After you have added one or more stakeholders in the Accounts settings, you will be able to start a collaboration connected to any active log. So when a critical event occurs you will start a log as usual, and start to manage the situation in your internal organization. When you see that you would benefit from involving stakeholders in your critical event management, you can simply add your selected stakeholders to your log.
Here's how you do it:
Mobilize stakeholders
Click the "Stakeholders" tab in the log view. Then, click "Mobilize stakeholders".
You will then be presented with a list of stakeholders that have a collaboration agreement with your company.
If you have internal stakeholders, there will also be an option to select internal stakeholders.
Read more about internal stakeholders here.
Click the checkbox next to the stakeholders you would like to involve and click "Mobilize stakeholders". You can add as many stakeholders as you want.
You will also see a warning letting you know that clicking "Mobilize stakeholders" will send notifications/alerts from RAYVN to the selected stakeholders.
Be aware that by pressing this button, things will be set in motion in your stakeholder's organization.
When you have clicked "Mobilize stakeholders" you will see your selected stakeholders in the "Stakeholders" tab.
When you have chosen one of the options, you need to click "Accept" or "Decline".
When you do this, the status in the Stakeholders tab is updated for both stakeholders. If your stakeholder has accepted, the status will say "Participating". You can now start to share content between your logs.
The different statuses:
- Not connected: The stakeholder does not have a valid collaboration agreement. Check within your account settings to see if the stakeholder agreement has gone through.
- Participating: The stakeholder has accepted your invitation to collaborate and is now a part of your log.
- Pending response: The invitation to collaborate has gone through, but the stakeholder has not yet responded.
- Withdrawn: The stakeholder has accepted your invitation to participate but has closed the log.
- Not participating: The stakeholder has declined your invitation to collaborate.
As you can see, below "Withdrawn" and "Not participating", there is a button called "Remobilize". Here you can resend an invitation to collaborate, say for example if you need the stakeholder to come back after dismissing them, or if they have accidentally closed the log or declined the invitation.
This is how the request shows up in your stakeholder's RAYVN. They need to click on the red top bar at the top to respond to the request.
They are now presented with three options, in addition to "Accept", "Decline" and "Handle this later".
1. Start a new log named "X" (X = name of stakeholders log title)
If you receive a request to collaborate", and you don't have a login to your own RAYVN account, this might be a good option. A new log will be created, and you will get information from your stakeholder into this log. None of your internal teams in RAYVN will be alerted, although you can add your own teams to this new log after opening the log if needed.
2. Add to existing log: "Y" (Y = The name of one of your existing open logs)
In some cases, you might already have an ongoing log managing a situation in your RAYVN. Let's say there is a fire in a larger industrial area. You are already aware of the situation and have started a log internally. Then, when you get a request from one of your stakeholders to collaborate, you can use this option to connect the collaboration request to your already existing log. This means that the log entries you stakeholders share will end up in your active log. This will make all your internal, and external information is added to the same log, which again will make it more effective, rather than having your stakeholder's information end up in another log feed. Additionally, if important information is added to your internal log, you will then be able to share this specific information directly from your active log.
By using this option, the stakeholder will not gain access to your entire log feed. It is only to define that your stakeholder's log feeds should be added to this specific log, and also that you can share to your stakeholder from the same log.
3. Start new log from template: "Z" (Z= name of your log template)
If you receive the collaboration request and see that this situation does require that you also engage your internal teams, you can use this option. You will then start a new log, which is connected to the collaboration request, and at the same time notifies your internal teams.
The difference between options 1 and 3, is that number one lets you start a new log without automatically activating your internal teams, but option 3 will immediately notify your internal teams as well.
Share log entries to stakeholders
When your stakeholders have accepted your collaboration request, you can share specific log entries with them.
Click on the share icon on the log entry that you would like to share with your stakeholder.
You can now select which stakeholders you would like to share this log entry with.
Click on the check box next to the stakeholder's name to select it, and click "Share".
You can also click on "+ Add a message" if you want to add your own comment to the stakeholder.
You can also choose to share the log entry with a different room in RAYVN in the same way. Just click "Rooms" and select the rooms you want to share the entry with.
When the log entry has been shared, you will see a label connected to the log entry, specifying which who the log entry has been shared with.
On the receiving and, the shared log entry from your stakeholders will look like this:
You will see that this is an "External entry from STAKEHOLDER (name of person): COMMENT". You will also see timestamps for when the log originally was posted, and also when it was shared with you. Log entries from stakeholders have been clearly labeled, to quickly be able to identify them in your log feed.
You can also use the collaboration functionality using the RAYVN app.
