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Create and Send Invitations (Enterprise)

CloudShare features a comprehensive wizard that lets you invite sales prospects to spin up, view and conduct POCs with their own personal copies of your demo in their browser. 

Before you continue, take a snapshot of the environment you want to share with your prospect(s).

How it Works

CloudShare end user invitations are the ideal solution for providing a demo lab and retaining control over a prospect’s access period.

Choose a Blueprint

The demo environment is created from the default snapshot from a blueprint that you specify. Make sure to take a snapshot of your environment when you’re satisfied that the environment is in the state that you want to share. You might take additional snapshots as you refine the environment, and then set your preferred snapshot as the default.

(If you are the project manager or if your project configuration allows you to see all snapshot types, you will be able to choose whether to use the latest snapshot or the default one.)

If your project has access to different CloudShare regions, you may want to copy the blueprint to the region that serves your prospect best. You can then select your invitation blueprint from that specific region.

Control the Invitation Period and the Demo Environment Duration

The invitation you create will enable your prospects to spin up their own personal copy of your demo lab in their browser. The invitation and the demo copy will be valid only for as long as you choose when you create the invitation. You control the time frame in which the prospect can accept the invitation and you also choose the policy that governs the life cycle of the demo environment—how long it will run for, when it will be deleted, and what will happen to it during periods of inactivity.

Choose How to Share

You can choose whether or not CloudShare sends an email to the prospect for you. CloudShare provides a default email message which you can customize if you like. You can also copy the invitation link to your clipboard and share it by your preferred method.

The End User’s Experience

The invitation link directs the prospect to log into a CloudShare end user account. After a quick register and/or log in, the Environment Viewer opens in the browser, enabling the end user to see and use the entire dedicated demo environment—without broader access to the CloudShare platform.

Creating a Single Invitation

  1. From the Invitations menu, select Invite End User.

    The Invite an End User wizard opens, showing the first step: choosing a blueprint.

  2. In the Owning Project Member field, select the project member that the prospect should be assigned to as a CloudShare user. The owning project member usually becomes the prospect’s point of contact for purposes such as requesting another invitation. Your own name appears by default.

    If you are not the project manager, you won’t see an Owning Project Member field, and you are automatically the owning project member.

  3. If your project has access to more than one CloudShare region, you’ll see a Region field. Select a region from the dropdown.

  4. Select your blueprint from the Blueprint dropdown. The options available are all the blueprints that have snapshots saved to the region you selected in the previous step.

  5. You might see a Use Latest Snapshot Instead of Default checkbox. Check this if you do want to use the latest snapshot instead of the snapshot that’s set as the default.

  6. When you’re done choosing the blueprint, click Next Step Add Recipients.

  7. Choose Single invitation mode.

  8. If you want CloudShare to send the invitation by email to your prospect, do the following:

    1. Enter the prospect’s email address in the Email field.

    2. Preview our default email by clicking the Preview button.

    3. To customize the email, click Edit, make your changes and click Apply. See Customizing the Invitation Email for more information.

    If you leave the Email field blank, CloudShare will not send the invitation. After you complete the wizard, you will be able to copy the invitation link and share it yourself with one prospect. See Copying Invitation Links.

  9. Enter the end user’s First Name and Last Name.

  10. Enter text of your choice in the Opportunity field, for tracking purposes. This is usually the name of the prospect’s company.

  11. Click Next Step Additional Settings.

  12. From the Invitation Valid For dropdown, select how long you want the invitation to be valid for.

    There are three preset options and the option of a custom range. The preset ones allow the user to accept and start running the demo environment immediately. With the custom time range, you can control the time frame in which the user can accept the invitation and start using the environment.

    Tip

    You can create your invitation now but make it become valid at a future time. To do that, select the Custom Range option and set the From time to the time you want your invitation to become valid.

  13. From the Environment Policy dropdown, select the policy that will govern the life cycle of the prospect’s demo environment. When you select an environment policy, the text below the field describes the policy you chose.

  14. If you need to change any of your settings from any step in the wizard, click one of the checked step buttons to go back to a previous step. You can skip around the steps without losing any of your selections.

  15. When you’re happy with your settings, click Confirm Create Invitation. The invitation is created and a message appears in green at the bottom left of the page. The invitation link for the prospect is included in the message. You can also link from the message to more details about the invitation you just created.

Customizing the Invitation Email
  1. From the Add Recipient page, select Custom message and click Edit.

    The Edit Email dialog box appears.

    You can now edit the Subject and the Body of the email. 

  2. To add a variable to the email, find the one you want to use at the bottom of the page and click on it.

  3. When you’re done, click Apply.

The following variables are available:

Variable

Definition

ToFirstName

The value entered in the First Name field.

ToLastName

The value entered in the Last Name field.

FromName

The name of the Owning Project Member.

FromEmail

The owning project member’s CloudShare email address.

InvitationUrl

The invitation URL. In the preview, you’ll see a sample link (www.AcceptThisInvitation.com).

InvitationValidFrom

The date the invitation is valid from, as defined by the Invitation Valid For field in the Settings step.

InvitationValidUntil

The date until which the invitation is valid, as defined by the Invitation Valid For field in the Settings step.

EnvironmentDuration

The runtime lease of the environment, as defined by the Environment Policy.

TestPageUrl

A link to a CloudShare test page. In the preview, you’ll see a sample link (www.TestPage.com).

Company

The value entered in the Opportunity field.

BlueprintName

The name of the Blueprint you selected in the Blueprint step.

InviterName

The name of the Owning Project Member.

Sending Multiple Invitations

The End User Invitations wizard lets you send invitations to multiple recipients to spin up demo labs from one specified blueprint. Each end user receives access to a unique personal copy of the environment.

To invite multiple recipients:

  1. Prepare a recipients file in .csv format. The file should contain all the email recipients you want to invite. It is OK if the file also contains contacts that you do not want to invite. The wizard will give you the option to remove selected contacts (see step ‎10).

    Each line of the file should contain one recipient’s details in the following order: email address, first name, last name. You can download a sample file here, which you could modify to produce the one you need.

  2. From the Invitations menu, select Invite End User.

    The Invite an End User wizard opens, showing the first step: choosing a blueprint.

  3. In the Owning Project Member field, select the project member that the prospects should be assigned to as CloudShare users. The owning project member usually becomes the prospects’ point of contact for purposes such as requesting another invitation. Your own name appears by default.

    If you are not the project manager, you won’t see an Owning Project Member field, and you are automatically the owning project member.

  4. If your project has access to more than one CloudShare region, you’ll see a Region field. Select a region from the dropdown.

  5. Select your blueprint from the Blueprint dropdown. The options available are all the blueprints that have snapshots saved to the region you selected in the previous step.

  6. You might see a Use Latest Snapshot Instead of Default checkbox. Check this if you do want to use the latest snapshot instead of the snapshot that’s set as the default.

  7. When you’re done choosing the blueprint, click Next Step Add Recipients.

  8. Choose Multiple invitation mode.

  9. When prompted, browse to your recipients file (see step ‎1) and click Open.

  10. Check the list of recipients and remove any you don’t want to include by clicking .

  11. Click Add Recipients.

    The recipients are added.

  12. Enter text of your choice in the Opportunity field, for tracking purposes. This is usually the name of the prospect’s company.

  13. Choose whether you want to send our default email message to the recipients or customize it:

    1. To send the default email message, select Default Message. You can preview it by clicking the Preview button.

    2. To customize the email, select Custom message, then click Edit, make your changes and click Apply. See Customizing the Invitation Email for more information.

  14. Click Next Step Additional Settings.

  15. From the Invitation Valid For dropdown, select how long you want the invitation to be valid for.

    There are three preset options and the option of a custom range. The preset ones allow the user to accept and start running the demo environment immediately. With the custom time range, you can control the time frame in which the user can accept the invitation and start using the environment.

    Tip

    You can create your invitation now but make it become valid at a future time. To do that, select the Custom Range option and set the From time to the time you want your invitation to become valid.

  16. From the Environment Policy dropdown, select the policy that will govern the life cycle of the prospect’s demo environment. When you select an environment policy, the text below the field describes the policy you chose.

  17. If you need to change any of your settings from any step in the wizard, click one of the checked step buttons to go back to a previous step. You can skip around the steps without losing any of your selections.

  18. When you’re happy with your settings, click Confirm Create Invitation.

    A unique invitation link is created for each recipient and a success message appears in green at the bottom left of the page. The invitations appear in the End User Invitations page. To see details of each invitation, click the email address in the Sent To column.

Copying Invitation Links

Any time after you create your invitation, you can retrieve the invitation link.

Note

End user invitation links are valid only for one end user per link. If you invited multiple recipients to a demo, a unique link is created for each recipient.

To copy an invitation link to the clipboard:

  1. From the Invitations menu, select End User Invitations.

    All end user invitations are displayed.

  2. Locate the invitation you want to copy. You can search by name, filter by status, project, blueprint and more (see the search and filter pane to the left of the invitations list.)

  3. Click the invitation recipient in the Sent To column. If you did not provide an email address when you created the invitation, this displays “N/A”. In this case, click “N/A”.

    The Invitation Details appear.

  4. Click Copy invitation to clipboard.

    You can now paste the invitation and share it as you wish.

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