SMART: Adding Stakeholders

Back to all videos
In this video, we're going to demonstrate how to add and edit an individual stakeholder record within SMART. In order to add a new stakeholder record, you must first navigate to the 'Manage stakeholders' page by clicking on the 'Manage stakeholders' tab. You will initially be presented with the search page.

Video transcript

To add a new stakeholder record, click on the 'Add new' tab. In order to add a new stakeholder record to the database, a minimum of title, forename and surname must be entered. You can view instructions pertaining to each field by hovering over the question marks to the left of the text field. If you know that a stakeholder has opted-out of any forms of communication, you can add the suppression information here by ticking the relevant boxes at the bottom of the page. The 'Do not contact' or 'Global suppression' is the only suppression option that cannot be removed at a later date without written consent from the stakeholder.

Once you are satisifed with your entries, click the next button. SMART will search through the database to see if there are any existing stakeholders with the same forename and surname as the ones entered.

If your stakeholder appears in the list, click Cancel and close the window. You can view existing owners of the stakeholders and request ownership for your business unit by clicking the magnifying glass icon. Ownership allows you to edit and update an existing stakeholder's information. If there are no duplicate entries, you can click the 'Continue and add stakeholder' button.

You will now be required to input the stakeholder's organisation details. You can check to see if the stakeholder's organisation already exists by using the organisation search field. Enter the organisation name into the field and click the Search icon.

If the organisation appears in the list, select it and click the 'Use this organisation' button. The address fields will then be populated automatically. If the organisation does not already exist, manually type the organisation details into the relevant fields. A minimum of organisation name and email address is required in order for the stakeholder to be saved.

If you are adding a new organisation to the system along with the contact tick the 'Add this organisation to the main organisation list' check-box. If you wish to add additional information to the stakeholder record, such as a biography or photo, you can tick the 'Key partner' checkbox. Doing so will provide you with an additional icon on the stakeholder's profile page that will allow for the additions to be made.

You can attach tags to the stakeholder by adding them into the tags field. If you are adding multiple tags, you must separate each with a comma. Once you are satisfied with your entries, click the Save stakeholder button. You will be taken to the new stakeholder's profile page or contact card. Your stakeholder is now added to the SMART database and will appear in the latest stakeholder activity window on the homepage.

On the stakeholder profile page, just below the stakeholder's name, are a slection of clickable icons. If you hover over any of the icons, it gives a brief description of what each one does. You can view a stakeholder's recent activity by clicking the calendar icon. Clicking the icon will open a separate window containing the stakeholder's calendar of events. From here, you can view any communications that have been recently sent to the stakeholder, any events that they have been invited to, as well as whether or not they have attended those events.

You can add an event to a stakeholder's calendar by double clicking on any of the dates. You will need to enter relevant information pertaining to the new event. However before doing so, it is important to read the text outlined at the bottom of the window by the exclamation icon. If you are content with the notice, you may proceed to enter a title for the event. Enter a description for the event in the box below the title field. You can select an activity type by clicking on the section on the right side of the window. Use the dropdown menu to select an activity type. You can also attach a document to the event type such an an itinerary or minutes of a meeting. There is also an option to add new tags to the stakeholder's profile. When you are satisfied with your entries, click the Save button.

Clicking the Documents icon will open a separate window which will allow you to attach documents to a stakeholder's record. You can also view and delete any existing attached documents.

Clicking the Mail icon will open a separate window which contains SMART's communication editor. This can be used to send an email or event invitation to the stakeholder.

Clicking the Star icon will open the stakeholder's Key Partner Profile page in a separate window. You can edit this page by clicking the Edit profile link. You can use the communication editor to enter biographical information pertaining to the stakeholder or any other relevant details you wish to save against the stakeholder's profile. You can upload a photo to the profile by clicking on the Upload a photo button. Once you're satisfied with your entries, click the Save and close button.

You can edit the stakeholder's details by clicking on the edit details button at the top of the page. The Edit details page will look similar to the page that was initially used to add the stakeholder to the system. However, there are now some added features on the page. You can add an additional profile to the stakeholder record by clicking on the Add another profile link. This is useful if the stakeholder is responsible for more than one role within an organisation and eliminates the need to create duplicate stakeholder records. You can also move the stakeholder to another organisation by clicking on the Move to another organisation link. The Feeds section allows you to input a stakeholder's social media information. You can enter the stakeholder's Twitter and Facebook names in the relevant fields. If the stakeholder's company has its own rich site summary feed, the URL for the feed can be entered into the RSS feed type URL field. This would then appear as a news feed in the organisation view. Alternatively, you can enter keywords into the RSS feed type keywords field. Once you're satisfied with the changes, click the Save changes button.

You can edit a stakeholder's profile information at any time by navigating to the Manage stakeholders tab. Search for the stakeholder whose details you wish to edit using any of the fields provided. To narrow your search, it's a good idea to enter information using more than one field. Alternatively, you can search for all stakeholders that are located within a branch of the organisation structure by ticking the relevant box beside the branch you're interested in and clicking the Search SMART button.

SMART will bring back all the results that conform to your search criteria from the database. The search results table provides information pertaining to the stakeholder's organisation, their email address, whether or not they have been contacted in the last 30 days and if the stakeholder has updated their details using the self update form. You will also see the same clickable icons for calendar events, attaching documents and Key Partner Profile. You can view which organisations have claimed ownership over this stakeholder by clicking the icon under the owners column. Clicking the icon will open a separate window which lists all branches of the organisation structure which presently claim ownership over the stakeholder. You can request ownership over the stakeholders by clicking on the Request ownership button.

The merge icon allows you to merge duplicate stakeholder records together. To learn how to merge duplicate stakeholder records, click here. Click the name of the stakeholder whose details you wish to edit. You'll be taken to the stakeholder's contact card. From here you can click the edit details button and follow the steps outlined earlier in the video to make any necessary changes to the stakeholder's profile.