SDX-Cloud: Invite new Users

Overview

This article provides a step-by-step guide on how to invite new users to the SDX-Cloud platform, covering the invitation process, sign-up steps, and common issues that may arise.

How to Invite New Users

1. Access the User Management Screen
   • Navigate to the User Management section in SDX-Cloud.
   • Click the "Add New User" button in the top right corner.

2. Enter User Email(s)
   • A popup appears allowing you to enter one or more email addresses.
   • Bulk Import: Use this if you need to invite multiple users at once.
   • Click "Invite" to send invitations.

3. User Appears in the Table
   • After sending the invite, the user(s) appear in the user table.
   • If you see user already exists, that email is already registered in SDX-Cloud. Emails are unique across all organizations, so a duplicate account cannot be created.
4. Check Invite Status
   • Newly invited users show empty first/last name fields until they complete sign-up.

User Sign-Up Process

1. Email Invitation
   • The invited user receives an email with a unique sign-up link.
   • Delivery can take up to 5 minutes.
   • If the email does not arrive, an organization admin can copy the invite link from the user table and send it manually.

2. Sign-Up Page
   • The user fills in:
     • Username
     • First Name
     • Last Name
     • Password
     • Language (applied to user settings upon login)

3. Completing Registration
   • After submitting the form, the user is automatically logged into SDX-Cloud.
   • The user initially has no project access and must be granted project permissions by an admin.

Assigning Licenses

• Assign a license after sending the invite.
• Without a license, the user sees a notification stating they lack the necessary permissions to access the platform.
• The user can still sign up, but cannot continue past the login screen without a license.

Troubleshooting and Edge Cases

1. Email Invitation Not Received

• Solution:
  • Check the spam/junk folder.
  • Copy the invite link from the user table and send it manually.

2. User Already Exists Error

• Cause:
  • The email is already in use across another organization.
• Solution:
  • The user should use their existing account and request additional access from an admin.

3. Incomplete User Details in Table

• Cause:
  • The user has not completed the sign-up process.
• Solution:
  • Ask the user to open the invite link and finish registration.

4. No Project Access After Sign-Up

• Cause:
  • No projects have been assigned.
• Solution:
  • Assign the user to the required projects in User Management.

Additional Information

• Security Considerations: Ensure users choose a strong password during sign-up.
• Invite Expiration: Invitation links expire after a limited time; expired invites must be reissued.
• User Role Assignment: Users start with basic access; roles can be adjusted after sign-up.