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To be able to invite someone to your group, you first need to have properly set the invitation workflow. You can find the guide right here: How to set up the invitation workflow for your group If your invitation workflow is already set up, you can continue here. |
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| Step 1: Access the GEANT AAI Service and get into your home Dashboard - https://vo.aai.geant.org/home Find your group and click the "Members" button in the basic setting. You can find your group using this guide: How to find an existing Group where I am a managerTo create proper notifications, let's find your group and get to the Advanced setting of it. You will find the "Notifications" settings there. Click on it. |
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| Step 2: In the "Notifications" settings you have two choices: Copy the existing notification settings from any existing properly set Group you are already admin of → click on the grey button "Members configuration of the group, you can click on the green "Invite" button and it will roll out two options: - Invite one specific member by her/his email → click the "Invite member
Copy from Organization/Group go Create a new notification settings by yourself - Invite multiple members by their emails → click on the
green button Add- Invite multiple members..." option and
go You would need two notifications set:- Invitation - a user will get that message when you'll invite her/him
- Approved - a user will get that message when you'll approve his registration form (both manual or automatic)
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Note: You can modify it later no matter what way it was created. |
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| Step 2.1: Copy the existing notification settings from any existing properly set Group. You need to find the existing notification first: To invite a specific person to your group, you need to fill some information: - Name of the person - will be used in the content of the invitation message
- Email of the person - email to which the invitation will be send
- Language of the email - the supported language of the invitation (normally we have only one in English)
- Choose a proper "Source organization"
Choose a proper "Source group"
Click on the green button " SubmitInvite" button to create a copy for your GroupIn this example, we have copied two notifications (both are needed): - Invitation (for a user)
- Approved (for a user)
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Note: This way you will copy all notifications setting from the source group. You can remove those you don't need later.to send the invitation to that person. |
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| Step 2.2: Create a new notification settings by yourself. We need to create two notifications by ourselves one by one: - Invitation (for a user)
- Email type: Invitation / user
- Application type: Initial
- Sending enabled: checked
- Approved (for a user)
- Email type: Approved / user
- Application type: Initial
- Sending enabled: checked
Then click on the green button "Create" for both notifications. | | Column |
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To invite multiple persons to your group, you need to fill some information: - Email and Name of each person in specific format per line of the proper text are → "email;name"
- Language of the email - the supported language of the invitation (normally we have only one in English)
Click on the green button "Invite" to send the invitation each person in the list you inserted (one email per line).
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Note: After clicking on the "Invite" button to confirm sending of all emails, you will get also a report which you can download and check status of all sendings. If the status next to the email is "OK", the email was sent without a problem. If there is something else, please check the email address and try to send it again separately using Step 2.1 |
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Step 3:
Create or change the subject and body in your newly created/copied notifications.
To properly set up your notifications text, you need to:
- Click on the notification you want to change
- Select a tab with language of the notification for which you want to set up the message (at this moment we do support only English -> click on "Language: en")
- Set up the "Subject" of the notification
- Set up the body "Text" of the notification
- Save the changes by clicking on the green button "Save"
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Note: You can add tags inside the message where the content of the tag will be replaced by the proper value in the system. For example if you use tag {displayName} it will be replaced by the proper name of the user when send. |
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Important: Always add the invitation link tag {invitationLink} to your message. Otherwise users won't be able to access the registration form and complete the registration. |
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| Step 4: Set up the application form so user's can register to your group by using the invitation link. Let's find your group and get to the Advanced setting of it again. Now you will find the "Application form" settings there. Click on it. | | Column |
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3: Wait for users to respond to the invitation email. User will need to register using the link in the invitation mail and filling the application form. There are three possible scenarios for the user: - User is not registered yet in the GEANT AAI Service → user will register to the GEANT AAI Service and also to the Group, continue at Step 3.1
- User is already registered in the GEANT AAI Service but he is not yet a member of the Group → user will register to the Group, continue at Step 3.2
- User is already registered in the GEANT AAI Service and he is already a member of the Group → this is fine, no more steps needed, you are done!
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Important: If the invited person choose to not use the link, you will not get that information. You need to check by yourself in the Group if the person is already a member or not. You can always resend the link again. |
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| Step 5: In the "Application form" settings you have two choices: Copy the existing application form settings from any existing properly set Group you are already admin of → click on the grey button "Copy from Organization/Group..." and go to Step 5.1Create a new application form settings by yourself → click on the green button "Add..." and go to Step 5.2
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| Step 53.1: Copy the existing application form settings from any existing properly set Group. You need to find the existing application form first: Choose a proper "Source organization"Choose a proper "Source group"If the user wasn't registered in the GEANT AAI Service, he would need to fill the registration form for it first. All field should be pre-filled from the Identity provider. The only mandatory step for the user is: - Read & Confirm the AUP of the GEANT AAI Service
There are some optional steps user can do: - Change his given name or his surname if needed
- Change his email if needed
When the user click Click on the green "Submit" button to create a copy for your Group, the application will be send and approved by automatic (the configuration of the GEANT AAI Service registration)
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Important: If the user change the value of an E-mail (different from the data of IdP), the verification link will be send to that email and a user will need to verify that he is the owner of the new email address. |
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| Step 53.2: Create a new application form settings by yourself. We need to add all items to the application form one by one. For our example we will need to add 7 different items: - Header
- Input text field for the given name
- Input text field for the surname
- Input text field for the mail
- Custom HTML text - the separator (line)
- Custom HTML text - already member message when user try to register twice
- Submit button
As this is very complex, we strongly recommend to copy any existing form. It is not the intention of this guide to teach you how to create new application forms with all details. If the user is already registered in the GEANT AAI Service, he would need to fill the registration form for the Group. Fields could differ regarding the settings of the application form to your Group. In this example, the form is very simple and expects the same data as the GEANT AAI Service. So all of them will be pre-filled by the system and user can't change them in the form. When the user click on the green "Submit" button, the application will be send and eventually approved (manually or by automatic → regarding the configuration of the application form in the group) | Warning |
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Important: All items have to be added and then configured properly. Also every application form need to have a "Submit" button, otherwise it can't be used by a user. |
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| Step 64: Configure the application form. There are some settings you can define to set up behaviour of the invitation process. One of the most important is the "Approval style". You can support two forms: - Initial form (for invitation purpose)
- Extension form (for re-registering purpose if your group membership is for specific time only - for example 1 year)
For both types of form you can set up two different Approval styles: - Manual (you need to approve every registration manually)
- Automatic (all registration to the group using the invitation link will be approved by automatic)
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Note: In the GEANT we do expect, that the invitation link was send only to the particular user we have invited. For that reason, the Approval style is set to Automatic.The approval of the user registration to the Group could be: - automatic → user will immediately become member of a group → continue Step 5
- manual → approval need to be done manually
When the approval is set to manual, you will need: - Find your Group's basic setting and click on the "Application" button
- Find the proper Submitted application and click on it
- Check the content and then "Approve" it or "Reject" it by the proper button
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| Step 7: Invite someone to your group: - Open the settings of your group
- Click on the "Members" button
- Click on the "Invite" button
- Send your invitations to one or more members
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Note: You can find more information regarding the invitation process in the guide here: 5: After the approval, user will get an information about it via an email: - Email about successful registration to GEANT AAI Service (if he get through Step 3.1)
- Email about successful registration to the Group (if he get through Step 3.2)
You can now find him as a member of your Group in the list of all members. |
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