With NotiSphere, you can instantly notify your customers of a recall or a supply event like a backorder or shortage without having to spend thousands of dollars sending paper notifications.
To create a recall event in the NotiSphere platform, follow these basic steps.
Begin by logging into NotiSphere and clicking on Recalls from the left navigation menu. Then, click the +Add button.
Step 1 - Enter Recall Details
1. Enter Recall Name (e.g., the name of the recalled product), Recall ID, filling out the rest of the fields on the screen.
2. Add any Supporting Materials such as a spreadsheet listing SKUs, product codes, or catalog numbers. You can even upload a .jpg or .png file showing a picture of the product.
3. Flag the recall as Urgent, Voluntary or Mandated, as appropriate.
4. Enter a Description and any Risk to Health details.
Click Next at the bottom of the screen to continue or Save and Close to save a draft of your recall to work on later.
Custom Content Flag - Custom Content recalls have products specific to particular Provider locations (for example, product lists with serial numbers that are associated to particular Provider locations). Custom content recalls have specific requirements for product file uploads. Click to read more about customcontent.
1. Click on the Products tab within the opened recall.
2. Click the Add Product button.
3. Enter a Product Description.
4. Add relevant data fields.
Use the Drop Down to select the Data Type (model number, for example) and the Data Value field to specify value. Enter as many data fields as is appropriate for the product.
Once you have entered all relevant products, click Save and Close to keep the recall in draft mode or click Next to continue to the next step.
Step 3 - Specify Required Actions
For each event, your organization can enter customer actions that a provider needs to respond and/or complete to satisfy the recall. For each action listed, the provider will submit a response that will be tracked. There should be a separate action for each piece of information that you as the Supplier wish to capture.
1. Click on the Actions tab.
Then, complete the following for each action you wish the Provider to complete.
2. Click Description. Choose Custom to enter an action description or select from the user-created Template Actions from the list.
3. Specify the Response Type from the options presented.
4. Click the ADD Action button.
Continue until you have entered all of the actions necessary for the recall. Once finished click Next” or Save and Close at the bottom of your screen to save a draft of your recall.
Step 4 - Load Affected Locations
Now you will load a file that contains the list of all customer locations to which your company sold product. The file must contain the Location ID field that was part of your master location file upload. This Location ID typically aligns with an identifying field from your ERP system.
1. Click on the Affected Locations tab.
2. Click Choose File.
Select the file that contains the list of affected locations to upload to the recall. In the example below, the file includes Location ID as well as other identifying information.
3. Use the dropdown to choose the field from your file that contains the Location ID data.
4. Click Submit File.
Once processed, you will have a list of the COVERED locations . Covered means that you can notify these locations electronically through the NotiSphere platform. Locations in the list may be classified as NOT COVERED locations, which means that your company will still need to send these customers paper notifications. These location lists can be downloaded for your convenience.
If additional affected locations are discovered later, these locations can be added using the same method, and will be appended to the previous list.
Once finished click Save and Close to save your recall.
Now you are ready to send an Electronic Recall to your Covered customer locations!
Step 5 - Send Notifications
1. Review Recall details.
2. Use the Edit Recall button to open the recall to make any changes, if necessary.
3. Click the Send Notification button.
A pop-up window will appear. Select All Providers to send notifications to everyone on the Locations Covered list.
You will click on the words "New Providers" if this is an existing recall and you have added more locations that need to be notified.
