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:
Alert/send a collaboration request to stakeholders
Click on the "Collaboration" tab in the log view. Then on "Add and alert stakeholders".
You will then be presented with a list of Stakeholders that you have a Collaboration agreement with.
Click on the checkbox next to the stakeholders you would like to involve at this point and click "Add and notify". This example only has one stakeholder, but you can add as many you want. You will also see a "warning" letting you know that by clicking on "Add and notify" this will activate that notifications/alerts will be sent from RAYVN to the selected stakeholders. Just that you are aware that pressing this button will set things in motion in your stakeholder's organization.
When you have clicked on "Add and notify" you will see your selected stakeholders in the "Collaboration" tab.
The connected teams in "Blue company" will now receive notifications from RAYVN, and they need to address the request for collaboration in this specific case. Until they Accept/Decline the request for a collaboration, the status is set as "Pending".
This is how the request shows up in your stakeholder's RAYVN (Blue company). 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 new log named "X" (X = name of stakeholders log title)
If you receive a request to collaborate", and you don't have a log in 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: "X"
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: "Y" (Y = 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 option 1 and 3, is that number one let you start a new log without automatically activating your internal teams, but option 3 will immediately notify your internal teams as well.
When you have chosen one of the options, you need to click "Accept" or "Decline". When you do this, the status in the Collaboration tab is updated for both stakeholders. The status will say "Connected", meaning that the stakeholders have accepted your request to collaborate in this specific log. You can now start to share content between your logs.
You can also att any point remove stakeholders from a specific log, and also add contacts, by click on the options on the specific stakeholder.
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.
If you use the strategic functionality in RAYVN, allowing you to share log entries to different tiers (levels/rooms) in your organization, you can do that as well by using the "Log tiers" tab.
When the log entry has been shared, you will see a label connected to the log entry, specifying who the log entry has been shared with.
On the receiving and, in the log that is being shared to, 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.
If you need to collaborate with some stakeholders that for some reason still are not using RAYVN, you can add a manual reference to these companies as well. You will not be able to collaborate with these stakeholders in RAYVN, but by adding them, you will at least see which of the stakeholders you manually need to inform, and also who to call etc.
Of course, you should contact them, and tell them to connect with you in RAYVN instead.
Click on "Add and alert" and then "Create temporary stakeholder".
Define the name of the temporary stakeholder, and then you can start to add Contacts connected to the specific stakeholder. You can add multiple contacts per stakeholder. When you are done adding contacts, click "Create".
The new temporary stakeholder will now be added to the list of Stakeholders. You will see that the temporary stakeholder is labeled as "No agreement". This indicates that you haven't established the necessary Collaboration agreement (connection) between your two different RAYVN accounts, and are not able to collaborate directly in RAYVN.
You can also use the collaboration functionality using the RAYVN app.