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Approving users added through license or project invitations Follow

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Anthony Schuler
  • Updated

Users can be added directly to licenses and projects by administrators, however if there is no automatic assignment of authentication methods, an account admin will need to approve them. If your Revizto account does not have a default authentication method or authentication methods assigned based on email domains, then new users added through a license or project will need to be approved and assigned an authentication method by an account owner or admin.

Not having an automatic authentication method can be used as an account security measure as it forces all users in the account to be added or approved directly by an account owner or admin. 

See also:

Required permissions

Users with the account owner or admin role are able to approve users waiting for approval You can view your account role from the Account info or Manage account info page in Revizto Workspace. See Account and license roles for more information.

Approving and rejecting pending members

Users who are added directly to a license or project without an authentication method are sent to the Waiting for approval tab where an account owner or admin can review and approve or reject adding the user to the account. Because there is no option to select an authentication method when a user is added directly to a license or project, if there is no automatic authentication method (a default authentication method or an authentication method assigned based on an email domain) the user will not have an assigned method. 

When an account owner or admin adds a new user directly to the account, they cannot be added without an authentication method and therefore cannot go through the approval flow.

To approve pending account members:

  1. Sign in to ws.revizto.com.
    • If you are a member of several accounts, ensure that the correct account is selected.
  2. Open the Tools dropdown menu, then select User management (account-wide). If you do not see User management (account-wide) see Required permissions. 
  3. Click Waiting for approval on the top toolbar. The number of users waiting for approval will be displayed in the tab title.

  4. Select the checkboxes next to the users and click Approve.

  5. Review the list of selected users. 
    • To remove a user from the selection, click X next to the user's name.
  6. Select an authentication method and review the other license member parameters and edit them if necessary.
    • For descriptions of available account roles, see Account and license roles.
    • You can select user tags, a company, a department, and a location from dropdown lists. If a value is not in the list, enter it to create a new one.
  7. Click Approve.

The selected users will be immediately added to the account along with any licenses or projects they were invited to. If the user does not have an individual Revizto account, they will receive an invitation email with a link to register a Revizto account. 

To reject pending account members:

  1. Sign in to ws.revizto.com.
    • If you are a member of several accounts, ensure that the correct account is selected.
  2. Open the Tools dropdown menu, then select User management (account-wide). If you do not see User management (account-wide) see Required permissions. 
     

  3. Click Waiting for approval on the top toolbar. The number of users waiting for approval will be displayed in the tab title.

  4. Select the checkboxes next to the users and click Reject.

  1. Review the list of selected users. 
    • To remove a user from the selection, click X next to the user's name.

  2. Add a reason for rejection if needed, then click Reject.

The rejected users will receive an email notifying them that they have been rejected from joining the account by the account admin who rejected them. If a rejection reason was given, this will be shown in the email as a comment from the account admin.

Automatic authentication assignment workflow

Automatic authentication assignment means that users added to an account directly through a license or project will be automatically assigned an authentication method based either on an email domain associated with an authentication method or a default authentication method. For more information on setting up authentication methods, see Managing authentication methods.

If the user’s email address belongs to a domain associated with an authentication method:

  • The user is added to the account with this authentication method.
  • The user’s license role is set as follows:
    • If the user is eligible for the guest role, they get the guest role.
    • Otherwise, they get the collaborator role.

If there is a default authentication method configured in the account:

  • The user is added to the account with the default authentication method.
  • The user’s license role is set as follows:
    • If the user is eligible for the guest role, they get the guest role.
    • Otherwise, they get the collaborator role.

Otherwise:

  • The user is added to the Waiting for approval list.
  • The user status in the project is Pending approval.
  • All account admins get email notifications that the user was added to a license.
  • Once an account admin reviews the user parameters and approves the invitation, the user is added to the list of license members and gets an invitation email.

Troubleshooting

Q: I don’t see the Company, Department, or Location fields when I approve invitations to licenses.

A: The fields are hidden. If you are an account owner or admin you can add these fields. See Managing account, license, and project info.

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