Allow self-registration for a shared inbox

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To simplify and accelerate the task of adding external users to a shared inbox, you can use a self-registration link that enables users to join or apply to join a shared inbox with Send only permission.

Configuration

The self-registration link is a single, generic link that you can deliver to any number of external users. You can configure one self-registration link per shared inbox at any one time. You can customize link behavior to suit your specific collaboration requirements.

Approvals

You can allow any user with the link to join the shared inbox directly. Or you can require those with the link to go through a simple approval process.

When configured, the approval process sends users of the self-registration link to a pending state. Approvers can approve or reject pending users individually; they can also accept all pending approvals with a single click.

Approvers can view a list of pending users in both the user view and the admin view of the shared inbox:
  • In the user view of the Packages app, click the shared inbox name in the left panel to enter the shared inbox. The list of pending users appears in the collaborators panel.
  • In the Admin view, enter the workspace, then go to Applications > Packages > Shared inboxes > sharedInboxName > Members. The list of pending users appears at the top of the current member list.

Org admins and workspace manager are always able to approve or reject a self-registration request. If desired, you can add existing shared inbox member who have Add users permission as approvers.

You can combine the approval options that you configure with a domain-based filter, as described below.

Member permissions

A self-registration link grants Send permission only. To grant additional permissions to a shared inbox member, go to the Members tab in the shared inbox, right-click the user row, then select Edit permissions.

Domain-based filtering

You can restrict registration (if you do not configure approval requirements), or entry into the approval process (if you do configure approval requirements, based on user email domain.

You can designate Include domains, then list domains from which users can self-register. For example, if you include abc.com, only users with email addresses from that domain are allowed to self-register. If you configured approval requirements, users from abc.com must still be approved.

Alternatively, you can designate Exclude domains, then list domains from which user cannot self-register. For example, if you exclude xyz.com, users with email addresses from xyz.com are not allowed to self-register. Users from all other domains are allowed to self-register (subject to the approval requirements you configure).

Notifications

AoC generates email notifications for the following self-registration events:
  • Registration requests (from users with self-registration links)
  • Approvals (by approvers)
  • Rejections (by approvers)
AoC delivers these event notifications to org admins and managers of this workspace. If you designate existing inbox members with Add users permission as additional approvers, they also receive the event notifications. To narrow the list of those who receive notifications, you can configure a subset of the designated approvers to be the only ones who receive the notifications.

Procedures

To configure a self-registration link for a shared inbox, do the following:

  1. Go to the Admin app or the Packages app.
    • Workspaces > Applications > Packages > Shared Inboxes > sharedInboxName > Manage links.
    • Packages > Manage shared inboxes> sharedInboxName > Manage links.
  2. Click Self-registration link > New link.
    Link format is inherited from workspace settings.
  3. To send the link with default settings (approval required; approvers are org admins and workspace managers (if any in this workspace); default notification recipients are org admins and workspace managers; no domain-based restrictions), copy the link and send as required.
  4. To edit the default link settings, click Edit.
  5. To configure approval, do the following:
    1. Set the toggle labeled Approval. Administrators and workspace managers (if any in this workspace) are required approvers.
      If you set to No approval required, users who click the link automatically become shared inbox members with Send permission.
      If you set to Approval required, users who click the link move to a pending state. The list of pending users appears near the current user listing. Approvers can approve or reject pending users individually, or can accept all pending approvals with a single click.
      If desired, add to the required approvers by checking the box labeled Members of this shared inbox with 'Add users' permission.
  6. To configure email notifications about self-registration activities, do the following:
    1. Select Default recipients to notify all org admins that managers of this workspace. Note that if you added approvers with Add users permission to the approvers list in step 5, those users are included as default recipients.
    2. To configure a smaller list designated approvers, select Selected recipients; then enter the emails of specific default recipients.
  7. For additional security, you can limit who can self-register based on email domain. Do the following to apply registration restrictions:
    1. To limit self-registration to users from specific domains, select Include domains; then list the domains to include.
    2. To limit self-registration to users who are not from specific domains, select Exclude domains; then list the domains from which users cannot self-register.
  8. Click Save.
  9. Click Copy next to the link and deliver it to the intended external users according to your local site practice.
  10. To disable an existing self-registration link, click the Delete icon. Those who have already used the self-registration link to gain shared inbox membership maintain their membership. Users who have applied for shared inbox membership using the link can still be approved. No new users who have not already applied can join or apply to join the shared inbox using the link you deleted.
To approve or reject pending users, do the following:
  1. In the user view of the Packages app, click the shared inbox name in the left panel to enter the inbox.
    1. In the collaborators panel on the right side, click the link labeled See all collaborators.
    2. Review the list of pending users (if any) at the top of the existing members list.
    3. To approve all pending users, select them all for a bulk operation and click Approve.
    4. To approve or reject an individual pending user, click the three dots icon and select either Approve or Deny.
  2. In the Admin view, go to the workspace, then go to Applications > Packages > Shared inboxes > sharedInboxName > Members.
    1. In the collaborators panel on the right side, click the link labeled See all collaborators.
    2. Review the list of pending users (if any) at the top of the existing members list.
    3. To approve all pending users, select them all for a bulk operation and click Approve or Deny.
    4. To approve or reject an individual pending user, click the three dots icon and select either Approve or Deny.
  3. Click Save.