Entity Profile Module

Objective: Learn about the Entity Profile
Learning Outcomes:
Locate and view an Entity Profile
Edit the Profile
Add Attachments
View Entity's Links in Charts

Topic References: the The Entity Profile Video Series Help Centre topic The Entity Profile

Locate and view an Entity Profile

Open an existing Entity Profile

  • From Search results
  • Via the ‘Recent or Pinned Entities’ lists from the Workspace menu on the left.
  • From a Document’s Entity list, right click on an Entity name or title and select ‘Go to Entity Profile’ (opens in a new tab).

The Entity Profile page

  1. Note the information available with the Entity page menu and the Entity's Title and edit icons at the top of the page. A profile image (or placeholder), Summary field, expandable accordion tabs for the Entity’s attributes including Notes, Tags, Properties, Documents, Links, Attachments and Files.

  2. Summary – Click Edit Profile to enable editing. Click into the Summary field and add some details about the Entity then click Save (shows once the Edit button is activated). Note the Entity's created date and the Summary last updated date shows at the top of the summary field.

  3. The Entity’s Attributes can be accessed by clicking on the attribute label which expands to show the attribute content. Click on the label again to close it. Note the Visible and Total count against some attributes which identifies the number of items you have permissions to access (visible) versus the Total which includes any items that are from Files that you do not have permissions to access.

  4. Notes which are sourced from related Documents Notes. Click on a Note to view the content – non-editable and any Note tag (if added). The Document title and number to the right are linked to the related document.

  5. Entity Tags – view the list of Tags assigned to the Entity. Click into the Tag field and select a Tag to add. Note how it autosaves and shows the date added. Remove a Tag by clicking X.

  6. Entity Properties – view the list of properties of the Entity. Note the properties are editable in edit mode. Click Edit Profile to add another Property then complete the Property detail. Click Save Profile to save changes. Remove the Property by clicking x. Note that the Entity’s Remembered Terms are listed underneath the Properties.

  7. Document Categories – If Document categories are in use, Documents are listed by the Types assigned to a category. Hover over the category label to view the types of Documents it contains.

  8. Documents – note that the Related Documents list shows any Document that the Entity is related to (is a listed Entity of the Document). The Document title can be selected to navigate to and open the related Document – right click and select to open in a new tab. Note that Documents showing a padlock can be viewed but not edited.

  9. Links – view the list of the Entity's links. Note the information shown for each column relating to the Link type and the related Entity, start and finish dates. To open a linked Entity Profile, click on the Entity Title (opens in same tab or right click to open in a new tab). In the related Entity Profile links, click on the original Entity to return to it. Note that if you click on a Document it opens the Document in a new tab.

  10. Attachments list - the Attachment name, description, related Document (if added via a Document) date and user details. The Attachment can be viewed in full by clicking on the Attachment Title (or selecting Attachments from the Entity menu).

  11. Files – a list showing the related File name (unless Redacted), Department (number of the Entity Profile Documents relating to the File), contact details for the File and it’s status. Note where a File has a grey shaded background that File’s Documents are not accessible to the user – these are counted as part of the Document Total count but are not visible to the user in the document list. From a restricted File, hover over the Primary contact to view the File message re requesting information from that File on the Entity. Click on the primary contact to view the notification message (won’t send unless OK is clicked). Note Files with a padlock have a status of Read Only and their Documents cannot be updated.

Attachments

  1. Select Attachments from the Entity Profile menu to open this page. Note the Attachment details shown and how some Attachments have been added via a Document (where a Document Title is shown).

  2. Add an attachment (an image file type if available (for the Profile image)- jpg or png) via Drag & Drop onto the attachment listing pane (on the right side) or by clicking the Import button to upload a file. Note: Valid File types are - doc, docx, pdf, txt, rtf, xls, xlsx, jpeg, jpg, bmp, png, .msg, mp3, mp4

  3. Select an Attachment as the Profile image (jpg or png files only) by selecting from the listing so it is showing in the Preview pane then click ‘Set as Profile Image’. Note how this record is now highlighted in the list. (Or an image can be dragged and dropped directly onto the image placeholder next to the Summary).

  4. Add another type of file to the Entity's attachments e.g word or pdf.

  5. Click on the Manage Columns button to see how to rearrange the Attachment columns to your preference.

Chart View

  1. From the Entity Profile menu click on Chart View.
  2. Observe that this opens the Analytics in a new tab and generates a chart of the Entity’s Links and linked Entities.