Inviting someone to a workspace

To invite someone to a workspace:

In the Workspace Members panel, enter the name or email address of the recipient in the "Invite Someone" box.

Click More to see more options for adding or finding recipients in the Add Recipients dialog box.

Invitation addressing details:

When you a type a name, Groove searches for a Groove contact that matches the letters you're typing. You can also select a contact from the drop-down menu, which includes all Groove contacts recognized by your account: this includes contacts you've added to your personal list in the Launchbar, as well as contacts who are members of other workspaces.

If Groove can't find a match for the name you type, you're prompted to search for the contact in a directory.

Click Go to open the Send Invitation dialog box.

Assign a role to the recipient(s) from the drop-down list.

If you are inviting multiple contacts and want to assign different roles, you must send separate invitations per role.

In addition, unless you're a Manager in the space, you can only assign invitees the same role assigned to you (Participants assign the role of "Participant" and Guests assign the role of "Guest"). See About roles and permissions for more information.

If you want to confirm the invitees' invitation acceptance, check Require acceptance confirmation.

Note: This feature is automatically enabled for all invitations sent as an email.

Add message text if desired.

Click Invite to send the invitation.

Groove does the following depending on the type of recipient(s) you selected:

For Groove contacts, Groove sends the invitation as a Groove message.

For email addresses, Groove sends the invitation as an email message with a file attachment. The message contains instructions both for people who already have Groove, and for those who don't. People who already have Groove can click a link in the message that opens the invitation. People who don't have Groove can click a different link that goes to the download page on the Groove Web site. Once an email recipient installs and starts up Groove, the workspace invitation should open automatically. If the invitation fails to open automatically, the recipient can return to the email message and open the file attachment to respond to the invitation.

All invitations sent via email require the sender to confirm acceptance before the workspace is sent to the recipient's computer.

Note: For email addresses, you can set preferences so that invitations are sent via Microsoft Outlook.

You can also start the invitation process from any workspace list. Select the workspace and click Invite to Workspace in the Common Tasks pane to open the Send Invitation dialog box.

Invitation alerts

When you send an invitation, Groove keeps you informed about its progress by posting alerts.

Note: For email recipients, you don't see progress alerts until they open file attachment. From the table below, the first alert you might see is "Inviting "Invitee": Opened, waiting for reply..."

Notification	Meaning
Inviting "Invitee": Waiting to send...	Groove cannot yet send the invitation. The sender's computer may be offline or may not currently have a live network or relay service connection.
Inviting "Invitee": Sending, % complete...	Groove is sending the invitation either to the invitee's computer or to the relay service (if the invitee's computer is offline).
Inviting "Invitee": Sent, waiting for delivery...	The invitation left the sender's computer and will get delivered if the invitee is online. If the invitee is offline, the invitation is routed to the relay service.
Inviting "Invitee": Delivered, waiting for invitee to open...	The invitation has reached the invitee's computer.
Inviting "Invitee": Opened, waiting for reply...	The invitee has opened the invitation, and now must decide whether to accept or decline it.
Inviting "Invitee": Accepted, waiting to send workspace...	The invitee has accepted the invitation but Groove is not yet sending the workspace because the inviter is offline.
Inviting "invitee": Accepted: Sending workspace, 50% complete...	The invitee has accepted the invitation and the workspace is now being sent.
Inviting "Invitee": Workspace sent, waiting for delivery...	The workspace has left the inviter's computer, though the invitee is still receiving it.
Inviting "Invitee": workspace delivered!	The workspace is successfully delivered to the invitee. Note: If the invitee goes offline before receiving the entire workspace, the workspace gets sent to the relay service. The next time the invitee goes online, the workspace is routed from the relay service to his or her computer.

Requiring acceptance confirmation

Requiring acceptance confirmation is useful for security purposes. It gives you a chance to authenticate each recipient's identity before you send the workspace. If you check this option, then when the message recipient(s) accept your invitation, Groove displays an alert that prompts you to confirm the invitation.

In the Confirm Acceptance dialog box, do any of the following activities and then click Confirm: