you manage metadata
Click the name of a metadata field to see its values.
Select the box next to metadata fields to select them for deletion.
Click Delete metadata to permanently delete selected metadata.
To leave the window, click Close.

Manage Relationships

Manage Relationships is very useful to 360; it is not used in any other part of the Qualtrics platform. With this tool, you can manage all the custom relationships ever created in your brand’s 360 surveys.

Adding and Removing Relationships

Navigate to the Employee Directory on the Directories page.
Click Tools on the top-right.
clicking tools and then manage relationships
clicking tools and then manage relationships
Select Manage Relationships.
At the top, you will see Built-in Relationships. Do not delete these relationships.
the manage relationships screen is broken into 2 sections: built-in relationships and custom relationships
the manage relationships screen is broken into 2 sections: built-in relationships and custom relationships
To rename a custom relationship, type the new name in the box.
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.
    the delete confirmation window for deleting relationships
    the delete confirmation window for deleting relationships
To create a new relationship, click Add new at the bottom of the list of custom relationships.
When finished with your edits, click Cancel.

Translating Relationships

Navigate to the Employee Directory on the Directories page.
Click Tools on the top-right.
clicking tools and then manage relationships
clicking tools and then manage relationships
Select Manage Relationships.
Switch Show Translations to On.
adding a relationship translation
adding a relationship translation
Click the plus (+) sign and select the language you’d like to add.
Qtip: If your survey has a custom language, then select Add other language in the language menu and write the language’s display name.
adding a custom language. enter the display name
adding a custom language. enter the display name
Type your translations into the boxes.
adding a relationship translation.
adding a relationship translation.
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.
When you’re finished, click Cancel.

Translation Options

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

the language options when you click a relationship translation
the language options when you click a relationship translation
Hide Translation: Hide the translation. This can be helpful if you have many translations and need to create more room on the page.
Remove Translation: Delete the translation altogether.
Select which language displays in the column.
Add other 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 360 Participant Profile Configuration

Under Tools, Manage 360 participant profile configuration gives you a couple options for customizing the 360 participant portal experience:

  • Enable different language options for the 360 portal.
  • Customize the personal data fields participants can edit, or fields required for login.
  • manage 360 profile info option under the tools menu
    manage 360 profile info option under the tools menu

360 portal language options

Go to the Language section.
language section
language section
Select Allow 360 project participants to change their Participant Portal language.
To change the available languages, select Edit.
Qtip: This will open a new modal where you can select all the languages you want to offer in the portal.
new modal opens where you can select from a list of languages
new modal opens where you can select from a list of languages
You can also enable Require participants to select preferred language.
When you’re finished, click Save.

Participants will automatically see the portal in the language specified by their Language metadata field, if it is available. Users will be able to switch between any available languages by clicking the globe icon (“Language Switcher”) at the top of the portal.

globe button expands to show language options
globe button expands to show language options

Additional metadata

In the Additional metadata section, you can define metadata and values participants can adjust when they log into their portal. You can also require certain metadata when they login.

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.
Click Add metadata to select a field.
metadata settings for 360
metadata settings for 360
Enable the field to let participants edit it.
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.
If you choose Single select list as your data type, click Select values to set up the list participants choose from. You can either select existing values, or you can type a new value and hit Enter on your keyboard. Make sure you save changes.
new modal opens where you can edit values for the metadata
new modal opens where you can edit values for the metadata
To require this information when the participant logs into the platform, select Required.
required checkbox is highlighted
required checkbox is highlighted
When finished, click Save.

Manage Previous Imports/Updates/Exports

Qtip: See this support page if you need help importing participants.

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.

the "manage previous imports/update/exports" window
the "manage previous imports/update/exports" window

The following information is available for each job:
  • Job Id: The JobId is an internal ID for this specific job run. This ID can be useful to provide to Qualtrics Support if you need help identifying why a job failed.
  • Type: The type of job (such as uploading people to the directory, or exporting people from the directory).
  • Status: Allows you to view the results of the job, or download the export file (if the job is an export job). See below for more information about using the data in this column.
  • Job Context: Describes where the job took place, either in your directory or in a specific project.
  • User Id: The UserId is the Qualtrics user ID of the user who requested the job.
  • Date: The date and time that the job was requested.
  • Completion: The date and time that the job completed. If the job is in progress, this column will show the job’s completion status as a percentage.
  • Cancel: If your job is running or queued to run, you can click the trash icon in this column to cancel the job.
Qtip: This window displays jobs within the last 14 days.

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.

clicking view results in the status column
clicking view results in the status column

For any participant export jobs, you can click Download to download the exported participant list to your computer. Files can be downloaded in comma, tab, or semicolon separated formats.

highlighting the download link in the status column
highlighting the download link in the status column
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 Manage Imports/Updates/Exports window. While a job is in progress, another one cannot be started.
the message that a job is in progress at the top of the directory
the message that a job is in progress at the top of the directory

Data Access Tagging

The Data Access Tagging tool determines which fields are assigned a data access tag, which prevents people who are not assigned to the data access role from viewing that data. For more information, see Data Access Settings.

Data access tag
Data access tag
Click the checkbox to the left of a field name to select it. You can select multiple fields, if you’d like.
Areas of the data access menu
Areas of the data access menu
View your fields in the Selected field(s) box. If you need to delete a field, click the X.
Select a Data access tag from the dropdown.
Click Apply Tag.

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.

Example: If you don’t like the unique identifiers that Qualtrics automatically generates, use this option to update them.

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.

Warning: Deleting people will permanently delete their response data and hierarchy position across all projects, and it will remove them from your directory.
Qtip: File uploads are limited to 10 MB and 25,000 rows.
Navigate to the Employee Directory on the Directories page.
Click Bulk Actions.
clicking bulk actions, then delete people from directory
clicking bulk actions, then delete people from directory
Attention: Make sure you do not have any people selected when you click Bulk Actions. If you select people, you will see a different deletion option.
Select Delete People from Directory.
Click Example CSV to download a CSV file that contains the correct formatting.
uploading a file to delete participants
uploading a file to delete participants
Open the example file in a spreadsheet editor on your computer.
Add the unique identifiers of the people you want to delete in the Unique Identifier column.
a csv file with a column for unique identifier
a csv file with a column for unique identifier
Save your file as a CSV with UTF-8 encoding.
saving the file as a utf-8 csv file
saving the file as a utf-8 csv file
Return to Qualtrics and click Choose file to upload your file.
uploading a file to delete participants
uploading a file to delete participants
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.

The User Type column shows a system-assigned ID (e.g., UT_XXXXX) for custom user types. For the default (and most common) user type Participant, the ID is UT_PARTICIPANT.

Qtip: This export will contain every participant in your Qualtrics license. If you’d like to export a subset of your directory, check out the Export Filtered Participants List option.
Navigate to the Employee Directory on the Directories page.
Click Bulk Actions on the top-right.
clicking bulk actions and then export participants
clicking bulk actions and then export participants
Attention: Do not select people before you click Bulk Actions. You cannot export selected participants; instead, see Export Filtered Participants.
Select Export Participants.
Select Export all people in this directory.
Qtip: For more on the second option, see Export Filtered Participants.
By default, the export only contains standard participant fields (name, email, and uniqueID) and metadata. If desired, you can enable the Additional available fields checkbox to include data about the projects that the participants are in.
choosing to include extra fields and clicking export
choosing to include extra fields and clicking export

These additional fields include:
  • Total Project Participations: The number of projects they’ve been added to as a participant.
  • Total Project Response: The number of EX responses submitted.
  • Project Participation Detail: A list that contains each project they’re in, the ID of that project, and the number of responses submitted for that project.
Click Export.
Qualtrics will prepare the file. This can take a while depending on how many participants and fields are being exported. You can view the file by going to the Manage Previous Imports/Updates/Exports window.
downloading the export file
downloading the export file
Click Download next to your export file.
Qtip: This file type is “Export Participants” if it excludes project data, and “Participation Report” if it includes project data.
Select the file format for the export. You can choose CSV, TSV, or SSV.

Export Filtered Participants List

You can export a filtered list of the participants in your directory to a CSV file. This export file will contain the following participant data: First Name, Last Name, Unique Identifier, User Name, User Type, Last Login, and all metadata fields for the selected subset of participants.

The User Type column shows a system-assigned ID (e.g., UT_XXXXX) for custom user types. For the default (and most common) user type Participant, the ID is UT_PARTICIPANT.

Navigate to the Employee Directory on the Directories page.
Click Bulk Actions.
clicking bulk actions and then export participants
clicking bulk actions and then export participants
Select Export Participants.
Click Export people who match the following criteria.
modal where you decide what to export
modal where you decide what to export
Use the Select Metadata Field dropdown to choose a metadata field for filtering participants for export.
Use the Select Value dropdown to choose the value participants must have for your selected metadata field to be included in the export. You can select multiple values, which will be treated with “OR” logic, meaning a participant must have only 1 of the values to be included in the export.
selecting a metadata value
selecting a metadata value
Example: The condition “Department Accounting” will export any participants who have a value of “Accounting” for the “Department” metadata field.
You can add multiple conditions by clicking the 3 dots, then selecting Insert condition below.
Qtip: When adding multiple conditions, keep in mind that multiple conditions are separated by “AND,” meaning that a participant must meet all conditions to be exported.
To remove a condition, click the 3 dots, then select Delete.
option to remove a condition
option to remove a condition
By default, the export only contains standard participant fields (name, email, and uniqueID) and metadata. If desired, you can enable the Additional available fields checkbox to include data about the projects that the participants are in.
These additional fields include:
last options at the bottom of the export window
last options at the bottom of the export window
  • Total Project Participations: The number of projects they’ve been added to as a participant.
  • Total Project Response: The number of EX responses submitted.
  • Project Participation Detail: A list that contains each project they’re in, the ID of that project, and the number of responses submitted for that project.
Click Export.
Qualtrics will prepare the file. This can take a while depending on how many participants and fields are being exported. You can view the file by going to the Manage Previous Imports/Updates/Exports window.
downloading the exported file
downloading the exported file
Click Download next to your export file.
Qtip: This file type is “Participant List” if it excludes project data, and “Participation Report” if it includes project data.
Select the file format for the export. You can choose CSV, TSV, or SSV.

Export Project-Level Participation Details

The Export Project-Level Participation Details option allows you to export a file containing project data about the EX projects your employees are participating in. You can export data for your entire EX directory, or just a subset of participants.

This file contains basic information about the included participants (Last Name, First Name, Email, Unique Identifier, and User Name) in addition to the project data. If a participant is in multiple projects, then there will be 1 unique row for each project the participant is in. Every row contains the following project-related columns:

  • Project ID: The ID of the project.
  • Project Name: The name of the project.
  • Respondent Status: Indicates if the participant is marked as a respondent in the project (true or false).
  • Response(s) Submitted: The number of responses submitted by the participant in the project.
  • Response Date(s): The date(s) that the participant submitted their response(s).
  • 360 Evaluations Received: The number of evaluations received. This column only contains data for 360 projects.
  • 360 Evaluations Given: The number of evaluations submitted. This column only contains data for 360 projects.

To download participation data for EX projects in bulk:

Navigate to the Employee Directory on the Directories page.
Click Bulk Actions.
in the employee directory, selecting project-level participation export in the bulk actions menu
in the employee directory, selecting project-level participation export in the bulk actions menu
Select Export Project-Level Participation Details.
Choose the participants you’d like included in the export:
choosing criteria for the participants included in the export
choosing criteria for the participants included in the export
  • All project participants from this directory: Include every participant from your directory who is in at least 1 project.
  • Project participants who match the following criteria: Only include project participants who meet the criteria that you set.
If exporting a subset of participants, define the criteria for the participants you’d like to include. This criteria can be based on participant metadata, or you can choose specific projects the participant must be in. You can select multiple values for each criteria, which are treated with “OR” logic, meaning a participant must have only 1 of the values to be included in the export.
If desired, you can add multiple conditions that the participant must meet to be included in the export. Multiple conditions are separated by an implicit “AND,” meaning that a participant must meet all conditions to be exported.
Example: In the above example, participants will be included if they have the value “Corporate” for the “Office” metadata field. Additionally, they must be a participant in either the “Imported Engagement Project” or the “Historical 360” project.
Click Export.
Your export will process, which may take a while depending on the size of the export (the number of participants and projects). You can track its progress by monitoring the Participation Report in the Manage Previous Imports/Updates/Exports section of the EX directory.
Once finished, click Download and select your desired export format (CSV, TSV, or SSV). You can then open this file in the file editor of your choice (for example, MS Excel).
downloading the completed export
downloading the completed export

FAQs

Are changes to members of my employee directory reflected in my project’s participants?

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