Difference between revisions of "Contact Invitations"

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==Overview==
 
==Overview==
The '''Contact Invitations''' feature simplifies the process of inviting contacts to collaborate on a system record through an email invitation.  Contacts that currently exist within the system as well as organizations contacts that exist outside of the system can be invited through this process.
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The '''Contact Invitations''' feature simplifies the process of inviting contacts to collaborate on a system record through an email invitation.  Both contacts that currently exist within the system and organizations contacts that exist outside of the system can be invited through this process.
  
 
To facilitate this, invited contacts can either accept or decline the invitation to associate them to a system record.  An invitation that is accepted by a contact who does not exist within the system will be directed to a contact sign-up page designed by the organization to facilitate the registration and assign the appropriate roles.
 
To facilitate this, invited contacts can either accept or decline the invitation to associate them to a system record.  An invitation that is accepted by a contact who does not exist within the system will be directed to a contact sign-up page designed by the organization to facilitate the registration and assign the appropriate roles.
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1. Navigate to the desired '''UTA'''.<br />
 
1. Navigate to the desired '''UTA'''.<br />
 
2. Click on the '''Configuration Settings''' icon.<br />
 
2. Click on the '''Configuration Settings''' icon.<br />
3. On the Level 1, under the Level 1 Properties section, click on the '''Invitation Template''' hyperlink.<br />
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3. On the '''Level 1''' tab, under the Level 1 Properties section, click on the '''Invitation Template''' hyperlink.<br />
 
4. Click on the '''+ New Invitation Template''' icon to launch the New Invitation Template form.<br />
 
4. Click on the '''+ New Invitation Template''' icon to launch the New Invitation Template form.<br />
 
5. Complete the New Invitation Template form field options.<br />
 
5. Complete the New Invitation Template form field options.<br />
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===New Invitation Template Form Field Options===
 
===New Invitation Template Form Field Options===
 
* '''Name''' - Enter a name of this New Invitation Template.
 
* '''Name''' - Enter a name of this New Invitation Template.
* '''Sign Page''' - Select an existing signup page for new contact registrations.   
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* '''Sign Page''' - Select an existing signup page where new contacts will be directed to to complete their registrations.   
 
* '''Description''' - Enter a description for this Invitation Template.
 
* '''Description''' - Enter a description for this Invitation Template.
 
* '''Applied Roles''' - Select the role or roles that will be applied to a contact who accepts an invitation.
 
* '''Applied Roles''' - Select the role or roles that will be applied to a contact who accepts an invitation.
 
* '''From Address''' - The email address that will populate the "from" field in the recipients email.  Typically an organization contact will be used or a do-not-reply address.
 
* '''From Address''' - The email address that will populate the "from" field in the recipients email.  Typically an organization contact will be used or a do-not-reply address.
 
* '''Email Subject''' -  The text that will populate the "subject" field in the outgoing email.  This informs the recipient of the email what to expect in the email body.
 
* '''Email Subject''' -  The text that will populate the "subject" field in the outgoing email.  This informs the recipient of the email what to expect in the email body.
* '''Email Body''' - The main email message that you share with the recipient.  In this context, typically to you will inform the recipient that they have been invited to participate in system activity in a specified role.  The body of this message should also include a hyperlink to a webpage where the recipient may accept or decline the invitation.  Note: This section includes a sample template message that can assist you in crafting this message.
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* '''Email Body''' - The main email message shared with the recipient.  In this context, you will inform the recipient that they have been invited to participate in system activity in a specified role.  The body of this message should also include a hyperlink to a webpage where the recipient may accept or decline the invitation.  Note: This section includes a sample template message that can assist you in crafting this message.
* '''Landing Page''' - The landing page allows you to build a simple webpage where invitees can accept of decline their invitation. The landing page is the destination webpage that was included in the Email Body from the "Email Body" field option. Note: This section includes a sample template that will build out a basic landing page.
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* '''Landing Page''' - The landing page is 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 take the invitee to this webpage. Note: This section includes a sample template that will assist you in building a basic landing page.
 
* '''Accept Confirmation''' - The accept confirmation page is the webpage that an invitee is taken to upon the acceptance of the invitation.  On this page you may reiterate the contact's decision to accept the invitation as well as provide them with additional information they may require regarding their involvement. Note: This section includes a sample template that will assist you in crafting your message and webpage.
 
* '''Accept Confirmation''' - The accept confirmation page is the webpage that an invitee is taken to upon the acceptance of the invitation.  On this page you may reiterate the contact's decision to accept the invitation as well as provide them with additional information they may require regarding their involvement. Note: This section includes a sample template that will assist you in crafting your message and webpage.
 
* '''Decline Confirmation''' - The decline confirmation page is the webpage that an invitee is taken to in the event they decline your invitation. On this page you may reiterate their decision and thank them for their reply. Note: This section includes a sample template that will assist you in crafting your message and webpage.
 
* '''Decline Confirmation''' - The decline confirmation page is the webpage that an invitee is taken to in the event they decline your invitation. On this page you may reiterate their decision and thank them for their reply. Note: This section includes a sample template that will assist you in crafting your message and webpage.
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1. Navigate to the desired '''UTA'''.<br />
 
1. Navigate to the desired '''UTA'''.<br />
 
2. Under the Level 1 tab, open the UTA record.<br />
 
2. Under the Level 1 tab, open the UTA record.<br />
 
 
3. Click the '''Edit''' icon to put the record in edit mode.<br />
 
3. Click the '''Edit''' icon to put the record in edit mode.<br />
 
 
4. Inside the '''Options''' drop-down menu, click on '''Invitation'''.<br />
 
4. Inside the '''Options''' drop-down menu, click on '''Invitation'''.<br />
 
 
5. The '''Invitations''' page is displayed.  If any contacts have been invited to collaborate on this UTA record they will be listed here.<br />
 
5. The '''Invitations''' page is displayed.  If any contacts have been invited to collaborate on this UTA record they will be listed here.<br />
 
 
6. Click the '''+''' button to manually add a contact to the invitation form.<br />
 
6. Click the '''+''' button to manually add a contact to the invitation form.<br />
 
 
7. Complete the Invitation form field options.<br />
 
7. Complete the Invitation form field options.<br />
8. Click '''Save''' to save the form details entered into the invitation fields.  The '''Status''' will be '''Draft'''.<br />
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8. Click '''Save''' to save the form details.  The '''Status''' of the invited contacts will be '''Draft'''.<br />
9. Click '''Invite''' to invite the contacts entered in this section.
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9. Click '''Invite''' to invite the contacts entered in this section.   This will change the '''Status''' of the invited contacts to '''Invited'''.
 
 
  
 
===Inviting Contacts Form Field Options===
 
===Inviting Contacts Form Field Options===
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* '''Last Name'''' - Enter the last name of the contact you are inviting.<br />
 
* '''Last Name'''' - Enter the last name of the contact you are inviting.<br />
 
* '''Email''' - Enter the email address of the invited contact.<br />
 
* '''Email''' - Enter the email address of the invited contact.<br />
* '''Role''' - Select the role that the invited contact will inherit once the invitation is accepted.* '''Status''' - Displays the status of this specific contact invitation.
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* '''Role''' - Select the role that the invited contact will inherit once the invitation is accepted.<br />
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* '''Status''' - Displays the status of this specific contact invitation.
  
 
==Reviewing the Invitations Status==
 
==Reviewing the Invitations Status==
The system provides the capability for you to monitor the status of each invited contacts.
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The system provides the capability for you to monitor the status of invited contacts.
  
 
1. Navigate to the desired '''UTA'''.<br />
 
1. Navigate to the desired '''UTA'''.<br />
 
2. Click on the Level 1 tab, and open the appropriate Level 1 record.<br />
 
2. Click on the Level 1 tab, and open the appropriate Level 1 record.<br />
 
3. From the Options drop down menu, select the '''Invitation''' option.<br />
 
3. From the Options drop down menu, select the '''Invitation''' option.<br />
4. Displayed is the list of invitees with their role and status.<br />
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4. Displayed is the list of invitees with their role and invitation status.<br />
  
 
==Notes==
 
==Notes==

Revision as of 14:15, 4 May 2016

Overview

The Contact Invitations feature simplifies the process of inviting contacts to collaborate on a system record through an email invitation. Both contacts that currently exist within the system and organizations contacts that exist outside of the system can be invited through this process.

To facilitate this, invited contacts can either accept or decline the invitation to associate them to a system record. An invitation that is accepted by a contact who does not exist within the system will be directed to a contact sign-up page designed by the organization to facilitate the registration and assign the appropriate 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 tab, under the Level 1 Properties section, click on the Invitation Template hyperlink.
4. Click on the + New Invitation Template icon to launch the New Invitation Template form.
5. Complete the New Invitation Template form field options.
6. Click Save.

New Invitation Template Form Field Options

  • Name - Enter a name of this New Invitation Template.
  • Sign Page - Select an existing signup page where new contacts will be directed to to complete their registrations.
  • Description - Enter a description for this Invitation Template.
  • Applied Roles - Select the role or roles that will be applied to a contact who accepts an invitation.
  • From Address - The email address that will populate the "from" field in the recipients email. Typically an organization contact will be used or a do-not-reply address.
  • Email Subject - The text that will populate the "subject" field in the outgoing email. This informs the recipient of the email what to expect in the email body.
  • Email Body - The main email message shared with the recipient. In this context, you will inform the recipient that they have been invited to participate in system activity in a specified role. The body of this message should also include a hyperlink to a webpage where the recipient may accept or decline the invitation. Note: This section includes a sample template message that can assist you in crafting this message.
  • Landing Page - The landing page is 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 take the invitee to this webpage. Note: This section includes a sample template that will assist you in building a basic landing page.
  • Accept Confirmation - The accept confirmation page is the webpage that an invitee is taken to upon the acceptance of the invitation. On this page you may reiterate the contact's decision to accept the invitation as well as provide them with additional information they may require regarding their involvement. Note: This section includes a sample template that will assist you in crafting your message and webpage.
  • Decline Confirmation - The decline confirmation page is the webpage that an invitee is taken to in the event they decline your invitation. On this page you may reiterate their decision and thank them for their reply. Note: This section includes a sample template that will assist you in crafting your message and webpage.

Invite Contacts/Participants

Inviting Contacts

1. Navigate to the desired UTA.
2. Under the Level 1 tab, open the UTA record.
3. Click the Edit icon to put the record in edit mode.
4. Inside the Options drop-down menu, click on Invitation.
5. The Invitations page is 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 Invitation form field options.
8. Click Save to save the form details. The Status of the invited contacts will be Draft.
9. Click Invite to invite the contacts entered in this section. This will change the Status of the invited contacts to Invited.

Inviting Contacts Form Field Options

  • First Name - Enter the first name of the contact you are inviting.
  • Last Name' - Enter the last name of the contact you are inviting.
  • Email - Enter the email address of the invited contact.
  • Role - Select the role that the invited contact will inherit once the invitation is accepted.
  • Status - Displays the status of this specific contact invitation.

Reviewing the Invitations Status

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

1. Navigate to the desired UTA.
2. Click on the Level 1 tab, and open the appropriate Level 1 record.
3. From the Options drop down menu, select the Invitation option.
4. Displayed is the list of invitees with their role and invitation status.

Notes

  • A process to bulk-add external emails will be added in a future release.
  • Invitations may be cancelled by the organization.

See Also