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, Level 2, or Level 3. For Contact Invitation fields and settings, see Contact Invitation Fields and Settings Reference.

Who: Global administrators

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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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, Level 2, or Level 3 tab. 
4. Locate the General Settings section and click Standard Fields.
    
5. Click the edit [pencil] icon next to the Invitations standard field.
6. Locate the Feature Options section and toggle Enable Prefix Option Dropdown to view the Prefix drop-down when inviting contacts. 
7. Click the Permissions & Availability tab to set additional permission settings, and then click Save. See Contact Invitations Fields and Settings Reference for more information. 
   • The tab becomes available for roles with the appropriate permissions, based on the Invitation security settings.

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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, Level 2, or Level 2 tab. 
6. Locate the Limit Invitations section, and then configure the permissions as needed, and then click Save.
   • 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.

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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, Level 2, or Level 3 tab. 
4. Locate the Features and Options section, and then click Invitation Templates.
    
5. Click the New Invitation Template [+] button.
6. Click the tabs in the New Invitation Template form, add the applicable information, and then click Save. See Contact Invitation Fields and Settings Reference for more information.
    

Enable Invitation Acceptance or Decline Reason

To enable a text box for invited people to provide an accepted or declined reason:

1. Navigate to the applicable Invitation Template using the steps outlined in Create a New Invitation Template.
2. Click the Invitation Templates tab.
3. Locate the Accept Confirmation section and toggle Enable Input for Accept Reason on.
    
4. Locate the Decline Confirmation section and toggle Enable Input for Decline Reason on. 
5. Click Save.

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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 the relevant record to open it.
3. Click Invitations in the left navigation.
   • Review any contacts already invited to collaborate on the record. They are listed on the Invitation page.
      

4. Enter the applicable information to invite a person.

   • Prefix is a standard field that can be enabled or disabled. See Enable or Disable Prefix Standard Field. 

   
    

5. Click Add Row to enter the information for additional people. 
   • Click Invite to change the status of the invited contact to Invited. 
   • Click Import Invitations to invite multiple people at once. 
   • Click Save to change the status of the invited contact to Draft.
      

The invited contacts will be prompted to accept or decline the invitation and provide a reason for their acceptance or decline directly on the landing page. This information will be included in notification emails immediately.

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Cancel an Invitation

To cancel an invitation that has been sent but has not been accepted:

1. Click Invitations in the left navigation for the applicable record.
2. Locate the invitee whose status is Invited, click the Cancel Invite button for that invitee, and then click Yes to confirm.

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Revoke an Accepted Invite

To revoke an invitation that has already been accepted:

1. Click Invitations in the left navigation for the applicable record.
2. Locate the invitee who has accepted, click the Revoke Invite button for that invitee, and then click Yes to confirm.

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