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Managing Attributes

A profile attribute is a single characteristic of an item. Multiple attributes combined define the data elements of a Profile.

Create a New Attribute

To create a new attribute, from the Admin Console:

  1. Select Templates in the left navigation

  2. Select attributes

  3. Select the + Attribute button

  4. Enter the appropriate values for each field

    • Field Type

      1. attachment: allows a user to upload a file
      2. check boxes: allows a user to check one or more boxes
      3. contributor search: allows a user to add contributors from a search box
      4. contributor select: allows a user to select a contributor from a dropdown list. Note that the list displays a maximum of 500 users.
      5. date: adds a date picker to the form
      6. drop-down: allows a user to create a single value input containing a drop-down of selectable options
      7. owner search: allows a user to search and add an owner
      8. owner select: allows a user to select an owner
      9. profile search: allows a user to search and add a profile(s). Used to create a profile to profile relationship, example: person to vendor.
      10. profile select: allows a user to select a profile(s). Used to create a profile to profile relationship, example: person to vendor.
      11. radio buttons: allows a user to select radio button(s) for a single selection
      12. tags: a multi-value attribute that allows a user to enter text and add it to a list.
      13. text area: a multi-line field for collecting text input
      14. text field: a single-line field for collecting text input

    • Label: provide a label for the attribute (i.e. First Name)

    • Uid: is system generated unique identifier, it cannot be changed after the attribute is created. During creation, Administrators can accept the default or choose to specify this value.

  5. Select create

A wizard appears to provide administrators the option to further define the attribute. This is an optional step and can be closed out at any time.

Create Attribute Wizard

Use the Create Attribute Wizard to make additional changes to the attribute. These steps are optional.

Basic Info

  1. Label: defaults to the value entered on the Create an attribute page. This can be kept as is or modified, however if modified, it will not change the UID entered on the Create an attribute page

  2. Tool tip: enter text to serve as a helpful hint the end users. Providing a tooltip displays the icon next to the attribute.

  3. Description: enter text to describe the attribute

  4. Date format: select the desired date format. This field only displays when the Field Type is date.

  5. Permitted roles: select the roles to determine which users should appear as selectable. This field only displays when the Field Type is:

    • Contributor Search
    • Contributor Select
    • Owner Search
    • Owner Select

  6. Allow multiple selections: Select Yes or No. Selecting Yes will allow the user to select multiple profiles. This field only displays when the Field Type is:

    • Contributor Search

  7. Reverse relationship: identifies the selected attribute as being responsible for the same relationship. When the attribute is changed it will change the value of the selected attribute. This field only displays when the Field Type is:

    • Profile Search
    • Profile Select

  8. Ownership driven?: Select Yes or No. Selecting Yes will only display profiles that the current user has access to. This field only displays when the Field Type is:

    • Profile Search
    • Profile Select

  9. Can have more than one profile?: Select Yes or No. Selecting Yes will allow the user to select multiple profiles for the attribute. This field only displays when the Field Type is:

    • Profile Search
    • Profile Select

  10. Select next

Filter

The Filter screen only appears when Field Type is either profile search or profile select

  1. Profile Type: select a profile type from the drop down

  2. Status: select the status of the profiles for which to apply the filter

  3. Filter?: select Yes or No. Selecting Yes will enable the filter setting and present the following additional configurations:

    • Filtering attribute: select an attribute from the drop down to determine the values for the filter.
    • Filter: select an attribute from the drop down to determine what the values for the filter will be. The filter attribute is not editable until the Filtering attribute has been completed when used in a workflow.

Options

  1. Attribute Options: displays the applied values for the attribute. Defaults to None.

  2. Options: enter the values for each check box, drop-down or radio buttons. Select the icon to add each value. Repeat until all desired values have been added. For example, if Field Type is radio button, administrators can add Options for Yes and No.

  3. Select next

Permissions

  1. Permissions: select either None, View, or Edit for each role listed to apply those permissions to the attribute. The following groups of roles are available:

    • Application Roles
    • Directory Group Roles

  2. Select finish

Managing Existing Attributes

To view existing attributes, from the Admin Console:

  1. Select Templates in the left navigation

  2. Select Attributes

  3. The following tabs are displayed:

    • Active: displays all active attributes
    • Archived: displays all archived attributes

    Selecting the checkbox next to an individual attribute enables the Actions functionality. Selecting the checkbox next to the ATTRIBUTES header selects all attributes in that status.

    Once an attribute or multiple attributes are selected, perform an action by:

    1. Select the ellipsis next to Actions header to display the available actions

    2. Select the appropriate action to apply

      • Archive: deactivates the selected attribute. Once this option is chosen, the selected attributes are immediately archived. These will appear on the Archived tab. Note: attributes currently in use cannot be archived until they are removed from the item where it is being used.
      • Unarchive: activates the selected attributes. Once this option is chosen, the selected attributes are immediately activated. These will appear on the Active tab.
      • Export: exports the selected attributes 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 Attribute

To modify an existing attribute, from the Admin Console:

  1. Select Templates in the left navigation

  2. Select Attributes

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

  4. The following tabs are displayed

    • INFO
    • VALIDATIONS
    • PERMISSIONS
    • OPTIONS
    • RISK

INFO Tab

The INFO tab is the default view on the Attributes page. Here administrators can view and update the settings for the attribute. The available fields will vary depending the Field Type of the attribute selected.

Encryption

Administrators can apply encryption at the attribute level. The value associated to the attributed will be encrypted at the database level with AES-256 encryption algorithm.

  1. Encrypt: select Yes or No. If Yes is selected, that data element will be encrypted.
  2. Select save

VALIDATIONS tab

The VALIDATIONS tab provides the administrator the ability to turn on or off validations. The available validations will vary depending on the Field Type of the attribute selected.

PERMISSIONS tab

The PERMISSIONS tab allows administrators to change the permission (None, View, Edit) of the selected attribute. For profile search and profile select attributes only, additional permissions can be granted to roles where access has not been granted through profile types (i.e. contributor) or system level permissions.

On the NEProfile tab, in the Select Profile Access column, select Yes or No for each role. If Yes is selected, all users in that role can access the profile within the profile search or select attribute. On the Default tab, these permissions can be set for the two system default roles, Profile Owner and Profile Contributor.

OPTIONS tab

The OPTIONS tab allows administrators to change the options and filters set on the selected attribute. The available options will vary depending the Field Type of the attribute selected.

RISK tab

The RISK tab allows administrators to change the risk of the selected attribute. The available options will vary depending the Field Type of the attribute selected.