You will need the Reporting permission to perform this action. It is account-wide, so it applies at every campus and a campus override cannot take it away. The directory itself runs as you: it lists only people at the campuses where you hold Limited Read People, which is campus-scoped, and then narrows again to whatever the campus selector at the top of the page is set to. See Reporting and People for what these permissions cover, and Campuses and organizations in Version 8 for how campus access works.
There are two ways to generate a printable people directory.
The first is by going to Reporting > Library in the left-hand navigation menu and clicking on People Directory under the People section.
The second way is by going to Reporting > Query Builder in the left-hand navigation menu to access the People Query Builder. From there, use the filters to construct a query that will return the people you would like to be included in the directory. If you leave it as the default, it will return all active person profiles.
Once you are done with the query, click on Run Query and then Bulk Actions. After that, go to Generate Report, and select the People Directory option in the Reports drop-down.
The following parameters will appear:
Data Source - these are the people who will be listed in the people directory.
Title - this is the text that will appear at the top of the first page of the directory. If left blank, the name of your organization will be used.
Subtitle - this is the text that will appear underneath the title text. Leave blank to leave that space empty in the directory.
Grouping - how the information should be grouped. There are two possibilities, described below.
Individual: This will generate the directory as a list of people. Families may appear next to each other based on the ordering (chosen below).
Family: Each family will be shown with a header displaying the family name with the primary address underneath. The address is chosen by the head of household. In this case, the head of household does not have an address; it will be chosen by the spouse. The family members are ordered as follows: head, spouse, children, and everyone else. Within each position, the members are ordered by age, from oldest to youngest.
Please note that this will return all members of the person's family, even if they do not appear in the query results, unless they are unlisted as specified in their privacy settings.
Ordering - this only applies if the Grouping is Individual. This controls how the people are ordered. If By last name is chosen, the people will be listed alphabetically by their last name, then first name. If By family name is chosen, the people will be listed alphabetically by their family name, then last name, then first name. Choose this option if you want to guarantee members of the same family will be next to each other.
Name Format - controls how the person's name will be displayed.
Person and Custom Fields - determines what information will be shown on the directory. If an image is not chosen, the generated output will have more columns, meaning more people will fit per page. See the Helpful Tip section below for more information.
People Per Row - the number of people who will appear in a row; 2 to 6 people are the options.
Font Size - the size of the font to be displayed in the people directory: Small, medium, or large.
Orientation - the orientation for the printed page: either portrait or landscape.
Format - the kind of output requested. This can either be a PDF or an HTML file.
Please note that any profiles whose privacy settings indicate they should be unlisted will NOT appear in the output.
Once you have finished, click on the Run Report button to generate the directory. Once complete, the file will automatically download.
Tip: Two people running the same directory can get different results. The report runs as whoever generates it, so it covers only the campuses where that person holds Limited Read People, and then only the campuses their selector is set to. If you are producing a directory for the whole church, run it as someone with no campus limit and set the selector to all campuses first.
Below are some possible directories that can be generated.
Helpful Tip
If you only want to include people with addresses on the directory, add a filter to the query to only return profiles with addresses. This applies to any other field as well. An example of the address filter may look like this:
