To manage a directory effectively at scale, CloudM replaces the manual process of "copying" a Template User with Automated Inheritance. This ensures that your organization's data remains accurate, secure, and easy to update across your entire business.
1. Individual Details vs. Organization Details
The CloudM Directory categorizes user profile information into two distinct types to help you automate your workflow:
- Individual Details: Unique data belonging to one specific person (e.g., First Name, Last Name, personal mobile number).
- Organization Details: Shared data that describes a role, department, or location (e.g., Office Address, Job Title, Department, or Company Website).
2. The Method: Automated Inheritance
In a traditional directory, you might "copy" a template user to ensure a new starter has the correct office address. In CloudM, you use Inheritance to turn an Organizational Unit (OU) or Smart Team into a Virtual Field for that data.
By "Explicitly Setting" the Organization Details at the container level, you create a live link. When a user is moved into that OU or joins that Smart Team, they automatically "catch" the correct details on their profile without manual intervention.
3. Why this beats "Copying Users"
| Scenario | The "Copy Template" Way | The CloudM Inheritance Way |
|---|---|---|
| Office Move | You must manually edit every individual user profile that was previously "copied." | Update the address on the OU once. Everyone updates automatically. |
| User Promotion | Manual data entry is required to change their Department and Title. | Move the user to a new OU. Their details swap instantly to match the new location. |
| Data Security | Risk of accidentally copying private notes or desk numbers from the template. | Only "Organization Details" are pushed, keeping personal data 100% secure. |
4. How do I start?
To move away from manual templates and start using Inheritance, follow this three-step workflow:
- Step 1: Define your data labels and validation in Predefined Fields.
- Step 2: Set your office-wide or team-wide rules in the Inheritance Tab.
- Step 3: Use Smart Teams to handle exceptions or cross-functional overrides using our "Search and Claim" priority logic.
Further Reading & Troubleshooting
- The "How": Configuring Profile Field Inheritance.
- Priority Logic: Why are my configurations inherited from different Smart Teams?
- Troubleshooting: Missing or discrepant profile data.