Batch Inviting Registered Users
Published on January 8, 2025 ( Last Updated on January 8, 2025 ) | 3 min read
This guide explains how both Data License Administrators (DLAs) and ePub Supplier Administrators can use the batch invitation feature to send bulk invitations to registered users via the NIVOMAX Self-Serve Portal. Invitations are recorded in the system as being sent by the company the user is currently working with. If a user has switched companies, the invitations will reflect their active “working as” company.
How to Upload the CSV File for Batch Invitations
- Click the
Invitations & Onboarding icon on the Main Toolbar. - Click the Batch Invite Registered Users option from the Collapsible Left Menu to load the Batch Invitation Tool into the Workspace.
- Upload the CSV file using the file Drop Zone:
-
- Drag and Drop: Drag the file here to start the upload.
- Click to Browse: Click here to open your device’s file system. Choose the document you want to upload.
- Locate the CSV file on the desktop computer.
- Click “Open” to select the CSV file.
-
- Click “Upload” to trigger the email sending process.
The invitation email sender is timed to avoid being flagged for spam. The Self-Serve Portal will not allow a second user to upload a CSV file for sending batch invitations while the first invitation sending process is in progress.
CSV Preparation for Registered Users
Each row in the CSV file represents a single invitation. When uploaded, the NIVOMAX Identity Manager processes each row, sending email invitations accordingly. Each row must contain a minimum of six comma-separated values, formatted as follows:
| Position | Value | Format | Required |
|---|---|---|---|
| 1 | Name | “FirstName LastName” | Yes |
| The full name of the user being invited. This will be displayed in the invitation email and used to identify the user in the NIVOMAX system. Should only include valid name characters (e.g., letters, spaces, hyphens) Must be wrapped in double quotations. | |||
| 2 | Email Address | “Jane.Doe@company.com” | Yes |
| The user’s email address. This will be used to send the invitation. Must be a valid email address format (e.g., user@example.com). Must be wrapped in double quotations. | |||
| 3 | Invitation Notes | “Welcome to the NIVOMAX Platform, you are invited to join our team” | No |
| Optional notes providing additional context about the user (e.g., their role, department, or a unique identifier). This will appear in the invitation email for reference. Cannot exceed 255 characters. Cannot contain double quotes (“). Use alternative symbols (e.g., single quotes ‘) if necessary. Must be wrapped in double quotations, if no notes are required, leave this field empty but still include the double quotes. | |||
Example of a good CSV row:
"Jane Doe","Jane.Doe@company.com","Welcome to the NIVOMAX Platform, you are invited to join our team"
Example of a bad CSV row:
Jane Doe,"Jane.Doecompany.com","Welcome to the NIVOMAX Platform, you "are" invited to join our team",,,,,,,,,
