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Managing Profile Types

Profile types are used for grouping similar profiles.

Creating a New Profile Type

To create a new profile type, from the Admin Console:

  1. Select Lifecycle in the left navigation.

  2. Select profile types.

  3. Select + New Profile Type.

  4. Enter the appropriate values for each field.

    • Under BASIC SETTINGS:

      1. Name: enter the name for the profile type.

      2. UID: is system generated unique identifier, it cannot be changed after the profile type is created. During creation administrators can accept the default or choose to specify this value.

      3. Category - Choose the category of profile that will be contained in this profile type. The available options are:

        • Employee - An employee that works directly for your company.
        • Non-Employee - Non-employees such as contractors or vendors that work with your company.
        • Organization - An external company that provides contractors to your company or is otherwise affiliated with your organization.
        • Assignment - A specific engagement or project.
        • Other - Types of profiles that don't fit other categories, such as departments or locations.
      4. Create supporting content?: selecting Yes will create an associated workflow, page and form.

      5. Permitted contributors: determines which contributors are selectable for a profile. By default, All is selected.

    • Under ACCESS PERMISSIONS:

      • Contributors: displays the access of both the Profile Contributor and Profile Owner.
  5. Select create.

    To allow users to create new profiles within a profile type, you must create forms that allow profile data to be created. You can build those forms into pages and add them to workflows to be used in profile creation. You can also modify the profile pages automatically created with each profile type to display only the data you want.

  6. The following tabs are displayed:

    BASIC SETTINGS Tab

    The BASIC SETTINGS tab is the default view on the Profiles Types page. Here administrators can view and update the values within the profile type. 2 additional fields are available to edit:

    1. Uid: The unique technical ID of the profile type.

    2. Name: The name of the profile type.

    3. Id label: enter a value to determine how the label for each profile id is displayed. Defaults to “id”.

    4. Show profile id in header: selecting Yes will display the profile id in the header of a profile. This value is displayed next to the profile status.

    5. Role Filtering: If limiting the user roles that can see and manage this profile type, choose whether to allow or block users with specific roles with the Role Filtering field.

    6. Selected Roles: A list of the roles allowed or blocked based on the selection in Role Filtering.

    7. Add role: Add roles to the Selected Roles list.

    PROFILE NAMING Tab

    The PROFILE NAMING tab allows administrators to determine what attributes are used to populate the names of profiles of this type. The name is used to identify and search for profiles.

    1. Profile name: defaults to none. Enter a value to determine how the label for each profile id is displayed. Defaults to “id”.

    2. Add attributes: search and select the attribute(s) to add. Selected attributes will appear in the Profile name section.

    DUPLICATE PREVENTION Tab

    The DUPLICATE PREVENTION tab allows administrators to ensure that certain attributes are mutually exclusive. If a profile with the same profile type has these same attribute values as another profile, the new profile will not be created to prevent duplication.

    1. Error message: enter the text for the error message to be displayed if a duplicate is found.

    2. Allow user to bypass: selecting Yes allows the user to disregard the error message and proceed with the creation of the new profile.

    3. Add attributes: search and select attributes to be checked for duplicates. Selected attributes appear under the duplicate prevention header.

    PERMISSIONS Tab

    The PERMISSIONS tab allows administrators to view and update the permissions assigned to the profile type during creation.

  7. When you're finished making updates, select save.

Managing Existing Profiles Types

To view existing profiles types, from the Admin Console:

  1. Select Lifecycle in the left navigation.

  2. Select Profile Types.

  3. The following tabs are displayed

    • Active: (default) displays only the active profiles types.
    • Archived: displays only the archived profiles types.

    Selecting the checkbox next to an individual profile type enables the Actions functionality. Selecting the checkbox next to the PROFILE TYPES header selects all profile types in that status.

    Once a profile type or multiple profile types are selected, perform an action by selecting the ellipsis next to Actions header.

    The following actions are displayed:

    • Archive: deactivates the selected profile type(s). Once this option is chosen, the selected profile types are immediately archived. These will appear on the Archived tab.
    • Unarchive: activates the selected profile types. Once this option is chosen, the selected profile types are immediately activated. These will appear on the Active tab
    • Export: exports the selected profile types into a .json file that can be saved locally. Once this option is selected, administrators are prompted to download. Select the download button and choose a location to save the file.

Updating an Existing Profile Type

To update an existing profile type, from the Admin Console:

  1. Select Lifecycle in the left navigation

  2. Select Profile Types

  3. In the bottom table, select the profile type to view/edit

  4. The following tabs are displayed:

    • BASIC SETTINGS Tab
    • PROFILE NAMING Tab
    • DUPLICATE PREVENTION Tab
    • PERMISSIONS Tab

    The information in these tabs can be updated following the steps in Creating a New Profile Type.

  5. When you're finished making updates, select save.