Create a Company Invitation

Create and send reusable invitations to the “spoke” companies associated with a “hub” company that was previously set up.

There are various ways to connect companies to Trading Grid.

For “parent/child” companies, set up both a “parent” company and its “child” company(ies) via the “Create company accounts” on page 261 procedure.

For “hub/spoke” companies, i.e., an IWF-subscribed company (the “hub”) providing forms to their user companies (the “spokes”):

Set up the “hub” company via the “Create company accounts.” procedure.

Invite the “spoke” companies via this “Create a Company Invitation” procedure. Then, when the “spoke” company registers, it specifies the association to the “hub” company, thus establishing the “hub/spoke” link.

Create a company invitation

1	In Community Manager page, click Invitation Tool.

The Invitation tool page opens.

2	Above the Company Invitations list, do any of the following:

For Resellers: click Actions > Invite Reseller's Customer.

For first invitations to a company: click Invite Reseller's Customer.

Click the applicable action.

3	On the Step 1: Invitation Details page, enter all the information.

Field	Description
Inviting Company	From the Reseller's or the Community Administrator’s Customer list, select the IWF-subscribed company (the “hub”) that this company is associated with.
Invitation Name	Enter a unique, descriptive name for the invitation.
Invitation Type	Select either Unique if this is an invitation that you are sending one time. A unique Invitation Code is assigned to each recipient company. Generic if this is an invitation that you send to different companies. The Invitation Code is the same for all recipient companies.
Approval Type	After an invitee (prospective company who receives the invitation) receives this invitation and registers on the Trading Grid, the invitee must be approved before the user can access the Trading Grid. Select either Manual if you want the Approver to individually approve or reject each invitee that registers. We strongly recommend this option for all Generic invitations because the invitation code in a generic invitation is not specific to any one recipient, and could be distributed to unintended registrants. Automatic if you want Trading Grid to automatically approve each invitee for you. GXS recommends that you select this option for any invitation sent to a single company, because the recipient company can begin using the service as soon as they respond to the invitation.
Registration Status Notification	Enter the email address(es) of the people who want or need to be kept up-to-date of the company's registration status, e.g., if it registered, if the registration was approved.
Expiration Date	The final date that the Trading Grid accepts the company's registration; this is the date that the Invitation Code supplied in this invitation expires.
Notes	Enter up to 4,000 characters of explanatory information that is for your use only — the invitee does not see this information. The Trading Grid truncates anything over 4,000 characters; click the Count Characters box below this field to ensure you stay within the 4,000 limit.

4	Click Next Step.

5	On the Step 2: Services page, select the service(s) and the options. For example: privileges for each package that you want the company to have.

Note: By default, all options are selected for any service.

6	Click Next Step.

7	On the Step 3: Recipient Details page,

Enter Email Address(es) — Address(es) of the company(ies). Separate multiple addresses by a semi-colon (;), comma (,), or a blank space.

Optionally upload an image (for example: a company logo) to appear in the invitation.

Enter the Email Language — Select the language of the invitation text.

Enter the Email Content — Invitation text.

Click Edit from Template and change the text (in the new page) if necessary. Then click Submit.

Note: Note that you can enter the recipient details now, or you can continue and save the invitation and enter these details later. You cannot send the invitation without the recipient details.

8	Click Next Step.

9	On the Step 4: Review page.

Review the information, especially the Service Selection packages and privileges. To make changes, click Previous Step to go back to the applicable step and make changes. Then, click Next Step to return to this page.

10	Do one of the following.

To save the invitation information without sending it, click Finish.

The invitation displays in your Company Invitations list with a Saved status. You can send the invitation at a later time.

To both send and save the invitation, click Send Now.

Do this only if you completed the Recipient Details in Step 7 above. The invitation displays in your Company Invitations list with an Active status.

16.2 release. Updated October 23, 2016 Trading Grid Online User Guide PDF

Copyright © 2016 Open Text. All rights reserved. Trademarks owned by Open Text.