[Membership Access]

Membership management in Verint 12 allows Community owners to control who can access a community and how members are invited or approved, ensuring a secure and organized environment. Community owners must ensure users have a need-to-know before granting access.
Below is an overview of how access requests and invites work:

1. Access Requests

Access requests ensure that only approved members gain access to a community, maintaining control over membership.

A. Manage Access Requests:

• Owner Receives Request:

  • When a user requests access, Community owners will receive a notification via email and/or their APAN notifications.

• View Pending Requests:

  • Navigate to Manage (pencil icon) > Manage Group > APAN Members > Select the Access Requests tab.

• Review the Request:

  • Carefully review user details and request reasons:

    • Government Email User: User’s country of origin.
    • Email Type: Indicates whether a user registered with a trusted official government or commercial email.
    • Requested: Request date.
    • Email: The email provided to APAN. (Addresses displayed in green are APAN validated).

    Example:

    • user@mail.mil is a U.S. government source.
    • User@gmail.com is a commercial source.

    Note: Government email addresses are trusted. Community owners must ensure users have a need-to-know before adding them. Owners should investigate requests from commercially sourced email accounts.

    • Domain: User’s email domain.
    • Location: User’s location (Determined by ISP, though VPNs can mask it. Owners should note unexpected locations).

• Approve or Deny Access:

  • Click Approve to grant access.
  • Click Reject to deny the request.
  • Click View to see the requestor’s APAN profile.

• Grant Access Levels:

  • When approving access, select the appropriate access level (e.g., member, manager, owner) based on the user's needs and community policies.

2. Invitations

Community owners can manually invite new members to join the community.

A. Sending an Invite:

• Access the Invite Section:

  • Navigate to the community where you want to invite members.
  • Click Manage (pencil icon in upper left corner) > Manage Group > APAN Members.
  • Select the Invitation tab.

• Send an Invitation:

  • Enter the email address or APAN username of the individual you want to invite.
  • Select the appropriate Membership type (e.g., member, manager, owner).
  • Add a personalized message or instructions if desired.
  • Click Send.

• Track Invitation Status:

  • Monitor the status of sent invitations (e.g., accepted, pending) in the Invitations area.
  • Resend or cancel invitations if necessary.

3. Additional Membership Settings

A. Membership Changes:

• Community owners can manage existing members by:
  • Revoking access.
  • Changing roles (e.g., from member to manager).

4. Best Practices for Managing Membership

• Regular Reviews: Regularly review access requests to maintain security and control over who joins the community.
• Monitor Activities: Monitor membership activities and adjust roles or permissions to keep the community organized.
• Seek Assistance: If unsure about accepting an access request, contact the APAN help desk for support.

(Last updated 12 Nov 2024)