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Help – Corporate Directory

Introduction

The Corporate Directory Web Part is designed to provide a comprehensive, searchable employee directory for your organization by importing employee data from CSV files stored in SharePoint document libraries. This web part offers an intuitive interface with advanced search capabilities, filtering options, and direct contact integration to facilitate internal communication and employee lookup within your SharePoint environment.

 

FAQs

  1. What is the purpose of the Corporate Directory Web Part?

The Corporate Directory Web Part creates a modern, searchable employee directory by importing employee information from CSV files and displaying it with advanced search, filtering, and contact capabilities on SharePoint sites.

  1. How do I set up the Corporate Directory Web Part in my environment?
    1. Add the solution to your tenant’s App Catalog.
    2. Deploy the solution to make it available across all SharePoint sites.
    3. Create a SharePoint document library to store your employee CSV files.
    4. Upload your employee data CSV file to the designated document library.
    5. Add the web part to specific pages on the desired SharePoint sites.
    6. Configure the web part properties to specify the document library name and CSV file name.
  1. What CSV file format is required for the employee data?

The CSV file should contain the following columns in order:

  • Last Name, First Name, Display Name, Job Title, Supervisor, Primary Phone, Secondary Phone, Email

Ensure that:

  • The CSV file has headers in the first row
  • Fields containing commas are enclosed in quotes
  • Phone numbers and email addresses are properly formatted
  1. What permissions are required to use this web part?

Users need:

  • Read permissions to the SharePoint document library containing the CSV file
  • Appropriate SharePoint site permissions to view the web part
  • SharePoint Framework (SPFx) solutions must be enabled in your tenant
  1. How do I update employee information in the directory?
  1. Edit the CSV file with updated employee information
  2. Upload the updated CSV file to the same SharePoint document library
  3. Refresh the web part – changes will be reflected automatically on the next page load
  1. What happens if an employee’s information is incomplete in the CSV?
  • Missing fields will appear as blank in the directory
  • Employees without names will be filtered out and not displayed
  • Phone numbers and emails will only show contact links if the information is provided
  • Job titles and supervisors will display if available, otherwise remain empty
  1. How do the search and filtering features work?
  • Search: Type in the search box to find employees by name, job title, supervisor, or phone number
  • Alphabetical Filter: Click letters A-Z to filter employees by first letter of their name
  • Job Title Filter: Use the sidebar to filter employees by specific job titles
  • Combined Filters: Multiple filters can be applied simultaneously
  1. What type of data does the web part access, and is it secure?

The web part accesses only the employee information provided in your CSV files stored within your SharePoint environment. All data processing occurs in-memory during sessions, with no external data storage or transmission beyond your SharePoint tenant.

  1. How do I customize the appearance of the directory?

The web part uses responsive design and adapts to your SharePoint theme. Advanced customization options include:

  • Items per page: Currently set to 9 employees per page
  • Profile colors: Automatically assigned random colors for employee initials
  • Layout: Responsive grid layout that works on all devices
  1. How do I remove employees from the directory?
  • Update the CSV file by removing the employee’s row
  • Upload the updated CSV file to replace the previous version
  • Refresh the page – the employee will no longer appear in the directory
  1. Can I use multiple CSV files or document libraries?

Currently, the web part is configured to use one CSV file from one document library per web part instance. For multiple data sources, deploy separate web part instances with different configurations.

  1. Who can I contact for support?

For any issues, you can contact us at: https://reality-tech.com/contact-us/

Troubleshooting Tips

Directory Not Loading

  • Verify CSV file location: Ensure the CSV file exists in the specified SharePoint document library
  • Check file permissions: Confirm users have read access to the document library
  • Validate CSV format: Ensure the CSV file follows the required column structure

Search Not Working

  • Clear browser cache and refresh the page
  • Check for special characters in search terms
  • Verify employee data contains the information you’re searching for

Employees Not Appearing

  • Check CSV file formatting: Ensure names are properly formatted and not empty
  • Verify file upload: Confirm the latest CSV file has been uploaded successfully
  • Review data structure: Ensure the CSV follows the required column order

Contact Links Not Working

  • Verify phone number format: Ensure phone numbers are properly formatted
  • Check email addresses: Confirm email addresses are valid and complete
  • Test with different browsers if issues persist

Performance Issues

  • Large datasets: Consider splitting large employee lists into departmental directories
  • Browser compatibility: Ensure you’re using a modern, supported browser
  • Network connectivity: Check your connection to SharePoint services

Best Practices

Data Management

  • Regular Updates: Keep employee information current by updating CSV files regularly
  • Data Validation: Verify employee information accuracy before uploading
  • Backup Files: Maintain backup copies of your CSV files
  • Consistent Formatting: Use consistent naming conventions and data formats

Security

  • Access Control: Limit document library access to authorized personnel only
  • Data Privacy: Follow organizational policies for employee information handling
  • Regular Audits: Periodically review who has access to employee directory information

User Experience

  • Training: Provide users with guidance on search and filtering features
  • Feedback: Collect user feedback for continuous improvement
  • Mobile Access: Test functionality on mobile devices for remote users

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