A guest is a free, unlimited external collaborator on your Procorem account. Guests can perform most day-to-day work in a WorkCenter, but they cannot hold owner-level or other member-only roles. Use Guest Administration to view every guest on your account, connect a guest to the partner organization they work for, manage their WorkCenter access, and deactivate or reinvite a guest as needed.
For the difference between members and guests, see Users, Roles, and Permissions. For information about outside companies your guests belong to, see Partner Directory Administration.
Important
Guest Administration is available to Account Administrators and User Administrators.
Important
Guests cannot be upgraded to members. Add Collaborator on a WorkCenter can add a new person as a guest, but there is no way to convert that guest to a member later. Decide before you add a user. If you know they need member-level access (typically internal users), add them as a member from the Members page first, then add them to their WorkCenters from there.
The Overview tab shows the guest's contact information. This tab is read-only for administrators—guests manage their own contact information.
If the guest has not yet accepted their invitation, a Resend Invite button is available on the Overview tab.
Use the Settings tab to set the WorkCenter role that is applied automatically when the guest is added to a WorkCenter in the future.
Guests can never hold owner-level or other member-only roles. This restriction applies everywhere a guest's role is set, including their default WorkCenter role and their role on individual WorkCenters.
For information about the various role types throughout Procorem, see Users, Roles, and Permissions.
Use the Partner Organization tab to connect a guest to the outside company they work for and mark them as a primary contact.
For information on creating and managing partner organizations, see Partner Organizations.
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Open the guest's record.
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Select the Partner Organization tab.
Tip
If the guest's email domain matches the domain of an existing partner organization, click Assign to [Partner Organization].
No matching domain; Matching domain
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Click Set Partner Organization.
The Set Partner Organization popup opens, where you can search for and select an organization even in accounts with thousands on file.
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Search for and select the partner organization.
Tip
Click Add Partner Organization to navigate to the Add Partner Organization form if the search does not return a match.
The system assigns the guest to the partner organization.
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Optionally, use the toggle to mark the guest as a primary contact for the organization.
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Click Save.
Use the Work Items tab to see every WorkCenter a guest has access to and manage that access in bulk.
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Open the guest's record.
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Select the Work Items tab.
The tab lists every WorkCenter the guest has access to.
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Use the filter to narrow the list by Category.
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To change a guest's Role on a WorkCenter, update the role inline in the grid.
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To remove access in bulk, select the applicable WorkCenters and click Remove [#] WorkCenter.
Tip
The WorkCenter includes a link for Account Administrators, and for User Administrators with access to the WorkCenter, so you can navigate to the WorkCenter to assign a replacement Collaborator if needed.
Click Export above the grid to download a CSV file that identifies all WorkCenters for a selected user. This is helpful when a collaborator leaves an organization. You can easily export a person’s WorkCenter information before deactivating their access to the account, and then reassign the person’s WorkCenter roles later if their replacement is not known right away.
The CSV file name contains the account and name of the user, and the file includes the WorkCenter, Category, Status, and Role information for the user.
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Open the guest's record.
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Select the Work Items tab.
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Click Add to WorkCenters.
The Add to WorkCenters form opens.
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Select the WorkCenters and roles to add the guest to. Only roles available to guests appear in this list.
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Optionally, enter a Personal note for the email notification.
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Click Add Selected.
The guest receives a single email listing every WorkCenter and role they were added to.
Use the Activities tab to see what a guest has been doing in Procorem, in a searchable, sortable grid. This tab is also available on a guest's read-only record on the Inactive Guests tab.
The grid lists the guest's activity with these columns:
|
Column |
Description |
|---|---|
|
When |
The date and time of the activity, with a relative phrase underneath (for example, "2 hours ago"). |
|
Action |
A short description of what happened, such as "Uploaded a new file" or "Created a folder." |
|
WorkCenter Category |
The category of the WorkCenter the activity happened in. Shows an em dash (—) when the activity has no associated WorkCenter. |
|
WorkCenter |
A link to the WorkCenter the activity happened in. |
|
Details |
Opens the full details for that row. |
To find an activity:
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Enter a search term in the Search activity box to filter by action, WorkCenter, or WorkCenter category.
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Select a column header to sort by that column. Select it again to reverse the sort order. The grid sorts by When, newest first, by default.
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Use the Rows per page list to show 10, 20, or 50 rows at a time.
Note
If no activity matches your search, the grid shows "No activity matches your search." If the member has no activity at all, the tab shows "No activity yet."
Note
If you are a User Administrator and are not active on the WorkCenter a row belongs to, hovering over the WorkCenter link or Details shows "You don't have access to this WorkCenter." This matches the behavior on the Work Items tab.
To view the details of an activity:
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Click Details on the row.
The details popup opens, showing the action as the title, the guest's name and the date and time underneath, and any additional details recorded for that activity type.
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Click Close.
For more information on activity in Procorem, see Activity Introduction.
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On the Members page, click Invite Member.
A popup opens.
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Enter the new member's email address.
If the person already has a Procorem profile, the system recognizes them and pre-fills their name.
New profile; Existing profile
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If the person does not have a Procorem profile, enter their First name and Last name.
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Optionally, set the guest's Partner Organization.
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Optionally, enter a Personal message for the email invitation.
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Click Send invitation.
The system sends an invitation email to the new guest.
Deactivating a guest moves their record to the Inactive Guests tab and does not automatically restore their prior WorkCenter assignments if you reinvite them later.
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On the Guests page, select the Inactive Guests tab.
The tab lists every deactivated guest, including the deactivation date, whether the guest left voluntarily or was removed, and by whom.
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Select an inactive guest's name to open their read-only record.
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To bring the guest back, click Re-invite.
A popup opens.
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Optionally, enter a Personal message for the email invitation.
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Click Send Invitation.
Note
Re-inviting a guest does not automatically restore their prior WorkCenter assignments. Add the guest back to their WorkCenters from the Work Items tab or the Add to WorkCenters flow after they accept the invitation.
In addition, re-inviting a guest does not restore the prior Partner Organization association if one existed. You can navigate to the Partner Organization tab on the re-invited guest's record and select the partner organization again. If their domain matches an existing Partner Organization, click Assign to [Partner Organization] to re-establish the association quickly.
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