Personal

Personal profiles are ideal for knowledge management sites, enabling users to follow topics of interest and surface relevant content tailored to them.

They are also valuable in large organisations, where it may be unclear who will be visiting the site. In these scenarios, personal profiles can be configured to automatically create entries for any user who accesses the site, ensuring that relevant content is surfaced without requiring prior setup.

📌 Configuration

  • Personal profile terms are configured in Management > Profiles > Personal.
  • Unlike managed profiles, personal terms are created when a user accesses a site.
  • Terms can be:
    • Automatically applied to every user, or
    • Selectable by the reader during login or interaction.
  • Assignment is based on matching a user’s Entra ID properties with the Profile match criteria defined in the profile side panel.

🔐 Permissions

  • When Personal Profiles are first set up, permissions must be granted to allow Visitors contribute access to the profile list.

    • Visitors can only update their own profile entry.
    • They cannot modify other users’ profiles.

  • If access is granted via a group other than Visitors, ensure that group also has Contribute access to the Profile list in the site managing profiles.

🔎 Matching Personal Terms

  1. Select the terms to be matched.
  2. In Profile match, choose a field and enter a matching value.
    • Matching values can include:
      • Email address patterns
      • Department
      • Office
      • Job title
    • Expressions can contain multiple AND and OR conditions.
      • All ANDs must be true.
      • At least one OR must be true for a match.
  3. Use the User check option to test if a person matches the criteria.

⚙️ Term Assignment Options

The How to add setting determines how matched terms behave.


How to Add Hide/Show Behaviour When to Use
Manual add/remove if matched Hide for unmatched / Editable for matched Unmatched users won’t see terms. Matched users can add/remove terms. When only a subset of people should see and edit their own personal terms.
Manual add/remove if matched Editable for matched / Read-only for unmatched Unmatched users see terms but cannot edit them. When terms should be visible to all for awareness, but editable only by certain people.
Automatic add if matched / Manual add or remove if unmatched Hidden for all Terms are auto-assigned to matched profiles, invisible in profile. For background targeting where terms should not be visible.
Automatic add if matched / Manual add or remove if unmatched Read-only for matched / Editable for unmatched Terms auto-assigned to matched profiles (read-only). Others can optionally add them. When terms must be preassigned but also selectable for others.
Automatic add if matched or remove if unmatched Hidden for all Terms auto-assigned to matched profiles and removed for unmatched. Invisible in profile. For background targeting where terms must be automatically managed.
Automatic add if matched or remove if unmatched Read-only for all Terms auto-assigned to matched profiles (read-only). Removed for unmatched. For background targeting where terms should be visible for awareness but not editable.

📂 Managing Personal Terms

  • To allow individuals to add or remove personal terms, use the CT365 Read Profile web part.
    • Deployed to: /SitePages/CTFiles/Read-Profile.aspx
    • Can also be added to any page as a button to display or select terms.

🚨 Troubleshooting

Message: User Profiles are not supported in this site

  • Cause: A shared Term set was originally used, and the User Profile lists are missing.
  • Fix:
    1. Open Site contents from the site settings menu.
    2. Click the ⋮ (three dots) next to Compliance Tracker 365 and select Remove app.
      • Return to Classic SharePoint if prompted.
      • No settings or data will be lost, but the app will be temporarily unavailable.
    3. From the settings menu, click Add an app and re-add Compliance Tracker 365.
      • This recreates the missing lists.
    4. Open the Management page from Site Pages and select a new Term set.