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Invite a user

Task
Module
Administration
Menu path
Yönetim › Kullanıcı ve Roller › Kullanıcılar (Administration › Users and Roles › Users)
Screen route
/users
Required permission
users.create
Prerequisites
  • Email sending is configured: Yönetim › Özelleştirme › Genel › E-posta Ayarları (Administration › Customization › General › Email Settings). Without this setting the invitation is rejected; create the user with a password instead.
  • The role to be assigned is defined (Create a role).
  • There is room within the license's active user limit.

The invitation is the recommended way to open a new account: nobody sees the password; the user sets it themselves.

Steps​

  1. Open the Yönetim › Kullanıcı ve Roller › Kullanıcılar (Administration › Users and Roles › Users) screen and click the Yeni Kullanıcı (New User) button.
    Open screen/usersExpected: The Yeni Kullanıcı (New User) window, with the Kullanıcı Bilgileri (User Information) tab open
  2. Fill in the Ad (First Name), Soyad (Last Name) and E-posta (Email) fields. The email becomes the sign-in ID and cannot be changed later; Telefon (Phone) is optional.
    EnterE-postaValue: [email protected]
  3. In the Giriş ve Şifre (Sign-in and Password) group, leave Davet e-postası gönder — kullanıcı şifresini kendisi belirlesin (Send an invitation email — let the user set their own password) selected (default).
    CheckDavet e-postası gönder — kullanıcı şifresini kendisi belirlesin
  4. In the Güvenlik (Security) group, leave Hatalı şifre denemelerinde hesabı kilitle (Lock the account on failed password attempts) checked.
    VerifyHatalı şifre denemelerinde hesabı kilitle
    New User — User Information
    1. 1Tabs — information, roles, org unit
    2. 2E-mail — login ID, cannot be changed later
    3. 3Invitation — single-use link valid for 3 days (recommended)
    4. 4Administrator sets the password — account opens at once
    5. 5Lock on failed attempts
    6. 6Send Invitation — needs e-mail settings
  5. Switch to the Roller (Roles) tab, type part of the role's name in the Rol ya da alan ara… (Search role or area…) box and check the role. Select multiple roles if needed; if a Görevler ayrılığı uyarısı (Segregation of duties warning) appears, read the reason.
    CheckRollerValue: Demo — Satış Temsilcisi
    New User — Roles tab
    1. 1Roles — count of selected in brackets
    2. 2Search role or area
    3. 3Tick the role; several roles allowed
  6. If the person is to be attached to a unit, select the unit on the Organizasyon Birimi (Organizational Unit) tab (the tab requires organization.view, the assignment requires organization.edit).
    OpenOrganizasyon Birimi
  7. Click Davet Gönder (Send Invitation).
    ClickDavet GönderExpected: The window closes; the notification "Davet gönderildi: <full name>" (Invitation sent); the row in the list shows the Davet bekliyor (Invitation pending) badge
Result
The account is created in Davet bekliyor (Invitation pending) status and cannot sign in. The user opens the Hesabınızı etkinleştirin (Activate your account) page through the link in the email, enters their full name and password and clicks Hesabımı Etkinleştir (Activate My Account); they are then redirected to the sign-in screen. The link is valid for 3 days and can be used only once.

The user's side​

  1. The link in the email opens the Hesabınızı etkinleştirin (Activate your account) page ("Davet edilen hesap: …" — Invited account: …).
  2. The user enters Ad soyad (Full name; pre-filled with the name the inviter typed), Parola (Password) and Parola (tekrar) (Password (again)). The password must be at least 8 characters long and contain at least one lowercase letter and one digit.
  3. Hesabımı Etkinleştir (Activate My Account) → "Hesabınız etkinleştirildi." (Your account has been activated.) → sign-in screen.

What you need to know​

  • If email is not configured, the window does not close and shows this message: "E-posta gönderimi yapılandırılmamış (Yönetim › Özelleştirme › Genel › E-posta Ayarları). Davet bağlantısı gönderilemez; hesabı şifre belirleyerek açabilirsiniz." (Email sending is not configured (Administration › Customization › General › Email Settings). The invitation link cannot be sent; you can create the account by setting a password.) The account is not created.
  • If the account was created but the email could not be sent at that moment: "Hesap açıldı ama davet e-postası gönderilemedi (…): … — listeden "Daveti Yeniden Gönder" ile tekrar deneyin." (The account was created but the invitation email could not be sent (…): … — try again from the list with "Resend Invitation".)
  • Daveti Yeniden Gönder (Resend Invitation; Actions menu, only on an account with a pending invitation) sends a new 3-day link; the previous link no longer works. On an accepted invitation: "Bu hesabın daveti kabul edilmiş; şifre için sıfırlama bağlantısı gönderin." (This account's invitation has been accepted; send a reset link for the password.)
  • An expired or used link: "Bu davet geçersiz ya da süresi dolmuş." (This invitation is invalid or has expired.) — "Yöneticinizden yeni bir davet göndermesini isteyin." (Ask your administrator to send a new invitation.)
  • Disabling an account with a pending invitation also invalidates the link.