Send Item Recall Communications

You can notify the people about a recall and provide them with necessary information on the required actions. You can send customized emails to business partners, and create tasks for internal users.

In order to receive emails, a communication group code needs to be assigned to a contact, user or location.

Manually Add Contacts to an Item Recall

You can define who needs to get communications for a specific item recall. Default contacts will be automatically populated here from the Default Item Recall Contacts page, and you can add additional contacts as needed.

1. Choose the icon, enter Simulated Item Recalls or Released Item Recalls, then choose the related link.

2. On the Simulated Item Recalls or Released Item Recalls page, open a recall.

3. On the Simulated Item Recall or Released Item Recall page, select Recall > Contacts.

4. On the Item Recall Contacts page, populate the following fields:

   Field	Description
   Type	Select the type of contact. Contact: External contact. User: Internal user.
   No.	Select the contact or user. You can only select a contact or user that has an associated communication group. See Assign a Communication Group to a Contact and Assign a Communication Group to a User for more information.

   When generating the communication tasks, these additional contacts are organized under the Other communication group type.

Create Communication Tasks

On the Simulated and Released Item Recalls pages, you can generate the communication tasks to view the list of contacts involved in the item recalls. The Communication Tasks page displays contacts organized into communication group types such as customer, vendor, location, and others.

To have an involved contact in the recall communication, you must have already assigned a communication group code to that contact.

1. Choose the icon, enter Simulated Item Recalls or Released Item Recalls, then choose the related link.

2. On the Simulated Item Recalls or Released Item Recalls page, open a recall.

3. On the Simulated Item Recall or Released Item Recall page, select Recall > Communication Tasks.

4. On the Communication Tasks page, select Home > Generate Tasks.

   The Run Trace action must have been run in order to generate tasks.

   A list of email recipients and tasks are listed. The possible communication group types are as follows:

   • Location: Contact is from the location of the recalled item.

     Locations that are not associated with an item recall communication group code will not be listed if the Ignore Locations Without Communication Group toggle is turned on on the Item Recall Setup page.

   • Customer: Contact is from the customer associated with the recall.

   • Vendor: Contact is from the vendor associated with the recall.

   • Other: Contact was manually added from the Item Recall page or is a default contact.

   If a line is displayed in red italic font, it means the contact was not properly configured to receive communications. For example, the contact is not associated with an item recall communication group.

   To see the exceptions list, select All > Exceptions only. This will show the contacts that have exceptions, along with the corresponding reasons for why they are not receiving emails.

Send Emails and Create User Tasks

Based on the parameters set in the Item Recall Communication Group page, you can send a recall email or create user tasks through the Released Item Recall page.

You need to have created communication tasks before you can send emails or create user tasks.

Note

An email account must be set up to send emails.

1. Choose the icon, enter Released Item Recalls, then choose the related link.

2. On the Released Item Recalls page, open the recall that you want.

3. On the Released Item Recall page, select Recall > Communication Tasks.

4. On the Communication Tasks page, select Home > Send Emails.

   Email messages will be sent to all of recipients with a communication type of Email. The email message is based on the value in the Email Body Report ID field on the Item Recall Communication Groups page.

   The Completed check box is selected for the line.

5. On the Communication Tasks page, select Home > Send User Tasks.

   Tasks will be created for the internal contacts with a communication type of Task.

   The Completed check box is selected for the line.

View Sent Emails for Released Item Recalls

1. Choose the icon, enter Released Item Recalls, then choose the related link.

2. On the Released Item Recalls page, open the recall that you want.

3. On the Released Item Recall page, select Related > History > Sent Emails.

View Communications for Finished Item Recalls

Once a recall document has been finished, you can see the history of the recall communication from the Finished Item Recall page. The task list on this page cannot be edited and you cannot send a recall email notification or user task.

1. Choose the icon, enter Finished Item Recalls, then choose the related link.

2. On the Finished Item Recalls page, open the recall that you want.

3. On the Finished Item Recall page, select Recall > Communication Tasks.

See also

Create Item Recalls

Add Information to Item Recalls