11.1.4. Contact Critical Stakeholders

Once communication is initiated, assigned users or roles receive tasks in their Pending Tasks folder, prompting them to contact their designated stakeholder group.

!If no responsible party is assigned to a contact group, no tasks will be triggered for that group.

This image demonstrates parallel task triggering, where tasks are simultaneously sent to assigned individuals and roles across four contact groups.

*An email notification is also sent to alert them of the task. To learn more about email notifications and their role in the application, click here.

Clicking either the subject in the Pending Tasks folder or the button in the email opens the Contacts form. This form displays a copy of the associated plan, retaining any previously applied filters. Users can review the plan details to guide their communication efforts.

Key features of the Contacts form include:

1. Communication Strategy

This section is tailored to the assigned contact group. Users can review the communication strategy and initiate outreach using the provided contact details. For each stakeholder engaged, they must select the Contacted checkbox.

2. Submitting the Contact List

At the bottom of the form, users will find the Completed button. Clicking it submits the form, confirming that all required contacts have been reached.

• Upon submission, the corresponding checkbox for the contact group will automatically update in the Check Completion of the Plan form, confirming one of the following statuses:
  
  
  • All emergency contacts have been contacted.
  • All key supplier and customer contacts have been contacted.
  • All external emergency contacts have been contacted.
  • All regulatory contacts have been contacted.

!Users cannot submit the form until the Contacted checkbox is selected for each stakeholder in the group.