SAP Knowledge Base Article - Public

2326203 - Best Practice: Invitations and On-Boarding

Symptom

Best Practice: Invitations and On-Boarding

Environment

  • SAP Roambi Cloud

Resolution

As an administrator, one of the most important aspects of managing your Roambi account is getting your organization setup with access and configuration of the Roambi mobile applications. This guide will cover best practices for inviting users to your account and a detailed walk-through of what their experience will look like. Our goal is provide the most frictionless user experience possible, while providing quick and intuitive access to Roambi content in the most secure manner possible.

 

About Roambi Invitations

Roambi uses an opt-in invitation system to grant users access to content within your Roambi account. Invitations in Roambi are synonymous with an activation processes you may be more familiar with in other cloud-based products. The purpose of an invitation is to ensure the highest level of security for your organization as well as the end-users. Invitations provide mechanisms to the following:

  • Validate a user's identity (via access to email)
  • Create and activate a Roambi user account
  • Provide an opportunity for end-users to grant access to security controls over their Roambi applications and account.
  • Configure their Roambi mobile applications in as few steps as possible

Roambi invitations do have some unique properties that are listed below:

  • Invitation Links (provided via email) by default, expire in 72 hours from the time they are sent. The expiration time is configurable to match your organization's needs.
  • Invitation emails can be branded and customized
  • Invitations can only be accepted on mobile devices that have Roambi Analytics or Roambi Flow installed. For more information on configuring the primary application, see this article.

 

Branding and Customization Options

More detailed information can be found in the documentation section here.

The invitation process can be customized and branded to match your organization. As a best practice, we recommend setting this up prior to on-boarding your users. Branding and customization adds the element of corporate endorsement and makes the process more trustworthy for your invited users. Three key features are available for customization and branding:

  1. Organization Logo - A logo that appears in your invitation emails and associated login screens.
  2. Custom Invite Message - A custom message that can be curated for your users and include any special instructions.
  3. Custom Analytics Theme - A custom theme and color palette that can be applied to all Analytics created within your Roambi Account.

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Inviting New Users

As an administrator, you can invite new users individually or as a bulk operation through the administration console. To see a step by step guide, please visit the documentation here.

Inviting a user to your organization results in an email being generated by the Roambi system and delivered to the recipient's email address. The invitation email contains a simple message, providing the context of the invitation or includes the custom message provided in the previous section. The invited user is directed to accept the invitation by tapping the button in the footer labeled "Get Started".

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NOTE: If the user taps the "Get Started" button on their desktop or from an unsupported mobile device, they are further instructed to use an appropriate device.

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Accepting An Invitation

Accepting a Roambi invitation on a mobile device has been designed to reduce as much friction as possible for the end user. The workflow is comprised of 3 key steps that push the user through the invite and activation process automatically. Below you can see a high-level diagram of this workflow:

  1. Email - User receives an invitation email on their mobile device.
  2. Browser - Upon tapping the "Get Started" button, a mobile web browser is opened and automatically detects if Roambi is already installed or not.
  3. Analytics App - If the application is installed, it is automatically launched and proceeds with the invitation process.

NOTE: If the Roambi application is not installed on that mobile device, the user is automatically directed to the app store, where they can install the application and then continue.

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Accepting An Invitation With Roambi Installed

With the Roambi Analytics application already installed on the mobile device, the end-user will follow these steps to accept their invitation:

  1. Open the invitation email on your Roambi compatible mobile device and tap the "Get Started" button located in the footer of the email.
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  2. A mobile browser window will be automatically opened and then again, automatically launch the Roambi Analytics application.

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  3. Type a new password and then tap the "Accept & Join" button.
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  4. An alert will be displayed indicating that the invitation was successfully accepted. Tap the ok button.
  5. Your Roambi invite has now been accepted and your mobile device is configured.
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Accepting An Invitation Without Roambi Installed

When Roambi is not already installed on the mobile device, the process is very similar to the above section, except the user is required to download the app from the app. To accept a Roambi invitation on a mobile device that does not have Roambi pre-installed, follow these steps:

  1. Open the invitation email on your Roambi compatible mobile device and tap the "Get Started" button located in the footer of the email.
  2. A mobile browser window will be automatically opened and detect that Roambi is not installed on that mobile device. The user will be redirected to the app store automatically.
  3. Install the Roambi application from the app store.
  4. After installation, the user can either return to the email and tap the "Get Started" button in the invitation email again or go back to the mobile safari page and tap the "Open" button located at the top of the page.
  5. Roambi Analytics will be automatically launched.
  6. Type a new password and then tap the "Accept & Join" button.
  7. An alert will be displayed indicating that the invitation was successfully accepted. Tap the ok button.
  8. Your Roambi invite has now been accepted and your mobile device is configured.

 

Accepting An Invitation With Single Sign-On

If your Roambi account is configured to use Single Sign-On, the invitation process will be similar to the above sections, except the user will need to login with their Single Sign-On account to complete the process. To accept a Roambi invitation with Single Sign-On, follow these steps:

  1. Open the invitation email on your Roambi compatible mobile device and tap the "Get Started" button located in the footer of the email.
  2. A mobile browser window will be automatically opened and then again, automatically launch the Roambi Analytics application.
  3. Tap the "Accept & Join" button.
  4. You will be redirected to your organizations Single Sign-On page
  5. Enter your Single Sign-On credentials to continue
  6. An alert will be displayed indicating that the invitation was successfully accepted. Tap the ok button.
  7. Your Roambi invite has now been accepted and your mobile device is configured.

 

Automatically Download Files With Sync Folders

After the end user has accepted their Roambi invitation and has properly configured their mobile device, the next step is downloading content from the Roambi account. We recommend utilizing Roambi Sync folders to make this process as seamless as possible. Roambi Sync folders can be defined by Roambi account administrators and provide an easy mechanism for automatically downloading Roambi content, without requiring users to manually download.

For more information on Roambi Sync Folders and how to configure them, please see the documentation here.

 

Additional Notes:

  • When an invitation is successfully accepted by an end user, an email is sent to the Roambi account administrator/s as a notification of this action.
  • Roambi invitation emails can be used multiple times. This is generally used for setting up multiple devices and in cases where an end user has removed their account and needs to be reconfigured.

See Also

2326170 - How long are invitations links valid?

2326242 - How do I configure which application is used to accept an invitation?

2326123 - How to add customization and branding elements to Roambi accounts

2326216 - ***MASTER KBA*** Managing Pepple in Roambi

2326114 - What's a Roambi Theme and how do I create one?

2326231 - What's a sync folder and how do I configure it?

Keywords

roam bi roambi cloud mobile , KBA , BI-ROM-CLD-SRC , Roambi Cloud Service , How To

Product

SAP Roambi Cloud all versions