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Over the Edge

Publication Filing Flow

The Publication Filing flow handles the final step of moving accepted and fully processed articles into the newspaper production directory structure.

Purpose

Section titled “Purpose”

This flow copies the finalized Main.docx article and approved multimedia files to the Newspaper Articles directory, preparing them for the printing and publication process.

Trigger Conditions

Section titled “Trigger Conditions”

The flow runs only when ALL of the following conditions are met:

  • Internal Status is Accepted
  • Volume and Issue fields are NOT empty
  • Automation Status is Drafted

Prerequisites

Section titled “Prerequisites”

Editorial Completion

Section titled “Editorial Completion”

Before triggering this flow, ensure the following tasks are completed:

  • ✅ Main.docx is fully edited and publication-ready
  • ✅ All multimedia files have completed captions
  • ✅ Volume and Issue numbers are assigned
  • ✅ Article is ready for final production

File Validation

Section titled “File Validation”

The flow includes smart filtering for multimedia:

  • ✅ Includes: QR Codes, Graphics, Photos
  • ❌ Excludes: Videos and other non-print media

This prevents incompatible multimedia from being included in the print publication.

Directory Structure Creation

Section titled “Directory Structure Creation”

Final Publication Location

Section titled “Final Publication Location”
Content > Newspaper Articles > Volume [X] > Issue [Y] > [Article File Name]

Copied Files

Section titled “Copied Files”

The flow transfers the following to the publication directory:

  • Main.docx: The finalized, edited article
  • Photos directory: Complete folder with all approved photos and captions

Output Results

Section titled “Output Results”

File Operations

Section titled “File Operations”
  • Creates or updates the publication directory structure
  • Copies finalized article content
  • Transfers approved multimedia with captions
  • Maintains required folder hierarchy for printing process

SharePoint Updates

Section titled “SharePoint Updates”
  • Automation Status updated to Filed for Publication
  • Article marked as ready for newspaper production

Critical Requirements ⚠️

Section titled “Critical Requirements ⚠️”

File Name Matching

Section titled “File Name Matching”
  • Article File Name field must exactly match the folder name used to store article files
  • Manual folder renaming: If folder name is changed, update Article File Name field accordingly
  • Lookup dependency: Flow relies on exact name matching to locate files

Directory Structure Integrity

Section titled “Directory Structure Integrity”
  • Do not modify the publication directory structure
  • Printer requirements: Downstream printing process depends on specific folder organization
  • Path consistency: Maintain naming conventions for reliable processing

Quality Assurance

Section titled “Quality Assurance”

Pre-Filing Checklist

Section titled “Pre-Filing Checklist”

Before running this flow, verify:

  • Article content is publication-ready
  • All photos have completed caption files
  • Volume and Issue numbers are correct
  • Article File Name matches folder structure
  • No restricted multimedia types are included

Post-Filing Verification

Section titled “Post-Filing Verification”

After successful filing:

  • Files appear in correct publication directory
  • All multimedia transferred successfully
  • Automation Status shows Filed for Publication
  • Directory structure remains intact

Integration with Production

Section titled “Integration with Production”

Newspaper Production Pipeline

Section titled “Newspaper Production Pipeline”

Once filed, articles become part of the newspaper production workflow:

  1. Layout Process: Production team accesses filed articles
  2. Print Preparation: Files organized according to printer specifications
  3. Final Production: Articles incorporated into newspaper layout
  4. Distribution: Completed newspaper distributed to campus

Archive Management

Section titled “Archive Management”

Filed articles serve as:

  • Production source: Direct input for newspaper layout
  • Archive record: Permanent record of published content
  • Reference material: Historical content for future issues

Troubleshooting

Section titled “Troubleshooting”

Common Issues

Section titled “Common Issues”
  • Missing files: Verify Article File Name matches folder structure exactly
  • Failed transfers: Check file permissions and directory access
  • Incomplete multimedia: Ensure all photos have caption files

Error Resolution

Section titled “Error Resolution”
  • Folder name mismatches: Update SharePoint Article File Name field
  • Permission issues: Verify flow has access to both source and destination directories
  • Missing requirements: Complete Volume/Issue fields before retrying

Final Notes

Section titled “Final Notes”

This flow represents the completion of the automated submission process. Once articles reach Filed for Publication status, they are ready for inclusion in the newspaper production pipeline and no further automated processing occurs.