How to Set the Master Data Source for Directory Fields

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Feature Overview

You can now specify the data source for each field imported into the directory. Choose from the employee master or connected SaaS services. This allows you to designate which fields are managed manually and which are synced from a master source. The trusted data source may differ per user. This feature lets you customize fields to fit your organization’s needs.

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Feature Details

• Data Source for Directory Fields

When an employee master is configured, you can now set a data source for each directory field. The data source can be selected from the service (HRM) set as the employee master, or connected SaaS services. For services that can be set as the employee master, please refer to supported cloud services.

• Creating Custom Input Fields

You can now create fields (such as department) that can be linked to custom fields. For the list of available custom input fields, please refer to the Available Custom Input Fields section.

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When an Employee Master Is Configured

After we release the feature, a “Define directory fields with new data source” prompt will appear in the directory. This happens only on first access. The following screenshots show the screen displayed when SmartHR is set as the HR Master data source.

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Steps to Set Up “Define directory fields with new data source”

1. The “Define directory fields with new data source” prompt appears in the directory.
2. On the initial screen, check the checkbox next to each field you want to configure a data source for. Checked fields: data source will be set to the service configured as the employee master. Unchecked fields: data source will be set to this service.
3. Configure and click [Update Fields]. Click “Skip” to configure later. If skipped, this service will be set as the data source. To configure directory fields later, see When setting or changing directory fields.

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When No Employee Master Is Configured

If no employee master is configured, you will set the data source when configuring one. Go to Integrations > Integrations and connect the service you want to set as the employee master. After connecting the service, configure it under Settings > Organization > Employee Master Settings.

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Employee Master Setup Steps

1. Select the service to set as the employee master, choose a workspace, and click [Next].
2. Under “Define directory fields with new data source,” complete the setup and click [Connect]. Checked fields: data source will be set to the service configured as the employee master. Unchecked fields: data source will be set to this service.

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When Setting or Changing Directory Fields

1. Click the settings icon in the top-right corner of the directory.
2. On the “Directory Fields” screen, you can set the data source for fields using the dropdown. Select a data source and click [Apply].

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Creating Custom Input Fields

Create custom input fields to link HRM fields to this service. For the list of linkable fields, refer to the Available Custom Input Fields section.

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Custom Input Field Setup Steps

1. Click [New Field] in the directory settings.
2. Under “Create Custom Input Field,” select a “Data Source” from the dropdown. Data source: only the service set as the employee master can be selected.
3. Select the data to aggregate from the dropdown, optionally rename the field, and click [Create]. Data to aggregate: sets which field from the HRM service to retrieve. Field name: sets the custom field name for the retrieved data.
4. After creation, “New custom field added” will be displayed.
5. The added custom field will show “(Custom)” next to the field name. To edit or delete, use the Edit/Delete options in the “Actions” column.

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Displaying and Editing Custom Input Fields

After setup, custom input fields appear under User Info > Custom Fields. Fields with the employee master icon cannot be edited on this service. Clicking an input field displays “Edit Custom Field.” To edit a custom field, edit it on the connected service side, or change it via the data source settings.

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Available Custom Input Fields

The custom input fields available for linking vary depending on the service set as the employee master.

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FAQ

Q. If I disconnect the employee master, will the settings be deleted? A. No, the settings will remain. Q. If I delete the workspace set as the employee master, will the settings be deleted? A. Yes, the settings will be deleted and the field will revert to a standard custom field.