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As we roll out MS Teams across the organisation, we will start to see requests from members of staff looking to set up new Teams. To efficiently manage these requests, we have created an approval process to significantly reduce the amount of time and input from those requesting a new Team and those authorising approvals/rejections of these requests.
In order to initiate the process, the requester of the new Team submits a request via the MS Teams Request web form (created using MS Power Apps). This web form is accessed via MyCouncilWorks and collates information relevant to the Team. This includes, though is not limited to;
- Who will use the Team
- The purpose of the Team
- What type of data will be shared on the Team
- Who will administer the Team
Upon submission of the successfully completed web form, the relevant 3rd tier manager will receive an approval notification via MS Teams and via Outlook, where the request can be reviewed and approved or rejected as necessary.
The following step-by-step guide explains how these notifications appear and how to manage them in both MS Teams and Outlook.
Managing approvals in MS Teams
When a new Team request is submitted via the web form on MyCouncilWorks, an automated e-mail notification will be set to the 3rd tier manager in question. This e-mail will appear as shown below:
Click the link and the following page will display in your web browser:
You can use the scroll bar to review all information entered in the initial request. Once reviewed, you can now select either ‘Approve’ or ‘Reject’. Clicking either button will present you with a screen including a comments field. Enter any comments as necessary and click ‘Confirm’.
The next steps of the process are of course determined by the action taken during the approval stage.
If a request needs to be rejected, for example, you are aware that a request received is a duplicate of a previously submitted request, an e-mail notification is sent to the requester advising of the reason for the rejection. Please note, any comments added when rejecting the request will be displayed in this e-mail notification.
On the other hand, if the request is approved, it will then be passed to ICT who will review the request, notify Governance and/or ICT Compliance for further review if necessary, assign an appropriate name to the new Team and arrange for the new Team to be set up.
Should you require any further assistance with any of the above, please don’t hesitate to contact the IT Service Desk:
T: 01546 604060