Using Provider Workflow to Collect Information from Team Members

Delegates are stakeholders within your organization who are a part of the recall or disruption management process, but do not necessarily have or need a NotiSphere account. Anyone in your organization can be included in an event action because NotiSphere uses your organization's corporate email for sending messages.  

Through NotiSphere, Recall Coordinators, Sourcing Coordinators, and Administrators can share information, engage others, and collect information from delegates by sending them an email from NotiSphere.  

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Engage Workflow

To send an email to a Delegate, first, open a recall by clicking on the tile from the Dashboard or the recall listed on the Recalls or Product Disruption screen. Then,

1. Navigate to the Workflow tab.

2. Click the "Delegates" button.

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1. Click into the text box under the word "Delegates" and enter the emails or email distribution list for the individuals in your organization to whom wish to delegate actions or tasks or send information.

2. Choose the action(s) or question(s) you want answered.

3. Add any documents and then select "Send."

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Helpful Tip

NotiSphere allows you to add  Distribution Lists if you need to send notifications to the same group of people frequently. You can also update Distribution Lists when an employee joins or leaves your organization. Follow the steps below to learn how to update a Distribution List in NotiSphere:

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Collect and View Responses

The Delegate will receive an email with a link that will allow them to view and respond to the requested actions.  Their responses will be recorded directly within the NotiSphere platform making it simple to compile results and respond to the Supplier if need be.

Tracking Notification Status

The responses to the email notification sent out to each Delegate can be reviewed in the Workflow tab.

1. Click "Status" to see the responses to each action by Delegate.

2. There are two different ways in which you can view this page: Action View and Delegate View.

Action View displays each of the actions and the number of delegates assigned to the action. You can select individual actions to see which Delegates have completed them.

Delegate View displays the Delegates involved with the recall or disruption event and the number of tasks completed. You can  select individual Delegates and see which steps they have completed and their responses to the actions.  

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Delegate Communication Status:

You can also monitor the status of communications sent via the Workflow tab in NotiSphere:

• Pending, Sent, Delivered and Draft will appear in Yellow
• Responded will appear in Green.
  
  • This indicates the Delegate has submitted responses to the actions
• Error will appear in Red.
  
  • Errors typically happen when the email provided in the Delegate field is invalid.