The elements of the B2B collaboration invitation email - Azure Active Directory
Invitation emails are a critical component to bring partners on board as B2B collaboration users in Azure AD. While it’s not required that you send an email to invite someone using B2B collaboration, doing so gives the user all the information they need to make a decision about whether to accept your invite. It also gives them a link they can always refer to in the future when they need to return to your resources.
This new email template is still being rolled out to all tenants, so some tenants are still using an older design. By the end of May 2020, invitations from all tenants will be using this template.
Explaining the email
Let's look at a few elements of the email so you know how best to use their capabilities.
The subject of the email follows this pattern:
<username> invited you to access applications within their organization.
We use a LinkedIn-like pattern for the From address. This pattern should make it clear that although the email comes from firstname.lastname@example.org, the invitation is from another organization. The format is: Microsoft Invitations email@example.com or Microsoft invitations on behalf of <tenantname> firstname.lastname@example.org.
The reply-to email is set to the inviter's email when available, so that replying to the email sends an email back to the inviter.
The email starts with a brief warning to the user about phishing, alerting them that they should only accept invitations they're expecting. It’s good practice to make sure the partners you’re inviting will not be surprised by your invitation by mentioning it to them ahead of time.
The email includes information about the inviter and the organization they’re sending the invitation from. This includes the sender’s name and email address, as well as the name and primary domain associated with the organization. All of this information should help the invitee make an informed decision about accepting the invitation.
If the inviter includes a message as part of their invitation when they invite a guest user to the directory, group, or app or when they use the invitation API, the message is highlighted in the main section of the email. Also included are the inviter’s name and profile image if they’ve set one. The message itself is a text area, so for security reasons, it doesn't process HTML tags.
Accept button and redirect URL
The next section of the email contains information about where the invitee will be taken after they accept the invitation, as well as a button to do so. In the future, the invitee can always use this link to return to your resources directly.
The footer contains more information about the invitation being sent. There is always an option for the invitee to block future invitations. If the organization has set a privacy statement, the link to the statement is displayed here. Otherwise, a note indicates the organization hasn't set a privacy statement.
Blocking an organization (unsubscribing)
In the invitation from an organization, the footer contains an option to Block future invitations. A guest user can select this link to block any future invitations from the organization. This action also adds the organization to the user's unsubscribed list at https://invitations.microsoft.com/unsubscribe/manage.
Viewing organizations you've blocked
A guest user can follow these steps to view or export the organizations they've blocked:
- Go to https://invitations.microsoft.com/unsubscribe/manage.
- Enter your email and follow the sign-in steps for email one-time passcode authentication.
- View the organizations you've blocked, or export the names using copy and paste.
If you want to allow an organization you’ve blocked to invite you again, you can choose the organization and select Next.
How the language is determined
The language presented to the guest user in the invitation email is determined by the following settings. These settings are listed in order of precedence. If a setting isn’t configured, the next setting in the list determines the language.
- The messageLanguage property of the invitedUserMessageInfo object if the Create invitation API is used
- The preferredLanguage property specified in the guest's user object
- The Notification language set in the properties of the guest user’s home tenant (for Azure AD tenants only)
- The Notification language set in the properties of the resource tenant
If none of these settings are configured, the language defaults to English (US).
See the following articles on Azure AD B2B collaboration: