# Profiles

{% hint style="info" %}
User permission: [Administration > Profiles and Users](https://docs.phocassoftware.com/administration/users/add-update-user/user-permissions#administrator-permissions)
{% endhint %}

Profiles are combinations of user permissions that let you quickly assign multiple permissions to a user at once.

You can:

* Apply one of the default organization profiles across multiple users, and edit these profiles to suit your organizational needs.
* Create a user-specific profile tailored to an individual user.
* Clone organization or user-specific profiles and edit them to create new organization profiles that can be applied across multiple users.

## Learn about the default profiles

Default profiles are pre-defined profiles that come with Phocas. They are **organization profiles** because they can be shared across users:

* **Basic**: Can perform most standard queries and save personal favorites and dashboards.
* **Advanced**: Can perform most queries, except for month-to-date. Have the same saving permissions as the Basic profile, plus permission to share and subscribe to dashboards and favorites, and export via clipboard (copy and paste from the grid).
* **Administrator**: Has access to most functionality in Phocas.

<details>

<summary>Information for advanced administrators relating to the default settings for the Administrator profile...</summary>

* **New installs**: By default, the Administrator profile has all the administration permissions (settings) enabled, except for **Audit**, **Configuration**, **Environment**, **Errors**, **Settings**, **Staging**, **Databases: Create Database** and **Databases: Build Database**.
* **Upgrades**: By default, the Administrator profile has all the administration permissions (settings) enabled, except for **Audit**, **Environment**, **Errors**, **Staging**, **Databases: Create Database** and **Databases: Build Database**.
* If any users with the **Administration** permission have a user-specific profile, all administration profile settings are enabled, except for **Audit**, **Environment**, **Errors**, **Staging**, **Databases: Create Database** and **Databases: Build Database**.

</details>

* **Viewer**: Can view favorites and dashboards shared with them and see the homepage, but can't analyze the data or access any databases. This is a system profile, which means it can't be edited.

With the exception of the **Viewer** profile, you can **edit**, **delete** and **clone** these profiles.

## Manage profiles

In the Phocas menu, click **Administration** > **Profiles**. The **Profiles** page lists all your organization profiles, user-specific profiles, and the **Viewer** profile (the only system profile).

The organization and system profiles also appear in the **Profile** dropdown list on the user account page, where you can [assign](#assign-a-profile-to-a-user) the corresponding permissions to the user’s account.

<figure><img src="https://3446572173-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvQCmtGTR7MsjcI62Vdki%2Fuploads%2FTdh7xnpdGFXiday1kOpV%2Fimage.png?alt=media&#x26;token=75488009-826b-4f5b-80c5-aa2a9fd23e54" alt=""><figcaption></figcaption></figure>

### Add an organization profile <a href="#manageprofiles-addaprofile" id="manageprofiles-addaprofile"></a>

Set up a new profile from scratch that you can assign to multiple users.

1. On the **Profiles** page, click **Add organization profile**.
2. Enter a name for the new profile and click **Add**.
3. Select the checkboxes of the relevant [user permissions](https://docs.phocassoftware.com/administration/users/add-update-user/user-permissions).
4. Click **Save** > **Close**.

<figure><img src="https://3446572173-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvQCmtGTR7MsjcI62Vdki%2Fuploads%2FMHbS4oo3kQSO3EXyUKSp%2Fimage.png?alt=media&#x26;token=9a763d85-4f99-4f24-b272-5f305a41b7a4" alt=""><figcaption></figcaption></figure>

{% embed url="<https://phocassoftware.wistia.com/medias/g0qv0bm4p9>" %}
Add an organization profile
{% endembed %}

### Edit a profile <a href="#manageprofiles-editaprofile" id="manageprofiles-editaprofile"></a>

{% hint style="warning" %}
When you edit an organization (shared) profile, your changes are applied to all users who have that profile assigned.
{% endhint %}

You can edit a profile in two ways:

#### From the Profiles page

1. In the Phocas menu, click **Administration** > **Profiles**.
2. Click the profile name to open its page.
3. Edit the profile name, if applicable:
   * For organization profiles, you can change the name because they aren’t user-specific.
   * For user-specific profiles, you can’t change the name, as it uniquely identifies the profile for that user.
4. Edit the user permissions as required.
5. Click **Save** > **Close**. You return to the **Profiles** page.

#### From a user’s page

This method is useful when you’re editing the profile of a single user who has been assigned an organization profile, and you want to update that profile without losing your place on the user’s account.

1. On the user’s account page, click the **Profile** tab.
2. Select the profile from the dropdown list, then click **Edit profile** > **Edit**.&#x20;
3. Edit the profile name and user permissions as required (see steps above).
4. Click **Save** > **Close**. You return to the user’s account page tab to continue editing their settings.

### Clone a profile <a href="#assignprofilestousers-assignaprofile-copyaprofile-orcreateauser-specificprofile" id="assignprofilestousers-assignaprofile-copyaprofile-orcreateauser-specificprofile"></a>

Cloning a profile copies the permissions from an existing profile into a new organization profile. This saves time when setting up user accounts, as you can start with an existing configuration and adjust it instead of building a profile from scratch.

You can:

* Clone **organization profiles** to quickly create new shared profiles that can be applied across multiple users.
* Clone **user-specific profiles**, which are converted into organization profiles during the cloning process.

To clone a profile:

1. On the **Profiles** page, click the **kebab menu** (⋮) at the end of the profile row.
2. Click **Clone**.
3. Edit the default name, if required.
4. Click **Add**.
5. Proceed to edit the profile's user permissions as required.

### Delete a profile <a href="#manageprofiles-deleteaprofile" id="manageprofiles-deleteaprofile"></a>

{% hint style="info" %}
You can't restore deleted profiles.\
You can't delete the Viewer profile, as it is a system profile.
{% endhint %}

You can delete profiles on the **Profiles** page, either one at a time or multiple in bulk.

#### Delete a single profile

1. Locate the profile you want to delete.
2. Click the **kebab menu** (⋮) at the end of the row.
3. Click **Delete** > **For this row only** > **Delete** > **Delete**.

#### Delete multiple profiles

1. Select the checkboxes for the profiles you want to delete.
2. Click the **kebab menu** (⋮) at the end of one of the selected rows.
3. Click **Delete** > **For the selected rows** > **Delete** > **Delete**.

## **Assign a profile to a user**

{% hint style="info" %}
On 17 September, we made changes to the **Profile** tab on a user's page. This tab is now marked as read-only because you can no longer edit the user permissions here. However, you can assign an organization profile that contains a set of user permissions or create a new user-specific profile.  &#x20;

If you leave the profile blank (don't assign a profile), the user has no functionality in Phocas. They can view favorites that are in the folders listed on the **User** tab and drill down on the resulting data, but they can't create new favorites or change modes within the existing ones.
{% endhint %}

When setting up a user account, you need to assign a profile with a set of [user permissions](https://docs.phocassoftware.com/administration/users/add-update-user/user-permissions) to control what the user can do in Phocas.&#x20;

On the user's account page, click the **Profile** tab, then choose one of the following options:

<div align="left"><figure><img src="https://3446572173-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FvQCmtGTR7MsjcI62Vdki%2Fuploads%2FBUOwXekN49OKkjlJXz65%2Fimage.png?alt=media&#x26;token=45a4c581-7165-4137-b62b-bea6096fc215" alt="" width="488"><figcaption></figcaption></figure></div>

{% embed url="<https://phocassoftware.wistia.com/medias/mjfv4pymry>" %}
Assign and edit user profiles
{% endembed %}

### Assign an organization profile

This is the quickest option, as it automatically assigns the permissions associated with that profile.&#x20;

1. Select the organization profile from the dropdown list. The page updates to show the user permissions associated with that profile.
2. Click **Save** > **Close**.

### Create a user-specific profile

If none of the existing profiles are suitable, you can create a new profile to tailor access for that individual.&#x20;

1. Click **Create user specific profile** > **Create**. The new profile page opens with the user's username as the profile name. You can't change the name of this profile, as it's specific to this user.&#x20;
2. Select the checkboxes of the user permissions you want to assign to this user's profile.
3. Click **Save** > **Close**. You return to the user's account page.
4. Click **Save** > **Close**.

### Copy a profile from another user

If an existing user-specific profile is suitable for another user, you can clone it to convert it into an organization profile. The new profile then appears in the **Profile** dropdown list on the user’s account page, where it can be assigned like any other profile.

{% hint style="warning" %}
If you later edit the permissions of the cloned profile, the changes apply to all users who have that profile assigned.
{% endhint %}

### Assign a profile to multiple users <a href="#assignprofilestousers-assignaprofiletomultipleusers" id="assignprofilestousers-assignaprofiletomultipleusers"></a>

You can save time by assigning an organization profile to multiple users simultaneously using the [Bulk Update tool](https://docs.phocassoftware.com/administration/users/add-update-user#update-users-in-bulk). On the second **Bulk Update** screen, select the required profile from the **Profile** dropdown list.

<div align="left"><figure><img src="https://content.gitbook.com/content/vQCmtGTR7MsjcI62Vdki/blobs/IBZAQFS0EUmjC7zHPu9t/3069870459.png" alt="" width="217"><figcaption></figcaption></figure></div>