Notices

notices are targeted messages created by publishers within a noticeboard use notices to deliver messages to selected recipients with predifined required actions once published, notices generate personal notifications for each recipient, which appear as a banner use cases notices are flexible and can be used for various communication types, such as policy updates that require user acknowledgement internal announcements change management notices just in time training compliance alerts how it works every notice has a parent noticeboard from which it inherits notice management policy and default attributes, such as signatory and any pre publication approval requirement notices consist of selected recipients the target audience for the critical alerts or call to action message describing the issue or activity required action recipients can be asked to to follow a link, open & read the notice or read and acknowledge it, with a variety of feedback options notice lifecycle the typical lifecycle of a notice includes drafting define content, select recipients, and configure settings as defined by the notice owner, each notice can include a title , summary , and detailed message, which can include rich text, images and links the audience of recipients that will receive the notice required action for recipients (e g , read and acknowledge) a deadline for response optional signatory information and branding optional approval workflow and scheduled publication approval (optional) submit for approval if required by the noticeboard publication publish manually or schedule automatic publication engagement tracking monitor who received, opened, and acknowledged the notice targeted users read and click on banner items to start the required action set by the notice publisher the recipient's on click experience will vary according to the "required action" set by the notice's author click to dismiss opens a simple dialogue with any notice detail needed for a quick 'heads up' visit url open a specific web address in a new tab open and read or read and acknowledge opens their personal notification page for the notice suspension or closure retire the notice when it’s no longer needed create notices new notices can be created by a user with notice owner permissions from the parent noticeboard record, a notice list view or a new notice action 1\ notice creation navigate to the relevant noticeboard where the notice will be published click new notice enter a title 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 continue 2\ define notice details & behaviour a notice's notice definition tab is where message content and options are managed complete the following fields in the notice definition tab announcement noticeboard (required) the selected noticeboard for the notice title (required) as it will appear in the notification banner summary optional short description signatory identify who the notice is from the default signatory for new notices is the noticeboard owner, but can be overwritten by any name, role, function, etc custom style allows you to select a custom style for the notice's theme image preview personalisation salutation how the notice should greet recipients you can use different predefined options from the dropdown menu or choose other and enter one of your preference action required action choose how recipients must respond to deem the notice as successful and clear the associated notification from their notification banner by default, recipients need to read and acknowledge the notice for simple awareness raising fyi announcements, the required action should be set to open and read required action deadline set a due date for responses required action after must be an integer banner action message customize the action text in the banner response notification response option options include acknowledge only , acknowledge / acknowledge & flag , and vote acknowledgement statement optional statement users must agree to if the notice required action is to acknowledge the notice new notices default to use their parent noticeboard's default acknowledgement statement allow comment mark the checkbox for allowing comments approval approval required if this notice must be approved before publication notice approver define who must approve the notice ignore any recipients that may cause publication failures mark the checkbox to use this configuration scheduling publication mode (required) how the notice is published (manually or scheduled) suspension mode how the notice is suspended (manually or scheduled) content detail full rich text message content after filling all information, click save to finish notices can also be created using the noticeboard api via salesforce process automation or local custom code 3\ select recipients recipients are the target audience for a notice, selected as individuals or lists, from salesforce profiles, roles, public groups or recipient groups to select recipients after defining the notice go to the select recipients sub tab and click the select recipients button select the selection mode individual recipients manually add users this is particularly useful for relatively small, fixed lists of users recipient lists use roles, public groups, or profiles in this mode, the individuals in each collection are identiied only at the point of publishing the notice this mode is useful for larger numbers of users use the selection panel to search and add users or groups choose recipient list this section contains a drop down pick list followed by a listing select a source list of potential recipients from the picklist as you make selections in the picklist, the listing populates with matching items select recipients the listing populates with potential recipients that match the selections made in individual mode, these will be names of matching users in recipient list mode, these will be matching collections for example, if in step 1 one selects roles and subordinates then selects a role, the step 2 listing will display its subordinate role names selected recipients use add and remove buttons to move entries between potential and selected recipient listings this menu also includes a scope drop down to filter recipients to include internal users, external users or both in individual mode, the count of currently selected users is shown below the list field if any external users are selected, the count of these is shown highlighted this helps to manage the risk of notices for internal audiences being 'leaked' to partner users click save recipients won’t receive a notification until the notice is published see noticeboard global settings for definitions of the salesforce license types that are deemed to represent 'external' users submit for approval (optional) if approval required is enabled, you must click submit for approval on the notice page the designated notice approver reviews and either approves or rejects the request once approved, the notice becomes eligible for publishing for more information, see docid\ apvg2f1qlf gm 5otasru publish notice publishing generates notifications for each recipient, shown in their banner these notifications are tracked individually to monitor user engagement you can publish a notice m anually or automatically by setting a future auto publish date under scheduling options prerequisites drafted status the notice must be fully defined, with all required fields completed and recipients selected approval (if applicable) if pre publication approval is configured, the notice must be approved by the designated approver manual publication ensure the publication option is set to "manual" in the notice definition tab on the notice definition or selected recipients tab, click the publish now button a confirmation dialog will appear to verify the action upon confirmation, the notice is published, and personal notifications are issued to all selected recipients, appearing in their notification banners if the notice is set to scheduled publication, manual publishing is not possible unless the option is changed to manual scheduled publication in the notice definition tab, set the publication option to "scheduled " specify a future date and time for publication the notice will auto publish within 15 minutes of the set time, similar to a salesforce workflow action if approval is required, ensure it is granted before the scheduled time notices with pending approvals will not auto publish if configured to prevent this use reports and dashboards to track notices pending approval or scheduled for publication to manage potential risks monitor notices after publication, use the notice status tab to track engagement across all recipients status include opened , displayed , and acknowledged view individual recipient actions under the selected recipients tab you may suspend a notice to stop further notifications after suspension, you can optionally close it to mark it for archiving acknowledgements can be set as a required action to gather feedback from each recipient for specific notices notice status tab left column lifecycle dates displays key dates such as publication, suspension, and closure dates right column recipient and notification summary total selected recipients the number of recipients targeted by the notice total notifications issued the count of notifications sent to recipients notification lifecycle breakdown displayed notifications count of notifications that have appeared in recipients’ banners but have not yet been opened opened notifications count of notifications opened by recipients but not yet acknowledged acknowledged notifications count of notifications where recipients have clicked the "acknowledge" button, confirming the notice’s acknowledgement statement acknowledged and flagged notifications count of notifications where recipients have clicked the "acknowledge and flag" button, indicating a need for follow up due to conditional acceptance of the acknowledgement statement suspend notices notices can be suspended manually or on a scheduled basis to stop them from appearing in recipients’ banners once suspended, notices can be closed to finalize their lifecycle this is useful when a notice has served its purpose, such as for time sensitive announcements like special offers or system outages prerequisites notice status the notice must be in the "published" state notices that are still in "draft" or have not been published cannot be suspended suspension option the notice’s suspension option must be set to either "manual" or "scheduled," as configured in the notice definition tab manual suspension to immediately remove a notice from recipients’ banners ensure the notice is in published status check the notice status tab to confirm confirm that the suspension option is set to manual in the notice definition tab if set to scheduled , change it to manual and save the notice navigate to the notice definition tab click the suspend publication button the notice and its associated notifications will be immediately removed from recipients’ banners (either instantly or upon banner refresh, depending on settings) a confirmation dialog may appear (browser dependent) to verify the action scheduled suspension in the notice definition tab, change the suspension option to scheduled specify an auto suspend date and time, ensuring it is set in the future save the notice to lock the settings the notice will auto suspend within 15 minutes of the specified date and time, similar to a salesforce workflow action and notifications will be removed from recipients’ banners upon suspension