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

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

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”

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)

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:

Post New Project Request to Planner and Teams for CM – DM – HES – HDFS – RDC
Post New Project Request to Planner and Teams for OT – FSHN
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 be performed in a single flow