MyCouncilWorks

Loch Lomond

3rd Tier Manager approval process for Teams

Introduction

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 Form (created using MS Forms). This 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 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 on MyCouncilWorks, a notification will appear in MS Teams – all notifications can be viewed under the ‘Activity’ tab as shown below:

Select an approval request to view it in more detail (these are automatically sorted in descending order from newest to oldest). Once selected, the following window will display:

Enter any comments as necessary in the ‘Comments’ box and select either ‘Reject’ or ‘Approve’.

Managing approvals in Outlook

When a new Team request is submitted on MyCouncilWorks, a notification e-mail will appear in Outlook as shown below:

Upon clicking the ‘Approve’ or ‘Reject’ button, your default browser will open a new tab, showing the approval in Power Automate, an associated MS365 application.

On the right-hand side of this page is a pane containing an ‘Overview’, ‘Details’, a final option to approve, reject or reassign the request and a ‘Comments’ box to add any comments as necessary. Click ‘Confirm’ to submit the final response.

Next steps

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, if 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.

Contact information

Should you require any further assistance with any of the above, please don’t hesitate to contact the IT Service Desk:

T: 01546 604060

E: #ITServiceDesk@argyll-bute.gov.uk