Step 2: Create an invitation flow
With the help of invitation flows, you can control the steps your users must go through in the assistant when inviting new guests for collaboration, the data that is collected, and the available features.
An Invitation Flow includes the following settings:
- Name and description
- Invite guests "on behalf of"
- Guest experience (upcomming)
- Attributes collection
- Personal message and redirection
- Invitation acceptance (upcomming)
To apply an invitation flow to guests, it must be associated with a template. You will create the first template in Step 4: Create a template.
Create an invitation flow
How to start?
- Go to the admin center under https://admin.guests.one (opens in a new tab).
- Navigate to Onboarding > Invitation flow.
- Click on "Add" to create a new flow.
- Provide a name for the invitation flow, e.g., "Invitation flow for Partners".
- Add a description to understand the purpose of this invitation flow, e.g., "Invitation flow for employees working for a partner company".
Enable or disable delegated invitation
Specify whether you want to enable the option for guests to be invited on behalf of another user. If this option is enabled, users with access to the corresponding template can invite guests on behalf of other hosts.
If you do not want to allow delegated invitations, turn off this option.
Set the invitation experience (upcomming)
The invitation experience determines whether guest attributes are entered by the user or if the guest needs to register themselves using the Guest Self-Service Portal.
The Guest Self-Service Portal will be available in a future phase.
Choose the attributes to be collected
Use the attribute selector to specify which guest attributes, such as first name, last name, and company, need to be collected and represented in your Entra ID.
The email field is mandatory, while all other fields are optional. By selecting a field, it will be displayed in the invitation form. By marking it as required, the field must have a value in the invitation.
You can also sort the fields to define their order in the invitation flow.
Ensure you gather all the attributes necessary for configuring the display name policy within the template. If you intend to create a display name comprising the first name, last name, and company name, ensure that these fields are included in the invitation flow.
Personal message and redirection
Use the toggle to choose whether to allow users to create a personal message and cc for the invitation email when inviting new guests. By enabling this option, the invitation wizard will display a screen where users can write a personal message.
Set the default language for the invitation message. Make your selection from the dropdown menu. Users can change the selected language when inviting new guests.
Specify the URL to which a guest should be redirected after successful login. By default, guests are redirected to https://myapps.microsoft.com (opens in a new tab). Alternatively, you may find it more appropriate to direct guests to a specific template, such as directly to Teams or a designated SharePoint site. To achieve this, please enter the target URL by selecting the 'Redirect Teams' button. This will automatically populate the field with your tenant's Teams URL.
Invitation acceptance
Enable the invitation acceptance policy to notify the host about unredeemed invitations and automatically trigger actions in the event of non-redemption.
- To activate this feature, set the toggle to "on"
- Choose the number of days until guests must accept their invitation.
- Set the number of reminders to send to the host in case of unaccepted invitation.
- Choose the number of reminders.
- Select the action to be performed after sending the reminders.
Save settings
Save the invitation flow policy. You can revisit and modify the configuration at any time.
Continue with Step 3: Create a renewal policy
After creating your first invitation flow, you can proceed to Step 3: Create a renewal policy.