Summary
When you're designing a custom Profile Template (layout) for a model (e.g. Company), you set criteria that define when it's applied to a record
The criteria can refer to the model itself (e.g. when Company Phase is equal to Onboarding), or to the Planhat User viewing the record (e.g. when the viewer is a Salesperson)
You can set multiple criteria (conditions/rules) for each Profile Template
You also use the order of Profile Templates in a list to determine which should be applied, if the criteria for multiple Templates are met
All of this means that the perfect customized layout is automatically used whenever a record (e.g. a Company, such as Amazon) is viewed in Planhat
Who is this article for?
This article is particularly relevant to Planhat builders/admins who configure their tenant for their team (e.g. CS Ops)
Series
Planhat OS - Profile criteria (match conditions) ⬅️ You are here
Article contents
This is a technical deep-dive article
Read on if you'd like to learn about Profile criteria (match conditions) - a component of Profile Templates. Ensure you read our article introducing Profile Templates before this one, so you are familiar with the context of where these Profile criteria (match conditions) are used.
If you would simply like a general introduction to Profiles, check out our article here.
What are Profile criteria (match conditions)?
When configuring a Profile Template, the first tab in the dropdown menu is "Criteria".
This is where you define rules, under the "Match Conditions" heading. The criteria (in combination with where this Profile Template appears within the list of Profile Templates) determines which Profile Template (layout) is applied in each situation (i.e. when a particular User views a particular record).
The criteria can refer to:
The Planhat User viewing the record (e.g. "when the User's Role is CSM")
You set these rules up under the "User Profile" heading
This is useful if you want particular people to view different layouts - e.g. the PSA team may need to see different information compared to the Sales team
The model that the Profile Template is for (e.g. if it's a Company Profile Template, a rule could be "when Company Phase is equal to Onboarding")
You set these rules up under a heading based on the model - e.g. in the screenshots in this article you see "Company Profile" because this is a Profile Template for the Company model, but if it was for a different model then the relevant model name would show here instead
This option is useful because often different data will be relevant to different categories of records within a model - e.g. a prospective customer v. a paying customer v. a churned customer
How to set up Profile criteria (match conditions)
In the "Criteria" tab when you're configuring a Profile Template, to add a new rule (condition), click "+ Rule" in the relevant category (User Profile or [Model] Profile), and then use the dropdown menus and textboxes to fill in the details.
You can repeat this (clicking + Rule and defining a rule) to add extra criteria/conditions/rules - next, we explain how this works.
Combining multiple criteria/conditions/rules
If you set up multiple rules within one of these categories, like in the example below (two rules applied to User), then these are applied on an "ANY" / "OR" basis, i.e. only one of these conditions need to be met in order for the Profile to be able to be applied.
However, if you set rules across different categories, like in the screenshot below (one rule applied to User and one rule applied to the Profile's model), then these are applied on an "ALL" / "AND" basis, i.e. you'd need to match conditions on both the User and the model (Company in this case) for the Profile to be applied.
Additional information and tips
If no rules/conditions are set in the "Criteria" tab of a Profile Template, then this Profile Template matches all records of that model and viewers of the record
Only one Profile Template is applied to a record/User combination at a time. For example, if you have a Company Profile Template with the rule "when Company Phase is Onboarding" and another Company Profile Template with the rule "when Company Segment is Enterprise", which one would be applied to an Enterprise Company in Onboarding? The answer is that the Profile Template higher up the list of Profile Templates will be the one that's applied
Each data model will have a "Default Profile" Template, for which no rules/conditions can be set (so it doesn't have a "Criteria" tab in the dropdown menu). It always sits at the bottom of the list, and is there to provide the Profile layout for any record/User combination that doesn't match the conditions of any of the custom Profile Templates in your tenant
When you (as a Planhat admin/builder) are configuring and testing Profile Templates, it's often useful to create a temporary rule/condition that the User you - this means that only you see Profiles using this layout. Once you've checked that everything looks how you want, you can remove the condition