Building an effective Employee Database is a foundational step for any dynamic intranet. This process involves carefully selecting the information you gather about your employees. Information such as job titles, departments, birthdays, and hobies becomes the foundation for:
Personalizing the intranet experience to each user.
People widgets such as upcoming birthdays, organizational charts and more.
Enhanced profiles that encourage networking and collaboration
The Cosmos Employee Database can only be accessed and edited by the Confluence and Cosmos admins.
When generating the employee database, we fetch users' Names and Emails for initial recognition. However, for your privacy:
We do not store this data on our end.
Real names are not processed; instead, we use user IDs, which are strings of random, unidentifiable digits and letters.
While emails are fetched, they are never stored in our system.
Employee Database fields
Aside from the name and email columns, all other columns can be edited. You can also add new columns by clicking on the + icon appearing after the last column of the table.
After synchronizing users, several default columns are created to provide a foundational structure. While "Name" and "Email" columns are fixed and cannot be deleted, all other columns are flexible. Admins can modify or remove them based on specific organizational requirements.
You can choose between seven different field types:
Text → Allows users to enter any combination of letters, numbers, or symbols in a single line.
URL → Allows users to add a link to an internal or external page.
Number → Allows users to enter any number.
Select → Allows users to select one value from a list that you define.
Multiselect → Allows users to select more than one value from a list that you define.
User → Allows users to add another user profile using autocomplete.
Date → Allows users to pick a date from a popup calendar.
All columns you create will be available in the user profile section of Cosmos. Users can only see and fill profile fields if they are manually approved by admins in the profile screen.
Hide users from Employee Database
Administrators hide certain users from the database while maintaining access to and browsing functionality within the People Network.
What if user is hidden?
She can access all Cosmos screens and features.
She is excluded from all modules such as upcoming birthdays, new starters, work anniversary etc.
She is excluded from the People Network.
She is excluded from all created Collections.
How to steps:
Access the Cosmos Dashboard through the Apps section in the Confluence navigation menu.
Navigate to the Settings button in the Cosmos sidebar and select the Employee Database.
In the checkbox column, select the desired users by checking the corresponding checkboxes.
As you select users, the selection counter will display the number of selected users.
Once at least one user is selected, the "Hide selected" button will appear above the user table.
Click the "Hide" button to hide the selected users from regular database views.