How to Add People to Your Intranet | Axero Documentation

This guide explains how to add users to Axero, configure profile fields, and manage user data effectively. It covers provisioning methods, field types, visibility settings, and best practices for automation and governance.

1. User Provisioning Methods

Axero supports four primary methods for creating and updating user profiles, ranging from manual imports to real-time synchronization.

2. User Profile Fields

Profile fields are data attributes that define a user's identity, role, and preferences. They enable organization, display, and automation within Axero.

Field Types

• Default Fields: Built-in fields such as First Name, Last Name, Email, Department, and Job Title.
• Custom Fields: Administrator-defined fields like Location, Start Date, Region, or Employee ID.

Field Purposes

Profile fields can serve multiple operational goals:

• Automation: Drive Persona logic to automatically assign users to spaces, roles, or groups.
• Internal Use: Store Admin-only or restricted data for internal operations.
• Public Display: Show user information on profiles and directories visible to all users.

3. Field Configuration

Each field requires two key settings: who can edit it (editability) and where it appears (visibility).

Editability Settings

Define who can modify a field’s value.

Visibility Settings

Control where fields appear and who can see them:

• View Profile: Display field to others (public or role-restricted).
• Edit Profile: Allow users or Admins to edit (requires an appropriate editability setting).
• Preferences: Display the field on the user's private Preferences page for self-service updates.
• Registration Page: Collect field data during account creation.
• Admin-Only: Restrict visibility to Admins for internal use or troubleshooting.

4. Profile vs. Preferences

Profile and Preferences serve different purposes. Understanding when to use each ensures proper field placement and user experience.

Best Practices for Field Placement

Using Fields in Personas

Both Profile and Preference fields can trigger Persona automation:

• Profile Fields: Assign roles or spaces based on organizational data (e.g., Department = “Marketing”).
• Preference Fields: Enable user opt-ins (e.g., Interested in Product Updates = “Yes”).

Combining both types creates powerful automation that balances organizational structure with user preferences.

5. Automated Field Management

Before integrating external systems, prepare your Axero site with these steps:

Setup Checklist

1. Create Required Fields: Add or verify all necessary fields for automation or integration.
2. Configure Editability: Set appropriate editability (read-only for integration-controlled fields).
3. Set Visibility: Ensure proper visibility on Profile, Preferences, or Admin-only pages.
4. Define Update Method: Determine whether each field will be manually updated or managed through integration.

Integration Best Practices

• Start Simple: Implement essential fields first, expanding later as needs evolve.
• Verify Data Quality: Clean source data before connecting to prevent sync errors.
• Document Data Ownership: Clarify which system is the “source of truth” for each field. 
• Choose the Right Sync Method:
  • Webhook: For instant, time-sensitive updates.
  • API (Batch): For scheduled, high-volume synchronization.
  • Bulk Export: For manual periodic updates.
• Follow API Guidelines: Respect concurrency limits, monitor batch sizes, and review Axero's API guidelines for optimal performance.

Update Methods

Choose the appropriate update method for each field:

6. Quick Reference

Field Configuration Decision Guide

Use this guide to determine appropriate field settings:

Data Population Methods

Configuration Locations

7. Best Practices