A primary stakeholder allows a specific user to be selected as the owner and expert of a managed document, process or value stream. This is helpful when multiple users are assigned to a role and only one of the users needs to receive notifications. Read more about the different stakeholders.
Only primary stakeholders will receive the notifications and tasks for the specific item they are the primary on. If there are no primary stakeholders selected, then all users assigned to the roles set as owner and expert will receive the notifications and tasks.
Quick Steps to Set Primary Stakeholder
Open a managed document, process or value stream
Click on the stakeholder tab
Click on the edit button beside the owner or expert role
Select a user/s from the drop down list in the pop up
Search for the user if they cannot be easily found
Click on the green "update Stakeholder Users" button
Once primary stakeholders have been selected, the chip that shows the users associated to the roles will display a green tick beside the selected primary users. The selected primary users will display in alphabetical order above the list of alphabetical non-primary users associated to the role.
Adding or removing a user as a primary will update the object change log accordingly. When multiple users are added or removed each user will add a change log entry to the managed document, process or value stream.
Changing the role set as the owner or expert with primary users will reset the primary stakeholders that were selected. This means that if the role were to be added back at a later stage, the primary stakeholders would need to be manually set again.
Removing a user from the role via the admin (user or role) settings will remove said user from the primary stakeholder list. If the user is later added back into that role, they will not automatically be set as a primary stakeholder again. This will still trigger a new change log entry for removing a primary stakeholder.
Updating a stakeholder role with primaries will remove the removed roles primaries. When re-adding the removed role, the primary users will not be automatically set, the owner or an administrator would need to set these again.
Disabling or deleting a user will remove said user as a primary stakeholder, however there will be no change log entry to show this. Enabling and re-assigning the user to the role will not automatically set the user as a primary stakeholder.
When duplicating a managed document, process or value stream the duplicated item will have the primary stakeholders automatically set. This is not the same when transferring to a different company, the primary users will not be automatically set.
Primary stakeholders cannot be set using the bulk change feature.