Extended access

Extended access, previously known as flex access, allows enterprise and workplace administrators to add members without email addresses to their digital workplace. Extended access allows these members to stay connected with their digital workplace's people, information, and processes.

Sections in this article:

Considerations

  • ILST: Extended access members cannot be managed by the ILST.
  • Premium/Custom profiles: Extended access is not currently supported for digital workplaces that use Premium or Custom profiles.
  • SSO Provisioning: Extended access members cannot be created using SSO provisioning.
  • Mobile app: Extended access members can use the mobile app.

Turn extended access on in your digital workplace

Contact the Customer Success Team to have this functionality enabled in your digital workplace.

Unique features of an extended access account

  • Member ID: Extended access members are assigned a member ID instead of an email address. This member ID is their unique identifier in the digital workplace and is their username. It can be up to 63 characters long.
  • Security questions: Extended access members create three security questions when they first log in. Members can select which questions they will use and must provide answers to them. If members forget their password, they will be prompted to answer three questions correctly to reset their password. Answers are case-sensitive and cannot be changed by administrators. The following are potential questions that can be selected:
    • What was your childhood nickname?
    • In what city or town did you meet your spouse/significant other?
    • What was the name of your favorite childhood friend?
    • What was the name of the street you lived on as a child?
    • What was the first concert you attended?
    • What is your oldest sibling's middle name?
    • What is your oldest child's middle name?
    • What was the make and model of your first car?
    • What was your childhood phone number including area code? (e.g. 000-000-0000)
    • What is your oldest cousin's first and last name?
    • What was the name of your favorite stuffed animal?
    • In what city or town did your mother and father meet?
    • What was the last name of your favorite teacher?
    • What is your maternal grandmother's maiden name?
    • In what city or town was your first job?
    • What is the name of the place your wedding reception was held?
    • What was your first pet's name?
    • In what city or town does your nearest sibling live?
    • What is the name of a college you applied to but didn't attend?
    • What primary school did you attend?

Add extended access members to your digital workplace

You can add extended access members to your digital workplace using the following methods:

  • Individual Add: Add a single user to your digital workplace. When you add a user in this way, you can select which groups they are in. For more information, see Adding a member to the digital workplace.
  • Bulk Upload: Add multiple members to your digital workplace. When you add members in this way, you can select which groups they are in and add profile information. For more information, see Bulk Upload.

Regardless of how you've added an extended access user, you must communicate their member ID and password so they can sign in to your digital workplace.

Reset an extended access user's Igloo authentication password

You can enter a new password for a user if they cannot remember their current password and can't answer their security questions. For more information, see Resetting a member's Igloo password.

Revoke extended access members from your digital workplace

You can revoke members from your digital workplace individually or in bulk from the Manage Members page. For more information, see Revoking users from a digital workplace.

Identify extended access accounts in your digital workplace

  • Manage Members page: Extended access members have the Extended Access icon next to their name.
  • Profile page: A message will display under a user's name indicating that they are a member ID account:
    A message on a user's Profile page indicating extended access member.

Sign in to workplaces that redirect to an SSO login page

Some digital workplaces are configured to redirect members to their SSO login page. However, members can bypass this by navigating directly to the Igloo authentication login page.

To get to the Igloo authentication login page, members can append /?signin to the root URL of their digital workplace and then navigate to that location. Be aware that entering incorrect credentials will result in redirection to the SSO login page. For example:

https://customercare.igloosoftware.com/?signin

End-user experience

While extended access members generally experience the digital workplace in the same way as email users, the following are some differences that they will encounter:

  • Notifications: Extended access members can view broadcasts and @mentions from the Messages page in the digital workplace or the Notifications tab of the mobile app. Instant subscription notifications can be viewed on the Feed tab of the mobile app.
  • First-time authentication: The first time an extended access user signs into the digital workplace with the provided member ID and password, they are prompted to create a new password and three security questions.
  • Forgot password process: If a user can't remember their Igloo authentication password, they can select Forgot your password? on the login page. After entering their member ID, they will be prompted to answer their security questions. If they correctly answer these, they are prompted to enter a new password. For more information, see Resetting a forgotten Igloo password.
  • Changing passwords and security questions: Extended access members can change their passwords and security questions from the Login Settings tab of their profile. For more information, see: