With External User Manager 2.0, your enterprise is essentially split into three groups: Requesters, Guests, and Approvers.
Requesters - Submit a request to invite a guest into a specific Space. Depending on how the onboarding process is set up, they might have to fill certain Metafields before actually submitting the request.
Guests - Go through the Onboarding process to receive the right to join a particular space. They might have to fill a variety of Metafields, read documents, or watch a video, before providing a signature or checkbox approval. The number of steps will depend on your Onboarding setup.
Approvers - Go through these requests and decide whether or not the guest actually gets accepted into the organization. They're able to view and export all information provided by both the requester and the guest, including Metafields and signed documents.
Let's go through the request submission process and create an Approver Group together to fully understand how this dynamic works in real-world scenarios.
📥 Requester
As an average employee, whenever you decide that you need to add an external collaborator to your Space, you'll need to submit a Request for it.
Navigate to the Dashboard and click on + Request User to get started.
Start by specifying the Guest's Email in the External Email Address field.
Select the Spaces which will be accessible to the Guest.
Fill out any Metafields added by the Admin.
Leave a comment with any relevant information that could aid the Approval decision.
Once the Requester sends their Guest's email and additional information, the Approver(s) will decide whether or not to actually grant the Guest access.
✅ Approver
The Approver gets to decide which Guests actually make it into the requested Spaces and which ones get rejected.
Navigate to the Approvals tab to view active Requests.
Click on the checkmark icon under the Approval section of the list.
You'll be presented with a detailed view of all the information related to the Guest, including the invitee's email, the Spaces they're getting invited to, the identity of the Requester, and any Metafields that they've filled.
You can also leave a Comment with any additional information that might be deemed relevant before clicking Approve to allow the Guest access. If you're too busy to write out a response, you can always use one of the premade replies.
💡 Depending on your Onboarding Configuration, the guest themselves might also need to fill in Metafields, sign or checkmark a document, or watch a video before proceeding.
👥 Approval Settings
By default, the current External User Manager admin is the only person able to approve new Guests on the tenant. If you want to delegate the approval process to other individuals, you can simply add them to the Default Approver Group.
There's a variety of different settings that allow you to customize different aspects of the Approval Process. It's highly recommended that you go through them and configure Approvals in a way that best suits your unique needs.
Navigate to Settings > Approval > General settings in External User Manager to view Approval options.
Approve team requests - Extends the ability to approve Guests to Team Owners.
Enable Microsoft Entra ID security group as approvers (Enterprise 💎) - Allows you to select Microsoft Entra ID security groups as approvers.
Auto remove user - Automatically removes the guest from Microsoft Entra ID once they're no longer a part of any active Spaces.
Block default Microsoft message on tenant invite - Removes the default notification from Microsoft upon the addition of an external user to a Space.
➕ Adding Approvers
In External User Manager, there's a Default guest approver group that is in charge of all Requests. Initially, the Admin is its sole member; however, new users can be added to the group by navigating to Settings > Approval > Guest approvers.
Once you're on the Guest approvers page, simply click on Define which people can approve default/standard guest requests, type the name of the desired user into the Approver box, and click Add, followed by Update to finalize the procedure.
Once you've added the desired user to the Default Group, they'll have access to all Active Requests and will be able to Approve them.
⛑️ Need more help?
Get further assistance with External User Manager through our support chat widget within the app, or reach out to us at [email protected]