Invite external participants

Share controls of an evaluation with an external respondent and track the invitation.

External invitations allow a person to respond only to the selected controls of an assessment through a temporary and restricted access. "Assessment" is the label used in Wasa for an evaluation cycle.

What you will do

You will choose a draft evaluation, set the shared controls, send the invitation and understand how the guest validates the email to reply.

Who can do this

Users with access to the evaluation and the External Invitations area can create invitations when this action is available. The external participant only accesses the link received and the controls included in the invitation.

Before you start

Confirm that the correct organization is active.
Have an assessment in the status Draft.
Define which controls the participant should answer. Each invitation accepts up to 500 controls.
Have the guest's email address. The name is optional.
Confirm that the person expects to receive the invitation and knows that they will need to validate the email.

Menu path

To send: GRC → External invitations.
To answer: open the full link received in the invitation.

Steps

In External Invitations, select the draft assessment.
Use the Section, Control group and Domain filters to locate the content that will be shared.
Check the desired controls or use Select all for the filtered items. Check the quantity before continuing.
Enter the Guest's E-mail and, if desired, the Name.
Select Send invitation.
Check the invitation in Invitations sent. The list shows the participant, the state, the number of checks, the validity and the shipping status.
If Copy link is available, use this action to share the same access through a secure channel. Use Resend when the action is enabled on the card. For an expired or revoked invitation, resending creates a new link and requires a new code verification; the previous access remains invalid.
The guest opens the link and selects Send code to validate the email associated with the invitation.
The guest enters the 6-digit code received and selects Validate.
After validation, the guest responds to the shared controls. If they attach an incorrect file, they use the delete action on the file itself before continuing and check if it has been removed from the list.
The guest selects Finish sending when all controls are complete and there are no pending changes.

Expected result

The invitation appears in Invites sent with its status and scope. After validation, the participant only accesses the shared controls. Upon completion, the screen presents Answers sent.

Common problems

Situation	What to do
No assessment appears for invitation	Confirm if the organization is correct and if there is an assessment in Draft in this context.
Send invitation is disabled	Select at least one control and enter the guest's email address. Also confirm if the assessment is still in draft.
The invitation has expired or was revoked	If participation is still required, the authorized person can use Resend to issue a new link. Do not reuse the previous link.
The invitation is unavailable or was not found	Check if the link is complete. If it remains unavailable, request a new send to the person in charge of the evaluation.
The code is invalid or expired	Use Send code again and enter the new code received for the same email.
The assessment is temporarily unavailable	Use Try again later. Temporary access will be maintained while the invitation remains valid.
The guest cannot complete	Confirm if all controls have a note or Not applicable and mandatory observation or justification, and if there are no pending saves.