Stakeholder Contacts

Overview

Using the Cloud Coach Admin tab, you are able to turn on the “Stakeholders”  section for a project within Cloud Coach. Not only will this allow you to see who is involved with a project – internally and externally – but you can also sort those users by hierarchy and indicate the responsibilities that each stakeholder is associated with, through the R.A.C.I. chart in the Responsibilities Tab.

Tree View

Adding stakeholders

The tree view can be built to display a hierarchical diagram of the project stakeholders. Stakeholders can easily be added to the tree view by using the suggestions side panel and dragging and dropping or clicking the + on a suggestion. When dragging and dropping, choose the position in the hierarchy by dropping in the tree. Both internal and external suggestions are available for quick configuration of project stakeholders. 

  1. Internal suggestions are composed of any user assigned to the project.
  2.  External suggestions are determined by the project’s related Accounts and contacts. 

Stakeholders can also be added to the tree manually by clicking the down arrow from the first starting node.

  • The following types of stakeholders can be created:
    • Placeholder: Placeholder can be standalone or related to an account. Placeholders can be converted to an internal user or external contact after creation.
    • From Existing Users (your team): These are salesforce users in your org who have Cloud Coach licenses. The account name that shows on the card upon creation is pulled from the ‘Company’ field on the user record. It will show blank if there’s no value in that field. (The color for internal users is always orange.)
    • From Existing Contacts (third parties): These are contacts in your org that are linked to an account. The Account name will show on the card along with the Contact name and the color will be random. (All contacts that are added from that account will have the same color).
    • Create New Contact: Allows you to create a new Salesforce contact.

All new contacts use the new field set on Stakeholder Contact: “Quick Entry”.

Hierarchy

When you create a stakeholder from another stakeholder by using the down arrow (not the initial black node) you’ll have an option to make them a peer or a subordinate. A peer will show in the tree hierarchy as parallel with the other stakeholder. A subordinate will display under the stakeholder you started from. You can drag stakeholders onto different cards within the tree to move them up or down the hierarchy or move them to another account (eg: move a contact from Acme to report to another company).

When you click on a stakeholder card in the tree a side panel will pop up (you can open or close it with the same icon in the top right that controls the side panel visibility throughout the project app). The Side Panel is controlled by a fieldset on the Stakeholder Contact object: Side Panel.

You can delete a stakeholder by clicking the drop-down button in their respective box.

 

Table View

Stakeholders can be created from the tree view or the table view and they will show in both areas. The table view can be utilized for inline and mass editing functionality. 

Grouping

Stakeholders are grouped in two ways:

  • Account: Any stakeholders that have an account or a name in the Company field, (in the case of internal users).
  • Client Placeholder: any placeholders will show in the grouping.

Column headers are controlled by the Column Headers Field Set on Stakeholder Contacts (does not support record types for the Stakeholder Contact).

Responsibilities

The Responsibilities tab is used to show which responsibilities are assigned to stakeholders on the project for certain activities.

  • Names
    • The names of all stakeholders will show at the top of the page. The color coordinates with the color in the tree view.
    • The groupings match the Account or Company (in the case of internal users).
  • Activity and Grouping
    • You can add activities with the Add Activity button on the left.
    • When adding you can choose to put the activity as an Activity or a Grouping.
      • If a Grouping, it will add with a greyed out background
      • If an activity, you can use it to have it associated with a grouping and it will show with a white background, grouped under the grouping and organized by alphabet.
      • You can edit or delete an activity or group by clicking the drop down button to their right.
  • Responsibility
    • You can assign a stakeholder contact a responsibility by double-clicking on the cell of the user that corresponds with the activity to which they’re responsible.
    • The options that display are R, A, C, and I. Users can have multiple responsibilities.
    • R= Responsible, A = Accountable, C = Consulted, I = Informed

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