This article provides a detailed guide on how to configure and manage Security Profiles. Security Profiles allow Company Admins to control user access through a streamlined interface featuring always-on editing, a clear pending changes flow, and a structured four-section setup.
Navigating the Security Profiles List Page
The Security Profiles list page presents all key information in one place, including the profile title, description, permission type, status, and total assigned users.
Go to Administration > General > Security profiles
Tooltips: Clicking on a permission type displays a clear, inline description, helping you understand what each type covers without leaving the page.
Search and Filter: Easily search by profile title and filter the list by status or permission type.
Creating and Editing Profiles
Creating and editing a security profile uses a consistent layout organized into four main sections. Profiles open fully editable with no mode-switching required.
Profile details: Set the title, permission type, and description. The permission type determines which other sections appear in the configuration process.
Users: Assign access by user group (e.g., HR team, L&D team), individual, or both. Only Standard groups are supported. Dynamic groups are not available in this release. You can save a security profile without adding a group or an individual user.
System permissions: Enable permissions via checkboxes grouped by category (e.g., Learning Admin, Reports, Assignment Rules). A counter displays how many permissions are enabled per category.
Access policy: Apply optional filters to restrict which records users can see. This section uses standard System filters (e.g., Location, Department) and client-specific Custom filters. Note: This section only appears for permission types that support it.
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Important: The permission type can be freely changed up until the first save. Once saved, the permission type is locked and cannot be altered.
Managing Pending Changes
To prevent accidental misconfigurations, any edits made to a security profile are held in a pending state until you actively confirm them. You are kept informed through three touchpoints:
Inline footer: Remains persistent at the bottom of the page throughout your current editing session.
Top banner: Appears when returning to a profile that has unconfirmed changes from a previous session.
Review modal: Triggered from the footer or banner, this displays a summary of what will change, allowing you to confirm, save and exit, or cancel your edits.
Profile Statuses and Group Assignments
Status Model: Profiles carry two explicit statuses: Draft and Active. You can save a profile as a draft to finish configuring it later.
User Group Assignment: You can assign a user group directly to a security profile. This is highly useful when the same access applies to an entire team. Adding a group once covers all its members, and the same group can be reused across multiple profiles. Only Standard groups are supported. Dynamic groups are not available in this release.
Frequently Asked Questions
What happens if I make changes and do not confirm them?+
Changes are held as pending. If you leave the page without confirming, a banner appears the next time you visit the profile, prompting you to review and either confirm or discard the changes.
Can I change the permission type after saving?+
No. The permission type can be changed freely during creation, but it is permanently locked after the first save.
Why doesn't the Access policy section always appear?+
The Access policy section only appears for permission types that support it. Once a compatible type is selected, the section becomes visible as part of the form.
What is the difference between System filters and Custom filters in Access policy?+
System filters are standard fields built into the system (e.g., Country, State, Location, Department, Job role, Position). Custom filters map to your organization's specific User Custom Fields.
Can a profile be assigned to both groups and individuals?+
Yes. Groups and individual users can be combined in the Users section. However, you can save a security profile without adding a group or an individual user. Only Standard groups are supported. Dynamic groups are not available in this release.
Who can manage Security Profiles?+
Security profiles are managed exclusively by Company Admins and Super Admins.
Will there be any impacts on the existing and assigned security profiles?+
The new Security Profiles experience is a user interface update only. It does not reassign or migrate your existing security profiles, and it does not change the underlying data or permissions behavior. Any existing security profiles and current profile assignments will remain in place.
Can I deactivate a profile without deleting it?+
Not in this release â this will be considered in a future release.