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Step 1:

Access the GEANT AAI Service and get into your home Dashboard - https://vo.aai.geant.org/home

Find your group and click the "Members" button in the basic setting.

You can find your group using this guide: How to find an existing Group where I am a manager


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Step 2:

In the Members configuration of the group, you can click on the green "Invite" button and it will roll out two options:

  • Invite one specific member by her/his email → click the "Invite member..." button and continue to Step 2.1
  • Invite multiple members by their emails → click on the "Invite multiple members..." option and continue to Step 2.2


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Step 3:

Wait for users to respond to the invitation email.

User will need to register using the link in the invitation mail and filling the application form. There are three possible scenarios for the user:

  1. User
will get the email regarding the set up of the invitation flow. You can see an example here.
  1. is not registered yet in the GEANT AAI Service → user will register to the GEANT AAI Service and also to the Group, continue at Step 3.1
  2. User is already registered in the GEANT AAI Service but he is not yet a member of the Group → user will register to the Group, continue at Step 3.2
  3. User is already registered in the GEANT AAI Service and he is already a member of the Group → this is fine, no more steps needed, you are done!


Warning

Important:  The invitation link has limited lifetime. If the invited person choose to not use it or use it too latethe link, you will not get that information. You need to check by yourself in the Group if the person is already a member or not yet. You can always resend the link again.



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Step 5:

In the "Application form" settings you have two choices:

  1. Copy the existing application form settings from any existing properly set Group you are already admin of → click on the grey button "Copy from Organization/Group..." and go to Step 5.1
  2. Create a new application form settings by yourself → click on the green button "Add..." and go to Step 5.2
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Step 43.1:

Set up If the application form so user 's can register to your group by using the invitation link.

Let's find your group and get to the Advanced setting of it again. Now you will find the "Application form" settings there. Click on it.

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wasn't registered in the GEANT AAI Service, he would need to fill the registration form for it first.

All field should be pre-filled from the Identity provider. The only mandatory step for the user is:

  • Read & Confirm the AUP of the GEANT AAI Service

There are some optional steps user can do:

  • Change his given name or his surname if needed
  • Change his email if needed

When the user click on the green "Submit" button, the application will be send and approved by automatic (the configuration of the GEANT AAI Service registration)


Warning

Important: If the user change the value of an E-mail (different from the data of IdP), the verification link will be send to that email and a user will need to verify that he is the owner of the new email address.

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Step 5.1:

Copy the existing application form settings from any existing properly set Group.

You need to find the existing application form first:

  • Choose a proper "Source organization"
  • Choose a proper "Source group"
    • Click on the green "Submit" button to create a copy for your Group



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    Important: All items have to be added and then configured properly. Also every application form need to have a "Submit" button, otherwise it can't be used by a user

    .

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    Step 53.2:

    Create a new application form settings by yourself.

    We need to add all items to the application form one by one. For our example we will need to add 7 different items:

    • Header
    • Input text field for the given name
    • Input text field for the surname
    • Input text field for the mail
    • Custom HTML text - the separator (line)
    • Custom HTML text - already member message when user try to register twice
    • Submit button

    As this is very complex, we strongly recommend to copy any existing form.

    It is not the intention of this guide to teach you how to create new application forms with all details.

    If the user is already registered in the GEANT AAI Service, he would need to fill the registration form for the Group.

    Fields could differ regarding the settings of the application form to your Group.

    In this example, the form is very simple and expects the same data as the GEANT AAI Service. So all of them will be pre-filled by the system and user can't change them in the form.

    When the user click on the green "Submit" button, the application will be send and eventually approved (manually or by automatic → regarding the configuration of the application form in the group)

    Warning


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    Note: In the GEANT we do expect, that the invitation link was send only to the particular user we have invited. For that reason, the Approval style is set to Automatic.

    The approval of the user registration to the Group could be:

    • automatic → user will immediately become member of a group → continue Step 5
    • manual → approval need to be done manually

    When the approval is set to manual, you will need:

    • Find your Group's basic setting and click on the "Application" button
    • Find the proper Submitted application and click on it
    • Check the content and then "Approve" it or "Reject" it by the proper button
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    Step 64:

    Configure the application form.

    There are some settings you can define to set up behaviour of the invitation process. One of the most important is the "Approval style".

    You can support two forms:

    • Initial form (for invitation purpose)
    • Extension form (for re-registering purpose if your group membership is for specific time only - for example 1 year)

    For both types of form you can set up two different Approval styles:

    • Manual (you need to approve every registration manually)
    • Automatic (all registration to the group using the invitation link will be approved by automatic)
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    Note: You can find more information regarding the invitation process in the guide here:  

    5:

    After the approval, user will get an information about it via an email:

    • Email about successful registration to GEANT AAI Service (if he get through Step 3.1)
    • Email about successful registration to the Group (if he get through Step 3.2)

    You can now find him as a member of your Group in the list of all members.

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    Step 7:

    Invite someone to your group:

    • Open the settings of your group
    • Click on the "Members" button
    • Click on the "Invite" button
    • Send your invitations to one or more members
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