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ADMINISTRATOR’S GUIDEPage | 1 2 Passageways Consulting: Employee Directory User’s Guide Table of Contents FAQs
Q: Does the “logged in today” mean they have logged into their computer or into the portal?
Q: Is there a PDF export option?
Q: Does the Employee Directory application show profile information that a user has made private?............ 4 Introduction
Core Employee Directory Concepts
Employee Directory Island
Recommended Implementation Steps
Step 1: Set Module Properties
Step 2: Configure Help Tip
Step 3: Configure Employee Directory
Step 4: Add Island to Workgroup Pages
Important Module Properties
Configuring the Help Tip
Configuring the Employee Directory
Creating and Editing the Heading
Selecting a Skin for the Employee Directory Island
Selecting the Profile Fields you wish to display
Editing the Column Headers and Enabling Filters
Working with the Employee Directory Island
Filtering and Sorting Columns
Dragging and Dropping Columns
Configuring a specific Island’s Fields
FAQs Q: Does the “logged in today” mean they have logged into their computer or into the portal?
A: The employee directory application only recognizes when users log into the portal not into their PC.
Q: Is there a PDF export option?
A: No. The only export formats are Microsoft Word, or Excel.
Q: Does the Employee Directory application show profile information that a user has made private?
A: No. If a user has selected “me only” for a profile field then that data will not display on the Employee Directory Island.
Introduction The Employee Directory Application is a great way to display information about your employees from one central island. This guide will show you how to configure and use this tool in your portal.
Core Employee Directory Concepts There are a couple of core items and terms that you should be familiar with when dealing with the Employee Directory Application.
Directory Administrator The Directory Administrators are individuals who are not restricted by column permissions and can see all employee information on the Employee Directory Island.
Recommended Implementation Steps You can roll out the Employee Directory Application in several different ways and each organization has their own take on implementing a new tool. We have provided some basic steps that you can follow to help roll out this application.
Step 1: Set Module Properties In this intial step you will want to go to the Module Properties Module tool, and configure the three important Module Properties there; DirectoryAdmin, PageSize, and PortalDimension.
Step 2: Configure Help Tip The second step is to go to the Manage Help Tip Module tool, activate the Help Icon and enter in help tips into the text editor found there.
Step 3: Configure Employee Directory In this step you will go to the Manage Directory Module tool, determine which profile fields you wish to display, enter header text for each column, and determine if you wish to enable filters for each column.
Step 4: Add Island to Workgroup Pages The last step is to then add the Employee Directory Island to workgroup pages for your employees to begin using the product.
Important Module Properties When setting up the Employee Directory Application it is important to familiarize yourself with all the Module properties of the application. There are three in particular that are important for initial set up.
DirectoryAdmin Roles that are added to this module property are not restricted by column permissions and can see all employee information on the Employee Directory Island. When entering Role names here make sure to separate each role with a comma. Example: Admins,Managers,Human Resources PageSize This module property controls how many employees are shown per page on the Employee Directory Island. The default is 10 but you may want to make this number larger depending on how many employees you have in your organization and where you plan on putting the Employee Directory Island.
PortalDimension This module property controls the size of user pictures on the Employee Directory island. The width is shown in pixels and can be adjusted to any size desired. It is recommended that you try a few different sizes and select the size that works best for your organization.
Configuring the Help Tip The Manage Help Tip Module tool allows you to enable a help Icon that can be seen on the top of the Employee Directory Island. When users click on this Icon a window will open that will display a customized message that typically provides Instructions on how to use the island or get assistance.
In order to enable this Help Icon go to the Manage Help Tip Module Tool and then click the check box marked Enable to make the icon appear on the Employee Directory Island. Then you will want to enter in text into the Page Description text editor. Typcially the text entered informs the user how to use the island and/or how to get help should they have questions. Once the text has been entered then make sure to click the Update button to confirm.
Configuring the Employee Directory The Manage Directory Module tool is where you go to determine which profile fields you wish to display, enter header text for each column, and determine if you wish to enable filters for each column. It is important to note that any changes made with this tool affects all Employee Directory Islands in the portal.
Creating and Editing the Heading The Manage Directory Module tool allows you to enter a heading at the top of all Employee Directory Islands like shown below.
In order add or edit text for the header simply type the text you want into the text editor and then click the Save button in the bottom right hand corner of the page.
Selecting a Skin for the Employee Directory Island There are several “skins” that are available for the Employee Directory Island that will alter the Island’s Appearance. You can change the skin by using the drop down provided on the Manage Employee Directory Page. Make sure to click the Save button found in the bottom right hand corner of the page to confirm when finished.
Editing the Column Headers and Enabling Filters Once you have selected the profile fields you want to appear on the Employee Directory Island you will then want to enter a user-friendly column header for each profile field and enable filters for any desired columns.
Below the profile field selection tool you will see a list of the selected fields along with the Header Text and Enable Filters columns. Simply enter or edit the header text by typing in the field. Use the checkboxes provided to enable filters on any desired fields. Make sure to click the Save button on the bottom right to confirm when finished.
1. Enter Text 2. Enable Filters
Working with the Employee Directory Island The Employee Directory Island is where employees can go to access, sort, filter, and export employee profile information. In addition, Workgroup Managers or Assistant Managers with correct permissions can configure what information is displayed on a specific Employee Directory Island.
Island Header The header of the Employee Directory Island displays an optional header message, export, print and Help Icons as well as the Clear all Filters Button.
Filtering and Sorting Columns The Employee Directory Island has filter options and sorting capability for each profile field column on the island.
In order to filter a column type in the filter field and then click the filter button. This will bring up a list of filter options. Simply click the desired option to then filter the column.
You can also sort any column by right clicking on the Column name and then selecting the sort, group or other available options shown below.
Navigation Bar At the bottom of the Employee Directory Island there is a Navigation Bar that allow users to navigate from page of users to the next.
Dragging and Dropping Columns The Employee Directory Island allows you to drag and drop columns into different spots for easy ordering. In order to drag a column hover over the column name until the “Drag to group or Reorder” text appears, left click and hold, then drag the column to the order you would like it to be in and then let go of left click. This should drop the column into the desired order.
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Configuring a specific Island’s Fields The Employee Directory Island allows a Workgroup Manager or an Assistant Workgroup Manager with correct permissions to set a custom field configuration for a specific Employee Directory Island. In order to set this configuration the Workgroup or Assistant Manager must click on the island’s Actions button and then select the Configure Fields option.
Setting Default Column Filters You also have the option to set some Default Filters and Default Sort Expressions for this island. In order to set default filters for the island click the Default Filter checkbox. This will open up the Filter settings as shown below. You will want to click the Refresh button first to pull up the list of Profile Fields that you had selected previously. Then simply select the column you want to filter from the dropdown, enter in the filter criteria and then click the Add Filter button. This will add the filter to the filter list. Make sure to click Save when finished.
Setting Default Column Sort You can set some default sort options for the island as well by selecting the Default Sort Expression checkbox.
This will then open up the sort options. Then choose a column to sort from the dropdown and then choose an option from the Sort Direction dropdown and click the Add Sort Column button. This will add the sort to the Sort List. Make sure to click the Save button when finished.
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Last Updated July 3rd 2014
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