Field types
By default, the Employee Database includes essential columns that form the basic structure. The Name and Email columns are fixed and cannot be removed. All other columns can be edited or deleted. To add a new column, click the +icon at the end of the table. The available column types are: Text, URL, 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.
Multi-select: 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.
Column 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 Multi-select 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.
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.
Delete column: Deleting an option removes column, along with all associated data across the Employee Database.