User Profiles allow Terms to be associated with people — either individually by name, through groups, or via Microsoft 365 profile properties.

To provide flexibility, two types of profiles are supported:

• 🛠️ Managed Profiles
• 👤 Personal Profiles

Both profile types can be used simultaneously within a site or for an individual. Alternatively, a site may only require one type of profile depending on the content being targeted.

🛠️ Managed Profiles

• Configured in Management > Profiles and administered through the CT365 Management Solution.
• Processing schedules are defined in Management > Flows.
• Best suited for compliance-focused sites, where managers must track whether individuals have accessed and read specific content.
• Created and maintained by the CT365 Management Solution — users cannot modify them.
• Enable managers to:
  • Identify individuals who have not visited the site or reviewed required materials.
  • Send notifications to ensure individuals are alerted to required content.

👤 Personal Profiles

• Maintained directly by the individual.
• Terms can be added via the Read Profile page, provided the user has the necessary User Profile list permissions.
• Best suited for knowledge-focused sites.
• Created automatically when a person visits a site for the first time.
• Personal terms can be:
  • Automatically assigned based on profile matching criteria.
  • Added manually by the individual using My Profile.
• The terms available for individuals to add are managed through Management > Profile.

🔗 Shared Term Associations

• User Profiles support multiple term associations per person within each site.
• When terms are shared across multiple sites, the User Profiles list is created only in the main parent site.