Invitations

Overview

The Contact Invitations feature streamlines the process of inviting contacts to collaborate on a system record via an email invitation. This process allows for the invitation of both existing system contacts and those external to the system.

Utilizing the Contact Invitations feature, invited contacts have the option to accept or decline the invitation to associate themselves with a system record. If a contact who is not currently registered in the system accepts the invitation, they will be redirected to a sign-up page created by the organization to facilitate their registration and assign the necessary roles.

Configuring a Contact Invitation

Create a New Invitation Template

1. Navigate to the desired UTA.
2. Click on the Configuration Settings icon.
3. On the Level 1 or Level 2 tab, within the Properties section, click on the Invitation Template hyperlink.
4. Click on the + New Invitation Template icon to initiate the New Invitation Template form.
5. Complete the fields in the New Invitation Template form.
6. Click Save.

New Invitation Template Form Field Options

• Name - Enter a name for the New Invitation Template.
• Signup Page - Select an existing signup page to which new contacts will be directed to complete their registrations (only contact/hybrid signup pages will be displayed).
• Description - Provide a description for this Invitation Template.
• Applied Roles - Select the role(s) that will be assigned to a contact who accepts the invitation.
• Instructions - Instructional text that will appear at the top of the invitation page when displayed.
• Maximum Number of Invites - Defines the maximum number of invites. An alert message will be shown if the maximum number of invites is reached.
• From Address - The email address that will appear in the "from" field of the recipient's email. Typically, this will be an organizational contact or a do-not-reply address.
• Email Subject - The text that will populate the "subject" field in the outgoing email, informing the recipient of the content of the email body.
• Email Body - The main message conveyed to the recipient. This message should inform the recipient that they have been invited to participate in system activities in a specified role and should include a hyperlink to a webpage where the recipient can accept or decline the invitation. Note: This section includes a sample template message to assist in crafting this message.
• Remove Invite Email Subject - The text that will populate the "subject" field in the outgoing email when an accepted invitation is canceled.
• Remove Invite Email Body - The primary message conveyed to the recipient when an accepted invitation is canceled.
• Landing Page - The destination webpage where invitees can accept or decline their invitation. The hyperlink included in the Email Body from the "Email Body" field option will direct the invitee to this webpage. Note: This section includes a sample template to assist in constructing a basic landing page.
• Accept Confirmation - The confirmation page displayed to an invitee upon acceptance of the invitation. This page can reiterate the contact's decision to accept the invitation and provide any additional information they may require regarding their involvement. Note: This section includes a sample template to assist in crafting your message and webpage.
• Decline Confirmation - The confirmation page displayed to an invitee in the event they decline the invitation. This page can reiterate their decision and express gratitude for their response. Note: This section includes a sample template to assist in crafting your message and webpage.
• Acceptance Redirect - Enter a relative path to override the default redirect to the signup page if the current user is not registered in the system.
• Activate Template - If checked, the Invitation template will be available for use in the live instance.
• Enable Input for Accept Reason - If enabled, the contact recipient of the invitation will have the ability to document their Acceptance Reason within a multi-line text input field.
• Enable Input for Decline Reason - If enabled, the contact recipient of the invitation will have the ability to document their Declination Reason within a multi-line text input field.

Security

Visibility and functionality related to the Invitation tab within a UTA Level 1 or Level 2 record are governed by the UTA Security settings and the Invitation Standard field.

Enable Invitation Security Settings

1. Navigate to the desired UTA.
2. Access the Configuration settings for the UTA.
3. Click on the Security tab and select the Feature and Function Permissions.
4. Click on the Level 1 or Level 2 tab.
5. Scroll down to Enable Invitation and configure as desired.

Enable Invitation Standard Field

1. Navigate to the desired UTA.
2. Access the Configuration settings for the UTA.
3. Click on the Level 1 or Level 2 settings tab, depending on where invitations are to be enabled.
4. Access the Invitation Standard field and click Save. The tab will now be available for roles with appropriate permissions based on the Invitation Security Settings.
5. Click on the Permissions & Availability tab. The Invitation tab has several additional settings compared to the standard UTA Standard Field Settings.

• Cancel Invitations - Field Permissions: control the roles that can Cancel invitations.
• Import Wizard - Field Permissions: control the roles that can access the Import Wizard.

Invite Contacts/Participants

Inviting Contacts

The Invitations form is illustrated in edit mode (above).

1. Navigate to the desired UTA.
2. Open the UTA record.
3. Click the Edit icon to enter edit mode.
4. Select the Invitation tab located at the top of the record.
5. The Invitation page will be displayed. If any contacts have been invited to collaborate on this UTA record, they will be listed here.
6. Click the + button to manually add a contact to the invitation form.
7. Complete the fields in the Invitation form.

• First Name - Enter the first name of the contact being invited.
• Last Name - Enter the last name of the contact being invited.
• Email - Enter the email address of the invited contact.
• Role - Select the role that the invited contact will assume upon acceptance of the invitation. NOTE: UTA Contact filters restrictions are inherited, meaning users with specific roles may not have access to all available roles.
• Status - Displays the status of this specific contact invitation.

8. Click Save to save the form details. The Status of the invited contacts will be set to Draft.
9. Click Invite to send invitations to the contacts entered in this section. This action will change the Status of the invited contacts to Invited.

Reviewing the Invitations Status

The system provides the capability to monitor the status of invited contacts.

1. Navigate to the desired UTA.
2. Click on the Level 1 or Level 2 tab, and open the appropriate record.
3. Select the Invitation tab located at the top of the record.
4. A list of invitees along with their role and invitation status will be displayed.

Cancel Invitation

If a user has been invited but has not yet accepted the invitation, the corresponding record in the invitees section will feature a button with the tooltip Cancel Invite.

Clicking this button will alter the status for that record to Cancelled, and the user will receive a notification regarding the cancellation with an appropriately worded message when they attempt to accept or decline.

Cancel Acceptance

If a user has been invited and has accepted the invitation, they will be added to the record in the Contact section.

The corresponding record in the invitees section will display a button with the tooltip Remove Invite.

Clicking this button will change the status for that record to Cancelled, remove the user from the Contacts section of the record, and the user may be notified of the cancellation via an automated email if the Remove Invite Email settings were populated during the creation of the Invitation template.

Invitation Variables

The list of invitations can now be retrieved using list syntax.

The example below iterates through all invitees and extracts information for those with a status of Draft or Invited.

[#(?object=invitation::orderby=status::criteria=(status='Draft' or status='Invited'))~firstname~ ~lastname~ ~email~ ~role~ ~roleid~ ~status~ ~details~ ~invitetime~ ~ts~ ~responsetime~ <br />#] 

Accept / Decline - Reason Details: ~details~

(Recipient) First Name: ~firstname~

(Recipient) Last Name: ~lastname~

Invite Time: ~invitetime~

Last Update: ~ts~

Response Time: ~responsetime~

Displaying Invitations on the Main Record

By default, invitations are displayed in the left navigation panel. If you wish to have them appear on the main record, it is recommended to utilize the Special - Linked Record List custom field for this purpose.

Notes

• A process for bulk-adding external emails will be implemented in a future release.
• Invitations may be canceled by the organization.
• If only one role is available for the user to select, that role will be displayed as read-only text rather than as a selection box.
• Role restrictions on the Contacts field may affect visibility of the Contact Invitations (the section will appear blank if restricted).
• If the invitation redirects to multiple sign-up pages, an invitation token must be included by adding the syntax &invitetoken=@invitetoken@. For instance, if the user is not found, they will be directed to a sign-up page with an Ajax lookup, but if the organization is not found, the user will be redirected to a different sign-up page to register a new organization.

<a href='/s_csignup.jsp?token=XVtQHUUGYF5aRxBRXxJVQVFSZ0l1GHps&ptoken=XVtQC1oGYF5aRxBRXxJVQVFSZ01GHp&invitetoken=@invitetoken@'