Invite users

In 10Duke SysAdmin, you create new users into 10Duke Enterprise by sending them an email invitation. You can also send email invitations to invite existing users to organizations.

You can send invitations as follows:

• Invite new and existing users to an organization.

  Use this option when you want to grant the users access to the organization’s licenses (by adding them to the necessary user groups of the organization), to grant them administrator access to the organization, or both.

  With existing users, you also have the option of adding them to a user group without notifying them about it with an invitation.

• Invite new users to only create a user account for them.

  Use this option to create users who don’t need to be associated with an organization: your system administrators or your consumer customers. With this option, you don’t give the users access to any licenses yet.

  If needed, you can also add these users to organizations later.

When you invite a new user, 10Duke Enterprise only creates a user account and the access rights take effect after the user has accepted the invitation and signed up.

With existing users, they are only added to the organization after they have logged in and accepted the invitation.

Limitations

• When inviting a new user to an organization, make sure you define their user groups and roles correctly. You cannot make changes to these until they have accepted the invitation and signed up and 10Duke Enterprise has created a user account for them. (You can revoke their invitation if needed.)

• If an earlier invitation to an organization already exists in the system with the same email address, you must delete that invitation before you can send another invitation to the same organization. This can happen, for example, if the user declined an earlier invitation.

Before you start

• Make sure that email sending has been configured in 10Duke Enterprise and email templates have been set up. If you need email templates in multiple languages, additional localization configuration is needed. Contact the 10Duke Integration Support team.

• To give the user access to organization licenses, make sure the organization has the necessary user groups defined.

• To grant organization administrator access to the user, you can assign them the OrgAdmin role that every organization has by default. If more specific access control is needed, create the necessary organization roles in ROLES AND PERMISSIONS > Organization roles. Contact the 10Duke Integration Support team for support.

• In many cases, the license that the end user consumes controls what they can and cannot do in the client application. However, if you need role-based access control in the client application, you can externalize the roles and permissions in the application to 10Duke Enterprise. This includes creating client roles in ROLES AND PERMISSIONS > Client roles and assigning them to users. Contact the 10Duke Integration Support team for support.

Invite a user to an organization

When you invite a user to an organization, you authorize them to consume the organization’s licenses by adding them to user groups. You can also grant them administrator access to the organization if needed.

If you want to invite the user to multiple user groups, invite them from the organization table. If only one user group is needed, you can also invite them from that user group’s page.

You can invite a user to as many organizations as needed.

Invite a user from the organization table

1. In the left sidebar, go to IDENTITY > Organizations.

2. In the table, select the organization that you want to invite the user to, and select Actions > Invite Member(s).

   A side panel with steps opens. Click Next after completing each step (or Previous to go back).

3. In step 1 Email, define the email address and language for the invitation:

   • Recipient’s Email: Enter the email address where the invitation is sent.

     • To invite and create a new user, the email address must be unique in the system.

     • To invite an existing user, enter the email address associated with their user account.

   • Choose a language for the email: Select the language for the invitation.

     The languages available depend on the email template setup in your 10Duke Enterprise configuration.

4. In step 2 Details, define the recipient and sender names and a personal message:

   • Recipient’s name: Enter the name of the invited user shown in the invitation.

   • Your name: Enter the sender’s name shown in the invitation.

   • Personal message (optional): Enter a short personal message.

     This message is added to the default email message. It’s also shown on the web page where the user accepts or declines the invitation.

     The maximum message length is 2048 characters.

     Any line breaks are ignored—the message is shown as one paragraph of text.

5. In step 3 User groups, select at least one user group.

   The user will get access to the organization licenses that these user groups are authorized to consume.

   If you don’t want to define any client or organization roles for the user, click Skip to summary to go straight to the last step.

6. In step 4 Client roles (optional), select client roles for the user, if additional role-based access control has been implemented in your client application.

7. In step 5 Organization roles (optional), select organization roles for the user.

   To grant administrator access to the organization, select the OrgAdmin role.

8. In step 6 Summary, check that all the information is correct, and click Invite to send the invitation.

Invite a user from a user group’s page

1. In the left sidebar, go to IDENTITY > Organizations.

2. In the organization table, select the organization that you want to invite the user to, and select Actions > Manage user groups.

   The organization’s user group table opens.

3. In the table, select the user group.

   The user will get access to the organization licenses that this user group is authorized to consume.

4. Go to the Members tab, and select Actions > Invite Member(s). A side panel with steps opens.

5. Complete the steps in the same way as when inviting a user from the organization table, see above.

Invite a system administrator or a consumer user

To invite a user so that only a user account is created:

1. In the left sidebar, go to IDENTITY > Invitations > User invitations.

2. Click Invite. A side panel with steps opens.

3. Complete the steps in the same way as when inviting a user to an organization, see above.

Next steps

• You can track the status of the user’s invitation to see when they have accepted the invitation.

• After a new user has accepted the invitation and signed up and their user account has been created:

  • You can make changes in their user account if needed, for example, to define validity start and end dates for their access to the system, or to change their user groups.

  • If the user will act as your system administrator, grant them system administrator access rights in their user account.

  • If you invited a consumer user, you can grant them personal licenses.

Is the user having problems with the invitation?

There may be situations where a user is unable to sign up, log in, or validate their email. A common case is that they missed the email because it ended up in their spam folder. Sometimes an email may also be blocked by a firewall, or the email provider may change the structure of the email’s links and cause them to become invalid.

If needed:

• You can try resending the email invitation.

• If a new user was able to sign up, but they couldn’t verify their email address for some reason, their access may be blocked until they verify it (this depends on your 10Duke Enterprise configuration). If needed, you can manually mark their email as verified.