Draft Notice: Define Content and Options
Set Notice Content, Lifecycle Options & Recipients’ Required Action: Improved NoticeBoard provides Notice Authors with a set of simple tools – using familiar concepts and language from the worlds of email, task management and communications management – to support a wide range of Notice types:
- ‘FYI’ Alerts: Simple ‘For Your Information’ alert Notices are very easy to define – just select the NoticeBoard to publish under, add a Title and set the Signatory (if it’s not the default defined for the selected NoticeBoard). The Notice Author decides on the level of detail for the Notice. Perhaps just the Notice Title is sufficient for an alert – or this can be used as the Notification Banner headline that then reveals additional Summary and/or rich-text Detail as Recipients open their personal Notifications.
- Actions: An alert can be extended to include an action by just adding familiar task management concepts – Required Action and Required Action Deadline. If a Notice is placing actions upon Recipients, it’s likely that the Notice Author needs to close the communications loop and trap some kind of completion Acknowledgement, so…
- ‘RSVP’ Acknowledgements: An RSVP (From the French phrase ‘répondez s’il vous plaît’, which means ‘please respond’), can be set by changing the Notice’s default Required Action from ‘Open and Read’ (for FYI Notices) to ‘Read and Acknowledge’ which then enables an Acknowledgement Statement that the Recipient can be asked to agree, together with a range of Recipient Response Options that define how Recipient can respond.
Draft Notice: Address to Selected Recipients
Select Notice Recipients: Notice Managers select Recipients from colleagues or partners using a familiar wizard environment that works much like the Salesforce wizard for managing Public Groups.
- Choose a source list: from Profiles, Public Groups, Roles with / without Subordinates;
- Select Recipients: (de)select individual User names from the selected source list;
- Add / Remove: Users to/from the Selected Recipients list.
Any selected Partner users are highlighted – to indicate the audience as internal, external or mixed…
[Publish Notice: Optionally Approve Notice]
Notice approval: Where some form of pre-publication Notice approval is required – whether peer review, QA or more formal sign-off – an optional Notice Approval process can be set for any Notice. The default Notice Approver role defaults to the NoticeBoard Owner, but can be changed to anyone except the Notice Owner – to ensure independent review. Notice Approvals use standard Salesforce approval processes – so that local business rules and process management can be applied. see how easy it is for your Salesforce Administrator to Setup: Notice Approvals.
Publish Notice (& Issue Notifications to Recipients)
Notice Publication triggers Notifications to Selected Recipients: Improved NoticeBoard is all about getting the right information to the right people at the right time. So, to provide Notice Managers with maximum flexibility in managing different types of Notice, Improved NoticeBoard supports two publishing modes – Manual or Scheduled. New Notices defaulting to manual publication mode – so that simple FYI alerts can be created quickly. Scheduled publication management uses standard time-based workflow components, to ease alignment with local policies and process management. Our Administrator’s guides on how to Configure Notice Auto-Publication and Configure Notice Auto-Suspension walk through the setup (each a 5-minute job for Administrators who have never seen Salesforce Workflows before).
Monitor Notifications: Progress & Recipients’ Responses
Track Notification Lifecycle & Interactions by Selected Recipients: Improved NoticeBoard is a native Salesforce application, so reporting is available across NoticeBoards, Notices and Notifications. The application comes bundles with example Reports and Dashboards for reporting and compliance management. Also, NoticeBoard and Notice records provide integrated statistics to help Notice Authors manage progress and exceptions. When Published, the Notice record Status tab shows aggregated statistics of its related Notifications. Meanwhile, the Selected Recipients tab shows the details of each Recipient’s interactions with their personal Notification, as it progresses through being:
- Displayed: first shown in the Recipients’s Notification Banner (i.e. first Salesforce page refresh after Notice publication);
- Opened: by the Recipient – whether from the Notification Banner, their Notification list view or a search;
- Acknowledged: by the Recipient (if the Notice’s Required Action was set to require acknowledgement).
Monitor Notifications: Follow-up on Exceptions
Manage Exceptions: Alongside reporting and compliance tools, Standard Salesforce workflows can also be used to create alerts or tasks, as required to meet local communications and compliance needs. Some exception management workflow examples include:
- Notice with Recipients not logged-in after 24 hours: Set a time-based workflow Task on the Notice Author to check Notification progress after 12 hours and chase any Recipients who have not logged into Salesforce (so their personal Notification remains ‘Issued’ and not yet ‘Displayed’. (Alternatively use a time-based workflow email to the Recipient to log-in!);
- Risk of Notification not being Acknowledged by Deadline: Set a time-based workflow Task or email on the Notice Author (or Recipient) to fire 2 hours before the Required Action Deadline – to draw attention to the impending deadline;
- Notification flagged by Recipient: If the Recipient Response Option for the Notice included ‘Flagging’ for follow-up, set a workflow Task on Notices to alert the Notice Author to follow-up with the individual Recipient.
Suspend Notice: & withdraw Pending Notifications
‘Pull’ the Notice and cancel outstanding Notifications: Often as important as getting critical information to the right people at the right time, is removing from circulation any obsolete or inaccurate information, which may cause errors or confusion. As with Notice Publication, Suspension can be manual or Scheduled, using an Auto-Suspend Date & time set. Scheduled publication management uses standard time-based workflow components, to ease alignment with local policies and process management. Our Administrator’s guides on how to Configure Notice Auto-Publication and Configure Notice Auto-Suspension walk through the setup (each a 5-minute job for Administrators who have never seen Salesforce Workflows before).
Suspend Notice: Close Notice
Notice Archival: Once a Notice has completed its useful lifecycle the Notice Author can close it – to flag the Notices for archival in accordance with any local compliance management procedures.