EMPLOYEE DIRECTORY (SHAREPOINT ADD-IN)

Transcription

1 EMPLOYEE DIRECTORY (SHAREPOINT ADD-IN) Global, Global Plus version Updated: March 2018 Version Copyright Beyond Intranet All Rights Reserved i

2 Notice. This is a controlled document. Unauthorized access, copying, replication or usage for a purpose other than for which it is intended, are prohibited. All trademarks that appear in the document have been used for identification purposes only and belong to their respective companies. BEYOND TECHNOLOGIES LLC INDIANA Suite 305, 8N 3rd Street, Lafayette, IN Website: contact@beyondintranet.com Copyright Beyond Intranet All Rights Reserved ii

3 About this Document Purpose This guide has been written to help you understand and use the Employee Directory add-in. It presents the functional capabilities and operational details of Employee Directory and contains the procedures that you should know for performing your business tasks using the add-in. Intended Audience This guide is intended for all the users of the add-in on SharePoint who are seeking to locate and contact their employees on a single platform. Products Supported SharePoint SharePoint Online Version Supported This user guide is relevant in all manner to explain and elaborate the functionalities which are available on our Enterprise, Enterprise Plus, Global and Global Plus versions of the Employee Directory add-in. Copyright Beyond Intranet All Rights Reserved iii

4 Contents 1. Introduction Features of Employee Directory Add-In User Roles and Access Rights User Roles Access Rights Version Comparison Getting Started Installation of the Employee Directory Add-in Employee Directory- Dashboard Configuration settings Configuration Page Access Settings on Employee Directory Configurations page Basic Settings Advanced Settings Organizational Chart settings Theme and Display settings Background color Theme color Presence Indicator Show Manager Show No Employee On Load Show Export to Excel Template for Cards Default view Creating a view with the default template type Colored Header View Creating a view with colored header template type Copyright Beyond Intranet All Rights Reserved iv

5 3.4.3 Vertical View Creating a view with vertical view template type Compact View Creating a view with Compact view template type Protocol/ Security settings Protocol Settings Configuration access control Communication Icons on Card View Picture and Template Settings Template settings List View Creating a List View Business card view Creating a view with Business Cards template type Icon View Creating a template view with Icon template type Phone Number Field Profile Picture settings Directory Users Set and Data Settings Allowed domains name Exclude user names from showing up Exclude names by department Preferred Name Filter Settings Add Department Filters Add Location Filter Add Scroll-bar inside the app part Filter style Global Filter Extra Fields Available on Cards View Add a new property on card View Copyright Beyond Intranet All Rights Reserved v

6 3.10 Extra Fields Available on List View Column settings on Printed List page Column settings on the List page Column Mapping and ordering Language Settings Set Directory to pre-defined default language Auto Detect User Preference Language Set Directory to any new custom language Analytics Settings Set default analytics retention period Using Employee Directory Searching and viewing contacts Text box search Department and location filter Changing temporary view of contacts List View Business Card view Export to Excel Communication with other employees To begin chat To begin ing To begin call Presence Indicator Printing the Employee Directory Adding an App Part Adding an App Part in Modern Page Adding an App Part in Classic Page Employee Directory App Part Employee Search Box Frequently Asked Questions Beyond Intranet Mobile App Copyright Beyond Intranet All Rights Reserved vi

7 7.1 Introduction Purpose Devices supported Version information Installation and Login Getting Started Home page Main Menu Home Page view List View Icon view Abbreviation Index for quick access Employee Detail Page Detail Page View Action Icons Call Chat Add to Phone book Search Panel Text box search Filter search Logout Copyright Beyond Intranet All Rights Reserved vii

8 Table of Figures Figure 1: Installation process - Employee Directory... 4 Figure 2: Site Contents page... 5 Figure 3: SharePoint Store... 5 Figure 4: Final Installation step... 6 Figure 5: Employee Directory Dashboard... 6 Figure 6: Home page of the add-in... 8 Figure 7: Configuration page... 9 Figure 8: Basic Settings page Figure 9: Advanced Settings Figure 10: Different sections on Configration Page Figure 11: Organizational Chart settings Figure 12: Employee Card View Figure 13: Card Details Figure 14: Custom Fields on Card Figure 15: Theme and Display Settings Figure 16: Background color Figure 17: Save changes Button Figure 18: Background color tab Figure 19: New Background color Figure 20: Theme color settings Figure 21: New theme color Figure 22: Presence Indicator Figure 23: Show Manager Figure 24: Indicators Figure 25: Default View Figure 26: Colored Header View Figure 27: Vertical View Figure 28: Compact View Figure 29: Template for cards Figure 30: Protocol/ security settings Figure 31: Configuration access control Figure 32: Communications icon in icon view Figure 33: Communications icon indicator Figure 34: Auto Suggestion on search panel Figure 35: Picture and Template settings Figure 36: List View Figure 37: Picture and Template settings Figure 38: Business Card View Figure 39: Default Business Card View settings Figure 40: Icon View Figure 41: Default Icon View settings Figure 42: Default Phone number display settings Figure 43: Profile Picture source settings Figure 44: Directory users set and Data settings Figure 45: Allow Domain Name Figure 46: Restrict domain names Figure 47: Excluding employee names settings Figure 48: Excluding employee names (with all entries) Figure 49: Excluding employee names (with removed entries) Figure 50: Preferred name settings Figure 51: preferred names results Figure 52: Filter settings Figure 53: Filter View (left navigation) Figure 54: Filter View (top navigation) Figure 55: Filter View disabled Copyright Beyond Intranet All Rights Reserved viii

9 Figure 56: Filter View by department Figure 57: Filter View by Location Figure 58: Scrollbar Figure 59: Filter Location Figure 60: Filter on Left navigation Figure 61: Global filter settings Figure 62: Global filter list view Figure 63: Global Filter - results Figure 64: Settings on Extra fields in card View Figure 65: Extra fields in card View (before implementing) Figure 66: Extra fields in card View (after implementing) Figure 67: Fields in list View Figure 68: Settings on Extra fields in list View Figure 69: Settings on Extra fields in list View (with new property) Figure 70: List View (with new property) Figure 71: Print Icon Figure 72: Choosing columns on print List Figure 73: Choosing columns on print List (1) Figure 74: Column settings on the list page Figure 75: Indicators for fields on list page Figure 76: Selecting columns in list page Figure 77: List View with customized columns Figure 78: Column mapping Figure 79: Default sort by Figure 80: Default order direction Figure 81: Language settings Figure 82: Language List Figure 83: Language Mapping list Figure 84: Adding mapped ControlIDs Figure 85: Analytics Dashboard Figure 86: Analytics Settings Figure 87: Search panel Figure 88: Search options Figure 89: Search results Figure 90: Filter search boxes Figure 91: Modify View icons Figure 92: List View Figure 93: Data sorting Figure 94: Business card view Figure 95: Export All Contacts Figure 96: Export Filtered Contact List Figure 97: Communications icons Figure 98: Instant ing Figure 99: Presence indicators Figure 100: Print icon Figure 101: Modern Page Figure 102: Add New App Part Figure 103: App Part Selection Figure 104: Classic Page Figure 105: Adding an App Part Figure 106: Employee Directory App Part Figure 107: Employee Search Box App Part Figure 108: Employee Search Box Setting Figure 109: Installation Process Figure 110: Domain name Figure 111: Microsoft Login ID Figure 112: Home Page Copyright Beyond Intranet All Rights Reserved ix

10 Figure 113: Main Menu Figure 114: List View Figure 115: Icon View Figure 116: Contact Detail page Figure 117: Action Items Figure 118: Search Panel Figure 119: Search Options Copyright Beyond Intranet All Rights Reserved x

11 1. Introduction Welcome to Employee Directory SharePoint Add-In provided by Beyond Intranet. Employee Directory makes your life easier if you have to manage information of your office employees at one place and want to quickly access them anytime. The add-in is available and can be used on any web or mobile devices. It is amazing and one of its kind when it comes to locating information of any of your office staff in a single click. Just search them either by name, location, department or job title. As the add-in is integrated with Skype for Business and other ing applications- you can easily call employees on skype or chat or them without leaving the directory platform. We have also taken care of your need to customize the look and feel of the product as you would like to view it. Contact list can be viewed in icon, list and card view with any color combination you prefer. Display information is also flexible. What else are you looking for now? This User guide gives you a detailed information about how you can use the configuration section of this add-in. Let s get started! 1.1 Features of Employee Directory Add-In The Employee Directory add-in is facilitated with following interesting features: User can view all the relevant details of employees like name, , phone number, location, department etc. arranged in icons, cards or list view. Do Skype call to any employee without leaving employee directory platform as it is integrated to the Skype for business applications. Do live chat with any user on the Employee Directory platform itself. Send instant s to any employee directly from the add-in. Find direct links to user profiles in Delve. Seamless integration with mobile platforms. Login using your Office 365 credentials. The mobile app works offline as well. View Directory in Multiple custom languages Birthday reminder App Part is available free with paid versions Organizational Chart Add-in available on free and paid versions Copyright Beyond Intranet All Rights Reserved 1

12 1.2 User Roles and Access Rights Employee Directory is useful for office employees to keep them connected. The platform is facilitated to be used by everyone and anyone within an organizational hierarchy in any company. User roles and access rights can be defined as per the user level in hierarchy and can be demarcated for management, administrator and employees. We have discussed the most commonly used roles and access rights which are needed by any typical organization User Roles The two most common user types for the Employee Directory are as follows: 1) Administrator 2) Users 1) Administrator Access Rights a. Viewing contacts in the Employee Directory. b. Searching contacts using different data combinations. c. Doing live chat, call or to any employee within the Employee Directory. d. Changing temporary as well as default view of contacts to list, card or icon view. e. Checking online or offline status of employee using presence indicators. f. Printing employee contacts with customized columns. g. Giving configuration access to any other user. h. Displaying data from user profiles into the Directory i. Access to changing default configuration settings. j. Adding or removing listed or new properties for display. k. Modifying or removing employee data as needed. l. Changing theme or background color of the directory. m. Setting default domain name for importing data. n. Hiding or showing communications icon. o. Customizing columns in list or card view. p. Changing employee profile picture and its settings. q. Modifying filter settings. r. Setting default preferred list of contacts. s. Set default custom language of Directory as per requirement t. Set custom settings for Organizational chart add-in 2) Users a. Viewing contacts in the Employee Directory. b. Searching contacts using different data combinations. c. Doing live chat, call or to any employee within the Employee Directory. d. Changing temporary view of contacts to list, card or icon view. e. Checking online or offline status of employee using presence indicators. f. Printing employee contacts with pre-set columns. Copyright Beyond Intranet All Rights Reserved 2

13 1.3 Version Comparison Employee Directory Version Comparison Version Free Global Global Plus Intended team size Unlimited Unlimited Bundled Mobile app X Free Free Location filters X Multiple Domain support X Exclusion Filters Limited Department filters X Automatic Presence Indicators* X Configuration section App Properties Single List Single List List View X Print Option X Export to Excel X Only FAQ Support** access Feature Enhancements X Regular Regular Themes*** X Option to customize# X Design and Functional Level Design and Functional Level Default view selection X Ability to switch templates X Multilingual Support X Birthday Reminder App Part Organizational Chart Add-in Azure AD Connect* X X *the Skype based "Presence Indicator" is a control that is built by the Microsoft, Firefox and web kit based browsers have stopped supporting it for security and performance reasons. Hence only windows based browsers would support this. This may change in future depending on which browser supports this. **Support would be scoped to Installation and Configuration Level. *** Would be released soon # Paid In this document we have described the Global Plus version. *To get Azure AD Connect configured into your environment, please contact our help desk by sending your details on following link: Copyright Beyond Intranet All Rights Reserved 3

14 2 Getting Started Access to Employee Directory is limited to authorized users. To use it, you must first log on to Microsoft account using your user ID and password. On logging in, it allows you to start any of the modules to which you have access rights. 2.1 Installation of the Employee Directory Add-in Before you start to understand the functional aspects of the Employee Directory Add-In, let us understand the steps for installing it from the Office 365 SharePoint store as follows: 1. Login to your office 365 SharePoint user or use URL mentioned below: 2. Go to Site contents from the quick launch or go to the gear icon and click on Site contents tab available in the dropdown. Figure 1: Installation process - Employee Directory 3. In the Site contents click on New and App. Or if you are using Classic SharePoint then Go to add an app. Copyright Beyond Intranet All Rights Reserved 4

15 Figure 2: Site Contents page 4. Go to the SharePoint store. Figure 3: SharePoint Store 5. Search for Employee Directory Global Plus version of the app on the store. Copyright Beyond Intranet All Rights Reserved 5

16 Figure 4: Final Installation step 6. Click on the app to open up its details page. 7. Sign in to your Microsoft account using either personal mail or Skype credentials. This will not accept Office 365 account as it is working on windows live site. 8. Once signed in, you can make payment, Install the add-in on your computer and start using. 2.2 Employee Directory- Dashboard The dashboard of the Employee Directory gives you access to following features: 1. Various search panels 2. Icons to control view and customization of data 3. Settings icon which navigates further to Beyond Intranet website, to support team, contact support through website and configurations button. Figure 5: Employee Directory Dashboard Copyright Beyond Intranet All Rights Reserved 6

17 Copyright Beyond Intranet All Rights Reserved 7

18 3 Configuration settings On the home page of the Employee Directory you can find a settings icon near the extreme top right hand side scroll bar. Clicking on the gear icon opens up a Tile page where you will find navigation to: 1. Employee Directory web-part 2. Birthday Reminder App part 3. Organizational Chart add-in 4. Configuration settings 5. Beyond Intranet Mobile app 6. Check your Shopping cart 7. Contact us page 8. Employee Directory manual 9. Visit Beyond Intranet Figure 6: Home page of the add-in Copyright Beyond Intranet All Rights Reserved 8

19 3.1 Configuration Page Access To access the configurations page and make changes in the default settings it is important that user have authority to do so. By default, only admin is allowed to make changes in settings. Also, admin can allow access by adding various other users to the settings access tab. We will explain further in the guide where this access can be extended to other users. When user clicks on the Configurations icon page depicted below is opened. Figure 7: Configuration page Copyright Beyond Intranet All Rights Reserved 9

20 3.2 Settings on Employee Directory Configurations page Employee Directory configurations page consists of different sections for controlling various kind of settings. Each section further is divided into Basic, Advanced and Organizational Chart settings. Setting options on Configuration settings: a) Basic b) Advanced c) Organizational Chart settings. Let us understand the configuration settings available under each option Basic Settings All those configuration settings which users would like to visit frequently or change frequently are available under Basic settings. These basic settings are also available on Advanced settings so when user changes any settings here on Basic tab, it automatically gets updated on the Advanced settings tab as well. While there are some common settings also which when applied in basic, also reflect on the Organizational Chart tab. We will learn more about these common settings later in this guide. Figure 8: Basic Settings page Copyright Beyond Intranet All Rights Reserved 10

21 3.2.2 Advanced Settings Advanced settings are the main settings which are done usually once to fix lot of configuration settings related to display, configuration mapping of fields, search and filtering text and so on. Check out all the possible settings which ca be done in advanced setting tab. 1) Theme and Display settings 2) Template for the cards. 3) Protocol/Security settings 4) Picture and Template settings 5) Directory Users Set and Data settings 6) Filter settings 7) Extra Fields Available on Cards view 8) Extra Fields Available on List View 9) Choose the columns that you want on the printed list page 10) Choose the columns that you want on List view 11) Column mapping and ordering 12) Language settings 13) Analytics Settings Figure 9: Advanced Settings Copyright Beyond Intranet All Rights Reserved 11

22 Copyright Beyond Intranet All Rights Reserved 12

23 Figure 10: Different sections on Configration Page Copyright Beyond Intranet All Rights Reserved 13

24 3.2.3 Organizational Chart settings To configure settings on Organizational chart- user have to do configuration of some common settings available in Basic or advanced settings Like: Exclude name Exclude Department Global Filters Location Field mapping Admin So if user makes any changes in the above five settings- they are applied on both Employee Directory add-in as well as on Organizational chart add-in. While some settings are exclusively available for organizational Chart only like: a) Customize the top user in Org b) Show employees without manager c) Alternate user color d) Show Fields on cards a) Customize the top user in Org Figure 11: Organizational Chart settings User can add any name here in the box which he wants to be top most in hierarchy, i.e. from which he wants the Organizational Chart tree to begin with. Simply add the name of the user in the box and save changes. b) Show employees without manager Toggle the button to on or off if user wants to display or hide the employees who are not associated with any manager. c) Alternate User color Copyright Beyond Intranet All Rights Reserved 14

25 Sometimes, there are two reporting managers defined for a single employee. One will b his primary or main manager and other one is his secondary manager. In such case- his card showing under secondary manager will be displayed in an alternate user color. d) Show Fields on cards This is one of the most important features of customization on Organizational chart. Details of each employee displayed on the Org chart is mentioned on a card which is as depicted in image below: Figure 12: Employee Card View Now if user wants to check out the detailed information on each card, they need to click on the card icon on the top right of the specific employee card. Figure 13: Card Details All the information appearing on the card can be customized with the help of this option Show fields on cards. User can add a new field by clicking on Add button. And then enter the Field display name and mapped field name. To edit the existing field name- click on the pencil icon and make changes. To Delete the field name, click on the trash bucket and save changes. Figure 14: Custom Fields on Card Copyright Beyond Intranet All Rights Reserved 15

26 3.3 Theme and Display settings User can change the background color of the display, theme color of the directory and control the presence indicator for each employee from this section in settings. Let us understand how! Figure 15: Theme and Display Settings Background color Background color is the base color of the cards or icon view display. For example- A transparent color is used on the background of the card view in the figure below. Copyright Beyond Intranet All Rights Reserved 16

27 Figure 16: Background color Now let us change the background color of the contact display cards to pink. Steps for the process are: 1. Go to settings icon and on configuration settings tile 2. In Theme and Display settings - click on Choose background color tab. 3. Select the desired color from the color palate. 4. Save changes in settings from the save icon available on top right corner on the label bar or on the end of the configurations page. Figure 17: Save changes Button Figure 18: Background color tab Copyright Beyond Intranet All Rights Reserved 17

28 As we changed the background color of the contacts to pink, we got the view as depicted below. Figure 19: New Background color So, that s how we can change the background color of our directory contact display page. Copyright Beyond Intranet All Rights Reserved 18

29 3.3.2 Theme color Theme color refers to the overall color scheme of the directory. Usually corporates have their pre-defined color scheme which goes on company logo or names. Companies can customize the overall view of their Employee Directory with the color scheme of their own choice. Let us see how this is possible. Steps for the process are: 1. Go to settings icon and on configuration settings tile. 2. In Theme and Display settings - click on choose theme color tab. 3. select the appropriate color from the color palate. 4. Save changes in settings from the save icon available on top right corner on the label bar or on the end of the configurations page. Check out the theme color: prior to changing it, the directory masthead is blue. Figure 20: Theme color settings Now let us change it to Lime green color code for lime green is- #32CD32 Copyright Beyond Intranet All Rights Reserved 19

30 3.3.3 Presence Indicator Figure 21: New theme color If you want to know the availability or online status of your employees- just keep the presence indicator on and you will be able to see the live status of the employees. Steps to the process are: 1. In Theme and Display settings - toggle the Presence Indicator button on. 2. Save changes in settings from the save icon available on top right corner on the label bar or on the end of the configurations page. If still you are unable to see the indicator on, follow steps below. 3. On IE 10 or above version, click on the Tools Icon (cogged wheel) < select Internet Options< Go to security Tab< click on trusted sites< Click on site settings. 4. Add " to the trusted sites location in the internet options. Refresh the page. The presence indicator is a special control which works only on Internet Explorer. Make sure that the Skype for business client application is signed in by the user. This can be done by the network administrator at the network level. The online- offline statues of the employees are picked up from the Skype for business and changes reflect in real time. Copyright Beyond Intranet All Rights Reserved 20

31 Figure 22: Presence Indicator Show Manager If you want to view the employee supervisor name also on the card icon, then put this indicator on. To have more understanding on how to map supervisor field in Mapping supervisor field in SharePoint search for employee directory read the instructions here. Copyright Beyond Intranet All Rights Reserved 21

32 Figure 23: Show Manager Show No Employee On Load If by default you don t want to see any card on the home screen you can enable this indicator. If this is enabled, no card will be displayed upon opening the Employee Directory add-in. Cards will be displayed only when they are searched and match the required criteria Show Export to Excel This indicator let you choose if export to excel button should be shown or not. Export to excel button will be shown only if this is enabled. If you choose not to show this you can simply disable this indicator. Figure 24: Indicators 3.4 Template for Cards Copyright Beyond Intranet All Rights Reserved 22

33 Employee Directory add-in allows you to choose different templates for the cards view of the contacts displayed. The add-in comes with four different template options Default View Colored Header View Vertical View Compact View Contacts in the Employee Directory card view can be viewed in four different template views. The configuration settings allow the user to set different view format. Let us learn how this is possible Default view Default view gives most of the information about the employee at a single page. The user can display profile picture, name, and all customized information on the cards. Also one can call on Skype, chat or to the employee from this card itself. Card display has a look as depicted below Creating a view with the default template type Steps to creating Icon template view are as follows: 1. Go to setting icon and on configuration setting icon. 2. In Template for the Cards - click on Default View from the drop-down. 3. Save changes in settings from the save icon available on the top right corner on the label bar or on the end of the configurations page. Figure 25: Default View Colored Header View Colored Header view allows you to change the color of the header of the card. Get the card with color to make the cards screen look more attractive. Copyright Beyond Intranet All Rights Reserved 23

34 Card display has a look as depicted below Creating a view with colored header template type Steps to creating Icon template view are as follows: 1. Go to setting icon and on configuration setting icon. 2. In Template for the Cards - click on Colored Header View from the drop-down. 3. Save changes in settings from the save icon available on the top right corner on the label bar or on the end of the configurations page. Figure 26: Colored Header View Vertical View Vertical view allows you to change the alignment of the cards. Get the card vertically aligned to have an expanded view of the card. Card display has a look as depicted below. Copyright Beyond Intranet All Rights Reserved 24

35 Creating a view with vertical view template type Steps to creating Icon template view are as follows: 1. Go to setting icon and on configuration setting icon. 2. In Template for the Cards - click on Vertical View from the drop-down. 3. Save changes in settings from the save icon available on the top right corner on the label bar or on the end of the configurations page. Figure 27: Vertical View Compact View Compact view allows you to see more cards in a compact view so one has the possibility to view a number of employees on a single screen. You can hover over a card and view complete details about an employee. Card display has a look as depicted below Creating a view with Compact view template type Steps to creating Icon template view are as follows: Copyright Beyond Intranet All Rights Reserved 25

36 1. Go to setting icon and on configuration setting icon. 2. In Template for the Cards - click on Compact View from the drop-down. 3. Save changes in settings from the save icon available on the top right corner on the label bar or on the end of the configurations page. Figure 28: Compact View If you are looking to customize the fields appearing on the card view templates, then it can happen with the help of making changes in the HTML tags from this section of the configuration section. The changes can be done by any technical person only who should have knowledge of HTML language. You can make changes in the title of static and variable values both. Changes in Font type, font size, as well as the color of the text appearing on the card, can be made by making changes in the HTML tag. If by mistake, you have committed an error in the tag or the result is not as per your requirement, you can click on the Reset button to reset the template to its default value. The reset button is given on the right-hand side if the box. Copyright Beyond Intranet All Rights Reserved 26

37 Figure 29: Template for cards Copyright Beyond Intranet All Rights Reserved 27

38 3.5 Protocol/ Security settings This type of settings allows user to give configuration access to other users. At the same time users can control profile picture protocol settings, display of communication icons and auto search suggestions. Check out how! Protocol Settings This feature is more suited for on premise users. Figure 30: Protocol/ security settings Configuration access control Master admin can add as many IDs in this tab to give configuration access to other users as needed. Follow steps as mentioned under to give configuration access control to other users. 1. In Protocol/ security settings - click on Enter Names or Address to show Configuration tab. 2. Enter either user name or ID to whom configuration rights have to be given. However, make sure, the user should be listed in the Employee Directory. 3. Save changes in settings from the save icon available on top right corner on the label bar or on the end of the configurations page. Figure 31: Configuration access control Copyright Beyond Intranet All Rights Reserved 28

39 3.5.3 Communication Icons on Card View Employee Directory gives you handy feature of contacting your employees through live chat, phone call or instant without leaving the directory page. Communications icon are available for each employee only card or icon view only. Observe the three highlighted icons under the employee profile picture in the icon view below. The three icons allow you to: Figure 32: Communications icon in icon view 1) Start Skype for business chat with the respective employee 2) Send instant to the respective employee 3) Skype call with the respective employee If you turn on the Communications Icon indicator- the chat, call and icons will be visible on the card and icon view while to hide the three icons, simply turn off the indicator. Figure 33: Communications icon indicator Copyright Beyond Intranet All Rights Reserved 29

40 3.5.4 Save search for auto suggestion This indicator helps to render auto suggestions on the various search panels available on the Employee Directory dashboard. The searches can be made on employee name, location, department or on job title. Steps to the process are: 1. Turn on the Auto Suggestion indicator on the Protocol/ security settings. 2. Save changes in settings from the save icon available on top right corner on the label bar or on the end of the configurations page. 3. As you start typing in the first three alphabets of the name/ department/ title or location- suggestions available in the directory will be displayed in the drop down and you can select the intended one. Figure 34: Auto Suggestion on search panel Copyright Beyond Intranet All Rights Reserved 30

41 3.6 Picture and Template Settings Employee Directory add-in allows you to customize the view of the contacts displayed. Also in this section of settings, user can set default source of phone number and profile picture settings Template settings There are three kinds of view available here. List view Business card view Icon view As their name suggests, contacts in the Employee Directory can be viewed in either list or card or icon format. The configuration settings allow user to set customized default view format. Let us learn how this is possible. Figure 35: Picture and Template settings Copyright Beyond Intranet All Rights Reserved 31

42 List View List View simply lists down employee name with required fields and data in a simple table format. However, you can control which fields you want to display and which can be hide. Figure 36: List View Creating a List View Steps to creating a list view are as follows: 1. Go to settings icon and on configuration tool icon. 2. In Picture and Template settings - click on Default View (on load) tab. 3. Select List from the drop down. 4. Save changes in settings from the save icon available on Top right corner on the label bar or on the end of the configurations page. Copyright Beyond Intranet All Rights Reserved 32

43 Figure 37: Picture and Template settings Copyright Beyond Intranet All Rights Reserved 33

44 Business card view Business card view gives most of the information about the employee at a single page. User can display profile picture, name, and all customized information on the cards. Also one can call on Skype, chat or to the employee from this card itself. Card display has a look as depicted below. Figure 38: Business Card View Creating a view with Business Cards template type Steps to creating a template view for business card view are as follows: 1. Go to setting icon and on configuration tool icon. 2. In Picture and Template settings - click on Default View (on load) tab. 3. Select Template from the drop down. 4. From the second tab Template Type - select Cards from the drop down Copyright Beyond Intranet All Rights Reserved 34

45 5. Save changes in settings from the save icon available on top right corner on the label bar or on the end of the configurations page. Figure 39: Default Business Card View settings Copyright Beyond Intranet All Rights Reserved 35

46 Icon View Icon view allows you to just get the profile picture with contact buttons so one has possibility to view number of employees on single screen. Figure 40: Icon View Creating a template view with Icon template type Steps to creating Icon template view are as follows: 1. In Picture and Template settings - click on Default View (on load) tab. 2. Select Template from the drop down. 3. From the second tab Template Type - select icon from the drop down. 4. Save changes in settings from the save icon available on top right corner on the label bar or on the end of the configurations page. Copyright Beyond Intranet All Rights Reserved 36

47 Figure 41: Default Icon View settings Phone Number Field User can select which phone number can be kept as default phone number for display using this drop down selection How to set Phone number selection? Steps for settings up default phone number are: 1. In Picture and Template settings - click on Phone Number Field tab. 2. There are two options available. Choose whether to set Mobile number or Work Phone number as a default. 3. Select one from the drop down. 4. Save changes in settings from the save icon available on top right corner on the label bar or on the end of the configurations page. Figure 42: Default Phone number display settings Copyright Beyond Intranet All Rights Reserved 37

48 3.6.3 Profile Picture settings The add-in automatically picks up the profile pictures uploaded by employees either on outlook, on the SharePoint user profile or SharePoint Online. So before the Employee Directory is opened admin should ensure if pictures are updated and on which platform Set profile Picture source To render directory pictures either with Outlook, with SharePoint user profile, SharePoint Online or with all these follow the steps mentioned below. 1. In Picture and Template settings - click on Picture source tab. 2. There are four options available. User has to choose among these available options as a default for Picture source. Picture sources available are All, Outlook, User Profile and SharePoint Online. 3. Select one from the drop down. 4. Save changes in settings from the save icon available on Top right corner on the label bar or on the end of the configurations page. Figure 43: Profile Picture source settings Set profile Picture from Custom source If you are not using Outlook or Delve for profile pictures- we have an option to add pictures from Custom option in Picture Source under Picture and Template Settings at Configuration page. Just follow the below steps to get pictures from a custom SharePoint library: 1. Create a Picture Library on the SharePoint site. 2. Upload all profile pictures of your Directory users in this picture library. 3. There is a fixed file name which you can use in order to save pictures in this library. 4. Use same extension for all the images. If you are using.png then all images should have.png extension. 5. Create all picture name as <FirstName_LastName.png> or <FirstName.png> and save in the library. All picture name formats should be same. 6. Open Picture Library and copied URL till the picture library name including /. Suppose copied URL is 7. If you are using a FirstName.png pattern for user profile picture, then URL will be 8. Go to the configuration page and select Custom option from the drop down in the Picture Source tab. 9. Now you will get a text box under picture source. Paste the above URL here Copyright Beyond Intranet All Rights Reserved 38

49 10. Save changes in settings from the save icon available on Top right corner on the label bar or on the end of the configurations page. Copyright Beyond Intranet All Rights Reserved 39

50 3.7 Directory Users Set and Data Settings This section comes very handy when it is required to manage large databases of employees. We need to exclude irreverent data when employees leave the organization or their domain names change or preferred name changes. These all requirements are addressed in the tab called Directory Users Set and Data settings. Let us understand one by one. Figure 44: Directory users set and Data settings Allowed domains name Sometimes our employee data in Office 365 contains multiple domain names on the IDs. So, to display employee data with all the domain names just put an asterisk sign (*) in the tab or mention name of specific domain name if you want data with regard to only one. You can also put two or more domain names separated by commas to give filtered results. This will be part of your default settings Create list with all domain name 1. In Directory Users Set and Data setting - click on allowed domain name tab. 2. Simply put asterisk sign (*) 3. Save changes in settings from the save icon available on top right corner on the label bar or on the end of the configurations page. Figure 45: Allow Domain Name Copyright Beyond Intranet All Rights Reserved 40

51 Create list with one or two specific domain names 1. In Directory Users Set and Data setting - click on allowed domain Figure 46: Restrict domain names name tab. 2. Simply add the two domain names (with.com) separated by comma only. 3. Save changes in settings from the save icon available on Top right corner on the label bar or on the end of the configurations page Exclude user names from showing up Some times when employees leave office or their data is modified, we need to exclude employee names from showing up in the directory. Let us understand how we can do this. 1. In Directory Users Set and Data setting - click on excluded names with comma separated tab. 2. Simply add names or a part of name which has to be excluded in the list. These names need not be full names of users, just part of their names would be enough. Just add a name with a comma separated value and repeat for all the names you want to remove from the list. 3. Save changes in settings from the save icon available on top right corner on the label bar or on the end of the configurations page. Figure 47: Excluding employee names settings Let us understand it in more detail with help of an example. You can see name of employee Ben Nivision in the icon view. Let us now add user name Ben Nivision in the excluded list and see what happens. Copyright Beyond Intranet All Rights Reserved 41

52 Figure 48: Excluding employee names (with all entries) Copyright Beyond Intranet All Rights Reserved 42

53 In the next screen shot, review that user Ben Nivision s entry have been removed from the directory. Figure 49: Excluding employee names (with removed entries) Exclude names by department Specify the exact names of departments which you do not want to show in the directory. Steps to exclude names by department are as follows: 1. In Directory Users Set and Data setting - click on excluded department with comma separated tab. 2. Simply add department names or a part of name which has to be excluded in the list. Add department name with a comma separated value and repeat for all the names you want to remove from the list. Pl. note that this is case sensitive. 3. Save changes in settings from the save icon available on top right corner on the label bar or on the end of the configurations page. Copyright Beyond Intranet All Rights Reserved 43

54 3.7.4 Preferred Name This feature is just like one of the feature in Skype for business which is called Frequently used contact list. It comes handy when you have to frequently use the Employee Directory to access some preferred names of employees, department, location etc. Using the Preferred list tab, you can set your default display contacts on the first loading of page. Steps to the process are as follows: 1. In Directory Users Set and Data setting - click on preferred name tab. 2. If you want to add employees name in the preferred list- add Preferred name:<name of the employee> or Preferred name:<few initial alphabets> followed by * sign> Example: Preferredname:ben* 3. Save changes in settings from the save icon available on top right corner on the label bar or on the end of the configurations page. All names of contacts starting with ben will be displayed in the Preferred list by default. Figure 50: Preferred name settings Figure 51: preferred names results Copyright Beyond Intranet All Rights Reserved 44

55 3.8 Filter Settings One of the most important function of any directory is its ability to process quick filtered searches. So Employee Directory allows users to customize lot of search and filter options as per their demand and need. Filter settings panel allows you to change default filter settings configuration and this is extremely easy too. Check out how! Figure 52: Filter settings Keeping department filters and location filters on by default will allow you to view and access names of all department and employee locations on the directory dashboard itself. Refer to the screen shot below: Figure 53: Filter View (left navigation) Copyright Beyond Intranet All Rights Reserved 45

56 Figure 54: Filter View (top navigation) You can see that names of all department (Management, Sales & Marketing, IT- Software, Testing QA etc.) and location names are visible on the main page. Clicking on any of these boxes will automatically filter out data based on your selection. However, if you turn this feature off the department and location names will disappear and you can now manually search data in search pane. Copyright Beyond Intranet All Rights Reserved 46

57 Figure 55: Filter View disabled Copyright Beyond Intranet All Rights Reserved 47

58 3.8.1 Add Department Filters Steps to add department filters are as follows: 1. In the Filter settings - click on Add Department Filter to put it on. 2. Save changes in settings from the save icon available on top right corner on the label bar or on the end of the configurations page. Figure 56: Filter View by department Add Location Filter Steps to add location filters are as follows: 1. In the Filter settings - click on Add Location Filter to put it on. 2. Save changes in settings from the save icon available on top right corner on the label bar or on the end of the configurations page. Figure 57: Filter View by Location Copyright Beyond Intranet All Rights Reserved 48

59 3.8.3 Add Scroll-bar inside the app part This feature comes handy when your employee contact list is very long and you have to use a smaller display window for the employee Directory. Simply put on the scrollbar indicator on to get a scroll bar within the display list of contacts. Just observe the new scrollbar appearing within the Employee Directory to give a quick view of contacts even in a smaller window Filter style Figure 58: Scrollbar With help of Filter style user can change filter buttons location on the add-in home page. Filter buttons can either be moved to: the left navigation or on the top of the cards or icon. Figure 59: Filter Location Copyright Beyond Intranet All Rights Reserved 49

60 3.8.5 Global Filter Figure 60: Filter on Left navigation Sometimes we need to exclude employee names without deleting their Office 365 account or other documents. In such cases global filter option comes handy. Global filters remove all data for which entry is null. On default note- it is set to name of the employee. This means no new data can be added in directory without a name. Similarly, if you want to exclude all data in which department name/ location/ job title or field is blank, just set the drop down to the relevant selection and save setting changes. Figure 61: Global filter settings Let us follow steps as below and checkout results: 1. In the Filter settings - click on Global filter drop down. 2. Select option of name/ department/ location/ Job title or which you want to exclude if empty. 3. Save changes in settings from the save icon available on Top right corner on the label bar or on the end of the configurations page. Copyright Beyond Intranet All Rights Reserved 50

61 Before setting the Global filter - List view is as below. Let us now set Global filter to department name and see results. Figure 62: Global filter list view Copyright Beyond Intranet All Rights Reserved 51

62 All entries with blank field in Department has been removed. Figure 63: Global Filter - results Copyright Beyond Intranet All Rights Reserved 52

63 3.9 Extra Fields Available on Cards View With this function user can control information to be displayed on card view. By Default settings, information like name, job title, location, , contact and mobile number is displayed on employee card. Now let us understand, how we can add new fields such as employee birthday on the card Add a new property on card View Figure 64: Settings on Extra fields in card View Steps to add a new property on card view are as follows: 1. In the section Extra Fields Available on Cards View - click on Managed Properties tab. 2. Add the name of the new field you would like to see on the card with a comma-separated list. 3. Add the Display name of that field in the Display tab as it should be shown on the card. 4. Save changes in settings from the save icon available on the top right corner on the label bar or on the end of the configurations page. All managed properties can directly be added to the Employee Directory. Please ensure that the property which you want to add on card- should be available in managed property group, else you follow steps below to add a new property to managed section: 1. Go to SharePoint Admin > Search > Manage Search Schema. 2. Map the People:SPS-Birthday property in the Crawled Properties list to RefinableDate00 property in the Managed Properties and alias it as a birthday. 3. Now you can use birthday in the extra managed properties and have it displayed in Employee Directory. Copyright Beyond Intranet All Rights Reserved 53

64 Figure 65: Extra fields in card View (before implementing) Figure 66: Extra fields in card View (after implementing) Copyright Beyond Intranet All Rights Reserved 54

65 3.10 Extra Fields Available on List View With this function on configuration settings, the user can control and change information to be displayed on the List view. By default settings, information like Name, Job title, Location, , Contact, and Mobile number is displayed. Now let us understand, how we can add new fields such as employee birthday on the list. Figure 67: Fields in list View Steps to add extra fields on list view are as follows: 1. In the Extra Fields Available on List View - click on Managed Properties tab. 2. Add the name of the new field you would like to see on the list with a comma-separated list. 3. Add the Display name of that field in the Display tab as it should be shown on the list. 4. Save changes in settings from the save icon available on the top right corner on the label bar or on the end of the configurations page. Figure 68: Settings on Extra fields in list View Copyright Beyond Intranet All Rights Reserved 55

66 Figure 69: Settings on Extra fields in list View (with new property) List view with changed default settings would appear like as follows- Figure 70: List View (with new property) Copyright Beyond Intranet All Rights Reserved 56

67 3.11 Column settings on Printed List page Before we proceed to elaborate about how to customize your print document of directory, let us look out from where we can print the directory data. On the main page of directory, near the search panel, user can find the icons of customizing view and printing the employee data directly in list view. The last icon stands for sending print command. Figure 71: Print Icon Now let us figure out how we can customize the data appearing on the printed list view. Steps to the process are: Figure 72: Choosing columns on print List 1. In the tab Choose the columns that you want on the printed list page - click on the column name which you want to appear on the printed list view to put them on. 2. Indicator color will signify which column is on and which is off. 3. Save changes in settings from the save icon available on the top right corner on the label bar or on the end of the configurations page. 4. Click on the Print icon near the search panel. Your Directory document preview will be available before you run the final print command. Once you are confirmed about your data- click the Final Print command. Figure 73: Choosing columns on print List (1) Copyright Beyond Intranet All Rights Reserved 57

68 3.12 Column settings on the List page By default settings- when you choose to view your data in list view- following columns appear name, department, job title, phone, , work phone, and location. Figure 74: Column settings on the list page To customize the list view columns as per your need, simply follow the steps as below: Figure 75: Indicators for fields on list page 3 In the Choose the columns that you want on the list view - click on the column name which you want to appear on the list view to put them on. 4 Indicator color will signify which column is on and which is off. 5 Save changes in settings from the save icon available on top right corner on the label bar or on the end of the configurations page. Figure 76: Selecting columns in list page Figure 77: List View with customized columns Copyright Beyond Intranet All Rights Reserved 58

69 3.13 Column Mapping and ordering Column mapping By default, SharePoint s user profile property location is mapped to the property BaseOfficelocation. In case user is importing active directory data into SharePoint, it may be possible that the location value gets imported into OfficeNumber and not to the intended property BaseOfficeLocation. Hence to avoid blank values in the location field, user can change the default mapping of BaseOfficeLocation and set location value to display the content of any other property Default Sort By Figure 78: Column mapping If you wish to sort the employee data by First name or last name and that too in ascending or descending order, then Default sort by tab should prove to be extremely useful to the users. To customize the order of default sorting of names in the Directory list, follow the steps as given under: 1. In the Column Mapping and ordering in ED tab, click on the Default Sort by option. 2. Select First Name or last name from the drop down as per your requirement for sorting. 3. Save changes in settings from the save icon available on top right corner on the label bar or on the end of the configurations page Default Direction Figure 79: Default sort by Use of Default direction comes up when user want to customize the data sorting of employees name with regard to ascending or descending order. Ascending order arranges data from A to Z format while descending order arranges it in z to a format. Copyright Beyond Intranet All Rights Reserved 59

70 Figure 80: Default order direction Copyright Beyond Intranet All Rights Reserved 60

71 3.14 Language Settings This is a new facility we have recently introduced for our Non English speaking customers especially. Now admin have rights to change Employee directory default view in multiple languages and these settings can be done very easily from the configuration section of the add-in. Let s see how to use this multilingual functionality and make changes. For ease of customers- we have provided some in-built languages. Users are free to convert their directory view to any of these directly from the configuration settings in just a single click. Apart from this, we have also provided flexibility to customers to add any other custom language (other than these five languages). There is a onetime process to add other language which we will understand here. User can also set up their Preference language as default language by making changes on the SharePoint Delve page language settings Set Directory to pre-defined default language 1. Click on the configuration icon, go to the section language settings. 2. Click on the drop down selected language and select language of your choice. 3. Click on Save button to Save changes. Refresh the add-in link to update language. Figure 81: Language settings Auto Detect User Preference Language Users can set their preferred language on the SharePoint Delve page to any language of their choice and all the labels on the Employee Directory will be visible in the preferred language. Let us see how we can do it: 1. Go to My Profile tab from your user profile section. 2. Click on update profile Copyright Beyond Intranet All Rights Reserved 61

72 3. Click on the question How can I add additional information? 4. Go to link here 5. Click on the details button 6. Select Language and region from the drop down 7. You can add your preferred language in the My display languages section from here. 8. Select language of your choice and move it to the top of the display list. This is mandatory because user preference will be considered only for the language which is on the top. 9. Click on Save all and close 10. You will notice that your Delve profile is now available in the language you had chosen. 11. Now on the Employee Directory configuration page- go to language settings section. 12. Turn the indicator ON for Auto detect user preference language button. 13. Now to use your preferred language as the display language on the KM page- it is important that the labels of the tool are mapped with the display labels in the new language Set Directory to any new custom language To add a custom language in the list and view Directory in new language follow steps as given below: 1. Click on Language settings tab 2. Go to Click here to add new language button. 3. You will get a SharePoint List of all default language where you can add or edit any language. Figure 82: Language List 4. Click on New Item link. 5. Add your custom language name in the field and save changes. 6. The new language will appear in the language list now. Next step is to map the language with the directory controls. 7. For this- tap on Click here to map language and Fields in the settings tab. 8. Language Mapping list will appear now. Copyright Beyond Intranet All Rights Reserved 62

73 9. In the Language mapping list- each control ID is assigned to a specific display text with respective denoted by- language. 10. Now manually- admin has to recreate each control ID with the display text as it is denoted in his custom language. 11. For this Click on New item link. Figure 83: Language Mapping list 12. Now admin has to translate each display text as it will be called in his custom language. Ex. display name- Employee Directory is called as 従業員ディレクトリ In Japanese Language. Figure 84: Adding mapped ControlIDs Copyright Beyond Intranet All Rights Reserved 63

74 13. Copy each respective Control ID from mapping list and paste in the ControlID field in the New window. 14. Also enter the display name as it is called in the custom language in the field called Display Text. 15. Select your custom language from the drop down in Language name field. 16. Save changes. 17. There are in Total 31 control IDs in the mapping list and Admin will have to enter translated display text for each control id before he can start using the custom language on the directory. 18. Admin will able to view changes on the landing page of the add-in as he keeps updating each control ID. 19. Once this task is complete- set default language of the directory to custom language of your choice and save changes finally. 20. Also note that all the users who are using employee directory on same site collection and domain name will be able to view it in default custom language only Analytics Settings To see the usage pattern of your Employee Directory add-in, you can see the following data analytics information: Page Analytics - pages which are used a maximum number of times. Search Analytics - search keywords which are used most. User Analytics - users who have used Employee Directory the most. Figure 85: Analytics Dashboard Copyright Beyond Intranet All Rights Reserved 64

75 Set default analytics retention period 1. First toggle the capture Analytics button to on. 2. To set default Analytics period in days, tap on the Analytics retention period field box. 3. Enter No. of days for which admin wants to check data, by default. Click on save button to save changes. Figure 86: Analytics Settings Privacy Policy and GDPR Compliance We also follow the privacy Policy and GDPR compliance for using and sharing user data. These policies can be referred on our website or go to following link: Copyright Beyond Intranet All Rights Reserved 65

76 4. Using Employee Directory In the above section of Configuration settings we discussed about how administrator can use, make changes in the default settings of the directory and customize the look and feel as per companies requirement. Now, let us learn more about how a user (generally employees) can efficiently use the Employee Directory and understand each of its function in detail. A general user has access rights to following functions while working on the Employee Directory: 1) Searching and viewing contacts in the Employee Directory. 2) Changing view of contacts to list or card view. 3) Doing live chat, call or to any employee within the Employee Directory. 4) Checking online or offline status of employee using presence indicators. 5) Printing employee contacts with pre-set columns. Let us understand how each function can be conducted in the step by step manner: 4.1 Searching and viewing contacts The Employee Directory dashboard gives any user various options for quick search on employee data base. Searching data in Employee Directory can be done by two ways: Text Box search Department and location filter Text box search The dashboard is facilitated with both - text box search with search preferences as well as department and location filters. Users searching for any random data in the text box must also set their search preference to get appropriate results. The available search preferences are as follows: All Name of the employee Department Location Job title Figure 87: Search panel Copyright Beyond Intranet All Rights Reserved 66

77 Figure 88: Search options All filter allows you to search by various field options. Following are the fields, which you can use in list view. PreferredName BaseOfficeLocation AccountName Department JobTitle WorkPhone PhoneNumber MobilePhone OfficeNumber Skills Steps to process text box search with preference are as follows: 1. To search with name of any employee, click on the Search by name radio button on dashboard. 2. Type the name of the employee in the search box for whom search is intended. 3. Then click on search. 4. Users will get results on the directory dashboard itself. 5. Similarly, if you want to search with department, location or even Job title, select the field with the click on radio button and then search for the required name in the text box. 6. Click on clear button once your search is over to get default data. Review the search made in the screenshot below. Search was made on the name of abiron. Since auto suggestion option was active by default, system understood the requirement even by typing in few initial alphabets only and rendered results. Copyright Beyond Intranet All Rights Reserved 67

78 Figure 89: Search results Department and location filter Filter boxes allow user to do a quick search on two databases: Department Location Figure 90: Filter search boxes Just click on the department name box on which you want to get the employee data. Same is applicable to the filter on location of employees. Copyright Beyond Intranet All Rights Reserved 68

79 4.2 Changing temporary view of contacts There are two kinds of view available to the users in which they can temporarily switch the data display. These are as follows: List View Business card view To modify the view, user has to click on one of the icons available on the dashboard as depicted below: List View Figure 91: Modify View icons List View simply lists down employee name with required fields and data in a simple table format. To get the list view - click on the list view icon which is the first icon on the picture above. Figure 92: List View Data Sorting in ascending and descending order Data sorting in ascending and descending order is one other feature in the list view. For this as user hovers the cursor on the list view header such as name, department, phone number and so on- an arrow appears near that property. Clicking on the arrow renders the sorting of data in ascending or descending order. Copyright Beyond Intranet All Rights Reserved 69

80 Figure 93: Data sorting Business Card view Business card View gives most of the information about the employee at a single page. User can display profile picture, name, and all customized information on the cards. Also one can call on skype, chat or to the employee from this card itself. To get the card view of data user need to click on the Card view icon which is the second icon on the dash board. Card display has a look as depicted below. Figure 94: Business card view Copyright Beyond Intranet All Rights Reserved 70

81 4.3 Export to Excel By using the feature export to excel, you can easily export all the contacts available in the directory to an excel file. You can either export information about all the employees using the All button or you can use various filters available on the basis of which you can sort the contacts that you need to export. To export the complete contact list- click on the export icon which is the last icon on the picture below. Figure 95: Export All Contacts Now, for example, if you want to export the contacts of only those employees that work in a particular department, you can do so by applying the filter. If you select the particular department, say HR, only those employee s information will be exported to the excel file. To export the filtered contact list- select a department from Departments and click on the export icon the last icon on the picture below. which is Copyright Beyond Intranet All Rights Reserved 71

82 Figure 96: Export Filtered Contact List Copyright Beyond Intranet All Rights Reserved 72

83 4.4 Communication with other employees Employee Directory gives you handy feature of contacting your employees through chat or phone call using Skype for business or instant without leaving the directory page. Communications icon are available for each employee on card or icon view only. Observe the three highlighted icons under the employee profile picture in the card view below: The three icons allow you to: Figure 97: Communications icons 1) Start Skype for business chat with the respective employee 2) Send instant to the respective employee 3) Skype call to the respective employee To begin chat Click on Chat icon to begin Skype chat with the respective employee. The browser will ask the user to allow for switching app. User should click on Yes to give permission to open Skype application and begin chat or click on No to hold permission rights To begin ing Click on second icon which resembles mail icon to begin instant ing to respective employee. It is necessary that the user s account should be added in directory database to allow instant connection with the employee. Copyright Beyond Intranet All Rights Reserved 73

84 Figure 98: Instant ing To begin call Click on the third icon which resembles phone to make quick call to the respective employee. This will prompt the browser the ask user if it should open and make call from Google chrome, Skype, Skype for business or any other new application in the play store. The User can select the preferred application to call the respective employee and also make it default app. 4.4 Presence Indicator If presence indicator is activated by the admin on the configurations page, then users can easily find the online and offline status of all the users on the Employee Directory business card and icon view. The presence indicator is a special control, works only on Internet Explorer 9, 10, 11. Make sure that the Skype for business s client application is signed in by the user. Copyright Beyond Intranet All Rights Reserved 74

85 Figure 99: Presence indicators The various colors like red, green, amber and sky blue indicate the same status as they do on the Skype for business platform. Red indicates offline, green indicates available to take message, amber indicates user is away and sky blue indicates if user has not logged in. Copyright Beyond Intranet All Rights Reserved 75

86 4.5 Printing the Employee Directory Users can easily print the data of all or selected (filtered) employees in the list view format only. Button for giving print command is the first to the right button depicted below. Figure 100: Print icon Once you are sure about the employee list and formatting you have done before printing (check in preview), run the final print command. Copyright Beyond Intranet All Rights Reserved 76

87 5. Adding an App Part Employee Directory add-in comes with three app part that includes (i) (ii) (iii) Birthday Reminder Employee Directory Employee Search Box You can set an App Part in a few simple steps. There are different steps of adding an app part in modern and classic share point page. Let s see how can you do that in few simple steps. 5.1 Adding an App Part in Modern Page 1. Go to the modern page where you want to add the app part and Click on Edit. Figure 101: Modern Page 2. Click on + symbol>> Click on Expand icon next to the search box. This will open all the available app parts you can add. Figure 102: Add New App Part Copyright Beyond Intranet All Rights Reserved 77

88 3. Choose Birthday Reminder (or any app part you would like to add). 4. Click Publish. Figure 103: App Part Selection 5.2 Adding an App Part in Classic Page 1. Go to the page where you want to add app part. 2. Click on Edit. Figure 104: Classic Page 3. Click on the location on the page where you want to add the App Part. 4. Click insert tab>> Choose App part from the ribbon >> Click on Birthday Reminder (or any app part you would like to add)>>click Add >> Click Save. Figure 105: Adding an App Part Copyright Beyond Intranet All Rights Reserved 78

89 5.3 Employee Directory App Part Using this app part, you can add the complete Employee Directory add-in to any SharePoint page. You can see complete employee directory of your organization at the same SharePoint page. You can chat, call or to contacts directly from there without going into the add-in. Figure 106: Employee Directory App Part Copyright Beyond Intranet All Rights Reserved 79

90 5.4 Employee Search Box Using this app part, you can search for an employee without leaving the SharePoint page. The result will be displayed there itself and you can perform the following functions: a. Chat with the contacts. b. Call the contact. c. the contact. Figure 107: Employee Search Box App Part First, three cards will be displayed by default when no search is performed. If you wish to disable this option, you can do this in a few simple steps. 1. Click on the edit button of the app part. 2. Check the Show Search Box Only button. 3. Click Apply to save the changes. Copyright Beyond Intranet All Rights Reserved 80

91 Figure 108: Employee Search Box Setting Note: If you choose to see only the search box option the search result will be displayed on the add-in directly and not on the same page. 6. Frequently Asked Questions 6.1 Where is the Configuration section on the Employee Directory? For free version- the configuration section is not available in the free version of add-in. For Paid versions- the configuration section can be opened by clicking configuration button inside the settings menu. 6.2 What is the functional difference between the Employee Directory Global and Global Plus versions? Copyright Beyond Intranet All Rights Reserved 81

92 There is no difference in the functionality of the Global and Global Plus versions of the Employee Directory. The only difference is in the licensing and payment modes. Employee Directory Global Plus is on monthly subscription while Global is on one-time payment basis. 6.3 What is the benefit of Global version over the other two? Global Version of the Employee Directory is capable of handling any number of users in the SharePoint. The other two versions of the add-in store all the data in the browser memory and then display the users while Global version fetches details of only those users which matches the user s criteria. And hence does not slow down the system even though the number of users might be high. 6.4 How do I change the background color of the Employee Directory? Open the configurations section and enter a color name or a color code in the background color property. 6.5 Why don t I see the presence indicator for my Employee Directory? The presence indicator is a Microsoft Active X control and works only in IE 9,10,11. Please add " to the trusted sites location in the internet options. Refresh the page. The presence indicator is a special control, works only on Internet Explorer, Firefox and Opera. Make sure that the Skype for business's client application is signed in by the user. This can be done by the Network administrator at the network level. 6.6 How do I exclude users from showing up in the Employee Directory? You can exclude irrelevant names of users from showing up in Employee Directory in three ways: 1. Exclude by Name - Directly give a comma separated list of values in the excluded names field. These names need not be full names of users, just part of their names would be enough. 2. Exclude by Departments Specify the exact names of departments which you do not want the app to show. 3. Exclude by an Empty Field (Global Filter) Set the global filer drop down to the field which contains blank entry for the user you want to remove. By default, this is set to name. If any user s name is empty he would be excluded. You can set this to Job Title, Location, Department. This would imply that any user whose location, job title or department field is empty won t be shown in the list. 6.7 Why do I see only some of the user's photos? Photos can be uploaded either on SharePoint or from Outlook. All your users must have photos uploaded at a common place for the directory to fetch them. If you are the SharePoint admin, you can manually upload them in the user profiles section for each of the users. 6.8 Why can t I see all the users of my SharePoint online in the Employee Directory? Copyright Beyond Intranet All Rights Reserved 82

93 This could be due to a number of reasons: 1. Your Office 365 contains multiple domains like xxyyzz.com or eeffgg.com. For this open the Configurations and set the Domain filter to "*. 2. Your user does not have a mail ID in his database. In this case the user might not be displayed here. 6.9 Why does the app display inactive-deleted users too? It is because when you delete the license of a SharePoint user, the user profile still exists in the search, which must be removed manually Are there any other customization options available than the ones already present in the configuration? All our apps including the Employee Directory are fully customizable. Please send us your requirements at mailto:contact@beyondintranet.com 6.11 I do not see photos of the users on my SharePoint? Please make sure that the users have uploaded the profile photos on the SharePoint site before the Employee Directory is opened. The URL needs to be added to the trusted sites location in the internet options. This can be done by the Network administrator at the network level How do I display the birthday property in Employee Directory? All managed properties can directly be added to the Employee Directory. For those properties, which are not already mapped or are specific for your company. Please follow the below steps: 1. Go to SharePoint Admin > Search > Manage Search Schema. 2. Map the People: SPS-Birthday property in the Crawled Properties list to RefinableDate00 property in the Managed Properties and alias it as Birthday. 3. Now you can use Birthday in the extra managed Properties and have it displayed in Employee Directory Why do I see Locations as All or - for users in my Employee Directory? This is a typical scenario, where users aren t seeing locations for some or all of their users. Reason: People have entered values in the People:Office(Crawled Property) user profile property and not in the People:SPS-Location(Crawled Property) OR When active directory sync takes place it syncs values in People:SPS- Location(Crawled Property) Solution: Since our Employee Directory relies on the People Search it is essential for the values of Location to be available in the Search. Our Employee Directory add-in uses BaseOfficeLocation(Managed Property) in the search which is originally mapped to People:SPS-Location(Crawled Property). Change the Mapping of BaseOfficeLocation to have both the values of People:SPS-Location(Crawled Property) and People:Office(Crawled Property). Copyright Beyond Intranet All Rights Reserved 83

94 Original Mapping Managed Property Crawled Property BaseOfficeLocation People:SPS-Location Change Mapping to Managed Property Crawled Property BaseOfficeLocation People:SPS-Location + People:Office Please note that these changes take 5 days to completely reflect on the search. If you still do not see any changes, you might have to trigger re-indexing the user profiles, please refer here Why are a few users listed twice on my Employee Directory? A few SharePoint tenants have seen this issue of duplicate search results in People search. To resolve this issue, please raise a service request to Microsoft giving a reference Service Request ID: SRX ID. 6.15: Is it possible to remove the link on Employee profile image which navigates to Delve profile? Yes, to remove the delve profile link, please follow the below steps: You can remove delve profile link or any field through the "template for cards" instructions in section 3.13 in the manual. You can get add-in manual from this URL. You just need to add this style="pointer-events: none; on this class ms-people-userimgdiv in the HTML from the "template for cards" section on the configuration page(refer below screenshots). <div class="ms-peopleux-userimgdiv" style="pointer-events: none;" onclick="window.open('{{path}}')"> <span class="ms-imnspan"> <a href="#" onclick="imnimageonclick(event);return false;" class="ms-imnlink" tabindex="-1"> <img name="imnmark" title="" showofflinepawn="1" class=" ms-hide" src="/_layouts/15/images/spimn.png" alt="available" sip="{{work }}" id="{{indeximagetwo}}"> </a> <span class="ms-peopleux-imguserlink"> <span class="ms-peopleux-userimgwrapper" style="width:72px; height:72px;background-image: url(../images/contactimage_light.jpg);background-size: cover;"> Copyright Beyond Intranet All Rights Reserved 84

95 <img style="min-width:72px; min-height:72px; clip:rect(0px, 72px, 72px, 0px); max-width:72px" src="{{pictureurl}}" alt="{{name}}"></span> </span> </span> </div> 6.15 Do you have a question which is still unanswered? Please send us a message at mailto:contact@beyondintranet.com Copyright Beyond Intranet All Rights Reserved 85

96 7. Beyond Intranet Mobile App- 7.1 Introduction Hope you have enjoyed working on Web application of Beyond Key s amazing Employee Directory add-in. Now it is turn to get an elaborate overview of its mobile application workflow. We have observed that it is convenient for people to have web apps on their phones as well so that they can continue to do their businesses on the go. Employee Directory is one of such product, which is available on web as well as mobile platform. This allows you to search and contact your colleagues and get their details even if you have no internet connectivity on your device. This not only saves lot of your productive time in searching for important phone numbers, Ids, address but also helps you organize your phone book and all the other contact information of your office staff. This chapter of the user guide is meant to give you an elaborate explanation of all the amazing features as well as stepby-step procedures for operating the mobile application of our Employee Directory add-in. Let s get started Purpose Employee Directory add-in is beautifully designed in a manner that one can access it on any mobile device. It has responsive UI on any advanced android smart phone as well as iphone. The main feature of mobile application is its accessibility anytime, anywhere. This means even if you are offline, you can continue to browse and search for the contacts you wish. One can not only call the contact but also chat on Skype for Business or instantly from the Employee Directory mobile platform. One can also search the contact with various combination of information or view them in list or icon pattern Devices supported The mobile application is compatible with all Android phones having 4.1 Jelly Bean and higher versions. It is also well supported on ios platform on iphone ios 9.0 or later. The application requires connection to Internet in order to save data to database. Once the complete data is saved in database, the application can be used to search contacts even if you are offline Version information Application version is available on both Android as well as iphone platform. Direct links to download the application from itunes or Google Play store are: For iphone - For Android - Copyright Beyond Intranet All Rights Reserved 86

97 7.2 Installation and Login Employee Directory mobile application is easily available for anyone to download from Google play store in android devices and Apple itunes store on iphone. Search with keywords Employee Directory in the play store search box on your Android/ iphone. Select the SharePoint Employee Directory by Beyond Key Systems from the list and click on Install. After installation on the device, Employee Directory can be used immediately without any further configuration. However, it will ask for domain name and login ID of your Microsoft Office 365 account. Enter Login ID and password and you are all set to start using your new application. Figure 109: Installation Process Copyright Beyond Intranet All Rights Reserved 87

98 7.3 Getting Started Entering Domain Name: Users are also required to enter the domain name of the company on SharePoint for which they want to expand the contact list. Such as Figure 110: Domain name Microsoft Login ID password Just like the web version, access to Employee Directory mobile application is also limited to authorized users only. To use it, you must first log on to Microsoft account using your user ID and password. On logging in, it allows you to access the whole application. There are no user access levels pre-defined in application. Figure 111: Microsoft Login ID Copyright Beyond Intranet All Rights Reserved 88

99 7.3.1 Home page As soon as one logs in, the following home page appears on the screen which has listed components Figure 112: Home Page 1) Main Menu 2) Employee Contact information 3) Search Panel 4) Filter 5) List view 6) Icon view 7) Abbreviation index 8) Instant calling key 9) Count of Items in database with related domain name Let us discuss each of these features in detail one by one. Copyright Beyond Intranet All Rights Reserved 89

100 7.3.2 Main Menu You can navigate to Main Menu by clicking on the three horizontal lines application. on the top left corner of the Within the main menu, you will find following navigations further. 1) Employee Directory 2) Company News 3) Online/ Offline access 4) Beyond Intranet 5) Share 6) Contact us 7) Logout 8) Privacy policy Figure 113: Main Menu Copyright Beyond Intranet All Rights Reserved 90

101 Company News If you have subscribed to our News Ticker add-in along with the Employee Directory add-in, then clicking on the company news tab will open up the latest news and happening page of the company. Since both these add-in are integrated you can easily swap between them through the main menu tab Online/ offline access Once you have downloaded the complete data base, you can also put your mobile internet off before accessing the contact database. Selecting whether, you want to work offline (without internet) and online (with internet) can be done by clicking and selecting the required tab Beyond Intranet Clicking on Beyond Intranet tab navigates you to our Beyond Intranet website page. As you click, it may prompt you to select your choice of browser among the ones available on the device or may directly open the link on the default browser Share Share tab allows users to share the information regarding the Employee Directory mobile application details with any one on the predefined . As you click on share tab, it prompts user to select one of the ing services installed on the device or open the which is default and share app information to others Contact us Contact us tab navigates user to the Contact us page of our Beyond Intranet website. Simply enter your details on the form provided on the page and someone from our team will surely get back to you soon to answer your queries Logout Logout button ends up your current session with the application Privacy policy Clicking on the Privacy policy tab allows users to navigate to the Privacy Policy page of the beyond intranet website. Copyright Beyond Intranet All Rights Reserved 91

102 7.4 Home Page view Just like the web application where you have a freedom to choose the contact list layout on your computer, the home page view on the mobile application is also customizable. There are two kind of views available here- List view and Icon view List View Contacts in the list view appear in a form of list- one below the another. Employee Profile picture, name and designation appear on the list tab. To expand any contact, tap on the contact tab and the detail page of the contact will appear on your screen. Figure 114: List View Copyright Beyond Intranet All Rights Reserved 92

103 7.4.2 Icon view Contacts appear like icons in this view. Information displayed is just the name of the contact with profile picture and navigations to call, chat or message below each one. Figure 115: Icon View Abbreviation Index for quick access Letters mentioned in alphabetical order on the right side pane can help to navigate directly on the desired contact list. For example, if one wants to directly display all contacts with letter S, then tap on the letter in the side bar. Screen will show all the contacts beginning with the letter selected. Copyright Beyond Intranet All Rights Reserved 93

104 7.5 Employee Detail Page Detail Page View On employee details page complete information of the contact is displayed in the format as in the figure attached herewith. All action icons are also present on this page through which user can instantly call, chat or message to the required contact. Figure 116: Contact Detail page Action Icons Figure 117: Action Items Copyright Beyond Intranet All Rights Reserved 94

105 Call Clicking on call button will prompt user to select the phone number on which call has to be made. This will happen only when more than one phone number is available on the list Chat To instantly start chatting with the contact, user can click on the chat icon. However, it is mandatory for both the parties to be logged into Skype for business to do chatting To start ing to any contact, user can tap on the ing icon. However, it is mandatory that user should be logged into the service provider through the device from which he intends to send the mail Add to Phone book To save the contact person s name and phone number in the phone book, user can click on the add button. Copyright Beyond Intranet All Rights Reserved 95

106 7.6 Search Panel User can do quick search with either the text box search or can filter the required information using filter search. Let s check how Text box search Figure 118: Search Panel Search can be done by either Name, Location, Department or Job title. To do a quick search by name, user should first select the name category radio button and then type in the required name in the search text box and click on search icon. Result will be displayed on the screen with all the names matching the search criteria Filter search Filter on the complete contact list can be applied on location or department. As you click on any of the filter title, all the categories available in the filter expand up and you can select any one. Click on Apply button to activate the search result or Reset to do a fresh search. Figure 119: Search Options 7.7 Logout Log out button is provided at the bottom of the main menu. Clicking on it helps to end the current session of the Employee Directory mobile application. Copyright Beyond Intranet All Rights Reserved 96