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Set up profile fields

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Set up the profile fields that Learn:Go holds about each person. When you finish, each person's account can hold the profile fields that you choose.

Before you start

You need the permission to edit organisation settings to use the Profile screen. These are the default roles with this permission: Organisation Admin. If your organisation uses custom roles, yours may grant more or less than this.

Open the profile field sets

You group them into field sets on one screen.

To open it, select Orgs in the navigation and open your organisation. Then select Fields in the menu of the organisation, and select Profile. The screen lists your field sets by name, each with a count such as "3 Profile Fields". Select a field set to expand it.

An expanded set shows its fields in a table with the columns "Name", "Type", "Visible", "Mandatory", "User can edit", "Team Manager can edit", "Must be unique" and "Actions". A tick in a column means the setting is on, and "--" means it is off. A set with no fields shows "No entries".

admin-profile-field-sets

Add a field set

Add a field set to group profile fields that belong together.

  1. On the Profile screen, select Add New Field Set.
  2. In Field Set Name, type a name.
  3. Check Field Set ID.
  4. Optionally, fill in Field Set Tooltip and Field Set Description (Admin Only).
  5. Tick Visible to users if you want to tick Visible to users on the fields in this set.
  6. Select Add.

A panel opens with "Success" and the message "<field set name> has been created, would you like to add Fields to it now?". Select Yes to add a field, select No to close the panel, or select Add Another Field Set to add a second set.

The name identifies the field set in the list. Field Set ID fills in from the name when you leave the name box. Change it if you need a different ID. The ID is used for data integrations and field mapping, and it must be unique.

Field Set Tooltip can hold up to 100 characters. Visible to users is off by default.

If you select Cancel after you type, Learn:Go asks "Discard Field Set?". Select Discard to leave without saving, or Continue Editing to go back.

Edit a field set

Change a field set's name, ID, tooltip, description or visibility.

  1. On the Profile screen, select the three-dot button on the field set row.
  2. Select Edit.
  3. Change the details you need.
  4. Select Save.
  5. In the "Update Field Set" dialog, select Update.

The dialog warns "Changes will be immediately reflected in the front-end experience." After you select Update, the panel closes and the list shows your changes.

Save stays unavailable until you change something. If you select Cancel after a change, Learn:Go asks "Discard unsaved changes?". Select Discard to leave, or Continue Editing to go back.

Delete a field set

Delete a field set when you no longer need it. Deleting a set also deletes every field in it.

  1. On the Profile screen, select the three-dot button on the field set row.
  2. Select Delete.
  3. In the "Delete Field Set" dialog, select Delete.

The dialog says the action is immediate and cannot be undone. It also warns that the change may cause errors or broken workflows in Analytics Dashboards and Automation. After you select Delete, the set leaves the list.

If a field in the set is used in the rules of a dynamic group, Learn:Go does not delete the set. It shows the dialog "<field set name> cannot be deleted" with the groups that use it. Remove the fields from those group rules, then delete the set.

If the set is used in a framework, the dialog lists the frameworks. Select Delete Field Set to confirm, or select Cancel to leave.

Change the order of field sets

Change the order of your field sets by moving a set up or down the list.

  1. On the Profile screen, find the field set you want to move.
  2. Select the up arrow to move it higher, or the down arrow to move it lower.

The list reorders at once, and there is no Save button. The up arrow is greyed out on the first set, and the down arrow is greyed out on the last set.

Add a field to a set

Add a profile field to a field set to collect one more detail about each person.

  1. On the Profile screen, select the field set to expand it.

  2. Select Add New Field.

  3. In Field Type, choose a type.

  4. In Field Name, type a name.

  5. Check Field ID.

  6. Fill in the settings for the type and the permissions, as the next two sections describe.

  7. Select Add.

A panel opens with "Success" and the message "<field name> has been created, would you like to add another?". Select Close to finish, or select Add New Field to add the next one.

Field ID fills in from the name when you leave the name box, and it must be unique.

Optionally, fill in Field Description (Admin Only), which only administrators see. You can also fill in Field Tooltip Description, which people see as a tooltip on the "Complete Your Profile" page.

Control who sees and edits a profile field

Use the permissions on a field to decide who sees and changes it.

The group Editable in front-end by has All, Users and Team Managers. All ticks both of the others.

Ticking Field is mandatory also ticks Display on 'Complete Your Profile' page and Users, and you cannot clear those two while it is on. Ticking Display on 'Complete Your Profile' page also ticks Users.

Note

Admins can still create accounts without a value for a mandatory field. To give a value for a person, edit the user as Add or edit a user describes.

Set up each field type

Each field type has its own settings below the field name and ID.

The second table in Look up field permissions and type settings lists them.

For Selection Options, enter at least two options. Select Add selection option to add a row, use the arrows to reorder rows, and select the cross to remove a row.

Min Selections and Max Selections must be numbers above 0. Both start at 1. The minimum cannot be above the maximum, and neither can be more than the number of options.

Radio buttons is available only when Max Selections is 1. Checkboxes is available only when it is 2 or more. If you remove the option that was the default, Learn:Go clears Default Value and shows "Default value has been removed from the menu options, so this has been reset."

For text fields, a Default Value must fit between the minimum and maximum lengths. A regular expression checks what people enter in the field on the "Complete Your Profile" page. The text in Regular expression validation assistive text tells them the format, and it is required when you type a regular expression.

Edit a field

Change the name, settings or permissions of an existing field. You cannot change its type.

  1. On the Profile screen, expand the field set.
  2. Select the three-dot button in the Actions column of the field.
  3. Select Edit.
  4. Change the details you need.
  5. Select Save.
  6. In the "Update Field" dialog, select Update.

The dialog says "Are you sure you want to update this field? These changes cannot be undone." It also says changes are shown to people at once. After you select Update, the panel closes and the table shows your changes.

Save stays unavailable until you change something.

Take care with Field ID. When you click in that box, Learn:Go warns "Changing this field may affect Analytics Dashboards and Automation Workflows." If you change the ID, the dialog adds "This change may cause errors or broken workflows in Analytics Dashboards and Automation." Contact support if you are unsure.

Delete a field

Delete a field when you no longer collect that detail.

  1. On the Profile screen, expand the field set.
  2. Select the three-dot button in the Actions column of the field.
  3. Select Delete.
  4. In the "Delete Field" dialog, select Delete.

The dialog says the action is immediate and cannot be undone. After you select Delete, the field leaves the table.

If the field is used in the rules of a dynamic group, Learn:Go does not delete it. It shows the dialog "<field name> cannot be deleted" with the groups that use it. Remove the field from those group rules, then delete the field.

If the field's set is used in a framework, the dialog lists the frameworks. Select Delete Field to confirm, or select Cancel to leave.

Change the order of fields in a set

Change the order of the fields inside a set by moving a field up or down.

  1. On the Profile screen, expand the field set.
  2. In the Actions column, select the up arrow to move a field higher, or the down arrow to move it lower.

The table reorders at once, and there is no Save button. The up arrow is greyed out on the first field, and the down arrow is greyed out on the last field.

Look up field permissions and type settings

The first table lists the Front-end Permissions checkboxes.

Checkbox What it does
Visible to users Makes the field visible in the front end. It is greyed out until the field set has Visible to users ticked. People are sent to the "Complete Your Profile" page only when the field is also ticked for Display on 'Complete Your Profile' page, Users and Field is mandatory, they have no value for it yet, and Complete Your Profile is on for your organisation.
Field must be unique for each user Stops two people holding the same value. It appears for Short Text and Long Text fields only.

The second table lists the type settings.

Type Settings
Checkbox Checked by default? sets whether the box is ticked when people first see it.
Date / Time Date Min and Date Max set the first and last dates people can pick. Include time adds a time picker.
Framework Framework opens a picker. Select Select Framework and choose the framework people pick from.
Selections Selection Options lists the choices. Min Selections and Max Selections set how many a person must choose. Display As sets Radio buttons, Checkboxes or Dropdown menu. Default Value appears for radio buttons and dropdown menus.
Short Text Default Value, Display width (Full width or Small), Minimum Character Length, Maximum Character Length (up to 100), Regular expression validation and Regular expression validation assistive text.
Long Text Default Value, Minimum Character Length and Maximum Character Length (up to 1000).

Troubleshooting

If the Profile screen does not open, your role does not have the permission to edit organisation settings. Learn:Go takes you to a page that your role can use.

If you see "Required" when you select Add for a field set or a field, fill in the empty required boxes and select Add again.

If you see "Selections must contain two or more values", add at least two selection options.

If you see "Min count cannot be greater than the max" or "Max count cannot be lesser than the min", change the numbers so that Min Selections is not above Max Selections.

If you see "Count is greater than the amount of selections", lower the count or add more selection options.

If you see "Value must be longer than the Minimum Character Length", change the Default Value to fit the length limits.

If you see "Must be an integer above 0", enter a whole number above 0 in the length box.

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