Inviting participants
As a workspace owner, invite participants to a workspace to share its contents - documents and folders. Workspace participants with the 'invite' ability can then invite other new participants to the workspace at any time.
If you invite a number of participants at the same time, they will all have the same permissions. You can change a participant's workspace permissions at any time after they have been invited to a workspace.
Note:
- If a workspace is associated with Objective Connect Link, certain permissions may not be supported (for example, edit and add folder permissions are not supported for Objective Connect Link for Micro Focus Content Manager) or be unavailable due to permission restrictions. Contact your workspace owner for more information.
- You can invite participants at the time of creating a new workspace or later on for an existing workspace. The instructions in this topic explain how to invite participants for an existing workspace.
-If you fail to send an invitation to a participant, check your Manage Trusted List. Ensure that the participant's domain or email address is added to the list, and the format is correct. You can use the Manage Trusted List if you need to restrict a few participants from accessing the workspace. If you do not use it, you can invite anyone.
- In Objective Connect, go to the workspace you wish to invite participants to.
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Select the button .
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Select .
You can also expand the Participants section, select to the right of the column heading row, then Invite participants.
If you created the workspace, you will be listed as a participant and workspace owner.
The Invite participants blade appears to the right of the Content pane.
- Enter a valid email address for each participant.
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Assign abilities to participants. Select a category to assign all the abilities in it or select individual icons from the list.
Tip: If you want some participants to have different abilities in your workspace, it’s better that you invite them separately that way they can have unique abilities.
- the workgroup name that the workspace belongs to
- the participant’s email address
- a date / time stamp (UTC).
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Enter a message to let your participants know why they are being invited to the workspace.
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Select .
Your participants will be emailed an invitation to join your Objective Connect workspace.
Once a participant has accepted your invitation to join the workspace, their status will show as on the Participants list.
|
Category |
Icon |
Available option |
Description |
|---|---|---|---|
|
Access
|
|
preview documents (default) |
Allow participants to preview documents in read-only mode. If you do not choose the option for invited participants then previewed documents will contain a watermark that includes: Watermarking of previewed documents is only available if you have the Objective Connect Enterprise edition. |
|
|
download documents |
Allow invited participants to download documents from Objective Connect. If participants are not able to download items from the workspace, then items are previewed in read-only mode and include a watermark (only for Objective Connect Enterprise edition). They also will not be able to create a local copy of the document or create new versions of the document. |
|
|
Contribute
|
|
add documents |
Include more documents in a workspace. |
|
|
create folders |
Add a sub-folder to a workspace so as to include additional documents. |
|
|
Collaborate
|
|
edit |
Allow participants to rename a document and upload a new version. Note: If Objective Connect is integrated with a document management system only documents you can edit in your document management system can be edited in Objective Connect. |
|
|
edit online |
Allow participants to edit documents in Microsoft Office Online. Note: Participants will need Microsoft accounts to log into Microsoft Office Online. |
|
|
|
delete documents |
Allow participants to delete documents from the workspace. Note: If Objective Connect is integrated with a document management system you will not be able to delete documents from Objective Connect. |
|
|
Visibility |
|
post comments |
Allow participants to post comments about events, activities and documents in a workspace. Note: It is recommended not to give this ability to a participant who is 'hidden'. When posting a comment, the 'hidden' participant will make themselves visible to all users invited to the workspace. |
|
|
hidden participants |
Selected participants are kept hidden so as to ensure their privacy. Note: A workspace owner and any workspace participants who are able to invite and remove other participants, will able to see any participants that are 'hidden' to others. This is only available for Objective Connect Enterprise edition. |
|
|
Manage Note: Only workspace owner(s) can grant these abilities. A participant with these abilities cannot grant it to other participants. |
|
invite and remove participants |
Invite other participants, change their permissions and remove any participants. |
|
|
Manage workspace |
Assigns all the above abilities that allow the participants to manage a workspace. |
- Go to the workspace you wish to invite participants to.
-
Select the Participants tab and then button .
If you created the workspace, you will be listed as a participant and workspace owner.
- Enter a valid email address for each participant.
-
Assign abilities to participants. Select a category to assign all the abilities in it or select individual icons from the list.
Tip: If you want some participants to have different abilities in your workspace, it’s better that you invite them separately that way they can have unique abilities.
Category
Icon
Available option
Description
Access
preview documents (default)
Allow participants to preview documents in read-only mode.
If you do not choose the option for invited participants then previewed documents will contain a watermark that includes:
- the workgroup name that the workspace belongs to
- the participant’s email address
- a date / time stamp (UTC).
Watermarking of previewed documents is only available if you have the Objective Connect Enterprise edition.
download documents
Allow invited participants to download documents from Objective Connect.
If participants are not able to download items from the workspace, then items are previewed in read-only mode and include a watermark (only for Objective Connect Enterprise edition). They also will not be able to create a local copy of the document or create new versions of the document.
Contribute
add documents
Include more documents in a workspace.
create folders
Add a sub-folder to a workspace so as to include additional documents.
Collaborate
edit
Allow participants to rename a document and upload a new version.
Note: If Objective Connect is integrated with a document management system only documents you can edit in your document management system can be edited in Objective Connect.
edit online
Allow participants to edit documents in Microsoft Office Online.
Note: Participants will need Microsoft accounts to log into Microsoft Office Online.
delete documents
Allow participants to delete documents from the workspace.
Note: If Objective Connect is integrated with a document management system you will not be able to delete documents from Objective Connect.
Visibility
post comments
Allow participants to post comments about events, activities and documents in a workspace.
Note: It is recommended not to give this ability to a participant who is 'hidden'. When posting a comment, the 'hidden' participant will make themselves visible to all users invited to the workspace.
hidden participants
Selected participants are kept hidden so as to ensure their privacy.
Note: A workspace owner and any workspace participants who are able to invite and remove other participants, will able to see any participants that are 'hidden' to others.
This is only available for Objective Connect Enterprise edition.
Manage
Note: Only workspace owner(s) can grant these abilities. A participant with these abilities cannot grant it to other participants.
invite and remove participants
Invite other participants, change their permissions and remove any participants.
Manage workspace
Assigns all the above abilities that allow the participants to manage a workspace.
-
Enter a message to let your participants know why they are being invited to the workspace.
-
Select .
Your participants will be emailed an invitation to join your Objective Connect workspace.
Once a participant has accepted your invitation to join the workspace, their status will show as on the Participants list.