CHHS Communications Project Request Workflow

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:

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 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