Connecting with external users

Learn what an external user can do in HCL Connections, and how you can invite them to register.

External users, indicated by the External user icon icon, can use many Connections features. A person becomes an external user when:
  • Someone in an organization invites them to join Connections as a guest.
  • Someone in an organization invites them to join a Connections community and they accept the invitation.
  • Someone in an organization shares a file with them.

Inviting a guest

Once your administrator assigns you to the appropriate role, you can collaborate with people who are not members of Connections by inviting them to register as guests. Guest accounts are free; no extra fees are charged to your organization or to the guests.

To invite one or more guests using a web client:

  1. Click Invite Guest and do one of the following:
    • Enter the name and email address of the person to invite. You can also personalize the invitation message.
    • To invite multiple guests at once, click the Import CSV tab and click Select file. The entries in the file must have the following format: email address,Given name,Surname
      Note: To import CSV files, you must first be assigned the Connections admin role.
  2. Click Send Invitation. The person receives an email invitation that directs them to the registration web page, and then to the Connections login screen.
  3. Optionally, click Invite Another to continue inviting more guests.

To invite one or more guests using the mobile app:

  1. On the navigation menu, select the app Invite Guest.
  2. Enter the name and email address of the person to invite. You can also personalize the invitation message.
  3. Click Send Invitation. The person receives an email invitation that directs them to the registration web page, and then to the Connections login screen.
  4. If you want to continue inviting guests, click Invite Another until you are finished.

What external users can do

If you are an external user, you can do the following:
  • Collaborate as a member in communities. For example, you can contribute to a community forum.
  • View and download files that are shared with them.
  • Edit files in HCL Connections™ Docs if the organization makes licenses available for use.
  • Join HCL Sametime® meetings that you are invited to.
  • See an activity stream to which you have access.
  • Edit your profile by clicking Edit Profile.
  • View abbreviated business cards of people that share content with you.
  • Share files with people.
  • See who updates a file and when from the Files app.
  • Use the Connections mobile app.
  • Chat with people in the organization.
  • Receive email notifications for the following updates:
    • You are @mentioned in a message.
    • A file is shared with you.
  • Follow a file that is shared with you, so you receive email and Home page updates when the file is edited or updated with a new version.
    Note: In general, which email notifications you receive and when you receive them depends on your notification settings. You can set up individual emails or daily or weekly digests. For more information, see Getting browser and email notifications.

What external users cannot do

As an external user, you cannot see the following Connections items or perform the following tasks:
  • Be a community owner.
  • Create a community.
  • Follow and be followed by people.
  • Use @mentions.
  • Use the My Notes widget.
  • See public microblog.
  • See public or publicly listed (moderated) communities.
  • See public files.
  • Edit a file that is shared with you locally.
  • See or search the company directory (including using type-ahead) to find people.
  • See recommended content or people.
    Note: External users cannot see public recommendations but they can see private recommendations. For example, External users can see a file recommended to them within a community to which they are a member.
  • Access the Profile menu.
    Note: External users can, however access their own profile by using the Profile view.
  • Access other user profiles.
  • See community metrics.
  • Use the Connections desktop plugins.

Identifying external users and what they can work with

If you are an external user, content that you create or have access to is identified by an icon External user icon. The icon is applied to restricted communities that you are a member of, and files or content that is created by you or shared with you.