Contact Invitations
Contents
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 an 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 whom 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, 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 for new contact 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 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.
- 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.
- 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
Reviewing the Invitations Status
The system provides the capability for you to monitor the status of each invited contacts.
1. Navigate to the desired UTA.
2. Click on the Level 1 tap, and open the appropriate Level 1 object.3. From the Options drop down menu, select the Invitation option.4. Displayed is the list of invitees with their role and status.
Notes
- A process to bulk-add external emails will be added in a future release.
- Invitations may be cancelled by the organization.
