Invite members and assign roles

Manage people participating in the project. Anyone in the project can send an invitation email, but approving the join request and assigning roles is done by the IP Provider administrator. The Partner side receives invitations or joins directly from the project list.

Who uses it#

Core Concepts#

Project visibility and access scope#

The path to access a project is divided into two stages.

• List (Awareness): If your affiliated company is participating in the project, it is visible in the list. You can check the project name even if you are not yet participating.
• Details/Entry (Access): You can view the details only when you are registered as a member of that project.

IP Provider side can view all projects in the workspace in both the list and details. Partner side can see only the projects their company participates in on the list, and can enter the details only when directly participating or assigned as a member. For projects where you are not yet a member, the name appears in the list with a padlock icon instead of a link, and even if you directly enter the URL, you are redirected back to the list.

Project membership roles#

Roles are assigned to individuals within a project.

Project roles exist only on the IP Provider side. The role column for members on the Partner side is displayed as a dash (—), and what can be done on the Partner side is determined by whether they are assigned to the project, not by their company role.

Individuals whose company role on the IP Provider side is administrator will continue to make approvals even if their project role is demoted to Project member. This is because approval authority comes from the company role, and that fact is also displayed below the role column on the member screen.

Two Invitation Paths#

There are two invitation flows in the workspace:

• Member invitation: An invitation to add a new person to the workspace itself. This is managed from the Members screen in the left menu. This menu is visible only to the IP Provider side, and only IP Provider admins can send these invitations. When inviting, you can simultaneously assign a project and project permissions.
• Project invitation: A flow to invite people who have not yet joined the workspace to a specific project. This is the main flow covered in this document, and anyone who is a member of that project can send it.

In project invitations, only IP Provider admins can select the target company. For invitations sent by anyone else, the target company is fixed to their own company, and only the company name is displayed on the screen.

How to use#

Partner's perspective#

Self-joining from the project list#

Projects in which your company is participating are visible in the project list. You cannot view the details of projects you have not joined yet.

1. Select Projects from the left menu.
2. Click the Join button on the right of the row of the project you want to participate in in the list.
3. Once participation is complete, you will be redirected to the project detail screen.

Since there is no project role distinction on the Partner side, the role column in the member list will be displayed as a dash (—) after joining.

When receiving an invitation email#

When a project member sends an invitation, an invitation link is sent via email.

1. Click the invitation link in the email.
2. Log in or create an account. (You must sign up with the same email address as the invitation email.)
3. Check the invitation details and click Accept and join.

Invitations sent by an IP Provider administrator are joined immediately upon acceptance. For invitations sent by others, accepting them puts you in the Pending approval state, and joining is finalized only after approval by an IP Provider administrator.

Declining an invitation#

1. Click the invitation link in the email.
2. After logging in, click the Decline button.

Declined invitations cannot be undone. To receive an invitation again, ask the sender to reinvite you.

Inviting members of your own company#

1. Open the project and go to Members.
2. Click the Invite new member button at the top right.
3. Enter the email address of the person to invite.
4. Select the invitation email language, write a message if necessary, and click Send invitation.

The target company for the invitation is fixed to your affiliated company. When the partner accepts the invitation, a pending approval notification is sent to all members on the IP Provider side.

Leaving a project#

Clicking the Leave button on the right of the title line on the project overview screen removes you from that project. This button appears only for members on the Partner side. After leaving, you cannot view the detailed contents and will only remain in the list. To re-enter, click Join in the list.

IP Provider Administrator Perspective#

Inviting Non-Workspace Members (Project Invitation)#

1. Open the project and go to Members.
2. Click the Invite new member button in the upper right.
3. Enter the email address of the person to invite.
4. Select the company to invite in the Participating company field.
   • If the company is not yet registered, click the Register new company button to go to the company registration screen. Once registration is complete, you will return to this screen, and the email address you were entering and the registered company will remain filled in.
5. Select the invitation email language, write a message if necessary, and click Send invitation.

An invitation link will be sent via email. Since invitations sent by administrators are finalized as soon as the recipient accepts them, they do not remain in the pending list. Invitations sent by others appear in the "Pending invitations" list at the bottom of the members screen once the recipient accepts them.

Approving or Rejecting Pending Invitations#

When the recipient accepts an invitation sent by someone other than an administrator, it appears in the Pending approval state. An administrator reviews it and processes approval or rejection.

1. Go to Project → Members.
2. Check the Pending invitations list below.
3. Click Approve or Reject on the invitation in the pending approval state.

Upon approval, the recipient joins the workspace, their company is registered as a participating project company, and they join as a project member.

Cancelling Pending Invitations#

Invitations that the recipient has not yet accepted (Pending state) can be cancelled.

1. Check the Pending invitations list at the bottom of the members screen.
2. Click the Cancel invitation button for the relevant invitation.
3. Confirm the cancellation in the confirmation dialog.

Cancellation is only possible in the pending state. Invitations that have moved to pending approval are handled by rejection, not cancellation. The person who sent the invitation can also cancel their own pending invitations.

Directly Adding Existing Workspace Members#

People who have already joined the workspace can be added directly as project members without an invitation.

1. Click the Invite new member button in Project → Members.
2. Search and select names by company in the Add existing members to project area at the top of the panel.
3. Click the Add button.

People added this way enter as project members. To set an IP Provider person as the approver, add them first and then change their role to Project manager in the role field.

Partner administrators can also use this area, but only people from their own company will appear as candidates.

Changing Member Roles (IP Provider Side)#

You can change the role of an IP Provider side member (Project manager ↔ Project member). Since the project manager is the approver, this is used when the approval personnel changes. The role field appears only for IP Provider side member rows, and changes can only be made by the IP Provider administrator.

1. Go to Project → Members.
2. Select a different role in the role field of the member row to change and confirm in the confirmation dialog.

Members whose roles were directly assigned by an administrator maintain their project role even if their company role changes.

Removing Members#

1. Go to Project → Members.
2. Click the Remove button (×) on the right side of the member row to be removed.
3. Confirm in the confirmation dialog.

Upon removal, submission and approval permissions for that project are immediately revoked. The remove button does not appear on your own row.

Partner administrators can only remove members from their own company, and cannot remove members whose roles were directly assigned by the IP Provider administrator.

Status and Rules#

Project Invitation Status Flow#

Permission Summary#

Sending project invitations and viewing the invitation list only checks whether someone is a member of that project. It does not check company roles, nor whether they are an IP Provider or a Partner. It is safe to keep these open because the approval stage to decide on joining remains with the IP Provider admin.

Who is automatically included when a company joins a project#

When a company is added to a project, its members are automatically assigned as project members. The scope of who is automatically included differs depending on the side.

Partner members whose company role is not administrator are not automatically included. Since this is for dividing responsibilities, you designate the project together when inviting or add them from the members screen. Partner members also still have the way to directly join from the project list.

The roles of people who are already project members are not touched by automatic assignment. This is to prevent manually elevated roles from being lowered due to company role changes.

The way project roles follow company role changes also differs depending on the side. For the IP Provider side, if a member is promoted to or demoted from an administrator, the role in ongoing projects also changes together, but roles directly designated by an administrator remain as they are. For the Partner side, if promoted to an administrator, they are automatically assigned to participating projects, and even if demoted from an administrator, existing assignments are not revoked.

Setting Someone from Another Workspace as an Approver#

Sometimes, headquarters and a branch each use their own workspace, but you need to include a headquarters representative in the branch workspace's approval line. This is possible. You can simply invite that person as belonging to the IP Provider in the branch workspace.

One person can belong to multiple workspaces, and their affiliation and role are separate for each workspace. Their affiliation in the headquarters workspace remains unchanged.

Approval rights come from the role assigned in the project, not the company affiliation. Therefore, you choose one of two options.

The most common blocker is when they are invited only as an IP Provider member without being granted project permissions. In this case, they enter the project, but they do not appear as a candidate for the approval person because they are not a project member. They will appear as a candidate if you include the project and Project manager together when inviting them, or if you later change their role to Project manager on the project members screen.

There are two things to note:

• The company to be invited must be the IP Provider in the branch workspace. A headquarters company brought into the branch workspace as a Partner cannot be added to the approval line.
• On the branch workspace screen, that person's affiliation appears as "Branch's IP Provider". There is no feature to display them as "Headquarters affiliation".

Frequently encountered situations / Cautions#

If the invitation email does not arrive
Check your spam folder. Project invitations are valid for 7 days, and workspace member invitations are valid for 14 days. Expired invitations require requesting a re-invitation.

If signed up with a different email than the invitation email
The invitation email and login email must match to accept. If the emails are different, a guide message is displayed on the invitation acceptance screen.

If the join button is not visible in the list
This occurs when your affiliated company is not participating in the project, or you are already a member. Contact the IP Provider administrator for participating company settings.

If approval takes a long time
Invitations sent by someone other than the IP Provider administrator require approval from the IP Provider administrator. Ask the IP Provider administrator for confirmation. Invitations sent directly by the IP Provider administrator are joined as soon as the counterpart accepts.

When the role changes upon company role change even after assigning a role
If the administrator directly assigns a role in the project, the project role is maintained even if the company role changes. Only automatically assigned roles are readjusted.

When Partner participation is terminated
Removing a company from project participation revokes its members' project memberships as well, and unprocessed invitations are automatically cancelled. However, participation cannot be removed if the company's draft or active Contracts remain.

Related features#

• Apply for approval and review: The project manager and the IP Provider administrator are connected as approvers.
• Register Products and advance stages: Members are assigned as Product managers.
• Register Contracts and Finalized: If there are Contracts In progress, you cannot remove that company's project participation.