Table of Contents
Introduction
There are plenty of reasons why your organisation should have quick access to basic employee information. Maybe you're planning to send a thank-you gift 💝 to recognise your employees' hard work, or you need to coordinate a routine medical check 👨⚕️ during sick leave.
Having this information at your fingertips is a game changer when it comes to speeding up 🚀 HR processes.
Whether it's for organisational purposes or you're simply wondering, "Wait... who's Mary from Sales? 🤔"—the Employee Directory is your superhero.
This tool provides essential details such as:
✅ Full name
🧑💼 Job title
🏢 Company
🔐 And much more—based on your access permissions
Ready to see how this tool can streamline your operations and improve internal communication? 😌
⬇️ Jump into the article below to learn more about the Employee Directory. ⬇️
The Employee Directory's Grid
The Employee Directory is made visible and accessible from the left vertical menu by the HR_Employee_Directory permission.
⚠️ Make sure your employees have this permission assigned to their users, otherwise they won't be able to use this feature.
Once you click the Employee Directory icon, you'll be redirected to a grid. Just like other grids in Indigo, there are some tools at the top right of the page and within the grid that you can use to refine your search and view further details.
Before diving into how to use the tools, let's first focus on the content you can consult. The grid consists of the following columns, each displaying its corresponding value:
Employee: the employee's full name and code.
Company Name: the company the employee belongs to.
Work Email: the employee's work email address.
Job Title: the employee's work title.
Cost Centre: the employee's assigned default cost centre.
Department: the department the employee belongs to.
Section: the section the employee is part of.
Unit: the unit the employee works within .
Reporting To: the person the employee reports to.
Contact Number: the employee's available phone numbers.
T: home number.
M: mobile number.
Home Address: where the employee resides.
🧠 Tips
To sort a column alphabetically, click its header. An upward arrow ⬆️ indicates ascending order. Click the header again to switch to descending order, shown by a downward arrow ⬇️.
Assign the HR_EmployeeDirectoryExport permission to allow employees to export the Employee Directory grid. The Export button will appear for authorised users, and clicking it will automatically download an Excel file.
Note: if filters are applied, the export will reflect the filtered view.
Opening the Employee Profile
If you have the HR_Employee_Directory and HR_Employee permissions assigned to your user, a button is visible at the end of each employee row.
Once you select it, you're redirected to the selected employee profile page in HR > Employees, in a new separate tab.
Filtering and Searching
You can filter each column content separately by selecting the filter icon from the set of tool at the top right of the grid.
Once done, a 🔍 magnifying glass will appear for each column. If you click on it, a list of search conditions is displayed:
Contains
Does not contain
Starts with
Ends with
Equals
Does not equal
To filter the column, first select one of the above conditions, then enter the text you want to search for.
Alternatively, you can run an extended search among all the columns by using the main 🔍 magnifying glass at the top right of the grid. Selecting it will display a search box. Start typing to look for a match across all the columns and highlight the matching records.
Managing Column Visibility
If you want to temporarily hide some of the columns, use the column selector at the top right corner of the grid. Tick or untick the columns according to your needs.
The Contact Numbers and Home Address columns view can be strictly limited to authorised personnel to ensure privacy.
To do this, you can work on two different levels:
Permissions
Make sure to assign or unassign the following permissions to manage the overall view of the mentioned columns:
HR_EmployeeDirectory_HomeNumber: remove it to hide the home number from the Contact Numbers column.
HR_EmployeeDirectory_MobileNumber: remove it to hide the mobile from the Contact Numbers column.
HR_EmployeeDirectory_HomeAddress: remove it to hide the home address column from the grid and the column selector.
Settings
Go to Settings > HR > Employee Settings > Employee Directory Settings.
The following checkboxes will be unticked by default. Tick them as needed to display the relevant columns for all users.
Show Employee Home Number
Show Employee Mobile Number
Show Employee Home Address
Finally, click Save ✔️ at the top of the screen.
⚠️ The directory settings override permissions, meaning that even if a user has the required permission, they will not see home addresses or phone numbers unless the settings are enabled.