Create & Edit Master Profiles

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My iD: Creating & Editing Master Profiles

A Master Profile controls the look & feel of your company Profiles

Topics: How to Create & Edit a Master Profile

What do I need to know?

Creating a Master Profile

Why do my details show on the Master Profile?

The Rule of Static vs. Variable components on a Master Profile

Editing a Master Profile

Editing Toolbar/Ribbon

Building the Profile Content: Adding Components / Metadata

Saving a Master Profile

Applying a Master Profile

Topics in this list relate to the underlying set-up of the Master Profile - this is the base for all Profile pages in your intranet

My iD Instructional Videos

What do I need to know about Master Profiles?

A Master Profile controls how Profile pages look & what information can be collected there (e.g. name, department, hobbies, picture)
This information is collected & controlled by Metadata
Multiple Master Profiles can exist in the system, however, only one Master Profile can be Applied at any given time
When a Master Profile is Applied, all staff Profiles will automatically update to this structure
Your intranet comes ready with 3 sample Master Profiles, so you can apply one of these immediately, edit it, or build a brand new one
My iD is a global application, meaning you can access it/work on it from any subsite

Please note Security needs to be set up for this application. Only Front End (Website) Users with the 'Creator' Security Level or higher possess the necessary permissions to create/edit a Master Profile. Please see the Security section for further information on security levels in My iD.

Create a new Master Profile

Master Profiles are created/edited/stored within the application 'My iD' To access your Master Profile, go to My iD by:

Via the Clever Tools 'My iD' link

Via the User Profile in the layout

Via some other dedicated link that has been created for you (e.g. Quick Link)
You can access it anytime via the URL structure: http://yourintranet/subsitename/myid
(Where 'your intranet' and 'subsite name' are replaced with your actual intranet details)

Accessing the Master Profile

Once you are at My iD, notice the Editing Toolbar / Editing Ribbon, there will be the option Manage Master Profiles:
Note: If you do not have the correct Front End Security to work on this application, you will not see the Editing Toolbar.

Select Manage Master Profiles from the Editing Toolbar.

Create the Master Profile
Now select New Master Profile from the Editing Toolbar. A pop-up will appear, here complete the 4-step wizard process, outlined below.

New Master Profile Wizard
Step 1 - Details

* Specify the Title and Description of the new Master Profile, e.g. GlobalCorp. Staff Master Profile

* In the Description you can include all relevant '@Mentions' and '#Channels' of people and groups that need to be notified of the creation of this new Master Profile

* The URL will be automatically created but you can change it

* Click Next >

Step 2 - Owner
* Specify the Owner/s of this Master Profile (Important for future content approval)

* To add or remove owners, use the Add Owner or Remove Owner buttons

* Click Next >

Step 3 - Templates
* View all templates currently available for the Master Profile

* The template you select will be the base for the Master Profile you are creating

* Click Select Template to see all templates available

Note for iD Power Users: Unlike Layout Manager and iD CMS, the template selection for MyiD process is not subsite specific.
Accordingly, all Master Profile Templates within the intranet will be listed here.

Step 4 - Finish
*Review details on this screen and select Finish to save

*You will be directed to the new Master Profile in a Staging (working) state.

Why are my Details Showing? / Preview with Your Details

On creation of your new Master Profile, any details the system has for you, will display there as a preview, Preview with Your Details.
Your data is 'read' and placed into the corresponding Profile Fields. This is important to understand in conjunction with The Rules of Static versus Variable components on your Master Profile, read here for more (new window).

Build the Master Profile Content: Add Component / Metadata

4. Now build the Master Profile:

Step 1) Define the Profile Header

Step 2) Define Components on the Profile

Step 1 - Define the Profile Header fields

Your Master Profile already contains a Profile Header, it is locked to the Master Profile. It is the list of fields that appear at the top of every staff profile. For example, you may decide the Profile Header must contain a profile picture, full name, email and phone numbers and it would look like this:

Note: There are many options to choose from here. What doesn't go into the Profile Header, can be placed somewhere else on the Master Profile.

Define the Profile Header

* Hover over the Profile Header Options and select Component Properties
* A pop-up called Properties will appear. There are 3 tabs on it, select Component

* Using the check boxes, deselect the items you do not want to display on the Master Profile, each option described below.

NOTE: In the Profile Component, you will see your own details populating the fields.

Profile Header > Component Properties

Display Name - 'Given name' and 'Last name'

Display Profile Picture - Profile Image of the staff member

Display Following Summary - List of who this user is following

Display Email Address - User email address

Display Phone Number - User's office phone number

Display Mobile Number - User's mobile number

Display Location - Location of the user

Display Job Title - User's Job Title

Step 2 - Define other components to appear on the Master Profile

Go to the Editing Toolbar, select Components > MY ID

Components

This sections provides the options of People Following You, People You Follow, Pinned Channels and Profile Fields.

The other options here are the same as the Layout Manager and iD CMS components.

Add to the Master Profile by dragging and dropping them into place.

My ID Components

A) Profile Fields

B) People You Follow

C) People Following You

D) Pinned Channels

A) Profile Fields

This component helps you create a single field or series of fields within the body of the Master Profile. For example, you may want to create a section about 'Team & Manager'. Each field is controlled by Metadata. The Metadata must either be:

- Associated with the user's profile already (e.g. via Active Directory), or,

- The user will need to enter this information into the field manually

Note: If a Metadata item does not exist for your chosen field, please speak to a Site Administrator/Superuser. Click here for more information on Metadata.

* Drag the component onto the Master Profile, hit Add Field. The Add Field window will pop-up.

* Available Metadata items will be shown in this list, or you can Search:

* Select the fields you need and hit Add Field

* The component will update. The field identifies what the user will need to do. Select OK.

In the below example, the Manager will be a list selection for the user to choose from.
Whilst the Location will be a text box for the user to complete.

* Now you can see how it will look on the final Master Profile

b) People You Follow

This component will display who within the intranet you are following.

C) People Following You

This component will display who is following you within the intranet.

C) PINNED CHANNELS

THIS COMPONENT WILL DISPLAY The Channels 'Pinned' (Read: Selected) by the user whose profile you are currently viewing.

Publish / Save the Master Profile

5. Once you have finished, click Save and select from the drop-down:

Save a Draft & Continue

Save the Master Profile as a draft an continue editing.

Save a Draft & Exit

Save the Master Profile as a draft and exit.

Publish to Staging & Exit

Publish the Master Profile to staging and exit.

Publish to Live & Exit - Note: This will update all current staff Profiles

Publish the Master Profile to live and exit.

6. Enter a comment for the version control

7. You will be taken to the Master Profile page, which will display YOUR OWN details. For each user that accesses the Profile, they will view his/her own.

Applying a Master Profile or 'How Do I make a Master Profile active on our Intranet?'

At the start of this page, we mention:

Multiple Master Profiles can exist in the system, however, only one Master Profile can be Applied at any time
When a Master Profile is Applied, all staff Profiles will automatically update to this template

Go to the My iD app. If you are not certain of this step, please review these instructions (new window).

At the My iD app, look to the center of the screen. Here will display all the Master Profiles and Master Profile Templates in the system:

From the Master Profile list, select the Master Profile you wish you apply. Then, Edit > Live

Make any changes if required to the Master Profile that you'd like to see. Then Save > Publish to Live & Exit

At the Version Control pop-up, select the checkbox to Apply this Master Profile immediately

Go to your Profile to confirm the changes this update has to a Profile.
Note: If you have added/removed Fields that were available in a previous Master Profile, you may need to inform users.

^Back To Top

Editing an existing Master Profile

Here you will either be:

a) Editing the current, Applied Master Profile - On which all current staff Profiles are based

b) Editing another Master Profile - Not currently in use

Editing a Master Profile

The Master Profile is comprised of a series of components, you can move, edit or remove. Example shown here. Instructions further below.

Access the My iD app
From the center of the screen, go to the list of Master Profiles (as shown above)
Select the Master Profile ('MP) you want to edit
Edit the MP to Live
You are now viewing an editable version of this MP. Here:

- The MP is comprised of a series of components, you can move, edit, remove these

MOVE

EDIT

REMOVE
You can add more Components from the Editing Toolbar/Editing Ribbon
You can add My iD components. Add the Profile Fields component to then add more Metadata fields

Then select the Profile Fields. These will be filled out by the user on his/her Profile:

7. Note: It is important to understand what content on the Master Profile is updated by the user, and what content is static.

The Rule of Static vs. Variable components on your Master Profile:

The My iD Components: Profile Fields, People You Follow & People Following You will show the details of the user, that is, these components update & reflect the user's profile.
All other components are static. Meaning that no matter whose Profile you are viewing, this content will always be there.
This is important, because headings and free text created on the Master Profile cannot be changed at the Profile.

Example below. 'Skills & Knowledge' and 'Team' are both created with the Heading component. This is static content on the Master Profile, accordingly, everyone who views her own Profile will see it exactly as it appears here.

All the other information you see, e.g. Job Title, Employee Number, People Following You, are My iD components. These update based on the person viewing his own profile, or viewing someone else's profile.

8. Once you have finished, click Save and select from the drop-down:

Save a Draft & Continue

Save the Master Profile as a draft an continue editing.

Save a Draft & Exit

Save the Master Profile as a draft and exit.

Publish to Staging & Exit

Publish the Master Profile to staging and exit.

Publish to Live & Exit - Note: This will update all current staff Profiles

Publish the Master Profile to live and exit.

Apply the Master Profile if you want all Profiles to update automatically. Don't forget to let the users know about the change, if you added any Profile Fields, each user will need to fill these out.

^Back To Top

Click here to return to the My Site Help Index

iD Help refers to iD 8

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