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Employee Directory Tools (EX)

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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.

the tools menu in the employee directory

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 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.
    clicking tools and then manage metadata
  3. Select Manage Metadata.
  4. Click on a metadata field so it is highlighted in blue.
    Manage metadata by selecting the Metadata field on the left, looking at the number of assigned values at the top, and how to delete your metadata field
  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.

Qtip: Want to delete multiple metadata fields at a time? Check the box next to each field you wish to delete. Then click the trash icon next to the Field Name column header. You may need to scroll to the right before you see the trash icon.

Selecting multiple check boxes for metadata fields in order to delete them

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.
    clicking tools and then manage relationships
  3. Select Manage Relationships.
  4. 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
  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.
      the delete confirmation window for deleting relationships
  7. To create a new relationship, click Add new at the bottom of the list of custom relationships.
    adding a new relationship
  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.
    clicking tools and then manage relationships
  3. Select Manage Relationships.
  4. Switch Show Translations to On.
    adding a relationship translation
  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. adding a custom language. enter the display name, language code, and base language
  6. Type your translations into the boxes.
    adding a relationship translation.
  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.
the language options when you click a relationship translation

  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.

Editing user data fields in the Manage User Data Fields window

  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.
    Using the Select Box option in 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.
    Editing choices for a user data field

    Qtip: Press Enter on your keyboard to add additional choices if you run out of lines.
  5. 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.

A column is provided for the Status of the action, the Type of action, the Progress of the action, and Date of the action.the mange imports/updates/exports window

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.

the results window when clicking view results on a job

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

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. the message that a job is in progress at the top of the directory

Update Unique Identifiers

Attention: This option will only appear if you have unique identifiers enabled for your license.

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

Attention: This option will only appear if you have unique identifiers enabled for your license.

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.
  1. Navigate to the Employee Directory on the Directories page.
  2. Click Tools.
    clicking tools and then delete prople from directory
  3. Select Delete People from Directory.
  4. Click Example CSV to download a CSV file that contains the correct formatting.uploading a file to delete participants
  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.
    a csv file with a column for unique identifier
  7. Save your file as a CSV with UTF-8 encoding.saving the file as a utf-8 csv file
  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.

Qtip: This export will contain every participant in your Qualtrics license. This export cannot be narrowed down by filtering or selecting participants.
  1. Navigate to the Employee Directory on the Directories page.
  2. Click Tools on the top-right.
    clicking tools and then export participants
  3. Select Export Participants.
  4. Qualtrics will prepare the file. When the file is ready, click Download.
    downloading a participant export and selecting the file type
  5. Select the file type you want to export the file as. You can choose CSV, TSV, or SSV.