Working with Business Object Profiles

This chapter provides an overview of profiles and discusses how to:

• Specify a profile prefix.

• Create a profile request.

• Register a profile.

• Set up profile groups.

• View and update profile data.

• Insert and update rows in profiles.

Understanding Profiles

A profile is a PeopleSoft Enterprise Customer Relationship Management (CRM) business tool with multiple uses. Profiles reference data to and from the Customer Data Model (CDM), transactional tables, or user defined profile tables. Use profiles to:

• Define target audiences for use in marketing activities.

• Create questions in PeopleSoft Online Marketing web-based documents.

• Merge stored profile attribute values into PeopleSoft Online Marketing email or web-based documents.

• Bring data from external sources into the CDM using Customer Relationship Management Data Import.

• Create CDM attributes that are viewable and editable in CDM components.

• Enable analysis of profile data using Marketing Insight (requires modification of ETL maps).

System and User-Defined Profile Data

Customer Relationship Management uses the Customer Data Model as a centralized data storage repository to retain extensive individual and organization information. To maximize system performance, PeopleSoft Marketing and Online Marketing use a subset of the CDM data that is stored in a set of three basic data tables. When additional individual or organization information is needed but not contained in the delivered data tables, PeopleSoft Marketing enables you to define new profiles and profile fields in the language that you want. A system administrator uses PeopleSoft Application Designer to create the corresponding physical tables and fields and then maps them to the requested definitions. Whether data resides in the predefined system tables or your user-defined profile tables, You can use it for all functions by using one or more profiles.

PeopleSoft CRM delivers two profiles with the system, one for individuals and one for organizations. The two delivered profiles are listed with the profile name People under the type Individual and Companies under the type Organization. The Individual: People and Organization: Company profiles cover profile needs related to basic contact data (for example, name, address, company name, and so on). Additionally, each user-defined profile table has a corresponding profile to reference the data that is stored there. Use profiles in combination to access information in any or all tables.

Note. When moving profiles between environments, you should always manually re-create them. Moving profiles using Data Mover is not supported.

Profile Usage

Consider these examples of the various ways to use profiles.

Suppose that your company operates a national chain of pet supply stores and that you are part of the team charged with making your marketing efforts more effective. Your team believes that one way to accomplish this is by targeting current and potential customers with promotions that are specific to the pets they own, and you decide to test it with an online marketing campaign. As part of the campaign, you purchase a list of subscribers to various pet magazines. Using your Individual: People profile, import the subscriber list into your Customer Relationship Management database.

Using your Individual: People profile, you can create a target audience of customers who have an email address on record. Use PeopleSoft Online Marketing to create an online dialog and send that target audience an email broadcast offer. The email directs respondents to a PeopleSoft Online Marketing web page that offers a free gift for each pet in the household. To receive the gift, respondents must enter or update information about each pet.

A few months ago, your company started gathering data on customers' pets. At that time, a user-defined profile was created to store several pieces of information. The web page to which you directed the respondents was created in PeopleSoft Online Marketing using your individual: people and pet profiles. As you created the page, you used several of the profile fields to display questions. As respondents answer the questions, the respondent's profile data is updated in the Customer Relationship Management database in real time.

When the information gathering phase of the dialog is complete, you launch another follow-up email that is targeted to the respondents. This time, you use the individual people and pet profiles to tailor email messages and promotions. While viewing the types of information that are gathered by these profiles, you see that you can differentiate customers by the type of pet they own. Using the Pet type as a search criteria, you create separate emailing lists for Cat, Dog, Rodent, Horse, and Bird. When the results are in, you find that this personalized, targeted approach is far more effective than other marketing efforts and you decide to expand it to your entire customer base.

Note. The People profile is a system profile. While you can make changes to it (for example, changing existing fields or adding new ones), this activity is considered customization.

See Also

PeopleSoft Online Marketing User Guide

PeopleSoft Enterprise Marketing Applications Preface

PeopleSoft Enterprise Performance Management Warehouse PeopleBook

Importing Data into PeopleSoft Enterprise CRM

Profile Data in the CDM

PeopleSoft Enterprise CRM Online Marketing enables marketers to define profiles and profile fields that collect customer profile information, online, such as color or brand preference. After the marketers register and activate profiles and profile fields, you can configure profile groups that enable CDM components to access profile data. You can also set up the configurable search to use profile fields as search criteria.

To configure profile data for displaying and updating in CDM components, define a profile group that includes the profile fields and attach the profile group to CDM components. You can also use the Active Analytics Framework (AAF) to define conditions under which the profile data appears.

See Working with Active Analytics Framework.

The More Info page of the Company, Partner Company, and Person components enables you to view and update profile information. Read-only profile data appears on the Summary page of the Company and Partner Company components.

Note. You can specify that the profile group data appears as read-only on the More Info page.

See Also

Configuring Search Pages

Working with Active Analytics Framework

Common Elements Used in this Chapter

This section lists common elements used in this chapter and discusses profile data in the customer data model (CDM).

Specifying a Profile Prefix

This section discusses how to specify a profile prefix.

Page Used to Specify a Profile Prefix

Specifying a Profile Record Prefix

Access the Profile Setup page (Set Up CRM, Common Definitions, Profile Management, Profile Setup).

Designate a profile record prefix to use with user-defined profile records (tables). The prefix must follow the standard PeopleSoft record prefix standards. Only tables with the profile record prefix are available on the Profile Registration page.

Creating a Profile Request

This section provides an overview of profile requests and discusses how to:

• Define basic profile information.

• Add and edit profile fields.

• Define field detail.

• Modify active profiles.

Understanding Profile Requests

A profile request consists of instructions that you or a system administrator use to create a new database table and fields. Your request conveys the type of information that you need and how to use it. The profile is not available for use until you register and activate it. To assist with the communication process of marketer's requests and fulfillment or rejection of those requests by the system administrator, workflow is delivered. Marketing analysts can request profiles, and when they are set to a status of Requested, the person in the defined role of Dialog Administrator receives a worklist notification. When the request is either completed and activated, or rejected, the marketing administrator receives a worklist notification.

Creation of profiles should always follow thoughtful design of campaign objectives and strategy. Before beginning to define a profile request, determine who you want to contact (your target audience), what information you want to display, what new information you want to collect, and what existing information you want to update. Profile creation requires a thorough knowledge of your Customer Relationship Management database (to ensure that you are not creating a duplicate profile or profile field) and involves a collaboration between the marketer and the system administrator.

Note. If you have purchased PeopleSoft Online Marketing, you cannot use the following characters in profiles being used for Online Marketing documents: ampersand (&), apostrophe or single quote ('), double quote (“), greater than (>), less than (<), or period (.).

Pages Used to Create a Profile Request

Defining Basic Profile Information

Access the Profile page (click the profile name on the Profiles page to edit an existing profile or click the Add a New Profile button on the Profiles page to define a new profile).

Group Type	Select Individuals when the profile information refers to persons. Select Organizations when the profile information refers to organizational data.
Category	Shows the category to which the profile belongs.
Status	Select In Design while you are defining your profile request. Select Requested to lock the profile design. Setting the status to Requested notifies your administrator that the profile design is complete. The administrator can manage approval and connect the profile to the database. Select Activated to indicate that the profile fields have been mapped and the required profile table has been created. Select Rejected to indicate that the profile design has been rejected by your system administrator. Select Update to edit an activated profile. Note. As long as the status of a profile is In Design, your ability to edit and make changes is unlimited. A status of Requested or Rejected allows you to delete any profile field that is in a status of In Design. When the profile status is set to Activated, your ability to change or edit the profile is limited. For example, when a profile is activated you cannot delete a field. Likewise, you cannot delete field choices, but you can inactivate them.
Profile Name	Enter a name for the profile. Note. If you have purchased PeopleSoft Online Marketing, you cannot use the following characters in profile names used for Online Marketing documents: ampersand (&), apostrophe or single quote ('), double quote (“), greater than (>), less than (<), or period (.).
Rows	Row selection determines how many unique rows of data you can enter into the profile table for each contact. You can define profiles as either one row or many rows. After a profile is requested, you cannot change the row selection. Select Many Rows to allow multiple rows of data per contact. Select One Row to allow only one row of data per contact. For example, suppose that you use a one-row table to store information about whether your customer is a pet owner and how many pets your customer owns. If you want to store the names of the pets, you must allow for the possibility that your customer has more than one dog or cat. To record the names of multiple pets, you must use a Many Row table. Note. Profiles defined as Many Rows can be used only for audience selection. They cannot be used in online documents by PeopleSoft Online Marketing.
Profile Can Be Updated	Select this check box if the profile is available for update (for example, by customers changing their information on an Online Marketing web page form). If you mark profiles to not allow updates, the profile fields cannot be marked as questions.

Adding and Editing Profile Fields

Access the Profile Fields - Field Summary page (select the Profile Fields tab on the Profiles page).

Note. Click a column heading to change the sort order of the column.

Defining Field Detail

Access the Profile Fields - Field Detail page (click the Field Detail link on the Profile Fields page).

Name	Enter a name for the field.
Field Status	Displays the current status of the profile field and always depends on the status of the profile. Values are In Design, Active, and Update. You can alter the profile field value when the field status is In Design or Update. When a profile is activated, all profile field statuses change to Active. To alter a profile field value, change the status of the profile to Update, then change the profile field status to Update.
Use Type	The use type value that you selected when you added the new field appears as the default value. Until the profile is activated, select a new option to change the field type.
Profile Question	Select to make this field available for use in a web document or email blast.
Description	Enter a description of the field. The description appears on the Profile Fields - Field Summary page.
Question	If the profile field is specified as a profile question (the Profile Question check box is selected), enter a question that is designed to elicit a desired response. For example, if the value for the profile field is Number of Pets, your question might be: “How many pets are in your household?”

The following fields appear only with certain use types.

Modifying Active Profiles

You can make the following changes to activated profiles:

• Modify a profile field question.

• Change a profile field into a question field or change a question field into a non-question field.

• Add or inactivate field choices.

• Add a new profile field.

Note. After a profile is inserted into a PeopleSoft Online Marketing document, changes to the profile do not affect the document unless the profile is deleted from the document and then reinserted.

Profile changes are not required to be applied to all documents. In fact, situations will occur in which you will not want to change a document. For example, you can insert a profile into two or more documents if you intend to offer different choices to a particular question. By modifying the choices on the profile, you can insert the version with the appropriate choices into the different documents.

With the exception of adding a new profile field, you can easily modify active profiles without having to resubmit your profile request.

Making Changes That Do Not Require a New Request

Changes to existing fields do not affect the underlying profile table. Rather, these changes affect what is called the metadata.

To make changes that do not require a new request (changes to the metadata):

1. Change the status of the profile to Update.

2. On the Profile Fields - Field Summary page, click the field that you want to modify.

   This enables you to access the Profile Fields - Field Detail page, where you must change the Status field to Update.

3. Make the change.

   For example, to add a new choice to the Choose Many field value, click one of the Add buttons in the Choice column. To eliminate a choice, select the Inactivate check box beside the choice that you want to eliminate. You can also select or deselect the Profile Question check box to change whether a field appears as a question, or change the text of a question.

4. Return to the Profile page, change the profile status to Activated and save the profile.

Adding a New Profile Field

Adding a new profile field requires a change to the profile table and can be completed by you or by the administrator, depending on your organization's requirements.

To add a new profile field to an existing profile:

1. Change the status of the profile to Update.

2. On the Profile Fields - Field Summary page, select the use type for the field that you want to add and click the Add a New Field button.

3. Enter the field information and save the page.

4. Return to the Profile page, change the profile status to Requested, , and save the profile.

Registering a Profile

When a profile request is set to a status of Requested, it becomes available for registration and activation. Registration is the process of mapping the profile fields to a profile table (record) and then making the profile available for use. Registration is a simple matter of linking the profile to the profile table and activating the profile.

Note. Map to Existing Field field value types rely on an underlying prompt table for field values.

Choose Many field value types rely on a child table for field values.

If you have purchased PeopleSoft Online Marketing, the following characters cannot be used in profiles being used for Online Marketing documents: ampersand (&), apostrophe or single quote ('), double quote (“), greater than (>), less than (<), or period (.).

Critical Information for System Administrators

System administrators who are responsible for creating profile tables should become fully familiar with PeopleSoft Application Designer. To ensure proper interaction between PeopleSoft Marketing and Online Marketing, you must follow specific record and view design parameters.

See Enterprise PeopleTools 8.50 PeopleBook: PeopleSoft Application Designer Developers Guide

This table lists information that applies to profile table fields that are created using PeopleSoft Application Designer:

The following information applies to profile tables (records) created using PeopleSoft Application Designer:

• One Row profile records require the BO_ID field (as a key and search key field) and all other fields as defined in the profile request (as non-keys). At the end of the record, include the RB_AUDIT_SBR subrecord.

• Many Rows profile records require the BO_ID and RA_ATTRIB_SEQ fields (as key and search key fields) and all other fields as defined in the profile request (as non-keys).

  At the end of the record, include the RB_AUDIT_SBR subrecord. Also, you must create a new index. When you create the index, add comments and make sure that the clustered and unique check boxes are deselected. Add the BO_ID field to the index.

• A record that includes a Choose Many use type must also have a child record to contain the choices that are selected by the respondent.

  The child record requires the BO_ID and RA_ATTRIB_SEQ fields (as key fields), CHOICE (as a non-key field), and the RB_AUDIT_SBR subrecord. These are the only fields you should have on your Choose Many child record. Also, you must create a new index. When you create the index, add comments and ensure that the clustered and unique check boxes are deselected. Add the BO_ID field to the index.

  A record that includes a Text Block use type must also have a child record to contain the choices that are selected by the respondent.

  The child record requires the BO_ID and RA_ATTRIB_SEQ fields (as key fields), LONG_TEXT (as a non-key field), and the RB_AUDIT_SBR subrecord. These are the only fields you should have on your Text Block child record. Also, you must create a new index. When you create the index, add comments and ensure that the clustered and unique check boxes are deselected. Add the BO_ID field to the index.

Profile records must follow a standard naming convention (<recprefix>_<profileName>) that uses the record prefix that is designated on the Profile Setup page. For example, if the record prefix is OMP, and your profile record relates to pets, you might use the name OMP_PETS.

Note. Unless the system administrator decides to create a custom tablespace for profile tables, use the RALARGE tablespace.

Pages Used to Register a Profile

Viewing Registered Profiles

Access the Profiles page (Set Up CRM, Common Definitions, Profile Management, Profile Registration, Profiles).

This page enables you to view all the profiles that are defined to the system. Click a profile name to view or modify profile detail.

Reviewing the Profile Request

Access the Profile Registration - Profile page (Set Up CRM, Common Definitions, Profile Management, Profile Registration, Profiles) then click a profile name.

Status	Select Activated when the profile registration is complete. This makes the profile available for use. Select Rejected when the profile request is unacceptable and must be redefined or discarded. Select Requested when the profile has not been registered and activated. Note. If the profile was automatically created, and reactivation requires changes to the record (table), the profile status is changed to Activating until the necessary processing is complete.
Create Profile Automatically	Select to generate the profile record to use to store the profile information automatically.
Create/Map profile Manually	Select to map the profile and the record where the profile information is stored manually. The record must be created in the application designer in advance. If this option is selected, specify the record in the Record Name field.
Record Name	Select the record (table) that was created for this profile.

Mapping Field References

Access the Profile Registration - Profile Fields page (click a Profile Name link on the Profile page, then select the Profile Fields tab).

Note. The Profile Fields pages of profiles that were automatically created (and thus, automatically mapped) do not display the Record Name and Field Name columns on the Profile Fields grid.

Name	Displays the profile field name.
Record Name	Confirm the profile table record name. If the profile field is a Choose Many or Text Block use type, select the correct child record. If the profile field is a Map to Existing Field use type, confirm that the Map to Field field on the Profile Fields - Field Detail page is set to the appropriate prompt table record name.
Field Name	Select the profile record field name that corresponds to the profile field name.
Delete	Click to remove a profile field. Note. Fields cannot be deleted from an activated profile. After a profile is activated, you can update field details, but the changes affect profile use only from the time of the change forward.

Completing the Activation Process

When the profile fields are matched to the profile table (registered), return to the Profile Registration - Profile page, set the profile status to Activated, and save the page to activate the profile.

Setting Up Profile Groups

This section discusses how to set up profile groups.

Pages Used to Set Up Profile Groups

Defining Profile Groups

Access the Define Profile Group page (Set Up CRM, Common Definitions, Profile Management, Profile Groups, Define Profile Group).

Note. You can select only profile fields in activated profiles for profile groups.

You cannot add profile fields from the basic tables or many row profiles to profile groups.

Selecting Profile Fields

Access the Define Profile Group - Add Profile Field page (click the Add Profile Field button on the Define Profile Group page).

Select a profile to view the fields that it contains. Select one or more fields and click Apply. You must apply the fields to the profile before saving the profile.

Assigning Profile Groups to CDM Components

Access the Assign Profile Group Display page (Set Up CRM, Common Definitions, Profile Management, Profile Groups, Assign Profile Group Display).

Note. The fields in the Profile Groups for Summary Page region are available for the Company and Partner Company components only.

Specifying Conditions

Access the Assign Profile Group Display - Edit Condition page (click the Edit Condition button next to a profile group on the Assign Profile Group Display - Assign Profile Group Display page).

Click a condition that is listed in the Conditions region to view and edit the condition.

Note. Terms are programmatically created as profile fields are activated, except for the type Choose Many. You can use most profile terms anywhere AAF is used.

See Also

Working with Active Analytics Framework

Viewing and Updating Profile Data

This section discusses how to view and update profile data information.

Pages Used to View and Update Profile Data

Viewing and Updating Profile Information

Access the More Info page for a company (Customers CRM, Search Company, Company, More Info), person (Customers CRM, Search Person, Person, More Info), or partner company (Partners CRM, Search Partner Company, Partner Company, More Info).

Inserting and Updating Rows in Profiles

This section describes how to insert and update rows in single row and multi row profiles. The individuals whose profiles are updated are based on the audience that is selected. You can view a profile change history by opening a completed profile update.

Only user created (custom) profiles in the Individual folder with a status of Activated that the current user is authorized to access can be updated. You will only be able to view a preview row count with static audiences.

Page Used to Insert and Update Rows in Profiles

Managing Profile Updates

Access the Manage Profile Updates page (Marketing, Manage Profile Updates).

Profile Update Name	Enter a descriptive name for the profile update.
Description	Enter a description for the profile update.
Status	The current profile status.
Profile	Select from a list of the current custom profiles. The prompt displays only profiles in the Individual category with the status of Activated; the People profile and any AAF or Organization profiles are not displayed. Further, only profiles that the current user is authorized to access are displayed in the profile prompt.
Audience	Only authorized audiences are displayed in the Audience prompt. Additionally, you can only transfer to the audience (using the transfer icon next to the prompt) if the user is authorized. If the user is not authorized, then an error message is displayed.

Single Row Profile Updates

The following items refer to both single row and multi row profile updates.

Multi Row Profile Updates

When the selected profile is a multi row profile, an additional scroll area appears on the Manage Profile Updates page, allowing the entry of selection criteria (that is, allowing users to determine which multi-row profile rows will be inserted or updated).

Selection Criteria

Select the profile field and operator and enter the value to which you want to change it. The first and last fields in this group box are open and closed brackets, necessary only if you want to group criteria. If you include an open bracket, you must include a corresponding closed bracket. For each selection criterion after the first, an AND/OR/WITH field appears. This field is required only if you include two or more selection criteria, and does not appear otherwise.

Row Not Found Action

If you select Insert new row if existing row not found and no matching existing row is found, then the values in the selection criteria and in the Profile field values sections will be used to insert a new row. Values in the selection criteria will be eligible for inserts only you have used the operators ‘is equal to’ or ‘is equal to current date’ while setting selection criteria. If you select No action if existing row not found, then no new rows will be inserted if no matching existing row is found. Existing rows are updated regardless of the value selected for this field.

Executing the Profile Update

Use the Execute Profile Updates section to specify the validations you want the system to perform when you click the Execute button. In all cases, the following validations occur:

• The Profile, Profile Description and Audience fields must not be blank.

• At least one Profile Field and Value must be entered in the Profile Field Values grid.

State Changes for Profile Updater

The following table shows the states through which a profile can progress when an update is performed.