#4 Customize Employee Database
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 field types
After syncing users, default columns are added to create a basic structure. "Name" and "Email" are fixed and cannot be deleted, but all other columns can be edited or removed. New columns can also be added by clicking the + icon at the end of the table.
Following types are available: Text, URL, Number, Select, Multiselect, User, and Date.
Steps to create new fields
Click on the (+) Add column button. This action prompts the column creation process.
Enter a column name that clearly represents the information you intend to store in this field. Choose a name that is intuitive and easily understood by all users, as it will be displayed in user profiles and filters.
Select the type of data this column will hold. The type determines how the information is formatted and interacted with.
Text: Allows entry of any combination of letters, numbers, or symbols in a single line.
URL: Allows adding a link to an internal or external page.
Select: Allows selection of one value from a predefined list.
Multiselect: Allows selection of multiple values from a predefined list.
User: Allows adding a other employees.
Date: Allows selecting a date from a calendar popup.
After creating the field, it is not possible to change the type.
Field type options
Each field type comes with a different set of options. Below is an explanation of all available options and their impact on data and other intranet features.
Add/Edit options: Used with Select and Multiselect column types, this feature lets admins define option names and assign colors to help visually distinguish values in the dropdown list.
Available in filters: When enabled, the field becomes visible in filters across intranet features.
User defined values: This enables users to contribute to the database by adding new options directly from their profile screens. For example, if a user notices that "Photography" is missing from the list of hobbies, they can add it themselves, helping keep the database comprehensive and up to date.
Read-Only in Profile: When enabled, the field is locked for editing and can only be managed by an admin. Users cannot change this information from their profile. This is typically used for fields like Department or Manager, where accuracy and consistency are important.
User Defined Values and Read-Only in Profile are not available for Entra ID fields, as these fields are already read-only by default.
Rename: Renamed options are updated across profile screens, people network filters, and other relevant areas within the intranet.
Delete column: Deleting an option removes column, along with all associated data across the Employee Database.
Add column to the left/right: This option allows admins to insert a new column next to an existing one, either on the left or right. It helps organize the table layout and place related fields closer together for better structure and readability.
Hide users from Employee Database
Administrators hide certain users from the database while maintaining access to and browsing functionality within the People Network.
What happens if a user is hidden?
The user can still access all Cosmos screens and features.
The user is excluded from widgets such as Upcoming Birthdays, New Starters, and Work Anniversaries.
The user does not appear in the People Network.
The user is excluded from all created Collections.
Impact across the Cosmos intranet
The Employee Database does more than store user information. Its fields are essential for powering key features across the Cosmos intranet. Here's where the stored data is used:
People Network: All fields from the Employee Database are used to filter and search for employees.
Collections: Use fields to group employees by shared attributes or skills, enabling dynamic lists and personalized intranet experiences.
User Profiles: Every field can appear in user profiles. With the Profile Builder, admins choose which fields are visible and editable.