procedure request thru sharepoint

Submitting Documents To SharePoint for Procedure Creation

Procedure Type: Administration

19 October 2015


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1. PURPOSE

1.1. To define the process for Information Service personnel to submit a document and supporting items as a request to the Technical Writer for the creation of an Honor Health Procedure Document.

2. SCOPE

2.1. Processes developed or discovered by Information Service personnel while carrying out troubleshooting and support functionsin the field or remotely.

2.2. An Information Services Technician that is conducting an activity that has not been documented determines a need for a new procedure to be generated.

3. PROCEDURE

3.1. Preparing A Draft Document To Be Submitted to Technical Writer.

3.1.1. Create a Draft of the procedure in a Word document.

3.1.1.1. Create a Word file with text and images in one file.

3.1.1.1.1. Open a Word file and enter text describing each step of the process along with any images or screen captures in the order of the process steps defined in the text.

3.1.1.1.2. Save the file for submission.

3.1.1.2. Create a single Word file with multiple image files.

3.1.1.2.1. Open a Word file and enter the text describing each step of the process.

3.1.1.2.2. Enter the name of the corresponding image or screen capture.

3.1.1.2.3. Collect images or screen captures and name them numerically to correspond with the process step outlined in the word file.


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3.1.1.2.4. Add the Word file and any image files to a .zip file.

3.1.2. Create a draft of the procedure in a Notepad document.

3.1.2.1. Open a Notepad file.

3.1.2.2. Enter text describing each step of the process.

3.1.2.3. Collect images or screen captures and have the files named numerically to correspond with the process step outlined in the Notepad file.

3.1.2.4. Add the Notepad file and any image files to a .zip file.

3.2. Submitting A Draft Document To the Technical Writer.

3.2.1. Open an Internet Explorer Window.

3.2.2. Navigate to the SharePoint Document Submission area.


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3.2.3. In the submission window complete the following fields:

• Document Name (The document name may change during procedure creation). • Requestor • Request Date • Requestor Phone • Location • Status • Comments (Optional)

3.2.4. To attach files to the request click Attach File on the Edit Menu.


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3.2.5. Click Browse.

3.2.6. Navigate to the area where the file to be uploaded is stored.

3.2.7. Double click on the file to be uploaded.

3.2.8. The attachment information will appear on the SharePoint screen.

3.2.9. Click Save.

3.2.10. The request is submitted into SharePoint.

3.2.11. Deleting a submitted request.

3.3. Deleting A Document Request.


3.3.2. Navigate to the SharePoint Document Request area.


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3.3.3. Locate the submission to be deleted.

3.3.4. Click on the …

3.3.5. Select Delete Item form the drop down menu.

3.3.6. Click OK.

3.4. Status Of A Submitted Document Request.


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3.4.1. There are four statuses of submitted document requests.

• Requested • In Progress • In Review • Approved • Published

3.4.2. To check the status of a submitted document request.

3.4.2.1. Open Internet Explorer

3.4.2.2. Navigate to the SharePoint Document Request area.

3.4.2.3. Locate the document request to view the status.

3.5. Recording A New Procedure While The Activity Is Being Conducted.


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3.5.1. The Technical Writer contacts the Technician to schedule time that the Writer can meet with the Technician to capture text and screen captures for other images during the activity for which the procedure is being created.

3.5.1.1. The Technical Writer consults with the Manager of Information Services before scheduling a meeting time with the Technician.

3.5.1.2. The Technical Writer will record the activities and bring the data back to Information Services using the following:

• Flash Drive

• Laptop

• Paper notes (No images are recorded).

3.5.1.3. The Technical Writer completes steps 3.2.1 thru 3.2.8.

3.6. The Configuring the Technical Writer’s SharePoint for alerts of document submissions.

3.6.1.1. Open Internet Explorer.

3.6.1.2. Navigate to the SharePoint Document Request area.

3.6.2. Click ITEMS.

3.6.3. Click Alert Me.

3.6.4. Select Manage My Alerts from the drop down menu.


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3.6.5. Click Add Alert.

3.6.6. Click in the Document Request box.

3.6.7. Click Next.


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3.6.8. At the New Alert screen enter the following fields:

• Alert Title – Document Request • Deliver Method – Email, Enter the Technical Writer’s email address. • Change Type – All Changes • Send Alerts for These Changes – Someone else changes an item. • When to Send alerts – Send notification immediately

3.6.9. Click OK.


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3.6.10. The alert will show on the My Alerts on this Site window.

3.6.11. An email will be generated by the successful creation of the SharePoint Alert.

3.7. Creating A New Procedure Document From A SharePoint Submission.



3.7.3. Click on the Document Name.

3.7.4. Click on the Attachment.


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3.7.5. The Attachment will open it its native application.

3.7.6. Using the approved Information Services Procedure Template, the Technical Writer creates the procedure from the recorded text and any applicable screen captures.

3.7.7. The Technical Writer reviews the completed procedure for any formatting or grammatical errors and verifies the screen captures are matched with the appropriate process steps.



3.7.10.Click on the Document Name of the Submission Request that is In Process.

3.7.11.Click Edit Item.

3.7.12.Click Status.


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3.7.13.Select In Progress from the drop down menu.

3.7.14.The new status will appear on the request entry.

3.7.15.When the Technical Writer completes the new procedure steps 3.7.10 thru 3.7.14 are completed changing the Document Request status to In Review.