Configure Contact Invitations

Contact Invitations enables administrators to invite contacts to collaborate on a system record through an email invitation. Setting up Contact Invitations involves creating an invitation template, enabling the required security settings and the Invitation standard field, inviting contacts to a record, reviewing invitation status, and canceling invitations or acceptances as needed. The same procedures apply whether invitations are enabled at Level 1 or Level 2. For Contact Invitation fields and settings, see Contact Invitation Fields and Settings Reference.

Who: Global administrators and users who invite contacts from a record.

When to Use Contact Invitations

Use Contact Invitations when:

• Adding an external reviewer or collaborator to a specific record without creating their account in advance.
• Bringing an existing system contact onto a record in a defined role.
• Letting invited people self-register through a signup page when they accept.
• Coordinating participation across organizations, where invitees confirm involvement by accepting or declining.

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Create a New Invitation Template

To create an invitation template:

1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
2. Click the Configuration Settings gear.
3. Click the relevant Level 1 or Level 2 tab.
4. Locate the Features and Options section, and then click Invitation Templates.
5. Click the New Invitation Template [+] button.
6. Add the applicable information in the New Invitation Template form. 
7. Click Save.

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Enable Invitation Security Settings

To control which roles can see and use the Invitation tab:

1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
2. Click the Configuration Settings gear.
3. Click the Security tab.
4. Locate the Security Settings section, and then click Feature and Function Permissions.
5. Click the relevant Level 1 or Level 2 tab.
6. Locate the Limit Invitations section, and then configure the permissions as needed.
   • To limit everyone, enter 1=0 into the Logic field and leave the Role field blank.
   • To give access to everyone, enter 1=1 into the Logic field and leave the Role field blank.
   • To limit access to a specific role, select the desired role from the Role field.
7. Click Save.

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Enable the Invitation Standard Field

To make the Invitation tab available on a record:

1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
2. Click the Configuration Settings gear.
3. Click the relevant Level 1 or Level 2 tab.
4. Locate the General Settings section and click Standard Fields.
5. Click the edit [pencil] icon next to the Invitations standard field.
6. Click Save.
   • The tab becomes available for roles with the appropriate permissions, based on the Invitation security settings.
7. Click the Permissions & Availability tab to set additional permission settings for canceling invitations and viewing the Import Wizard.

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Invite Contacts

To invite contacts to a record:

1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
2. Click Open next to the relevant record.
3. Click the Edit icon to enter edit mode.
4. Click Invitations in the left navigation.
   • Review any contacts already invited to collaborate on the record. They are listed on the Invitation page.
5. Click the [+] button to add a contact to the invitation form.
6. Add the applicable information in the invitation form, and then click Save.
   • The status of the invited contacts changes to Draft.
7. Click Invite to send the invitations.
   • The status of the invited contacts changes to Invited.

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Cancel an Invitation

The invitee's record displays a button with the tooltip Cancel Invite, which cancels an invitation that has not yet been accepted.

To cancel an invitation that has not been accepted:

1. Click the Invitation tab on the record.
2. Locate the invitee whose status is Invited, and then click the Cancel Invite button for that invitee.
   • The status changes to Cancelled, and the contact receives a message when they attempt to accept or decline.

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Cancel an Acceptance

When a contact accepts an invitation, the system adds them to the record's Contacts section, and their record displays a button with the tooltip Remove Invite.

To cancel an invitation that has already been accepted:

1. Click the Invitation tab on the record.
2. Locate the invitee who has accepted, and then click the Remove Invite button for that invitee.
   • The status changes to Cancelled, the contact is removed from the Contacts section, and the contact may receive an automated email if the Remove Invite email settings are configured on the invitation template.

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