Users not appearing in Employee Details or reporting – Org Unit dropdown empty

[smcdade]

Hi,

I’m running into an issue where newly added users are not appearing in any reports, but they do appear in User Administration. I’ve checked employee details, travel-related reports, and mileage/auto reports within their employment timeframe, and they are not showing in any of them.

Details:

Users are active

Employee ID is populated

Permissions assigned (Expense User + Travel roles)

Users do appear in User Administration

The Org Unit/Division field is completely blank with no selectable options when editing these users.

Additional context:

We manage users manually (no known feed)

Login email domain differs slightly, but I don’t believe that should impact reporting

Older users do appear in reporting without issue

Question:
Does this indicate that newly added users are not being fully tied to the employee dataset due to missing org structure or configuration?

Is Org Unit required for users to appear in reporting, and if so, why would the dropdown have no available values?

[PoojaKumatkar]

Hi @smcdade ,

Can you confirm below points:

1. Which employee group did you select when creating these new user profiles—was it the Global group or your company-specific group?

2. If you don’t recall what you selected in Step 1, you can go to User Administration, search for the employee, and check their employee group name—can you confirm whether it’s your company-specific group or the Global group?

   

If, by any chance, those new employee profiles were created in the Global employee group, that could explain why the org unit dropdown appears empty. Please note that all forms and fields are directly or indirectly linked to employee groups. So, if the wrong group was selected, your company-specific org structure may not appear, as it might not be included in the default forms associated with the Global employee group.

How to fix this:

• Open one of the newly created employee profiles under the Global employee group. Navigate to Expense and Invoice Settings → Employee Groups, select your company-specific group, and save. 
• 
• Then reopen the same employee profile—you should now see the values populated in the org unit dropdown list.
• Now update the Org Unit values in the employee profile and save.
• After the Data Warehouse Expense Archive job runs the next day, the Org Unit details should appear in the Employee Details report.

Note - This is just one of my assumptions. If it applies to your scenario, please try the suggested solution and let me know if it resolves the issue.

If this answers your query, then please mark solution as accepted.

[KevinD]

@smcdade if you are referring to Cognos reports, the users that are newly added will not show in Cognos reports the same day they are created. The data warehouse updates nightly, so new users will not appear in Cognos reports until the day after those profiles were created.