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Over the Edge

Submission Process Workflow

The automated submission process handles article contributions from initial submission through final publication using Microsoft Power Automate flows integrated with SharePoint and Microsoft Forms.

Overview

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The OTE workflow consists of interconnected Microsoft Power Automate flows designed to process article submissions. It receives input from a Microsoft Form, stores data in SharePoint, and automates documentation, cost calculation, and response email drafting.

Workflow Stages

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  1. Submission Reception: One flow receives articles from the OTE Contributor Submission Form and parses the data into a SharePoint item
  2. Internal Review: Article is reviewed to determine the Article Tier and Bonuses, then marked as Reviewed
  3. Cost Calculation: Another flow determines the cost of the article based on review decisions
  4. Status Decision: Reviewer determines if the article should be backlogged, rejected, or published
  5. Email Draft: System drafts an email informing the sender of acceptance, rejection, or backlog status
  6. Final Communication: Reviewer edits the draft and sends it to the article sender

Process Flow Diagram

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Key Terminology

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Internal Status

Section titled “Internal Status”

A SharePoint column that is changed by the reviewer to move the article throughout the automation process. Should progress from:

  • Draft → Reviewed → Backlog / Accepted / Rejected

Automation Status

Section titled “Automation Status”

A SharePoint column that is changed by the Power Automate flows and should not be changed manually. Progresses through:

  • Processing → Pending Review → Calculated → Drafted → Filed for Publication

Important Guidelines

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⚠️ Critical Rules

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  • Never edit Automation Status manually - this column is managed exclusively by Power Automate
  • Folder structures must remain unchanged due to downstream printer dependencies
  • Any changes to the Microsoft Form structure require corresponding updates to the Forms Receiver flow

Review Requirements

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  • Article Tier and Multimedia Types are initially guessed by submitters and must be reviewed
  • Article Tier directly affects payment calculation and requires careful attention
  • Photo captions must be completed for all multimedia before publication

File Structure Requirements

Section titled “File Structure Requirements”

The newspaper printing process requires a specific file structure that must be maintained:

Article Storage

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  • Location: Content > Content > [FirstName LastName] > [Article Name]
  • Files: Original submission + Main.docx template for editing

Photo Storage

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  • Location: [Article Name] > [Photos] > [Photo #]
  • Requirements: Each photo must have an accompanying caption text file
  • Numbering: Photos are numbered in order (#1, #2, etc.)

Publication Filing

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  • Final Location: Content > Newspaper Articles > Volume [X] > Issue [Y] > [Article File Name]
  • Contents: Finalized Main.docx + Photos directory with captions

Next Steps

Section titled “Next Steps”