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Understanding Email Invitations

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Understanding Email Invitations

As a system administrator, you can add users to Workfront and notify them that they have been added, by using email invitations.

The email invitation allows new users to follow a link where they can choose a password for their Workfront account. They can then finish setting up their account.

To ensure the security of the new accounts, we recommend that you use email invitations for your new users, so they can choose their own password. Alternatively, you can also select a password for a new user when creating their account. For more information about adding new users to Workfront, see "Creating New Users."

You can configure the new user emails for:

  • Any new user added to Workfront.
  • Users added to Workfront with a Requestor license.

All new users see the same email when an email invitation is sent. 

Generating Email Invitations

Email invitations are generated in the following scenarios:

  • When you create a new user and you select the Send an invite email to this person on the New Person form. For more information about creating new users, see "Creating New Users."
    new_person_form.png
  • When you import multiple new users and you select the Send invite emails to these people option. For more information about importing several new users, see "Importing New Users."
    new_person_form.png
  • After the users are created, you can manually generate the invitations to users who have not yet registered their account with Workfront, and they have not established a Workfront password. 
    Users who have an account created but have not yet registered their account are marked as Unregistered in Workfront. 
    NOTE If you deselect the Send an email invite to this person box when you create the user, the email invitation cannot be generated manually. Resending the email invitations manually is only possible for users who have been sent the original email invitation when their account was created. For more information about creating new users, see "Creating New Users."
    To manually generate email invitations to existing unregistered users:
    1. Navigate to the People area of the Global Navigation Bar.
    2. Click the People tab.
    3. Select the user who shows the Unregistered label next to their name. 
      unregistered_users__email_invitations.png
    4. Click More.
    5. Click Email Invitations.
      An email invitation is sent to the new users, with a new link for them to follow and establish their Workfront password. 

Configuring Email Invitations

As a system administrator, you can configure the message you include with the email invitations for new users. 

To configure email invitations:

  1. Navigate to the Setup area of the Global Navigation Bar. 
    Short_setup_with_avatar_-_Jackie_Simms.png
  2. Expand Email, then click Invitations.
  3. In the General Options section, make any of the following modifications:
    Deactivate invitation links after ... days: Choose the amount of time after which the email invitations no longer contain a valid link to Workfront. The default amount of days is 45.
    Include a message and/ or term of service: Select this option if you want to modify the email invitation for all new users added to Workfront. This does not include users with a Requestor license. 
    Email_invitations_for_all_users__With_custom_message.png
    - Message: If you select to modify the email invitation for all new users, specify the text that you want to include in your email invitations as the email body.
    - Terms and Conditions: If you select to modify the email invitation for all new users, specify the text that you want to include in your email invitations as the terms and conditions.
    Include a message and/or term of service for helpdesk users: Select this option if you want to modify the email invitation for all new users added to Workfront that have a Requestor license. 
    - Message: If you select to modify the email invitation for all new users with a Requestor license, specify the text that you want to include in your email invitations as the email body.
    Terms and Conditions: If you select to modify the email invitation for all new users with a Requestor license, specify the text that you want to include in your email invitations as the terms and conditions.
    In the Invitation Preview section, you can see a preview of your email invitation. If you selected to include a customized message in your email invitation, the customized message shows in this area. 
    Email_invitation_for_all_users_preview.png
  4. Click Save.

Receiving Email Invitations and Creating a Password for Workfront

For more information about receiving email invitations and creating a password for Workfront, see "Receiving Email Invitations and Creating a Password for Workfront."