Design : Invitation Manager

Design : Invitation Manager

Objective : define how the invitation manager should work in XWiki Workspaces

Use cases

• I'm in a space. I want to invite someone in. He's not registered on the Workspaces instance yet.
• I'm a global admin. I want to invite a bunch of new people using their email addresses.

How does it work ?

Part 1

From a workspace

• I am in a workspace. I need to invite someone from outside the Workspaces instance and I have the right to do so (This means that I am both an admin in the space and a Global Admin or a Power User on the XWS instance).
  • I go to my workspace administration page
  • I go to the "manage users" pages
  • I click on the "invite external people" button
• I am presented with an invitation page (located in the space administration) on which the following fields are present :
  • email address (multiple input possible)
  • optional explanation message (will be added to the email body)
  • select box to set the type of the user (global admin / power user / insider / outsider) -> I can only see levels up to mine (eg, if I'm an insider I can invite someone as either an insider or an outsider)
• Once everything is filled, I click on the "Send" button

From the XWS Admin interface

• I'm on the XWS Admin page (therefore thi feature is available only to Global Admins)
  • I click on "manage users" in the panel on the left
  • I click on the "invite external users" button
• I am presented with an invitation page (located in the space administration) on which the following fields are present :
  • email address (multiple input possible) + possibiliy to import a CSV file filled with e-mail addresses
  • optional explanation message (will be added to the email body)
  • select box to set the type of the user (global admin / power user / insider / outsider) -> I can only see levels up to mine (eg, if I'm an insider I can invite someone as either an insider or an outsider)
• Once everything is filled, I click on the "Send" button

Part 2

For e-mail addresses matching those of existing users

• If one of the email addresses entered matches the address of someone who's already an user of the Global Workspaces, the following check is done for those addresses :
  • the invitee isn't invited to any space : the mail isn't sent
  • the invitee is invited to a space
    • the invitee is already a member of that space, with the same status : nothing happens, the mail isn't sent
    • the invitee is already a member of that space, with a lesser status : his status goes up (from reader to writer for instance), the mail isn't sent but his dashboard reads that his status in the space has changed
    • the invitee is already a member of this space, with a higher status : nothing happens, the mail isn't sent
• A message stating what happened is printed on the invitation page for the user to see ("Mike B is already a member. He was added to the space XXX as an YYY")

For e-mail addresses that do not match the address of any existing user

• The invitee receives his / her invitation email that includes :
  • a short description reading either :
    • If you've been invited from a space : "you've been invited as an [Admin, Author, Reader] to the XXX space in the YYY XWiki Workspaces where you are an [Admin, Power User, Indiser, Outsider]"
    • If you've been invited from the XWS Global Admin : "you've been invited as an [Admin, Power User, Indiser, Outsider] to the YYY XWiki Workspaces"
  • a random, one-shot invitation code
  • a link to the login page of the XWiki Workspaces
• She goes to the login page
  • 2 options are offered to her
    • "I already have an account on this XWiki Workspaces" -> she enters her username, password and invitation code and clicks on "login"
      • She arrives on her dashboard. A message tells her that her 2nd email adress has been added to her profile & that she was invited to a new group
    • "I do not have an account on this XWiki Workspaces yet" -> she enters her invitation code and clicks on "create my account"
      • She is presented with the registration page where she can choose her username & password. The e-mail field is filled-in automatically with the address the e-mail was sent to.
      • She is sent to her dashboard. A message shows up, stating that she has been invited to a new group; If she belongs to the Insider, Power User or Global Admin group, the organization's space is displayed as well.

Configuration

• Invitation of external people can be set on / off in the Workspaces Global Admin Panel
• Invitation of external people is allowed for Global Admins & Power Users