Approvals - Use and create a template Tutorial

In this video, you will learn how to use templates in Microsoft Whiteboard to prepare for your Agile SCRUM meetings.
The video covers the process of creating a new board and selecting templates that are suitable for brainstorming, problem-solving workshops, or project planning.
By adding a template to your board, you can easily organize your objectives or tasks, such as the funnel product backlog for the agile method.
The video also demonstrates how to make changes to the template and share it with your team by providing a shared link in your team's calendar.
Additionally, you can access the whiteboard app directly in a scheduled meeting to make the meeting more interactive.
This feature allows the board to be available even after the meeting has ended, providing a resource that can be checked and consulted at any time.
Using templates in Microsoft Whiteboard streamlines the preparation process for your Agile SCRUM meetings and enhances collaboration.

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Available in Microsoft365

Objectifs :

This tutorial aims to guide team owners and managers on how to create and manage approval templates in Microsoft Teams, enhancing the efficiency of handling various requests.

Chapitres :

Introduction to Approval Templates
In this tutorial, we will explore how team owners and managers can create approval templates in Microsoft Teams. This feature allows for streamlined processing of requests, particularly useful for teams handling multiple approvals.
Accessing Approval Templates
To begin, navigate to the Teams interface. You can create a new approval request by clicking on the 'New Approval Request' option. From there, you can check existing templates in the Approvals section or manage templates directly.
Creating a New Template
If the available templates do not meet the requirements of your audit department, you can create a new template from scratch. As the team owner, select the appropriate team for which you want to create the template. Fill in the necessary information, including the category relevant to your request, such as 'Order Management' or 'Finance.' While adding a description is optional, it can provide additional context.
Designing the Approval Form
The system will prompt you to design your form using Microsoft Forms. You can add questions that the audit department may require. Click on 'Add New' to include questions, choosing from options like text or date. For instance, you might want to ask for the 'Purchase Date.' After selecting your form design, click 'Next' to proceed with additional questions or settings.
Setting Up Approval Criteria
You can make attachments mandatory if needed and specify approvers. The system allows you to let the requestor enter approvers freely or designate specific individuals who can approve the request. Additionally, you can choose whether to allow custom responses.
Previewing and Publishing the Template
Once you have configured all settings, click on 'Preview' to review your template. If everything looks good, you can publish your template. The management of your templates will be accessible under the team section, ensuring easy retrieval and use for future requests.
Conclusion
Creating and managing approval templates in Microsoft Teams not only simplifies the approval process but also ensures that all necessary information is collected efficiently. By following these steps, team owners and managers can enhance their team's operational effectiveness.

FAQ :

What are approval templates in Microsoft Teams?

Approval templates are pre-defined structures that help users create consistent and efficient approval requests for various tasks within Microsoft Teams.

How can I create a new approval request in Teams?

To create a new approval request, click on 'New Approval Request' in the Approvals section, select a template or create one from scratch, and fill in the necessary information.

Can I customize approval templates?

Yes, you can customize approval templates by adding specific questions, setting mandatory attachments, and designating approvers based on your team's needs.

What types of questions can I include in my approval forms?

You can include various types of questions in your approval forms, such as text fields for descriptions or date fields for specific dates related to the request.

Is it mandatory to add a description when creating an approval request?

Adding a description is not mandatory, but it is recommended to provide context for the approval request.

How do I specify who can approve my request?

You can specify approvers by selecting individuals directly or allowing the requestor to enter approvers freely, depending on your template settings.

Quelques cas d'usages :

Streamlining Purchase Requests

A finance manager can use approval templates to streamline the purchase request process, ensuring that all necessary information is collected and that the requests are reviewed by the appropriate approvers efficiently.

Customizing Approval Processes for Audits

An audit manager can create a customized approval template that includes specific questions required for compliance checks, ensuring that all audit-related requests are handled systematically.

Enhancing Team Collaboration

A team leader can implement approval templates to enhance collaboration within the team, allowing members to submit requests and receive timely approvals, thus improving overall productivity.

Managing Event Planning Approvals

An event coordinator can create an approval template for event planning that includes questions about budget, venue, and guest lists, ensuring that all aspects are approved before proceeding.

Facilitating IT Requests

An IT manager can use approval templates to manage requests for new software or hardware, allowing team members to submit their needs while ensuring that all requests are reviewed and approved by the IT department.

Glossaire :

Approvals

A feature in Microsoft Teams that allows users to create, manage, and track approval requests for various tasks and projects.

Template

A pre-defined format or structure that can be used to streamline the creation of approval requests, ensuring consistency and efficiency.

Audit Department

A division within an organization responsible for reviewing and verifying financial and operational processes to ensure compliance and accuracy.

Order Management

The process of overseeing and managing the order lifecycle, from order creation to fulfillment and delivery.

Forms

Digital documents used to collect information, often including various types of questions such as text or date fields.

Approver

A person designated to review and approve requests within the approval process.

Custom Responses

Tailored answers that can be specified by the requestor or approver, allowing for more flexibility in the approval process.

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Welcome back as we saw in

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the previous tutorials,

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we can now create approvals through Teams.

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However, imagine that you are

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an owner of a team channel,

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or you are the manager of an entire team.

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You can go further and set a

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template on a team so they can

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use it for different requests.

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You can click here or new approval request.

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And check templates in Approvals.

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Or you can just simply go here.

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And create or manage templates.

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Here you will have a list of all

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the popular templates you can find.

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But let's say that if a template does

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not answer all the questions that the

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audit department asks for these requests,

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remember that we're doing a purchase.

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You can create one from scratch

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as you are the owner of a team,

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you need to select for which

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one you will do it.

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And then you need to complete the

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information. If you are the manager,

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you can easily create an approval.

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And add the meeting information of

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the template. So we're talking about

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purchase for the better project.

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You can fill in a category in this case

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order management or finance

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whatever fits you best.

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And it is not mandatory,

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but you can add a description.

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Then the system will ask for our Forms

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using the same logic as the app Forms,

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where you can ask the questions

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audit may need to have.

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So we click on "add new".

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And you can select out of choice

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text or date, so let's say.

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Purchase date once you have selected

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the form design and it is updated,

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you can just click on next.

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And then go a little further with the

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questions or settings that you need.

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If you need an attachment,

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you could make it mandatory.

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If you need to select an approver

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in particular then you can just

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do it here as it says here,

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let requestor enter so that means free wheel.

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Or you can just specify the

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people who can approve it.

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As well with their responses, you can

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ask if you need custom responses or not.

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Once you have said it,

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you can just click on preview.

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And then you can just publish.

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Your template management that

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is enabled and will be found.

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Under the team.

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