How to Invite User to the Platform?

Introduction

This article outlines the straightforward process of inviting users to your platform with Microsoft account or non-Microsoft account, ensuring efficient onboarding and streamlined user management. It also outlines the process of re-inviting the user in case of an error during the original request.

In this article:

• Invite User
• Account Identity Provider
• Work email (AAD Account) Identity Provider
• Re-invite User
• Key Points

Invite User

To Invite Users to your Platform:

1. Go to the Users tab.

2. Click "Invite User" .

Fill in the lines in a pop-up window. 

a. Enter the email address to which invitation should be sent.

b. Role: select permission levels/Roles In more detail read the article: User Permissions and Roles: A Guide for Distributors, Sellers, and Customers

c. Select Organization type and name: You can select Organizations (drop-down menu or search), that are registered on your Seller platform. For Seller organization users, choose Sellers. For Customer organizations - choose Customers.

d. Identity Provider:

• If the invitee's email is connected to Azure Active Directory (AAD), then choose 'Work email (AAD Account)' option as Identity Provider

• If the e-mail is connected to Microsoft LiveID, use the 'Personal email (LiveId)' option as Identity Provider.

• If they are non-Microsoft accounts, select one of the following identity providers:
  Account Log in option
  IBM ID Log in option
  Google Log in option
  Google Workspace Log in option.
  

NOTE! You also have a possibility to invite User to multiple Customer organizations at once:

NOTE! When inviting a user or giving permissions to an existing user, You can see the ERP IDs of organizations, to differentiate if the organization names are the same or similar.

f. If the organization doesn't have an ERP ID, "Organization name" is shown only.

g. If the organization has ERP ID, it is shown in the dropdown in the format "Organization name - ERP ID".

e. Invite. Invited users will receive an email with a link.

Account Identity Provider

After sending the invitation, the system notifies that the user has been invited.

1. User should receive the following (similar) email:

2. After the user clicks "Activate account", it forwards to the platform, where the system prompts to create a password.

The password must contain at least 10 characters, at least one uppercase, or capital, letter (ex: A, B, etc.), at least one lowercase letter. The password must contain at least one number digit/symbol (ex: 0, 1, 2, 3, -, etc.).

3. A pop-up window appears, where the user should enter their email and password created in the previous step, and then select "LOG IN" and authenticate via MFA.

When the user is logged in to the platform for the first time, a pop-up window with a "Terms of Service" appears:

a. Click "download" to download the Terms of Service.
b. Check the checkbox "I agree...".
c. Click "Submit" to continue.  

Work email (AAD Account) Identity Provider

1. The platform registration process begins when a Seller or Customer receives an email invitation (as shown below). The recipient of this invitation must accept this invitation to be granted Customer Roles within the platform. Press "Accept Invitation" to accept.

2. If the "Work email (AAD Account)" account option is selected during the invitation, then this condition applies:

3. Please share the tenant domain of the customer's organization with Support Team, so they can whitelist it and grant the users access to the portal.

Re-invite User

1. Change Invitation Details - once a user has been invited with wrong authentication method and the user has not accepted the invitation yet, you can re-invite the user. You can change not only 'Identity Provider' but also 'Role' or 'Organization'. Following the corrections, 'Send Updated Information' needs to be selected:

As a result, a new invitation email will be sent out to the user as per the steps already described. 

2. Resend Invitation - a platform invitation remains active for 7 (seven) days after being sent. If the recipient fails to accept within this time period, the link must be resent.

Key Points

• If a user attempts to log in before the invitation is accepted, that user will not be displayed on the user list. They will also have no access rights

• After a user has accepted this invitation, they will be directed to the Platform to log in

Limitations

• For Microsoft Personal and Work Email Identity Providers, ensure there are no additional Microsoft accounts open other than this one.
• For Account Option, 'Sign Up' presented on the authentication page should never be selected when login to Appite platform:
  
  
  

Summary

Inviting the user to the platform is self-service process which is very intuitional and straight forward. Appxite offers storing and creating the passwords in one of our integration services and while this article covers the most popular Identity Providers the list can be more extensive, and the authentication method can be further customized based on the customer needs. If there is a demand for it Appxite platform can be linked with any of the third-party applications.

Related Content

• User Permissions and Roles: A Guide for Distributors, Sellers, and Customers
• User Invitation
• Known Use Cases for MFA Authentication not to Work
• Invite Seller to the Platform during Seller Creation