Personal profiles
Personal profiles are ideal for knowledge management sites, allowing users to follow topics of interest and surface relevant content tailored to them.
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These terms are configured in Management > Profiles > Personal.
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Unlike managed profile terms, personal terms are added to a user’s profile when a person accesses a site.
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They can be:
- Automatically applied to every user
- Or made selectable by the reader during login or interaction
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Assignment is based on matching a user’s Entra ID properties with the Profile match criteria defined in the profile side panel
Personal profile permissions
When Personal Profiles are first setup, permissions need to be granted to allow visitors contribute access to the profile list to manage their own personal profile entry. Visitors cannot modify other visitors profiles, they can only update their own.
If access to the site is granted via a group other than Visitors, make sure that group also has Contribute access to the Profile lists in the site managing profiles.
To match personal terms
Personal profile terms are matched against profiles.
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First Select terms to be matched.
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In Profile match, select a field and enter a matching value. Matching values can consist of email address patterns, a department, office or job title. The expression can consist or multiple AND and ORs. All ANDs must be true and any of the ORs must be true for a match.
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Use the User check option to see if a person matches the criteria.
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How to add determines how the matches terms behave. Terms can always be assigned to matching profiles, can always be removed from profile or assign to allow the user to select their own terms.
The following table outlines the options, behaviour and when to use them.
| How to add | Hide/show | Behaviour | When to use |
|---|---|---|---|
| Manual add or remove if matched | Hide for unmatched / Display as editable for matched | People with unmatched profile will not see terms to add to their profile. If they have terms, they will not be seen to be removed. | Where terms should only be seen and editable by certain people. Use when a subset of people should see terms to add themselves. People with matched profiles will be able to add or removed the terms from their profile. |
| Manual add or remove if matched | Display as editable for matched / Display as read-only for unmatched | People with unmatched profile will see terms but they are not editable. | Where terms should be seen by everyone for awareness but only editable by certain people. |
| Automatic add if matched / Manual add or remove if unmatched | Hide for all | Terms are added automatically to matching profiles behind the scenes. The terms are not visible in a profile. | Where terms are automatically assigned based on profile matches, but the term should not be viewable. Usefully to preassign terms for general targeting. Terms are removed automatically for unmatched profiles. |
| Automatic add if matched / Manual add or remove if unmatched | Display as read only for matched / Display as editable for unmatched | Terms are added automatically to matching profiles behind the scenes and displayed as read-only in their profiles. | Where terms are automatically assigned to certain people and optionally selectable for all others. Useful where a terms need to be preassigned based on profile properties and optional for others. Terms are displayed as editable for unmatched profiles. |
| Automatic add if matched or remove if unmatched | Hide for all | Terms are added automatically to matching profiles behind the scenes. The terms are not visible in My Profile. | Where terms need to be automatically assigned to certain people and removed for others. Usefully to preassign terms for general targeting in the background. Terms are removed automatically for unmatched profiles. |
| Automatic add if matched or remove if unmatched | Display as read only for all | Terms are automatically added to matching profiles behind the scenes. The terms are read only in a profile. | Where terms are automatically assigned to certain people and not for others. Usefully to preassign terms for general targeting in the background. Terms can be viewed for awareness. Terms are automatically removed for unmatched profiles. |
For an individual to add or remove personal terms, use the CT365 Read Profile web part. This is deployed to /SitePages/CTFiles/Read-Profile.aspx or it can be added to any page as a button to allow displayed terms to be viewed or selected.
User Profiles are not supported in this site
If you see the message User Profiles are not supported in this site due to a shared Terms set originally being used it’s likely the User Profile management lists are missing from the site.
To fix this, uninstall and reinstall the App taking the following steps:
- Open Site contents from the site settings menu
- Click the 3 dots next to Compliance Tracker 365 to Remove the app. Return to Classic SharePoint if prompted. No settings or data will be lost but the app will be temporarily unavailable.
- Once the app is remove, click Add an app from the Setting menu and add Compliance Tracker 365. This will recreate the missing lists.
- Open the Management page from Site Pages, and select a new Term set.