Eyes on M365

The Vision

Create an end-to-end publishing solution where content is authored, edited, approved and finalized then published and update pages automatically based on categorization of the content.

The Components

The solution consists of a Teams site where content authors have a library of procedures and job aids in native format (Word, PowerPoint, Excel) and a SharePoint Communication site where the final content is published.

Authoring Library

Along with the standard columns for a library, e.g. Title, Description, Created, Created by, etc. The authoring library in the Team site includes columns for:

• Owner
• Audience
• Process/Activity
• Role
• Review Date
• Status

Publishing (aka Finals) Library

The library in the SharePoint Communication site where the final content is published also contains the same columns to help organize the content for the field.

The Workflows

Content Review Reminder

Each week a scheduled workflow checks the library for any files where the Review Date is upcoming, it also checks the Owner column and sends a separate email to each owner of their content that is scheduled for review that week.

Content Publishing

After a file has been authored, edited, reviewed and approved the Status is set to Final and a workflow picks it up, publishes the file as a PDF and puts it into the Finals library tagged with the appropriate metadata.

The Site

The SharePoint Communication site where the final content is published is organized in many different ways. The field can find content based on the process they need to follow. There are also pages organized by role. The Highlighted Content web part comes into play in many of the pages to automatically deliver content to the page as soon as a new procedure or job aid is published.