Using an older version of VDR? This article covers features and functionality for the latest version of our VDR. If you're using an older version, please refer to User invitation [old VDR] for relevant information.
In the Participants tab, you can invite users to an existing or new group.
If you don't have any groups yet, you can create groups before inviting participants or create one during adding participants.
💡 Participants can belong to one group at a time. If you'd like to change the group, right-click on the selected participants and click Move to group.
Inviting single or several users
To add participants, click Add on the top panel, select Participants, and follow the steps described below.
You can also add participants to a specific group by using the inline button next to each group or from the context menu of the target group – Add participants.
General
Enter one or more emails addresses.
Select one of the existing groups or create a new one.
If you choose to create a new group, you will also need to define feature and document permissions.Select the invitation language.
Set up email notifications about new documents.
💡 Keep in mind that all participants can change their preferred language and notification settings on their own at any time.
Security
Here, you need to define the following security settings:
Project access: decide when participants can access your project.
Unlimited: invitations are sent out as soon as participants are added.
Deactivated: participants will not receive invitations until they are activated.
Specific dates: depending on the start date, participants will be either activated right away or at the specified date and time. You can optionally set a till date, so these participants will be automatically deactivated when needed.
2-step verification: require users to verify their identity with a second factor upon sign-in to your project.
Allowed IP addresses: specify applicable IP addresses or ranges to allow access to the project. Once enabled, simply enter one IP address or range per line in the text field.
Q&A
If Q&A is activated in the project, you will have an additional step during participants invitation. Here you can define the participants' Q&A role and notifications about the new activity.
💡 Q&A settings are applied to each participant added on the first step, not on the group level.
Adding participants in bulk
We recommend using this feature when adding large numbers of participants to several groups at one time.
To add participants in bulk, click Add – Participants in bulk.
💡 You need to create your groups prior to using this feature.
Upon clicking, the feature provides instructions on how to proceed:
Get a template: download the template from this Bulk invite screen.
Fill out template: open file and edit as required, see below for more details.
Import file: once you have finished, save, drag and drop, or upload the file.
Editing bulk invitation template
Once you have opened the template, enter participants' details into the corresponding columns.
To successfully import the file, ensure you follow the guidelines below:
Email and Group, marked with an *, are required. Group names must match those in your project.
We recommend you select group names from the dropdown list as they have been exported from your project and therefore align.
Phone numbers must contain digits only, and they should be in international format, e.g. +441234567890.
Importing file
Once the file has been edited as required and saved, it may be imported via drag and drop or via the Choose file button.
After the file import and before the invitation itself, all prospective participants are listed.
All listed fields may be edited.
Errors (red) are flagged and stop invites from being sent.
Warnings (yellow) are flagged to highlight a minor issue that may need addressing.
The emails and groups are prefilled from the template, along with any additional information, such as first and last name, company, job title etc. Admins can double-check the intended invitees, fix errors, and confirm invitations.