CHHS Communications Project Request Workflow
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:
Sign in to Office 365
Click App Launcher (grid in the upper left)
Click Forms
Click “Shared with me”
Click “Comms Project Request” form to open
Click “Responses” tab
Click “View results”
You can tab through the responses
Power Automate
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MS Tasks (by Planner and To Do)
With each submission the user can select one or more of the following Projects:
Graphic Design
Photography
Social Media
SOURCE News Story
Video
Website
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
Sign in to MS Teams
Click Teams on left
Click “CHHS Team: Unit Communications Reps”
Click “Project Requests” channel on left
Click “Communications Project Requests” tab at top
You will see 7 buckets on the board that match the different project types
Tasks are created under the project type buckets
Move task from Communications Project Requests board to working project board
Hover your mouse over a task
Click the ellipse in the upper right
Select “Move Task”
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Select Plan Name from the dropdown (there is a working project board/plan for each area)
Select Bucket Name from the dropdown (most project boards are using academic unit names for the buckets)
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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:
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Academic Unit
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Graphic Design
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Photography
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Social Media
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SOURCE News Story
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Video
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Website
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Other
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CM
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Avery & Dottie
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Avery & Dottie
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Avery & Dottie
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Gretchen, Tracy & Dottie
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Avery & Dottie
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Jen & Dottie
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Gretchen, Tracy & Dottie
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DM
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Avery & Sara
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Avery & Sara
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Avery & Sara
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Gretchen, Tracy & Sara
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Avery & Sara
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Jen & Sara
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Gretchen, Tracy & Sara
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FSHN
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Avery & Zara
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Avery & Zara
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Avery & Zara
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Gretchen, Tracy & Zara
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Avery & Zara
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Jen & Zara
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Gretchen, Tracy & Zara
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HDFS
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Avery & Lauren
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Avery & Lauren
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Avery & Lauren
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Gretchen, Tracy & Lauren
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Avery & Lauren
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Jen & Lauren
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Gretchen, Tracy & Lauren
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HES
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Avery & Sarah
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Avery & Sarah
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Avery & Sarah
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Gretchen, Tracy & Sarah
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Avery & Sarah
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Jen & Sarah
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Gretchen, Tracy & Sarah
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OT
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Avery & Bobby
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Avery & Bobby
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Avery & Bobby
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Gretchen, Tracy & Bobby
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Avery & Bobby
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Jen & Bobby
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Gretchen, Tracy & Bobby
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RDC
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Avery & Gretchen
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Avery & Gretchen
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Avery & Gretchen
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Gretchen & Tracy
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Avery & Gretchen
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Jen & Gretchen
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Gretchen & Tracy
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SOE
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Avery & Ben
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Avery & Ben
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Avery & Ben
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Gretchen, Tracy & Ben
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Avery & Ben
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Jen & Ben
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Gretchen, Tracy & Ben
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SSW
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Avery & Ben
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Avery & Ben
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Avery & Ben
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Gretchen, Tracy & Ben
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Avery & Ben
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Jen & Ben
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4. The next action is to Initialize an array variable called ProjectType that will hold the Project Type values from the checkbox field on the MS Form
5. The bulk of the work is done in the third action in the flow which is a loop “Apply to each”
6. First grab the list of responses from the form. Format form output takes the values from the checkbox field that would look something like this "["item1","item2","item3"]" and replaces commas with pipe, left and right brackets with nothing to end up with item1 | item2 | item3 etc. Then Split previous output into Array gives us ["item1","item2",item3"].
7. We can then iterate through that array for the rest of the actions so now we’re looking at the “Apply to each 2” loop. Take the outputs from the previous step and append to array variable.
8. Next step is to determine which academic unit was entered on the form.
9. Next we determine what the current item is from the ProjectType array
10. Then determine if any supporting materials were uploaded with the form
11. If there were supporting materials the Parse JSON Supporting Materials action creates an array to pull in all the associated items for that field so that we can get the name and link
12. Next step is to create a planner task which pulls academic unit and submission time from the MS Form
13. Next we update task details for the task that was just created and we’re pulling in the project description from the MS Form and then the name and link for the supporting materials from the JSON statement above.
*If there are no supporting materials the the create task action runs same as above and update task action runs just with fewer fields to update.
14. Finally, the Post message in a chat or channel action runs placing a message in Teams and mentioning the project leads for that particular project area.
15. The last action to run is terminate to stop the flow.
View workflow run history
Double click on the workflow to see the details and run history
After a flow runs you can see the details of the flow to help troubleshoot if the flow failed
Double click on the run to open the details
The Error Details are listed on the right hand side
You can then drill down to the section where the flow failed and you can see the inputs/outputs that caused the error
