Precursive OBX
External Sharing & Customer Workspace
Contact Notifications

(OBX) Contact Roles Notification

Learn how to use Contact Notifications with External Sharing or collaborating with customers via the Customer Workspace to keep your customers engaged and updated throughout their Onboarding

  • 13-Aug-2024
  • Knowledge

Title
(OBX) Contact Roles Notification
URL Name
Contact-Roles-Notification
Body

About

Contact Notifications is a functionality that allows you to get closer with your customers in a completely seamless way. When you enable Contact Notifications (please see How to Enable Contact Notifications for more information), all Contacts that are assigned to Tasks as Task Contributors, receive and Email notification when:
  1. They are assigned to Tasks 
  2. When their Tasks are ready to work on: = on the Tasks' Start Date
  3. When their Tasks are Completed
These emails provide them with information on what action has been taken on the Task, Task Name, Board Name and its Start and End Name.
Screenshot 2023-01-23 at 12.55.27.jpg
Customers can click on "Open [Name of the Task]" to be redirected to their External Sharing link or their Task Details if your are using Customer Workspace.

If this video you can see how they work in combination with External Sharing:

As you can see, Contact Notifications is a great tool to use in combination with External Sharing and the Customer Workspace. Please see Share a Board with External Sharing and Introduction to Precursive Customer Workspace for more information.

Note - if you find Email Notifications are not needed/welcome by one of your customers, you can always disable them for individual Contacts. Please see How to Disable Contact Notifications.

How to Use Contact Notifications

For customers to receive these email notification, you first need to add their contact as a Task Contributor to the set of Tasks they need to complete. That can be achieved in 2 ways:

Manually add Contact as Task Contributors

You can assign a Contact to work on a Task by selecting 'Contact' instead of 'User' when Adding Task Contributors.
Screenshot 2023-01-23 at 12.36.58.jpg

Assign a Customer Contact to the Contact Role

A Precursive Admin can define what Tasks should be assigned to customers directly from your Task Templates. Please see Templetize your Customer Collaboration for more information.

If they did so, among your Board Team Members you can also find a Role for your customers (i.e. Customer, Customer Stakeholder). All you need to do is assign that Role to your customer Contact (again by selecting the 'Contact' tab) to assign them to all their Tasks at once. Please see Managing Board Team Members for more information.

How to Disable Email Notifications for a Contact

You can disable Email Notifications for a Contact by changing their Individual Contact opt-out setting from their Contact record. To do so:
  1. Go to the Contact record of the person you want to disable email notifications for
  2. Tick checkbox Precursive OBX Notification Opt-outnotifications_003.png
Note - If you can't find this field on your Contact Details page, please contact your Salesforce Admin. This field is not added to the Contact layout by default so it has to be added manually.

Related Resources

How to Disable Contact Notifications 
How to Enable Contact Notifications
Share a Board with External Sharing
Introduction to Precursive Customer Workspace  
Managing Board Team Members  
 
 
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