Publishers: Manage Notices
Create a new Notice
Set management NoticeBoard and Notice Title:
- Select the NoticeBoard that will manage this Notice. (If you do not have a NoticeBoard or one appropriate for managing a new type of Notice, speak to your NoticeBoard Administrator to create a NoticeBoard.)
- Enter a Title for the Notice: This will be the Notice headline that Recipients see in their Notification Banner, so keep it short, clear and user-friendly (it can be edited later before publication);
- Click the Continue button.
Define Notice Details & Behaviour
The newly created Notice will now open in the Notice Definition tab in edit mode, where all Notice content and options are managed:
- Signatory: Identifies who the Notice is From (if you think ‘email’). The default Signatory for new Nortices is the NoticeBoard Owner, but can be overwritten by any name, role, function, etc, such as ‘The Management‘;
- Title: As entered when creating the new Notice;
- Required Action: Sets what Selected Recipients need to do in order to deem this Notice as succesful (and also clear the associated Notification from their Notification Banner). By default, Recipients need to ‘Read and Acknowledge‘ the Notice (which goes beyond the email concept of a ‘read-receipt’, confirming understanding – see the Acknowledgement Statement in bullet 6, below). For simple awareness-raising ‘FYI’ announcements, the Required Action can be set to ‘Open and Read’.
- Banner Action Message: Optional Notice-specific ‘call to action’ message for the Notification Banner, to overwrite the generic ‘Required Action’ selection – such as ‘Accept these changes?‘.
- Required Action Deadline: The date/time by which Recipients must complete the Required Action associated with this Notice, for it to be deemed successful;
- Acknowledgement Statement: A Notice-specific acknowledgement statement for Recipients to agree (and optionally Flag for follow-up) if the Notice Required Action is to Acknowledge the Notice. New Notices default to the parent NoticeBoards Default Acknowledgement Statement. Here it is set as ‘I made a Notice!’, which will become clear below as the Notice is published and tested.
- Summary: A succinct statement which can constitute the entire Notice or summarise its Detail;
- Detail: Rich text, detailed Notice content
- NoticeBoard: As selected when creating the new Notice;
- See Setup: Notice Approvals;
- See Publish tab;
- Click the Save button to lock any edits before moving on to…
Address to Selected Recipients
Open Select Recipients wizard…
Choose Recipient List
Selecting Notice Recipients uses the same process as the standard Salesforce.com feature for creating Public Groups Select a source list of potential Recipients from the picklist.
Select Recipients from List
- Select the Recipient(s) required from the chosen Recipients list;
- To help with long lists, the count of currently selected Users is shown below the list field, highlighted in yellow. If any external Users are selected, the count of these is shown highlighted in red. This helps to manage the risk of Notices for internal audiences being ‘leaked’ to partner Users.
Add Selected Recipients
- Click the Add button to add the selected Users to the Selected Recipients list;
- Review the Selected Recipients list for completeness and repeat Steps 1 & 2 of the wizard as needed, to build the required target audience for this Notice. (For your first test Notice, we recommend selecting just yourself)
- The total count of Selected Recipients is displayed below the Selected Recipients list field. Again, the internal User count is highlighted in yellow and any external User count is highlighted in red.
- Click the Save button to lock the Selected Recipients list to the Notice, ready to…
Review Selected Recipients
The Selected Recipients tab now displays:
- Selected Recipients, with Role and Profile information;
- Notification Status: currently set to 0: Draft as the Notice has yet to be published. (Notification Status values start with a number prefix, to allow sorting in views and reports);
- Notification lifecycle milestone dates: which will become useful for tracking Recipient interactions once the Notice is Published
- Publish Now: Now the Notice has been defined and addressed, its Notice Status becomesDrafted and (assuming this Notice is set for Manual Publication and no pre-publication Notice Approval is required) the Publish Now button is enabled on the Notice Definition and Selected Recipient tabs.
(Optionally, Manage Notice Approval)
Notice Approval optional. Your Help Administrator may choose to Setup: Notice Approvals and if they are used, Publishers: Notice Approvals describes the basic approach (though your process may vary from our basic example).
Before any Notice can be published, it has to meet the following criteria:
- Notice Status MUST be in a ‘Drafted‘ state: This means that the Notice has been fully defined and has Selected Recipients. If not, you may need to review how to Draft a Notice;
- (Optional: If pre-publication Notice Approvals have been configured – and this Notice has been defined with Approval Required – Approval to publish must have been received. If not, you may need to review how to Submit a Notice for Approval – or maybe just chase the Notice Approver for Approval!)
Manual Notice Publication
A Notice can only be Published manually if the above general publication criteria are met. In addition, the Notice Publication Option MUST be set to ‘Manual’. If the Notice has been set asScheduled to Auto-Publish, you can’t publish manually without changing this option back to manual – see how to Setup Scheduled Publication of Notices for more details;
If the above criteria are met, the Notice Definition and Selected Recipients tabs will display aPublish Now button, which you can Click to Publish…
A confirmation dialogue pop-up will appear (layout varies by browser) to check that you really want to publish the Notice, lock down its fields and issue Notifications to all Selected Recipients. Click the ‘OK‘ button. That’s it – your has been published…
Scheduled Notice Publication
Scheduling of Notice Publication and or Suspension is remerkably simple and flexible – yet supportive of tracking & compliance policies. It is possible to use any combination of manual or scheduled publication and/or suspension – to cater for specific Notice management scenarios. Notice publication defaults to manual for new Notices, as a common scenario is to create a quick, informal announcement Notice and publish immediately. If a Notice needs to be scheduled for auto-publication on a certain date at a specific time, (a common requirement for corporate announcements) and you have setup Scheduled Publication, just:
- Change Publication Options to Scheduled;
- Set an Auto-Publish Date: which will needs to be set to a future date/time to save the Notice.
Once configured and set, the Notice will auto-publish within 15 minutes of the date & time set (like all Salesforce Workflow actions). Scheduled Publication of Notices Pending Approval Improved NoticeBoard is configured to prevent Notices with pending approval requests from being published – manually or via scheduling. Given the potential for complexity here, we recommend the use of reports and dashboards – together with possible workflow tasks or email alerts to monitor and ‘risk manage’ Notices scheduled for publication but pending approval.
Monitor Published Notice & Notifications
As a Notice is Published, personal Notifications are issued to Selected Recipients and the Notice publisher’s attention changes to the lifecycle of these individual, personal Notifications sent to Recipients.
Notification Status: Track Recipients’ Actions
Once a Notice has been published for a while and Selected Recipients have had time to respond, the Selected Recipients tab reflects Recipient actions:
- Notification Status: shows that for this Recipient, the Notification has been Acknowledged. The ’4:’ prefix in Notification Status helps to sort Notice views by Notification Status order
- Displayed Date: shows when this Recipient first opened/refreshed a Salesforce page to reveal this Notification in their Notification Banner;
- Opened Date: shows when this Recipient first opened this Notification record
- Acknowledged Date: shows when this Recipient clicked the Acknowledge button in this Notification, agreeing the Notice Acknowledgement Statement;
- Acknowledged and Flagged: shows that this Recipient clicked the Acknowledge and Flag button – which means they did not accept the Acknowledgement Statement unconditionally, so some form of follow-up is required.
Notification Status: Required Actions Complete
The Notice Status tab summarises Notice progress and key lifecycle dates in the left column. The right column summarises:
- Selected Recipients: The total number of Selected Recipients for this Notice – and also the total number of Notifications issued, which breaks down through the Notification lifecycle, by Status as:
- Displayed Notifications: count of Notifications that have been displayed in Recipients’ Notification Banners but not yet opened;
- Opened Notifications: count of Notifications opened by Recipients but not yet acknowledged in any way;
- Acknowledged Notifications: count of Notifications where Recipients have acknowledged the Notification by clicking the Acknowledge button;
- Acknowledged and Flagged: count of Notifications where Recipients have acknowledged the Notification by clicking the Acknowledge and Flag button.
Suspend Notice (& Withdraw Pending Notifications)
Once a Notice has been published, the Suspend Publication Now button becomes available, which can be clicked at any time to manually suspend the Notice from publication. However,
- Only Notices with Notice Status = Published can be Suspended from publication;
- To be suspended manually, the Notice Suspension Option has to be set to Manual. See Setup: Schedules Publication for more details.
Manual Notice Suspension
Assuming the Suspend Publication Now button is visible – Click It! That’s it – Done!
Scheduled Notice Suspension
By default, Notices are suspended from publication manually – the Notice Owner or other Notice Editor deciding when the Notice has served its purpose. If automated suspension of publication is required, on a certain date and at a specific time, (a common requirement for speciall offer / pricing announcements) and you have setup: Scheduled Publication, just:
- Change Suspension Options to Scheduled;
- Seat an Auto-Suspend Date: which will need to be a future date/time to save the Notice.
Once configured and set, the Notice will auto-suspend within 15 minutes of the date & time set (like all Salesforce Workflow actions).
Once a Notice has been suspended – manually or through Scheduled suspension – the Close Notice button becomes available, which can be clicked at any time, to close the Notice. Only Notices with Notice Status = Suspended can be Closed.
Assuming the Close Notice button is available – Click it! That’s it – the end of the Notice Lifecycle!
Closed Notices can be archived by the NoticeBoard Administrator, according with any local archival policies & procedures.