How to onboard new users

Background

Onboarding users to an Ondexx site is a straightforward process, and only requiring the email address of the users to onboard. Multiple users can be onboarded at once, so you can quickly onboard a business group, new employees, or even onboard all users to a new site.

In general, the onboarding process is as follows:

1. A Site Admin enters the email addresses of their new users, assigns them Roles and Groups, and sends them invitations.
2. The new user receives an invite email with a link to access the site.
3. For new forms-based users, a Site Admin may need to provide final approval, after they fill out an application form.

Depending on the Site Settings, users may be able to apply for access to sites themselves. It may also be possible for external users to apply for access to an Ondexx site from a public-facing page. For additional information on applying for access, please refer to this help article:

Sending invitations

New users can be onboarded from the Add New dropdown menu. Simply click Add New > Users.

In the Site User Onboarding menu, enter the email addresses of the people you would like to onboard to the site, one address per line. You can also paste a list of emails from an external source, like a spreadsheet or document.

When all of the addresses have been added, click Next to continue.

A table will be generated using the entered email addresses, with each column displaying information about each potential user:

• Validation displays what actions are still required before an invitation can be send
• Email displays the entered email address of the potential new user
• Role displays the selected role of the potential new user
• Group displays the selected user-group(s) of the potential new user
• Seat License Status displays if the user already has an account in your instance, or they will require a new account, or “seat”
• User-Type displays if the user will be an internal or external user, based on the domain of the entered email address

Roles need to be assigned to each new user before an invitation can be sent. Group(s) should also be assigned at this time, but are not required.

To edit the information for an individual new user, click the pencil icon, and edit the contents of the table accordingly. The Validation column will specify if there are any remaining required changes.

Roles and Groups can also be assigned in bulk, to avoid selecting the same thing repeatedly for each person you are trying to onboard. To do this…

1. Select the columns of the users of which you want to modify Role or Group membership.
2. Click the Change Role or Change Groups buttons.
3. Select the Role or Group(s) for the new users you have selected.
4. Click Update to assign the selected new users.

When you are ready to send the invitations, click the Send Invitations Now button.

Using the Outstanding Invitations menu

The Outstanding Invitations menu will show as list of all site invitations that haven’t been responded to, along with information about the invitee. This menu can be found under Administration > User Management > Outstanding Invitations. Toggling “Display Answered Invites” will also show invites that have been responded to.

The following information will be shown about each invitee:

• Invitee Email will show the email the invitation was sent to
• User-Type will show if the invitee would be an internal or external user.
• Role will show the Role assigned to the user when the invite was sent
• Groups will show the Groups (if any) assigned to the user when the invite was sent
• Date Last Invited will show the date the most recent invite was sent.
• Invited By will show the name of the user who sent the invitation
• Invitation Code will show the Invitation Code, if the user is to use Single Sign-On.
• Hard Bounce will show if the email could be successfully delivered. For more information, see the following article: Email Deliverability and Ondexx

In this menu, invitations can be resent or deleted, by selecting the appropriate invitees, and clicking the Resend or Delete button.

Resending an invitation will send a new invite email to the invitee. This will invalidate any previous encoded hyperlink, such as a link to create a password or register for access. Deleting the invitation will also invalidate any encoded preventing the user from accessing the site.

Using the Pending Users Queue

For forms-based users or users who have applied for access to the site themselves, their request for access will appear in the Pending Users Queue, found under Workflows > Pending Users.

In this menu, Administrators can update the accounts of new users, before approving or declining their access to their Site. This includes…

• Changing Role and Group membership
• Editing certain details of their User Profile
• Setting an expiry date for their access to the Site

After filling out the registration form, the user will appear in the Pending Users Queue, where they will need to be approved, usually by a Site Owner. This menu can be found under Workflows > Pending User Queue.

To approve or decline access to the site, simply select the rows of the desired users, and click the Approve Selected or Decline Selected buttons.

In the next menu, you have the opportunity to customize the email that will be sent to the users informing them of the decision. When you are ready, click the Approve with Email or Decline with Email button. Alternatively, the Decline Silently button will decline the user’s request without sending an email notification.

If approved, the user will either gain access to the site. If they do not yet have an account, they will be sent a link to create their forms-based password.

Onboarding workflow details

The onboarding workflow varies slightly depending on the authentication methods of the instance, if the user is internal or external, and if an active or inactive account exists for the email address of the invited user. Below are details of the specific process for each type of user, after they are sent an invitation to a Site.

Onboarding new Single Sign-On users

If your organization uses Single Sign-On for authentication, internal new users will receive an invitation to log in to the Ondexx instance.

The invite will contain a hyperlink that will log them in, and grant them access to the site. This link will expire after first use.

They are also given a Site Invitation Code to use in the event they are not immediately given access to the site. They can use this invitation code by…

1. Navigating to Help > Contact and Support.
2. Clicking the “Redeem a Site Invitation Code” hyperlink.
3. Entering the Invitation Code included in the invitation email.
4. Clicking the Redeem button.

Onboarding new forms-based users

If your organization does not use Single Sign-On, or if you are onboarding an external user, the new users will receive an invitation with an encoded hyperlink to register for access to the instance.

After filling out this form, their access request will be sent to the Pending User Queue, where their information can be reviewed by a Site Administrator. If approved, they will receive a link to log in to the instance, and will gain access to the Site.

Onboarding users with an active account

When a user with an existing account is invited to a new site, they will immediately gain access to the new site under the Sites dropdown. They will also be sent an email notifying them of their new access. No further action will be needed.

Onboarding users with a deactivated account

When an invitation is sent to a user with a deactivated account, their existing account will be reactivated. They will receive an email to reset their account password if forms-based, or will receive the Single Sign-On email described above if they use Single Sign-On.