User Profiles are used to associate Terms to people, individually by name, via groups or via M365 Profile properties. To provide flexibility, 2 type of profile are supported - Managed and Personal. Both types of profile can be used at the same time in both a site and for an individual, or a site may only require a single type of profiles depending on the content being targeted.

Managed profiles

Managed profiles are setup in the Management > Profiles tab and managed by the CT365 Management Solution. The update schedule for profile processing is configured in the Management > Flows tab.

Managed profiles are best suited in compliance-focused sites where managers need to track which content has been read by individuals. These profiles are created by the CT365 Management Solution and cannot be altered by users. They are set up in advance, allowing managers to identify if a person has not visited the site or read content. Managed profiles are particularly useful for notifications, as they inform individuals about the content that needs to be read.

Personal profile

Personal profiles are updated by the individual. Terms can be added from the Read Profile page. This option requires the User Profile list permissions to allow individuals to create and update their own entries.

Personal profiles are best suited in knowledge-focused sites. These profiles are created when a person visits a site for the first time. Personal terms can be automatically assigned based on profile matching criteria or added by the individual using My Profile. By default, no terms can be added to a personal profile. Terms that can be added by the individual are managed through the Management > Profile tab (from version 4.1.0.0).

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