Understanding CafeX Partnerships

TABLE OF CONTENTS

• CafeX Partnerships Overview
• Administrator Responsibilities
• Default Permissions
  • Understanding CafeX Interactions
  • Understanding Permission States
  • Setting Your Default Permissions
  • Default Settings for a New Organization 
  • Permission Presets
• Establishing Partnerships
  • Creating a Partnership
  • Accepting a Partnership
  • Editing a Partnership
  • Changing a Partnership Status
  • Removing a Partnership

CafeX Partnerships Overview

A partnership is an agreement between two organizations that defines how their members can interact. These agreements are managed by administrators and defined by a set of permissions.

For two organizations to collaborate in CafeX, both organizations must configure suitable permissions. Partnerships allow two organizations to customize their relationship with each other, so they are in control of the interactions that take place between the members of their organizations. As an administrator, you manage the partnerships and permissions for your organization.

An interaction occurs when two individuals from different organizations have direct involvement with each other. For example, when one user attempts to add another to a workspace. Before allowing the interaction, CafeX checks that both organizations permit it. 

Administrator Responsibilities

As an administrator, you control:

• How your members can interact with external users (what your organization can do).

• How external users can interact with your members (what other organizations can do).

All sides of the partnership can view and update all permissions. This means that both organizations have control to modify any interactions. Any change requires approval from both organizations before it takes effect.

Default Permissions

Organizations without a formal partnership can still use CafeX to collaborate with each other using default permissions. These permissions apply globally to all external organizations and can be configured in your settings. However, you cannot view or update the permissions configured by the other organization. Even if you allow an interaction, the other side may block it. See: Setting your default permissions.

In addition to permissions, workspace coordinators can manage what workspace members can do within workspaces. For details, see: Managing Workspace Members.

Understanding CafeX Interactions

CafeX permissions define specific types of interactions that can occur between members of different organizations. These interactions are grouped into three categories:

Understanding Permission States

Each permission can be set to one of the following states:

Setting Your Default Permissions

Your organization’s default permissions apply to all other organizations you do not have a partnership with. Unlike partnerships, you cannot see how other organizations have configured their default permissions. An interaction only occurs if both organizations allow it. This means that even if your organization allows a specific interaction, it won’t take place if the other organization denies it. Similarly, if the other organization allows an interaction, but your organization denies it, the interaction is blocked.

To configure your organization's default permissions:

1. Click the three-dot menu in the page header and select Tenant settings.
   
2. Under Management, click Partnerships.
3. Click Default.
4. Update the permissions as you require.
5. Click Submit.

Default Settings for a New Organization 

The following table shows the Default interaction states for a new organization using CafeX:

Permission Presets

CafeX provides the following permission presets, that you can use to quickly configure the permission states of each interaction:

Establishing Partnerships

Establish a partnership with another organization if you expect frequent interactions and have a formal relationship. A partnership is an agreement between two organizations that you use to configure permissions.

If you don't set up a partnership, you can configure the default permissions to manage your requirements when interacting with any other organization.

When you have a partnership with another organization, members from both organizations can discover each other, for example, through autocomplete fields or member lists.

For two organizations to use CafeX to collaborate with each other, both organizations must establish appropriate permissions.

Important:

• Each organization has the opportunity to manage how their members may interact with each other.
• The permissions in a partnership apply to all members of each organization.

For example, your organization works with another organization frequently, so you both decide to create a CafeX partnership to make it easier for your members to collaborate with each other. You agree to the following permissions:

• You allow your members to be added to the other organization’s workspaces.

• You deny their members from being added to your organization’s workspaces.

Creating a Partnership

To create a partnership with another organization:

1. Click the three-dot menu in the page header and select Tenant settings.
   
2. Under Management, click Partnerships.
3. Under Start a new partnership, enter the email address of any member from the organization you want to partner with.
4. Configure the required partnership permissions you require. See: Permission Presets.
5. When you are ready, click Submit. The other organization will receive a notification about your request.

Accepting a Partnership

If another organization sends you a partnership request or modifies an existing partnership, you'll receive an email notification.

To view the open partnership requests:

1. Click the three-dot menu in the page header and select Tenant settings.
2. Under Management, click Partnerships.
3. Find the partnership that needs your attention ().
4. Review the proposed permissions.
5. You can do the following:
   • Accept the partnership—The partnership and the permissions become active.
   • Reject the partnership.
   • Edit the partnership—This sends a partnership request to your partner for them to approve. See: Editing a Partnership. 

Editing a Partnership

As a tenant administrator, you can update any permissions states of your partnership. Changes only take effect after the other organization approves them.

• Before your partner approves the changes, they are awaiting approval: 
• If your partner has made changes to your partnership, you receive an email notification, and the partnership changes to show that it needs your attention:

Important: Changing a permission state does not affect existing interactions between members, only future interactions are affected.

Changing a Partnership Status

You or the other organization can enable or disable a partnership at any time. The partnership permissions you configure only apply if your partnership is Enabled.

Disable a partnership if you need to temporary stop future interactions between partnership members.

If a partnership is disabled:

• The existing partnership permissions do not apply to any future interactions between partnership members.
• Your default permissions apply to future interactions with the organization.

To re-enable a partnership, you and the other organization have to confirm the status change.

Removing a Partnership

If it is time to end a partnership, you or the other organization can delete it.

To delete a partnership:

1. Click the three-dot menu in the page header and select Tenant settings.
2. Under Management, click Partnerships.
3. Find the partnership you want to delete.
4. Click Delete, then confirm the action by clicking Delete again.

Important:

• If you or the other organization deletes a partnership, CafeX deletes the partnership permanently. Neither you, nor the other organization can reinstate it. In the future, you have to create a new partnership to apply new permissions.
• Your default permissions apply to any future interactions with the organization.
• Deleting a partnership does not affect existing interactions between individuals.