The fields and settings below configure and support Contact Invitations, including the New Invitation Template form, the Invitation form, permission settings, and invitation variables.
IN THIS ARTICLE
New Invitation Template Field Options
The following fields are available on the New Invitation Template form.
General Settings Tab
| Field | Description |
|---|---|
| Name | Enter a name for the new invitation template. |
| Description | Provide a description for the invitation template. |
| Signup Page | Select an existing signup page where new contacts complete their registration. Only contact and hybrid signup pages are displayed. |
| Invite Roles | Select the role or roles assigned to a contact who accepts the invitation. At least one role must be selected. To make a role selectable, add the same role first in the Assignment Roles setting of the Contacts standard field (Level 1) or Contact List standard field (Level 2). |
| Maximum Number of Invites | Defines the maximum number of invites for a particular template. An alert is shown when the maximum is reached. |
| Instructions | Instructional text that appears at the top of the invitation page when it is displayed. |
| Activate Template | When enabled, the invitation template is available for use in the live instance. |
Invitation Templates Settings Tab
| Field | Description |
|---|---|
| Landing Page | The destination webpage where invitees accept or decline their invitation. The hyperlink in the Email Body directs the invitee to this webpage. A sample template is provided to assist with building a basic landing page. |
| Accept Confirmation | The confirmation page displayed to an invitee after they accept the invitation. This page can restate the acceptance and provide additional information about the invitee's involvement. A sample template is provided. |
| Enable Input for Accept Reason | When enabled, the contact receiving the invitation can record an acceptance reason in a multi-line text input field. |
| Acceptance Redirect | Enter a relative path to override the default redirect to the signup page when the current user is not registered in the system. This setting can be used to redirect to the login page and automatically log in a user that already exists in the system after they accept an invitation. This field is only visible when Enable Input for Accept Reason is disabled. |
| Decline Confirmation | The confirmation page displayed to an invitee after they decline the invitation. This page can restate the decision and express appreciation for the response. A sample template is provided. |
| Enable Input for Decline Reason | When enabled, the contact receiving the invitation can record a decline reason in a multi-line text input field. |
Email Templates Settings Tab
| Field | Description |
|---|---|
| Email Subject | The text that populates the subject field of the outgoing email when an invitation is sent, revoked, or declined. |
| Email Body | The main message conveyed to the recipient when an invitation is sent, revoked, or declined. |
| Decline Invite Notification Email Body | The message sent to notify the decline to specific users, such as the user who is defined in the record's Owner and/or Person standard field. |
Invitation Form Fields
The following fields are available on the Invitation form when adding a contact.
| Field | Description |
|---|---|
| Prefix | Select the prefix of the contact being invited. |
| First Name | Enter the first name of the contact being invited. |
| Last Name | Enter the last name of the contact being invited. |
| Enter the email address of the invited contact. | |
| Role | Select the role that the invited contact assumes upon acceptance. UTA/module Contact filter restrictions are inherited, so users with specific roles may not have access to all available roles. |
| Status | Displays the status of this specific contact invitation. |
NOTE If only one role is available for selection, that role is displayed as read-only text rather than a selection box.
Invitation Permissions and Availability Settings
The Invitation standard field includes additional permission settings on the Permissions and Availability tab.
| Setting | Description |
|---|---|
| Cancel Invitations | Field permission that controls which roles can cancel invitations. |
| Import Wizard | Field permission that controls which roles can access the Import Wizard. |
Invitation Variables
The list of invitations can be retrieved with 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 />#]
The following variables are available within the list.
| Variable | Returns |
|---|---|
| ~details~ | Accept or decline reason details. |
| ~firstname~ | Recipient first name. |
| ~lastname~ | Recipient last name. |
| ~email~ | Recipient email address. |
| ~role~ | Assigned role. |
| ~roleid~ | Assigned role ID. |
| ~status~ | Invitation status. |
| ~invitetime~ | Invite time. |
| ~ts~ | Last update. |
| ~responsetime~ | Response time. |
NOTE If an invitation redirects to multiple signup pages, include an invitation token by adding the syntax &invitetoken=@invitetoken@. For example, an unrecognized user can be directed to a signup page with an Ajax lookup, while an unrecognized organization is redirected to a different signup page to register a new organization.
<a href='/s_csignup.jsp?token=XVtQHUUGYF5aRxBRXxJVQVFSZ0l1GHps&ptoken=XVtQC1oGYF5aRxBRXxJVQVFSZ01GHp&invitetoken=@invitetoken@'>