This business component lets you invite people to Process Automation directly from a process application.
It can be a powerful tool, especially for larger corporations, to dynamically assign tasks to people regardless if they are prior users of Process Automation or not.
Setup
The business component “Invite user to space” must be activated at the contract level. Please contact our sales team to get access to the business component.
Add the Business Component to your Space
Navigate to the Space Settings and select the tab Business Components. Click on the Add new Button in the right corner.
From the Business components drop-down, select Invite Users To Space, give it a name, and select Add.
The Business component is now ready to be used in a process.
Add the business component to the process
To add the business component to your process in Process Studio, open the Component tab and under Services locate the Invite User To Space business component. Then drag and drop it onto your process.
Configure the component
Double-click on the component to access the configuration settings.
There you can specify:
-
who should be invited
-
write a message to invitees
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whether they should log in using IdP*
Individuals will be invited to the space as users with Process permission set to Run.
*If there is an IdP configured and they are invited using IdP, they will also be invited to the default space with permissions according to those set by the IdP settings.
The checkbox allows you to decide if the users should be invited as IdP users (using IdP Login) or as regular users (using the Process Automation login).
If you invite your user as IdP users, ensure that their email address is the same as their IdP provides in their list of claims otherwise the invited user will not be able to login via their IdP.
This setting is only visible if your contract is linked with an Identity provider.
Email addresses
The Email addresses field lets you specify who you wish to send an invite to. The field expects comma-separated values from email addresses. You can also use variables.
When evaluating the contents of the field, it first finds and replaces all the variables and then separates the text by the commas.
Example:
email1@domain.com,$form.emailAddress$,email2@domain.com
Where $form.emailAddress$="email3@domain.com,email4@domain.com"
This would be sent to four emails:
email1@domain.com
email3@domain.com
email4@domain.com
email2@domain.com
Message attached to email
This field allows you to insert a message to the space invite email. The field expects either plain text, variables or a mix of them both.
Example:
"Hello there $form.name$, you have been invited to participate in $instance.name$ in InRule Process Automation."
Where $form.name$="Monique" and $instance.name$="the annual survey".
The message is used in the invitation email that looks like the sample below.
Text inside <> represents variable values that will be set by Process Automation when the application is run.
Running the Component
When running the component, it will make a best effort-based execution, meaning that if a user could not be invited the business component will still be considered as successfully run.
However, if a variable specified in either email addresses or the message attached to an email can not be found, the business component will fail its execution.
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