Profile Management

Introduction to Creating and Managing Profiles in Clarizen 1

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 Introduction to Profiles: Why are Profiles Important?

Profiles allow you to manage and control the way

the system is displayed for each user based on
their association with a profile

Profiles Enhance Usability, Security, and Flexibility

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 Introduction to Profiles: Key Benefits

• Tailor page layouts and views to the needs of defined User Types
Increase User • Align Business Processes to specific User Types
Adoption • Streamline navigation by providing access to only required Modules, Actions, Etc.

Secure Data • Control Access to data by hiding fields from users that should not have visibility

Support the • Support multiple Organizations in a single Clarizen instance

• Provide cross-organization visibility to management
Enterprise • Simplify administration of the system

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 Profile Administration: Important System Settings

Aggregate Field Set Across Profiles Group Membership Setting Privileges

When enabled, users associated with multiple profiles will By default Users have the ability to add themselves to User
have access to all of the fields from all of their assigned Groups. Enabling this setting allows users to add themselves to
profiles regardless of which profile they are currently using User Groups, unless the user group is associated with profiles -
to prevent permission conflicts.

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 Profile Administration: Areas Governed by Profiles
Modules Field Sets Related Items

Actions Page Layout Views

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 Profile Administration: Identify Your Profile Set(s)

Optimize your deployment of Profiles by maintaining a structured approach to

managing your user community. Below are some common structures.

User Type User Role Department

• Administrators • Program Manager • Marketing
• Team Members • Project Manager • IT
• Financial Users • Resource • Sales
• Managers • Help Desk • Finance
• External Contractors • Human Resources
• PMO

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 Profile Administration: Define the Master & Default Profiles
Master Profile serves as a basis for the organization: all profiles will
inherit settings from the Master Master Profile Best Practices

• Define the Master to be the most “permissive”

Provides the Admin the ability to control fields, relations, views, etc. for
all profiles at once • Remove or configure items with caution as this will
affect every profile
For configuration purposes only – the Master Profile will never have any
members • Rather than remove fields from the Field Set,
consider removing from the Field Layout – as
removing from the Field Set means NO ONE will
have access to that field regardless of Profile

Default Profile Best Practices

Default Profile serves as the single or primary profile each user is
assigned by default • The Default Profile should be the most restrictive, as
all new users by default will have this profile
Make sure everyone has the Default profile
• This is the standard profile that everyone shares,
hence it should be the profile that captures all the
things everyone needs to see/do

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 Profile Administration: Create a New Profile

Click on the “+” sign to

create a new profile.

Be sure to give it a
descriptive name

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 Profile Administration: Managing Profiles

Once a profile is created, you can perform various actions on it

Delete – Removes the profile completely

Save As – Allows you to save an existing profile as the basis for a new one

Rename – Allows you to rename an existing profile

Set As Default – Selecting this will make the chosen profile the Default for the
organization

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 Profile Configuration: User Interface Properties

Tailor the user interface for a system profile to

provide a simplified and more intuitive user
experience, or to limit user's ability to modify
their default views. These settings are applied
to all users assigned to the profile

Under the General menu on the left, Select

“Properties” to fine tune a specific Profile’s
User Interface

A series of toggle options are shown which will

allow you to define available components for
your users

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 Profile Configuration: Select Available Modules

Choose the Modules you want to make

available to the Profile’s members (via
Navigation Bar) from “Available” options on the
left and add them to “Your Selections”

You can change the order by drag and drop or

the arrows to the right

Certain modules activate related entities:

• Customer add Contact Person
• Expense Sheet adds Expenses
• Timesheet adds Time Entries

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 Profile Configuration: Define Field Sets

The Field Set allows you to determine what

fields are available to a Profile’s assigned
members – utilize this to restrict access to
sensitive data

You must select the specific object (i.e. Project)

that you want to edit the Field Set for on the left
navigation menu and repeat for each Object in
Clarizen

In the “Fields & Relations” area, choose “Profile

Fieldset” and click ”Edit” to access the field
selection screen

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 Profile Configuration: Select Available Related Items

The Related Items allows you to determine what

related data panels are visible within a certain
object for a given Profile

Again, you must select the specific object (i.e.

Project) from “Item Types” menu on the left

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 Profile Configuration: Define Available Actions

The Actions section allows you to determine

what actions will be available for an object in a
given Profile

You can edit the Ribbon, Contextual Menu, and

Bubble Popup

Some objects (i.e. Projects) will include

additional menus (i.e. Work Plan)

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 Profile Configuration: Define Property Card Layout

Under the Field Layout section, you can

define each individual object’s Property Card
for each Profile

You can edit the sections of the Property

Card, as well as the field list

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 Profile Configuration: Define Layout of Forms to Add Items

Under the Field Layout section, you can

define each object’s “Add New” Form for each
Profile. These forms define which data will be
requested when adding a new item into
Clarizen

You can drag and drop fields that you would

like to include, rearrange the order, add
sections, and define the standard approach to
adding something into Clarizen

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 Profile Configuration: Define Available Views

In the “Default Views” section you can define

which views are available and set the default
views for all objects. A list of available views
from which to select are provided for both
Module and Item Detail views

Edits can be made to those views directly

from here by clicking “Edit”

Permissions can also be managed from this

area by clicking “View Permissions”

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 Profile Configuration: Define Search Defaults

Here you can edit the columns that appear

when the search results window appears for
all Item Types with the exclusion of Posts,
Replies, Organization, and Timesheets

Define the columns for global searches and

searches in contextual panel

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 Profile Configuration: Assign Members to a Profile

Under the General menu, highlight “Members”

to assign your users to a specific profile

You can add individual users and User Groups

Users and User Groups can be assigned to

multiple Profiles

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 Get it done.
Faster. Better. Together.

Clearer visibility than you ever had

so you can move faster than you ever could.

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