Profile Fields

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by Amy Gaudielle
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So, what is a profile field? Why is it important?

Those are two very good questions. Let’s start with defining profile fields. They are the unique attributes of a learner in your LMS. These attributes will be helpful in further defining the learner within the LMS: Title, location, department, hire date, etc. 

So, why are profile fields important? Profile fields help define user roles, grant access to content, organize groups of users, and assign learning.  Oh, they can also help admins filter user data when running reports to narrow an audience. Needless to say, it is very important to include the correct fields when building an LMS. 

 

Adding Profile Fields:

Profile Fields are found under the Users tab in the admin tool.  When you have selected the Profile Field Pill, you will notice two options and then a list of profile fields.  

  1. You can choose to Create a Profile Field 
  2. You can choose to add a Profile Section.  

A Profile Section is a way to group like profile fields together and help organize them within a profile. Profile Sections are indicated by the blue bar above the groups of Profile Fields.  To move a Profile Field to a new Profile Section, simply click and drag the Pancakes (the stacked icon to the left) and drop the Profile Field under the Profile section that you would like.

 

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Now, let’s look at creating a profile field, following the steps below.

When accessing the profile fields pill, go ahead and click ‘create profile field’. You will be presented with a new window to begin creating the profile field. Here you can add a name to the profile field and provide a description, if necessary. Note: When adding a field it will always be added to the first profile field section - this can then be maneuvered to the correct section via the pancakes. 

 

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Next, select the Profile Field Type.  The Profile Field type determines how the data is input into the system. Below are the various types and accompanying descriptions:  

  • Select - Creates a drop-down menu of available values. Note: these values need to be added to the profile field for the drop down to appear in the rules engine. Continue reading to see how you can add profile field values.
  • Text - enables a unique response. (This is perfect for Profile Questions.)
  • Date - MM/DD/YYYY format for birth date, hire date, etc.
  • Linked  - Creates a dynamic Profile Field that can be linked to another Profile Field. What does this mean? It essentially means ‘if this then that’. For example, if you wanted to set up a linked profile field titled ‘Region’ and have the region field values auto-assign to a user based on their location, you could do so with linked profile fields. So, if the location is ‘y’ then the region is auto-assigned as ‘x’.

You can also select the Display format which will determine how the Profile field is viewed in a learner’s profile.  

Now, if you’re building a linked or select Profile Field you can designate how you would like the Profile Field values to Sort; either Alphabetical by Title, Alphabetical by Code, or by Number of Users. (We know, there are almost too many choices.)

Other options include:

  • Required
  • Visibility
  • User editable
  • Allow multiple values

Go ahead, click ‘Save Profile Field’ and voila! You have a profile field. Note: if you’d like to change any of these settings after the profile field is created you can easily change them. The only setting that cannot be changed is the profile field ‘type’.

Now that a Profile Field has been created we can add values to associate Users to this field. Simply re-open the profile field click ‘Add Value’ and choose a title for that value.  You can also choose to add a code, if necessary. For example, if you have classified locations by a code and title, you could add both.

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Conclusion:

Profile fields contain a lot of moving parts. But, they are an integral part of your LMS so make sure you have a solid understanding of how they flow through the system. As always, if you have any questions, reach out to your CX team!

 

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