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Profiles and User Overview

Introduction

With the Profile Fields module, you manage which fields appear on user profiles — think of department, phone number, or expertise — and which search filters colleagues can use in the staff overview. This way, you decide how profiles look, what users are allowed to edit, and what can be searched for.

In this article, you will learn how the module works, how to add, edit, reorder, and delete fields, and how to set up search filters.

Note:
You need administrator rights for this module. Management is done via the browser on desktop; the admin panel is not available in the BCS Connect app. Don’t see the module? Then the self-service management modules have not yet been enabled for your environment — please contact support.plek@bcs-hr.com.

 

How does the Profile Fields module work?

You can find the module via the admin panel: click Modules in the menu and select Profile Fields from the list. The module has two tabs:

  • Fields: the list of all profile fields. Here you determine the type, visibility, and who is allowed to edit each field.
  • Filters: the search filters that users see in the staff overview, for example filtering by department or location.

 

Info:
Changes are only applied when you click Save at the bottom of the page. Use Cancel to revert everything to the last saved state. If you leave the page with unsaved changes, the system will ask what you want to do.

 

Adding, editing, and organising fields

The Fields tab shows for each field the Name, System Name, the Type, and the Settings (labels such as Searchable, Editable, Hidden on profile, or Read-only). Use the Search here field to quickly find a field.

 

Adding a field

  1. Click Add field.
  2. Enter the name under Field name, for example Department or Phone.
  3. Select the type of field under Field type: for example Text, Date, Email, Phone, Dropdown list, Radio button, or Multiple selection.
  4. If you choose a choice field (dropdown list, radio button, or multiple selection), enter the options under Values as a comma-separated list in brackets, for example ['Monday', 'Tuesday']. You can also load the values from a Taxonomy.
  5. Optionally enter a Help text: users will see this explanation when editing the field.
  6. Under Display options, set where the field is visible: Show on profile, Show in edit form, Show on connection card, Include in search results, and Include in user export.
  7. Under Functions, set whether the field is Editable by user and Searchable.
  8. Click Save in the window, then click Save at the bottom of the page to apply all changes.

 

Editing or reordering a field

  1. Click the edit icon behind a field to adjust it. The same settings as above will appear.
  2. Drag fields in the list to change the order — this is the order in which they appear on the profile.
  3. Click Save at the bottom.
Info:
Some fields are Protected: these are core profile fields (such as the name). Certain settings for these fields are locked and the field type cannot be changed.

 

Deleting a field

  1. Click the delete icon behind the field.
  2. Read the confirmation carefully and confirm. Then click Save at the bottom.
Warning:
Deleting a field permanently removes it from all user profiles, including any entered values. If the field has an associated search filter, that filter will also be removed. This action cannot be undone.

 

Setting up search filters

On the Filters tab, you determine which filters users see in the staff overview. The list shows for each filter the Label, the linked Field, and the Type.

  1. Click Add filter.
  2. Enter the name users will see under Filter label, for example Department.
  3. Select the field to filter on under Profile field.

  4. Choose the Aggregation type:

    • By individual values — each unique value of the field becomes a filter option.
    • By group name — filter users based on the groups they belong to.
    • By group category — filter users based on the type of groups they belong to.
  5. Click Save in the window, then at the bottom of the page. It may take a few minutes before the new filter is visible everywhere.

 

Search settings and reindexing

If you change settings that affect searching (for example making a field searchable or modifying a filter), the platform rebuilds the search data for all users. When saving, the prompt Update search settings? will appear.

Tip:
Reindexing can take some time and colleagues may temporarily see incomplete search results. It is therefore best to save such changes outside working hours.

 

Troubleshooting

My change is not visible on profiles

  • Check that you clicked Save at the bottom of the page — changes made in a window are only final after saving the page.
  • Check if Show on profile is enabled for the field.

Searching or filtering gives incomplete results

  • After a change to search settings, the search data is rebuilt; this can take a few minutes. Please try again later.

I cannot change a setting of a field

  • Protected fields are core fields; their type and some settings are fixed.
  • Locked fields can be unlocked via the lock icon (Unlock field).

I do not see the Profile Fields module

  • Check whether you have administrator rights.
  • The self-service management modules may not be enabled for your environment.

If the problem persists, please contact support.plek@bcs-hr.com.