This article describes the activation flow for Next ID and One Login in Next Project databases where the feature has been enabled. The article explains how the registration process works for both existing and new users, including how administrators invite users and what the login flow looks like step by step.
This article is only applicable to databases where Next ID has been enabled — this is communicated via a banner in your Next Project.
General
When One Login is enabled on a Next Project database, all users need to go through a registration process to create their new Next ID. Next ID is a global account that the user owns themselves — not the company.
All users are automatically logged out upon activation, which means that unsaved data will be lost. When a user then logs in with their current login credentials, they are directed to One Login registration, where a start screen explains that it is time to create a Next ID. An administrator can also invite users directly, provided that an email address is registered for the user and that the user has access to it for verification — this initiates the registration flow for that user.
Shown in Image 1 and continues on Image 5.
Upon activation, not all users need to have their own email address registered in the user register, but it makes things easier. All users will need to enter a personal email address — the one in the user register is suggested as the default choice, but you can enter any other address in the registration flow.
New users added after activation has been completed are created the same way as before by the administrator in the respective Next Project database, but they will never need to set a password again. When a user has been created, an invitation email is automatically sent to the specified email address — this is mandatory for an active user. If the invitation email has not arrived for some reason, you can resend it using the Invite user button.
User invitation is shown in Image 2–3, then Image 5 if the user lacks a Next ID, and so on.
Image 1 – Activation
When One Login is enabled on a Next database, all users are automatically logged out. The next time they try to log in with their regular password, they are presented with two options:
- Register now
- Postpone for 24 hours (this can only be done once)
If you choose to register now (Activate now), it is completed in a few steps — see Image 4 if you already have a Next ID, or Image 5 if you are creating a new Next ID.
Dialog box for Next ID upgrade — the user can activate or postpone.
Image 2 – Create new user
Once activation is complete for a database, an activation email is automatically sent to the email address specified for each new user created. Email address thus becomes mandatory when creating new users. You can also manually select Send invitation if the email for some reason was not sent automatically.
User administration — note the Send invitation button and email field for the selected user.
Image 3 – Accept and start registration
As a user, you receive an email with a link to start the activation process.
Email invitation to Next — the user must accept via button or link.
Image 4 – Start registration with existing Next ID
If you appear in more than one Next Project database, you need to go through the registration process for each database — but it goes faster because you already have an existing Next ID.
If you have a Next ID from before with the same email address, you will be offered to use that existing Next ID.
Dialog 'Use existing Next ID' — the user can choose or register account.
Image 5 – Confirm selected email address
As a new user, you have the opportunity to confirm the already suggested email address (the one on your existing user in the user register) or enter a completely new email address. The important thing is that you have access to the address, as it will need to be verified a few steps further along.
Registration page for Next ID — the user can log in or register.
Image 6 – Approve privacy policy
You need to approve the privacy policy to continue. You will also see the few steps remaining before you are finished with the registration.
Account creation dialog — the user must accept the privacy policy before continuing.
Image 8 – Create profile
Here you verify that the name and desired language for "Your profile" are correct. The language is automatically suggested based on the language your user has in the Next Project database from which the activation was initiated.
Profile page during registration — verify that the language setting is correct.
Image 9 – Set new private password
You choose your own password. The criteria are shown in the image below.
The 'Set password' dialog — note that all password requirements must be met.
Image 10 – Notification that verification is required
You receive information that a verification email has been sent to the email address you provided.
Verification page — the user must click the verification link in the email to complete registration.
Image 11 – Verify via link in incoming email
You verify your account by clicking the link in the email sent to your specified email address.
Welcome email — the user must verify their email address to activate the account.
Image 12 – Activation complete
You receive information that activation is complete.
Confirmation page shown when Next ID is activated — click 'Start working' to continue.
Image 13 – Log in for the first time after account creation
You are directed to the login box where you log in for the first time with your new Next ID.
The login page supports both email/password and Microsoft login.
Image 14 – Select company
(This step will be streamlined away in time if you only have one company linked to your Next ID.)
You select which company (Next Project database) you want to work in and can then start working.
Start page — select company/instance before continuing into the system.
Image 15 – Settings and Change password
Via Settings you can see information about Next Project and your profile, as well as change your password. From here you can also log out.
Settings dialog, Password tab — note the password requirements before saving.
Image 16 – Go to another Next Project company
If you have access to multiple Next Project databases (companies) via your Next ID, a button with dots is displayed in the left corner. That button lets you open the different companies. They open in a new tab in your browser and you don't need to log in again — you remain logged in.
Project information page with user menu — note the Settings and Log out options.