Crew: Introducing Profiles

This guide explains the key features of Crew Profiles within the Workspace.

Each individual Crew member will have a separate Crew Profile for each Workflow that they have completed or you have attached them to

Each Crew Member has a "Display Name" that their Profiles are attached to.

The Display Name is the name that is searched on. If you have a unique reference from another system (eg an ATS) you can add it to their Display Name to assist with searching

We will now give an overview of a Crew Profile, starting with the Workflow elements (Data, Documents, Files and History). 

A red dot on the Workflow data or Workflow docs sections indicates a mandatory field has not been satisfied

This section records the data about the Crew Member in the Workflow.  This data comes from the Crew Member, or from your Workspace Users

Sections with a "Private" symbol (see the image below): Only your Workspace Users or external users, where you've granted permission) can see or edit this data

Sections with a "Shared" symbol (see the image below): Your Workspace Users, External Users (where you've granted permission) and Crew can see and edit this data.  Any changes you make to Shared sections will be visible by the Crew Member

Each data field shows when it was last updated by a Workspace User or External User

If a Crew Member makes a change to data they have previously provided, you can Accept or Reject the change

All changes are shown in the History tab (see more information below)

This section shows: 

• the Document Blocks that are in each Workflow, and 
• any Documents that have been added to the Workflow by Crew or your Workspace Users

You can view, replace or remove the Documents.  See this guide for more information

All Documents that are in the Workflow docs section are shared with Crew Members

This section is like a document library, giving you access to all of the documents that:

• have been shared with you by an individual Crew Member; or

• have been added by you and associated with the Crew Member.

Documents in the section Workflow docs (shared with crew member) are the documents that have been added to a Workflow, either by you or the Crew Member. 

If the Workflow is "internal" (ie the Crew Member hasn't been invited to it) then the only people who can see the documents in this section are your Workspace Users.

Documents in the section Other docs (private) are the documents you have added to a Workspace and associated with the Crew Member. They have not yet been shared onto the Workflow

This section allows you to: 

• add Files to individual Crew Profiles. Files can be shared, or private 
• use a template 
• create a template

Items added to a Crew Profile will only be available to that individual Crew Member.  If you want to add a file that will be accessible to more Crew, you can add to a Workflow or a Group 

More information about templates and Files is in this guide

This section provides you with an audit trail showing you: 

• the field name, 
• old and new value, 
• relevant dates, and 
• which of your Workspace Users accepted the changes

You can export all of this information by right clicking (or double finger click on track pad) within the table

The groups that the individuals are a member of will show here. You can access the group by clicking on the group name. You can edit which groups the crew are a member of by clicking on "edit groups"

Select or de-select as applicable.

Adding Crew to different groups will mean they will be able to see all Files attached to that Group 

If the crew member has accessed the Workflow then you will see one of these 2 images:  

The url shown is unique to the Workflow. If a Crew Member needs to update something, or provide further data or documents, they need to access this url. 

Simply click the copy icon on the right of the url and send to them using email address listed

The image on the left indicates that the Crew Member has accessed the Workflow but has not created their own Crew Profile

The image on the right indicates that the Crew Member has accessed the Workflow and has created their own Crew Profile