Profile Operations

This page covers the major operations that can be performed on profiles: merging duplicates, importing and exporting data, GDPR compliance (forget and delete), bulk operations, and account state management.

Merge

When duplicate profiles exist, they can be merged into a single profile. The merge transfers data from a source profile into a target profile.

What Gets Merged

Data	Merge Behavior
Roles (journeys)	Selected context roles copied from source to target
Applications	Selected applications transferred to target
Campaign reports	Redirected from source to target
Event responses	Updated to reference target profile
Form submissions	Migrated to target, email references updated
Activity stream	Entries reassigned to target
Emails sent	Recipient lists deduplicated and updated
Tasks	Reassigned (target, creator, assignee fields)
Policy agreements	Transferred to target
Custom fields	Selected fields copied by name

Merge Options

When merging, you can choose:

• Whether to delete the source profile after merge
• Which custom fields to copy from the source
• Which context roles (journeys) to transfer
• Which applications to transfer
• Additional field updates to apply after the merge

Deletion Safeguards

The source profile can only be deleted if it has none of the following:

• Experience entries (contracts)
• File uploads
• Letters
• Payment plans
• Transactions
• Transcripts
• Offers

If any of these exist, the source profile is kept after merge.

Audit Trail

Every merge is recorded in the activity stream, including the source profile's details for reference.

Import

Profile imports allow bulk creation and update of profiles from external data files.

Import Process

1. Upload — Staff uploads a data file (CSV or similar)
2. Column mapping — System auto-guesses column-to-field mappings; staff reviews and adjusts
3. Validation — Each row is validated against the schema
4. Processing — Rows are processed in configurable chunks (default: 100)
5. Reporting — Results show created/updated counts with error details

Import Features

Feature	Description
Auto-mapping	Column headers matched against schema field names
Schema-aware	Only fields in the institution's schema are importable
Permission filtering	Fields filtered by the importing user's permissions
Contact mode	Option to create profiles with the contact role
Error grouping	Similar errors aggregated with counts for batch reporting
Row-level detail	Individual row failures and warnings tracked

Export

Profile data can be exported based on segment queries or context filters.

Export Process

1. Define audience — Select a segment or build a query
2. Choose fields — Select which fields to include (defaults: name, email, tags, states)
3. Generate — System resolves the segment, loads profiles, and builds the export
4. Download — Export available as CSV or PDF

Export Features

Feature	Description
Segment-based filtering	Uses the same segment engine as campaigns
Custom field selection	Choose which profile and custom fields to export
Permission-aware	Respects the exporting user's data access scope
PDF support	Exports can include institution branding and layout

GDPR: Forget vs Delete

FullFabric provides two levels of profile removal to support GDPR compliance and institutional policies.

Delete

Soft deletion — the profile record is retained but flagged as deleted.

Aspect	Behavior
Account state	Set to deleted
Timestamp	Deletion time recorded
Communications	Auto-unsubscribed (marketing policy set to all-disabled)
Addressability	Profile becomes unaddressable
Data	Profile data remains intact and queryable
Reversibility	Not reversible through standard operations

flowchart LR
    A[Active Profile] -->|Delete| B[Deleted Profile]
    B --> C[Unsubscribed]
    B --> D[Session invalidated]
    B --> E[Data retained]

Restrictions: Staff, admin, and lecturer profiles cannot be deleted.

Forget (GDPR Right to Erasure)

Soft deletion with anonymization — personal data is encrypted and replaced with anonymous placeholders.

Aspect	Behavior
Account state	Set to forgotten
Timestamp	Forget time recorded
Journey roles	All class/course roles deleted
Communications	Auto-unsubscribed
Data encryption	Sensitive fields encrypted with a profile-specific AES-256-GCM key
Anonymization	Original values replaced with placeholders

flowchart LR
    A[Active Profile] -->|Forget| B[Forgotten Profile]
    B --> C[Journey roles removed]
    B --> D[Data encrypted]
    B --> E[Fields anonymized]

What Gets Anonymized

The anonymization process encrypts and replaces values across multiple entities:

Entity	Anonymized Fields
Profile	Email, address, custom text fields
Applications	All schemable document fields
Form submissions	All schemable document fields
Event responses	Contact information
Campaign reports	Email addresses

Anonymized values are replaced with clearly marked placeholders (e.g., "Deleted address", "Deleted First Name").

The original data is encrypted using a unique per-profile encryption key. This allows theoretical recovery if legally required, while ensuring the data is not accessible through normal platform operations.

Restrictions: Staff, admin, and lecturer profiles cannot be forgotten.

Bulk Operations

Several operations can be performed on groups of profiles at once.

Bulk Update

Updates a specific field across all profiles matching a segment or selection. Only fields with bulk update enabled can be updated this way.

Bulk Unsubscribe

Unsubscribes all profiles in a segment from marketing communications, disabling all communication channels.

Bulk Delete / Bulk Forget

Processes profile deletion or anonymization in batches:

Aspect	Detail
Batch size	50 profiles per batch
Scope	Only prospect, applicant, student, alumnus, and contact roles
Processing	Processed in the background until all profiles are handled
Completion	Requesting user receives an email with final stats
Stats tracked	Total, ignored (staff/admin), and processed counts

Account State Management

Profile account states control authentication and platform access. State changes are managed through dedicated operations.

Activate

Transitions the user role from inactive or suspended to active.

Aspect	Behavior
Timestamp	Activation time recorded
Automation	Triggers profile activated automation event
Restriction	Cannot activate support staff through this operation

Suspend

Temporarily blocks the account.

Aspect	Behavior
Timestamp	Suspension time recorded
Session	Current session token invalidated — forces re-authentication
Addressability	Profile becomes unaddressable
Automation	Triggers profile suspended automation event
Restriction	Cannot suspend support staff

Inactivate

Downgrades an active account back to inactive status.

Aspect	Behavior
Timestamp	Activation time cleared
Automation	Triggers profile deactivated automation event

State Transition Summary

stateDiagram-v2
    [*] --> inactive: Profile created
    inactive --> active: Activate
    active --> suspended: Suspend
    suspended --> active: Activate
    active --> inactive: Inactivate
    active --> deleted: Delete
    active --> forgotten: Forget
    inactive --> deleted: Delete
    inactive --> forgotten: Forget

From	To	Operation	Reversible
Inactive	Active	Activate	Yes
Active	Suspended	Suspend	Yes
Suspended	Active	Activate	Yes
Active	Inactive	Inactivate	Yes
Active / Inactive	Deleted	Delete	No
Active / Inactive	Forgotten	Forget	No

Automation Events

All profile operations trigger automation events that can be used in workflows:

Event	Trigger
Profile created	A new profile is created
Profile activated	Account activated
Profile deactivated	Account inactivated
Profile suspended	Account suspended
Profile deleted	Account deleted
Profile forgotten	Account forgotten (GDPR)
Role added	Role added to a context
Role removed	Role removed from a context
Role changed	Role state changed
Role withdrawn	Role withdrawn from a context