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External User and Collaborator Management

I. External Users​

Each application within an organization can enable an external portal to allow registration from external users. In the Organization Admin Console, administrators can centrally manage all external users across different applications. Key capabilities include:

  • Expanding and renewing external user licenses
  • Searching and deleting external users

Search External Users​

You can filter and locate external users using various criteria:

  • Filter by specific application
  • Filter by registration or login time range
  • Search by name or mobile number
  • Sort by registration time or last login time

Delete External Users​

You can delete external users individually or in bulk.

If the same person registers for multiple external portals across different applications, each instance is treated as a separate external user. Deleting them from one application does not affect their access to other applications.

II. External Collaborators​

What is an External Collaborator?

An external collaborator is not a member of your current organization (they may belong to another organization). To facilitate collaboration, they are invited to join specific modules (tasks, projects, files, or groups) within your organization. Compared to internal organization members, they are classified as external collaborators.

How to Invite External Collaborators to Applications or Modules (e.g., Groups)?

  • When adding members, invite them via Contacts or Friends.
  • Share the app, group, or task link with them—once opened, they can request to join.

Managing External Collaborators​

In the Organization Admin Console, under the External User section, go to the Collaboration tab to manage them.

  • Click the numbers to view detailed modules they’ve joined
  • One-click removal from all tasks, projects, files, or groups within the organization

An external collaborator will only appear in this list if they are actively involved in at least one collaboration module. Once they’re removed from all collaboration modules, they will no longer appear here.

External collaborators who join an application will not appear in the Organization Admin Console's list of collaborators. Please view them under the “Users” section of the corresponding application.