A useful feature in OrgPlus Professional 8 is the ability to add conditional formatting to information in the Profile tab. Just as conditional formats are very useful for highlighting and hiding information displayed in organisation charts and views – they are a great feature in Profiles too.
Today’s OrgPlus Tip shows you how to use conditional profile formats, with a real-life example.
Vacant Profiles for Vacant Positions
Take a look at our sample organisation below: The marketing manager has left.
A conditional format called “Vacant” has been set up to highlight this position: The conditional format uses the condition “Full-Name is equal to Vacant”, and formats these boxes in Red.
A good solution, however what about the Profile tab? This organisation view displays detailed profiles – Yours may be more detailed still. For vacant positions, these will be empty (or maybe contain incorrect information!). In a perfect solution these would be hidden from view, so using profile conditional formats that’s what we’ll do.
1. Click the “Edit Current Profile” button (located above the profile tab)
2. Click the “Conditions…” button (located under “Selected Fields”)
Since the chart already has a condition set to highlight vacancies on the org chart, we can use this same condition for vacancies on the profile.
3. Select the conditional format “Vacant” on the left to activate it for the Profile tab
4. Click the “Format Fields” button
5. Select the fields you want to hide (in this instance all except Full Name)
6. Click the “Advanced” tab
7. Select “Hide Field” (if multiple fields are selected you may need to click twice in order to select it), then click “OK”
SUCCESS! Click “OK” in all open windows and you’re done: You have a perfect Vacant Position organisation chart. When any vacant profile is viewed, only Full Name is shown; all other profile details are hidden.
There are many other uses for profile conditional formats, this is just one. Profile formats are nearly as extensible as the conditional formats on your organisation view.
Consider changing the font, colour, alignment, or adding labels to the profiles of people with particular information. Try these ideas out on your own charts, and if you discover a particularly exciting use for this feature, please come back and share your findings as a comment below.