Working in Profiles

Daily Operating Model

Profiles works best when teams treat the module record as the source of truth and use tasks, tickets, workflows, and reports as supporting surfaces. The flows below are the common day-to-day paths to validate during setup and train users on after go-live.

Flow 1: Create profile schema

1. Open Profile Settings and create a profile type.
2. Add sections that match how users think about the profile.
3. Create questions with clear labels, help text, and required rules.
4. Set visibility and edit permissions for sensitive fields.
5. Preview the profile form as a normal user.
6. Publish the schema after stakeholders approve it.
7. Create a few pilot profiles before importing many records.
8. Review reports for incomplete or inconsistent profile data.

Flow 2: Create and maintain profiles

1. Open Profiles and create a new profile.
2. Select the correct profile type.
3. Complete core identity fields and dynamic questions.
4. Link the profile to contacts, users, objects, or module records where relevant.
5. Save and review the profile detail page.
6. Update profile data when status, ownership, or attributes change.
7. Archive profiles that should no longer appear in active workflows.
8. Use profile history and workflow payloads to audit important changes.

Flow 3: Use profiles in operations

1. Open a related contact, object, ticket, or workflow.
2. Reference profile attributes to segment work or personalize handling.
3. Create tasks or tickets when profile data is incomplete.
4. Use pages to expose profile forms to internal teams or portal users.
5. Drive workflow branching from profile type, completion, or visibility.
6. Keep profile permissions consistent with the page or portal exposure.
7. Update linked module records when profile status changes.
8. Use reports to spot missing profile fields or duplicate records.

Flow 4: Govern profile data

1. Review profile types and questions periodically.
2. Merge or retire fields that duplicate Base object data.
3. Audit sensitive sections and visibility changes.
4. Create workflow reminders for stale or incomplete profiles.
5. Archive old profiles according to retention policy.
6. Use import/export carefully when profile questions have changed.
7. Coordinate schema changes with forms, pages, and automations that read profile fields.
8. Document ownership for every profile type.

Day-To-Day Controls

• Start from the launchpad route, then use filters and saved views to focus on records needing action.
• Use status fields and lifecycle actions instead of free-text notes for important state changes.
• Attach documents, comments, or related records when a decision needs evidence.
• Create tasks when work leaves the current owner or needs a due date.
• Create tickets when the work is customer-facing or belongs in a support/service queue.
• Use workflows for predictable notifications, approvals, escalations, and cross-module updates.
• Use reports for recurring team reviews rather than exporting ad hoc lists every time.
• Keep permissions tight enough that users see the records they need but not sensitive configuration.
• Review rejected, cancelled, failed, or overdue records every week.
• Keep integrations aligned with the same lifecycle users follow in the UI.

Exception Handling

• If a record is stuck, check owner, status, required fields, approvals, and linked records before editing downstream data.
• If a workflow did not run, confirm the event name, trigger filter, record permissions, and service-user access.
• If reports look wrong, inspect whether the source record is draft, cancelled, archived, or missing a required dimension.
• If an integration created bad data, fix the source mapping and then repair the affected records through supported actions.
• If users cannot see a route, review launchpad access, module roles, page permissions, and tenant feature flags.
• If a public or embedded route exposes too much, disable exposure first and then correct permissions or filters.
• If two modules disagree, choose the module that owns the lifecycle as the source of truth and update the other from it.
• If a record supports audit, void, archive, or cancel it instead of deleting it whenever possible.

Reporting Rhythm

• Daily: review new, overdue, failed, rejected, and pending-approval records.
• Weekly: review owner workload, aging, status changes, and recurring exceptions.
• Monthly: review configuration, permissions, integration failures, and report definitions.
• Quarterly: review whether custom pages, workflows, and API access still match real operating practice.
• After major process changes: rerun one end-to-end flow with a pilot record before enabling it broadly.

Cross-Module Handoffs

• To Base objects: pass stable identifiers, owner, status, dates, and any dimensions required for reports.
• To tasks: include a precise action, due date, source record link, and escalation owner.
• To tickets: include requester, priority, support context, and the module record link.
• To workflows: prefer explicit create, update, approval, and status-change triggers.
• To reports: keep dimensions consistent across records so dashboards can group accurately.
• To integrations: use /reference/profiles for namespace and intent details.