docs(web-modeler): adjust collaboration for keycloak special handling…

docs/components/modeler/web-modeler/collaboration/collaboration.md

@@ -4,6 +4,7 @@ title: Collaborate with your team
 description: Collaboration features and access rights for Web Modeler.
 ---
 
+import BulkAddUserImg from '../img/invite-all-organization-members.png';
 import SuperUserModeImg from '../img/super-user-mode.png';
 import Tabs from "@theme/Tabs";
 import TabItem from "@theme/TabItem";
@@ -74,12 +75,20 @@ Refer to the documentation pages about [assigning roles](../../../../self-manage
 
 </Tabs>
 
-### Inviting users to projects
+### Add users to projects
 
 :::note
 Users without email addresses will not receive any kind of notification about project invitations.
 :::
 
+<Tabs groupId="addingUsers" defaultValue="saas" queryString values={
+[
+{label: 'SaaS', value: 'saas' },
+{label: 'Self-Managed', value: 'self-managed' },
+]}>
+
+<TabItem value='saas'>
+
 On the right side of a project, view a list of your collaborators and invite more by taking the steps below:
 
 1. Click **Add user**.
@@ -94,16 +103,66 @@ On the right side of a project, view a list of your collaborators and invite mor
 4. Write a message to your new collaborator about their invitation to the project.
    ![invite type message](img/web-modeler-collaborator-invite-type-message.png)
 
-5. Click **Send** and your new collaborator will receive an email with the invitation.
-   ![invite sent](img/web-modeler-collaborator-invite-sent.png)
+5. Click **Add collaborator**. Your new collaborator will be added to the project and notified via email.
+   ![invite added](img/web-modeler-collaborator-invite-added.png)
    ![invite email](img/web-modeler-collaborator-invite-email.png)
 
+If the individual is not a member of your organization, they will first receive an organization invitation.
+After accepting the invitation and logging into Web Modeler, they will be added to the project.
+They will appear as "invited" in the collaborator list until they accept.
+
+![invite sent](img/web-modeler-collaborator-invite-sent.png)
+
+#### Invite the entire organization
+
+You can invite all existing members of your Camunda 8 organization to the project at once by using the **All users in the organization** option.
+
+<img src={BulkAddUserImg} alt="Add all organization users" width="750px"/>
+
+</TabItem>
+
+<TabItem value='self-managed'>
+
+On the right side of a project, view a list of your collaborators and invite more by following the steps below:
+
+1. Click **Add user**.
+   ![invite user](img/web-modeler-collaborator-invite-modal-opened.png)
+
+2. Choose a role for your new collaborator.
+   ![invite choose role](img/web-modeler-collaborator-invite-choose-role.png)
+
+3. Begin typing the individual's name or email. Web Modeler will suggest members who have already logged into Web Modeler at least once and whom you can invite to the project.
+   ![invite suggestions](img/web-modeler-collaborator-invite-suggestions.png)
+
+4. Write a message to your new collaborator about their invitation to the project.
+   ![invite type message](img/web-modeler-collaborator-invite-type-message.png)
+
+5. Click **Add collaborator**. Your new collaborator will be added to the project and notified via email.
+   ![invite added](img/web-modeler-collaborator-invite-added.png)
+   ![invite email](img/web-modeler-collaborator-invite-email.png)
+
+If the member has not logged into Web Modeler before, they will not appear in the suggestions, but you can still invite them by typing their full email address.
+They will appear as "invited" in the collaborator list until they log into Web Modeler for the first time.
+After logging in, they will be added to the project.
+
+![invite sent](img/web-modeler-collaborator-invite-sent.png)
+
+#### Invite the entire organization
+
+You can invite all members who logged into Web Modeler at least once to the project at once by using the **All users in the organization** option.
+
+<img src={BulkAddUserImg} alt="Add all organization users" width="750px"/>
+
 :::info Self-Managed license restrictions
 For Self-Managed non-production installations, the number of collaborators per project is limited to **five**, including the project administrator.
 
 For more information, refer to the [licensing documentation](/reference/licenses.md#web-modeler).
 :::
 
+</TabItem>
+
+</Tabs>
+
 ### Folders
 
 You can create folders in a project to semantically group and organize your diagrams.

docs/components/modeler/web-modeler/collaboration/use-shared-project-for-organization-wide-collaboration.md

@@ -34,6 +34,11 @@ To create a shared project as a space for your organization's resources:
 3. On the right side of the page under **Collaborators**, select **Add user**.
 4. To add collaborators to your organization and project, enter the email address of the collaborator you would like to invite and select `Enter` or `Tab` between each entry. You may enter up to 20 email addresses. To add **all** existing organization members to your project, use the **All users in the organization** option to send a bulk invitation to all colleagues.
    <img src={BulkAddUserImg} alt="Add all organization users" width="750px"/>
+
+:::info Self-Managed restrictions
+For Self-Managed installations, the bulk invitation only works for users who have already logged into Web Modeler at least once. Users who have not yet logged in must be invited individually.
+:::
+
 5. (optional) Enter an invitation message in the text box below your invites.
 6. Select **Send invite**. This will invite the users to both the organization and project. Once your colleague clicks **Accept invitation**, they can access the shared project with the assigned role and permissions.
 

docs/reference/announcements-release-notes/890/890-announcements.md

@@ -158,7 +158,7 @@ When using JSON as the output for the logs the structure has slightly changed:
 See [Logging documentation](/self-managed/components/modeler/web-modeler/configuration/logging.md#json-structure) for more information.
 
 :::info
-To learn more, see the [8.9.0-alpha2 release notes](/reference/announcements-release-notes/890/890-release-notes.md#web-modeler-logging-framework-changes-from-logback-to-log4j2).
+To learn more, see the [8.9.0-alpha2 release notes](/reference/announcements-release-notes/890/890-release-notes.md).
 :::
 
 </div>
@@ -177,7 +177,28 @@ Web Modeler now uses [Apache Tomcat](https://tomcat.apache.org/) as an embedded
 This enhancement ensures consistency across environments and simplifies setup for administrators.
 
 :::info
-To learn more, see the [8.9.0-alpha2 release notes](/reference/announcements-release-notes/890/890-release-notes.md#web-modeler-embedded-web-server-changed-from-undertow-to-tomcat).
+To learn more, see the [8.9.0-alpha2 release notes](/reference/announcements-release-notes/890/890-release-notes.md).
+:::
+
+</div>
+</div>
+
+<div className="release-announcement-row">
+<div className="release-announcement-badge">
+<span className="badge badge--breaking-change">Breaking change</span>
+</div>
+<div className="release-announcement-content">
+
+#### Web Modeler: Invite collaborators who haven't logged in before
+
+The behavior across OIDC providers is now aligned. Invitation suggestions only include users who have logged in at least once. This is a breaking change for Web Modeler installations using Keycloak as the OIDC provider. Before 8.9, Keycloak returned all organization users, including those who had never logged in.
+
+You can now invite users who have not yet logged in to Web Modeler by entering their email address. They will appear as “invited” in the collaborators panel. After their first log in, they will be added to the project automatically.
+
+Inviting the entire organization only applies to users who have logged in at least once.
+
+:::info
+To learn more, see the [8.9.0-alpha3 release notes](/reference/announcements-release-notes/890/890-release-notes.md).
 :::
 
 </div>