Configuring the Employee Directory

Who this guide is for: System administrators – Requires 'System Admin' role and access to Role Setup and System Setup permissions.


Overview:
This guide explains how to configure the Employee Directory feature in e-days, including how to manage role permissions, view settings, and document categories. The Employee Directory is a central hub for storing and viewing user-related documents, with support for expiry tracking and reminders.


How the Employee Directory Works:
The Employee Directory provides a secure area for storing user documents (e.g. ID, training records) and viewing contact details. Access is controlled through roles and user view settings, and documents are grouped using custom categories.

Note: The Employee Directory is a paid feature. Contact customersuccess@e-days.com to enable it on your account.

How to Set Up the Employee Directory:
1. Assign Role Permissions

If roles are locked for editing, contact the Support Desk to request changes.

1. Go to Admin Tools > Admin Panel > Global > Roles.
2. Click Edit next to the Administrator role.
3. Tick the following permissions:
   • Document Portal
   • Document Portal Admin
   • Profile Viewer
   • Profile Editor
4. Click Save in the top right corner.

2. Set Directory User View
Option A: If using an Administrator Template

1. Go to Admin Tools > Admin Panel > Templates.
2. Click Edit next to the Administrator template.
3. Go to the Template settings tab.
4. Scroll to User View Settings.
5. Set Directory View to Everyone.
6. Click Save Template in the top right.

Option B: If managing settings on a User Level

1. Go to Admin Tools > Admin Panel > Users.
2. Click Edit next to the user.
3. Go to the System tab.
4. Scroll to User View Settings.
5. Set Directory View to Everyone.
6. Click Save User in the top right.

3. Set Up Document Categories

1. Go to Admin Tools > Admin Panel > Additional features > User Document Categories.
2. Click Add New Document Category.
3. Enter the category name (e.g. ID Documents, Training Records).
4. Choose if the category should be hidden from users or managers.
5. Click Save in the top right.

4. Configure Authoriser and User Access

1. Go to Admin Tools > Admin Panel > Global > Roles.
2. Click Edit next to the User or Authorsier role.

To allow view and edit in the Directory:

• Assign the following role permissions:
  • Document Portal
  • Document Portal Admin
  • Profile Viewer
  • Profile Editor

To allow view only:

• Assign the following role permissions:
  • Document Portal
  • Document Portal Admin
  • Profile Viewer

5. Set Directory User View Globally (Recommended)

1. Go to Admin Tools > Admin Panel > Global > System Setup.
2. Scroll to the User View section.
3. Set Directory User View to Reportees (recommended for authorisers).
4. Click Save in the top right.

This setting ensures:

• Authorisers see their team
• Users without reportees only see their own record

Additional Information:

• Employee Directory: A centralised feature for document storage and user profiles.
• Document categories define how documents are grouped and accessed.
• Directory User View determines which profiles a user can open, but all users will still see business cards.
• Requires 'System Admin' role, plus permissions to edit roles, users, templates, and system settings.
• Tip: Use descriptive document category names to keep the portal organised.
• Use the search function within the platform to quickly find features or settings.