Managing invitation templates

When you invite internal and external users to work with you in Kahua, they are sent an invitation email. The templates used to create those emails are managed in the Configuration app.

A system default template is used when new internal users are invited to your Kahua domain. This template can also be selected when you invite external users. You cannot customize the system default template, but you can add additional text to appear on the invitation.

You can create additional templates to use when inviting external users.

How to . . .

To add or modify the additional information text on the default invitation template, complete the following steps:

  1. Ensure that you are in the root domain. You will not be able to modify the User Invitation Additional Information field if you are not in the root domain.

  2. Navigate to the Configurations application (All Apps > Administration > Configuration).

  3. Open the Invitations tab.

  4. On the Default tab, toggle on the User Invitation Additional Information setting.

  5. Enter text as desired. Click Save when you are done.

While setting up an invite template it is important to think through who will be receiving the invitations and what information will need to be shared. When the invited contact sets up their Kahua account from the invitation template, these items will automatically be included in their account. For more information on sharing, refer to Understanding how Kahua sharing works.

To create a new invitation template, complete the following steps:

  1. Navigate to the Configurations application (All Apps > Administration > Configuration).

  2. Open the Invitations tab.

  3. On the Invitation Templates tab, click Add.

  4. Select Enabled to make this template available for use. Clear the check box if it is still being drafted or there is some other reason you do not want it to be used at this time.

  5. Enter a Name for the template. Use a descriptive name that makes it clear when this template should be selected for use.

  6. Complete the following fields on the invitation template:

    Field Description
    Invitation Email Subject Enter the email subject. This will be the subject line on the email that is received by the invitee.
    Invitation Email Additional Information Enter any additional information you want to appear on the invitation.
    Add to Project Directory Select this check box to add the invited contact to the project directory for the project they are invited to. For more information, refer to Project Directory.
    Package Select the appropriate package for the invited contact. This will prompt a standard license purchase for the invitee. They will have the option to defer payment for a period of time.
    Permitted Group The Permitted Group determines which user group from your domain will be able to access this invitation.
    Shares

    Select the application shares that are appropriate for users who will receive this invitation. This is the same as if the application was shared directly from the app. For a more detailed explanation of app sharing, refer to Manage sharing in an app.

    Click Insert to insert a line on the grid. Select the appropriate App, List or Folder, and Permission Level. Select Copy on End to allow the user to keep a copy of records shared with them. To control which records the user is able to see, select Modify to modify the Share Filter. You can use a pre-built filter or create your own.
    Required Licenses If a share has been selected for a cost application, the Required Licenses section will include a Cost Management Suite license.
    Additional Licenses If additional licenses are required, select the additional licenses from the dropdown.
    Groups If you have a group for the contact being invited, click Insert, then select the appropriate group for the template.
    References Upload documents or select a previously uploaded document from Kahua that should be included on the invitation email to the invited contact.

  7. Once complete, click Save.