Using Provider Workflow to Collect Information from Team Members

Delegates are internal stakeholders within your organization who are a part of the recall or disruption management process but don't necessarily have an account within NotiSphere. Anyone in your organization can be included in an event action easily.

NotiSphere enables the Recall or Sourcing Coordinators or Administrators for your account to engage others, share information and collect responses for each delegate by simply sending them an email from NotiSphere.  

Engage Workflow

To send an email to a delegate:

Open the recall event by clicking on the tile from the Dashboard or the record listed on the Recalls or Product Disruption page

1 - Navigate to the workflow tab

2 - Click Delegates

1. Click delegated and enter the appropriate emails or email distribution list for the individuals in your organization you wish to delegate tasks to send information to

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

3. Add any documents and then select Send

Collect and View Responses

The email recipient 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

Description:  The responses to the email notification sent out to each of the stakeholders can be reviewed in the workflow tab.

1 - By clicking status you can see the response to each action sent for each delegate.

2 - There are two different ways in which you can view this page: delegate view or action view

Action View:

Displays each of the actions and the number of delegates assigned to the action that have completed it. Allows you to select individual actions to see which delegates have completed said action.

Delegate View:

Displays the delegates involved with the recall or disruption event and the number of tasks completed. Allows you to select individual delegates and see which steps they have completed and their response to the actions.  

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Delegate Communication Status:

The communications sent to Delegates through workflow will enable you to also monitor the status of the communication itself.

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.