Personas | Axero Documentation

A persona is a group of users that updates itself automatically, based on the conditions an administrator sets. Axero administrators use personas to target communications, automate tasks, and connect people to the people and information they need.

Check for assignment rules before using a persona to control a space's membership. User / Space Assignment Rules, under Control Panel > People, also add people to spaces. They run on their own triggers, and the two features do not know about each other. A rule targeting the same space can keep adding people the persona was written to exclude. Delete any such rule first. A persona also removes only the people it added itself, so anyone a rule added stays until someone removes them by hand.

Before you build personas, work with community administrators and intranet stakeholders to identify the types of users your company has. Draft, review, and finalize a persona list before you set them up in your Axero intranet. Consider job roles, communication needs, regions, work location (for example, in-office, at home, or hybrid), and the features and patterns people use most within the intranet.

Personas Across Site and Spaces

Personas can be created at both the site and space levels. Site personas apply across the entire intranet, while space personas are specific to individual spaces. Site Administrators can view, edit, and delete all personas, whether defined at the site or space level.

To learn more about managing personas within spaces, see Personas in Spaces.

Creating a Persona

1. To enable personas, go to Control Panel > System > System Properties and set PersonasEnabled to true.
   
   

   

2. Navigate to Control Panel > People > Personas.
   
   

   

   

3. Click Create Persona.
   
   

   

4. Complete the form on the next screen.
   1. Give your persona a name. Each persona name must be unique.
   2. Toggle Is Active to activate the persona.
      
      

      

Creating a Simple Persona

A simple persona contains only one condition.

Navigate to the Conditions tab and configure the following:

1. A field from the User Profile Fields
2. An operator, which may be Equals, Does not equal, Contains, Doesn't contain, Begins with, or Ends with depending on the field type in the user profile page.
3. The matched value
   
   

   

Once you've made these selections, the users who match the condition appear under Matched People. In this example, 14 users in this community matched the City Equals San Diego condition.

Creating a Multiple Condition Persona

Add more conditions to a persona to refine which users it includes:

• AND: Narrows the match. Users must meet all conditions.
• OR: Broadens the match. Users can meet any condition.

Examples:

1. To target users in a specific city who are also in particular Departments and Industries, add two conditions using AND. This narrows the persona to one user in Matched People:
   
   

   

2. To broaden a persona to users in more than one city, add another City condition field. This adds one user to the persona, for a total of 15 users in Matched People.
   
   

   

To delete a condition, click the minus icon.

Creating a Multiple Condition Group Persona

Use multiple groups to create complex logic by combining different sets of conditions.

To Create a Multiple Condition Group Persona:

1. Click Add Group.
   
   

   

2. Choose whether the condition groups are joined by AND or OR.
   
   

   

3. Add conditions in the new group. Remember that all conditions within this group must use the same operator. Matched People shows 0 until you add conditions to the second group.

In the example below, the persona includes users in the Finance or Human Resources Departments who are located in California and have the role of Coordinator.

This creates the logic: (Department = Finance OR Department = Human Resources) AND (State = California AND Role = Coordinator)

• Group 1 uses OR to match users in either Finance or Human Resources
• Group 2 uses AND to match users who are both in California and have the Coordinator role
• The groups are connected with AND, so users must match conditions in both groups

To delete a condition group, click the X icon:

Managing Personas

Administrators can edit a persona, turn it off for a while, or delete it when it is no longer needed.

Deactivate a Persona

1. Click the Edit icon in the persona list.
   
   

   

2. On the edit persona page, toggle Is Active to Off.
3. Click Save.
   
   

   

Edit a Saved Persona

1. Click the Edit icon.
   

   

2. Update any of the fields as needed.
3. Click Save to apply the changes.

   

NOTE: Changes to a site persona apply in every space it affects.

Delete a Saved Persona

To delete a saved persona, click the Delete icon in the Delete column.

Sorting and Filtering Personas

Sort personas by:

• Name (Default)
• Date Created
• Date Updated

Filter personas by:

• Search by Name: Find personas based on their names.
• Search by Person: Find all personas created or last updated by a specific person.
• Filter by Space: Use Space filters to narrow down personas linked to a specific space.

Detailed Configuration Setup

Choose Profile Field

The Personas - Profile field page lists the options available for the profile field dropdown.

Include Actions

The Personas - Include Actions page lists the options available for the include action tab.

Related pages

• Personas - Include Actions (to add matched people to a space or give them a site role)
• Personas - Profile field (the profile fields and operators a condition can use)
• Personas in Spaces (to manage personas from inside a space)
• Broadcasts (to send a broadcast to a persona)
• Content Notifications (to send a content notification to a persona)
• User Space Assignment Rules (the assignment rules that can add people a persona was written to exclude)
• Entra ID (assign personas from Entra ID)
• OneLogin (assign personas from OneLogin)
• Okta (assign personas from Okta)
• Newsletter Manager (send a newsletter to a persona)
• How to Use Axero as an Intranet and Extranet (using personas to keep outside people in their own spaces)
• How to Add People to Your Intranet (adding people, which personas then sort)