The updated work order system uses a SharePoint document library for managing files associated with communications/graphics work order requests. These videos will show you how to upload/check-in and download/check-out documents, as well as changing the ticket status so others are notified at various stages in the review process.

Videos on this page:

For Clients – Submitting Documents for New Requests

How to log in to the SharePoint document library and upload documents associated with a new communications/graphics request. Also covers updating the ticket status so work will begin on your project.

Topics covered:
0:00 – intro
0:30 – accessing the SharePoint site
1:10 – open the Communications Request document library
1:30 – creating a folder whose name matches the request number
1:50 – uploading a new document to the library
2:35 – checking in uploaded documents
3:05 – return to Intranet request page and change the ticket status to “All Final Content Uploaded”

Download step-by-step instructions – includes initial upload as well as document review (PDF)

Download workflow/ticket status flowchart

For Clients – Reviewing Documents

How to download/check-out a document that is ready for review and then upload/check-in the revised document to the SharePoint document library. Also covers updating the ticket status on the Intranet so Marketing and Graphics can take further action.

Topics covered:
0:00 – intro
0:15 – sample email message you will receive when review is needed
1:00 – log in to SharePoint site
1:40 – go to Communication Requests document library and locate request folder
2:20 – selecting a document to check out, checking out, and downloading for review
3:20 – uploading and checking in a document after review is complete
4:20 – return to Intranet and change status on the request to “Client Review Complete”

Download step-by-step instructions – includes initial upload as well as document review (PDF)

Download workflow/ticket status flowchart

For Marketing – Reviewing Documents

Follow along with some steps through the process of reviewing documents for a graphics work order from the perspective of a Marketing staff member.

Topics covered:
0:00 – intro
0:35 – link to workflow documentation
0:50 – documentation covers every possible ticket status, instructions and email notification recipients
1:45 – example situation intro (begin after Graphics posted 1st draft for review)
3:00 – sample email you will be sent when review is needed
3:30 – log in to SharePoint
4:00 – go to Communication Requests document library and locate request folder
4:20 – selecting a document to check out
5:10 – downloading a document
5:28 – uploading and checking in a document after review is complete (use the SAME file name)
7:05 – return to Intranet and change status on the request to “Under Review by Client” (status may vary depending on step in process)

Download chart with every possible ticket status, corresponding instructions and email notification recipients