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MS Form

The Project Request form is embedded on the Communications Project Request page under the College Brand section of the website.  There is a bold/red message on the page letting users know that they must first sign in to Office 365 to view the form.

All fields with the exception of the Supporting Materials field are required.  Users can select more than one project type in a single submission.  Users can upload a single file with their submission.  A link to this file will be added to all tasks created with the submission.

Access form submissions

The MS Form has been shared with all members of the CHHS Comms Team. They would follow these steps to directly access the form submissions:

  1. Sign in to Office 365

  2. Click App Launcher (grid in the upper left)

  3. Click Forms

  4. Click “Shared with me”

  5. Click “Comms Project Request” form to open

  6. Click “Responses” tab

  7. Click “View results”

  8. You can tab through the responses

Info

If you have questions not answered in this guide or need additional support, please contact the CHHS Helpdesk at chhshelpdesk@colostate.edu

Table of Contents

MS Tasks (by Planner and To Do)

With each submission the user can select one or more of the following Projects:

  1. Graphic Design

  2. Photography

  3. Social Media

  4. SOURCE News Story

  5. Video

  6. Website

  7. Other

A separate task will be created on the Communications Project Requests plan/board for each project type selected with the submission.

Assignments are made based on the table under the MS Teams section of the page. *When a person is assigned a task, they will receive an email from Microsoft Planner. They should keep an eye out for these emails! They will also receive an email notification when a task is past due.

Access tasks for submitted project

  1. Sign in to MS Teams

  2. Click Teams on left

  3. Click “CHHS Team: Unit Communications Reps”

  4. Click “Project Requests” channel on left

  5. Click “Communications Project Requests” tab at top

  6. You will see 7 buckets on the board that match the different project types

  7. Tasks are created under the project type buckets

Move task from Communications Project Requests board to working project board

  1. Hover your mouse over a task

  2. Click the ellipse in the upper right

  3. Select “Move Task”

 

4. Select Plan Name from the dropdown (there is a working project board/plan for each area)

5. Select Bucket Name from the dropdown (most project boards are using academic unit names for the buckets)

6. Make any adjustments to the task like assigning additional users within the communications team and most importantly set a DUE DATE so that assignees receive alerts when tasks are due or past due.

MS Teams

When a project request is submitted, a message is posted to the Project Requests channel in Teams and the project lead(s) will be @mentioned in the post. 

Currently this is how the notices and assignments are set up:

Academic Unit

Graphic Design

Photography

Social Media

SOURCE News Story

Video

Website

Other

CM

Avery & Dottie

Avery & Dottie

Avery & Dottie

Gretchen, Tracy & Dottie

Avery & Dottie

Jen & Dottie

Gretchen, Tracy & Dottie

DM

Avery & Sara

Avery & Sara

Avery & Sara

Gretchen, Tracy & Sara

Avery & Sara

Jen & Sara

Gretchen, Tracy & Sara

FSHN

Avery & Zara

Avery & Zara

Avery & Zara

Gretchen, Tracy & Zara

Avery & Zara

Jen & Zara

Gretchen, Tracy & Zara

HDFS

Avery & Lauren

Avery & Lauren

Avery & Lauren

Gretchen, Tracy & Lauren

Avery & Lauren

Jen & Lauren

Gretchen, Tracy & Lauren

HES

Avery & Sarah

Avery & Sarah

Avery & Sarah

Gretchen, Tracy & Sarah

Avery & Sarah

Jen & Sarah

Gretchen, Tracy & Sarah

OT

Avery & Bobby

Avery & Bobby

Avery & Bobby

Gretchen, Tracy & Bobby

Avery & Bobby

Jen & Bobby

Gretchen, Tracy & Bobby

RDC

Avery & Gretchen

Avery & Gretchen

Avery & Gretchen

Gretchen & Tracy

Avery & Gretchen

Jen & Gretchen

Gretchen & Tracy

SOE

Avery & Ben

Avery & Ben

Avery & Ben

Gretchen, Tracy & Ben

Avery & Ben

Jen & Ben

Gretchen, Tracy & Ben

SSW

Avery & Ben

Avery & Ben

Avery & Ben

Gretchen, Tracy & Ben

Avery & Ben

Jen & Ben

Gretchen, Tracy & Ben

Power Automate

When a project request form is submitted there are three automated workflows that run:

  1. Post New Project Request to Planner and Teams for CM – DM – HES – HDFS – RDC

  2. Post New Project Request to Planner and Teams for OT – FSHN

  3. Post New Project Request to Planner and Teams for SOE – SSW

*We had to create three separate flows because there is a limit to the number of actions (500) that ban a only 500 actions can be performed in a single flow

Access workflow

Sign in to Office 365 with the chhs_communications@colostate.edu account. Password is stored in KeePass.

  1. Click the app launcher in the upper left

  2. Select PowerAutomate from the list of apps

  3. Click My flows from the sidebar menu

  4. Hover over the flows to view the name

Edit workflow

  1. Hover over the workflow

  2. Click the pencil icon to edit the flow

View workflow run history

  1. Double click on the workflow to see the details and run history

  2. After a flow runs you can see the details of the flow to help troubleshoot if the flow failed

  3. Double click on the run to open the details

  4. The Error Details are listed on the right hand side

  5. You can then drill down to the section where the flow failed and you can see the inputs/outputs that caused the error

Image Added