SharePoint: Editing, Approving & Rejecting Submissions

SharePoint is used for News & Announcements, Know Your Resources and non-event Grad Corner submissions. For Events, see the next section of this guide.

How to Revise, Approve and Reject SharePoint-Submitted Items

1. Submissions will come into your email inbox from “Microsoft Power Automate.”
2. Click into the email and you’ll be able to see the submission time and submitter name as well as the title of the submission. The section (News & Announcements, Know Your Resources, etc.) will also be noted in the email.
3. Click the linked item title next to the word “Link” to head to SharePoint and edit the submission.
4. You will be prompted to sign in and it may prompt you multiple times. This is normal.
5. To edit, click “Edit all” at the top of the form.
6. Here, you’ll be able to change/revise the following:
   1. Item type (in case it was filed incorrectly or you think a different section is more appropriate)
      1. Note: If you think an item is more appropriate as an event, REJECT the item and ask the submitter to resubmit via Trumba.
   2. Division/department – DO NOT CHANGE THIS.
      1. Altering this will cause the item to sit in limbo and not be processed. Instead, if you think the item is more appropriate for a different division/department, REJECT the item and ask the submitter to RESUBMIT to the appropriate division/department.
   3. Heading – Edit as you see fit in accordance with the HW Style Guide.
      1. Note: Headlines are bolded automatically when they’re sent to Hornet Weekly.
   4. Body – Edit as you see fit in accordance with the HW Style Guide.
      1. Note: Be sure to check links to make sure they work, are not using short links and are not copied from a previous Hornet Weekly/Emma email.
   5. Submitted by – Edit as you see fit in accordance with the HW Style Guide.
      1. Note: The words "Submitted by" are automatically added and this line is italicized automatically when they're sent to Hornet Weekly.
   6. Publish date – please do not change unless you intend for the item to run a different week.
      1. Note: If you need a date that isn’t listed, contact the HW Editor.
7. IMPORTANT EDITING NOTE: Your goal is not to rewrite submissions! If rewriting is required, you may REJECT the item and ask for resubmission. You can note upon rejection what needs to be addressed. If something is unclear to you, it will be unclear to students!
8. IMPORTANT STYLE NOTE: Hornet Weekly style is based on Sac State Style and/or CSU style. For formatting and style specific to HW, see the Hornet Weekly Style Guide.
9. CRITICAL: When you’re done editing each item, DO NOT click “Save” at the top of the form. It does NOT work and will give you an error message. You need to click “SUBMIT” at the bottom of the form to save your changes.
10. Approval: Once your item is edited and you've clicked SUBMIT, you are ready to approve. GO BACK TO THE EMAIL NOTIFICATION for the item you want to approve and click “Approve,” and add a message. Example: “Approved. Thanks.”
    1. Pro Tip: Since the item's title will disappear from the email when you send your approval message, it's best to copy the title and paste it into your approval reply for tracking purposes. This may look something like: "Title" is approved for the 10/6 Hornet Weekly. Thank you!
11. Rejection: If the item is not appropriate for Hornet Weekly, needs to be resubmitted to a different division/department or needs major revisions, REJECT the item using the “Reject” button in the email and add a note as to what is needed or to indicate the reason for rejection. Your rejection note should be detailed and specific as to why it’s being rejected and any instructions you have for the submitter.
    1. Pro Tip: Since the item's title will disappear from the email when you send your rejection message, it's best to copy the title and paste it into your rejection reply for tracking purposes. This may look something like: Unfortunately, we need to reject "Title" because [reason]. Thank you!
12. CRITICAL: ALL Approvals/Rejections MUST be made from the item's email notification. There is a way within SharePoint to Approve/Reject. There is also a way to Approve/Reject from Microsoft Teams. DO NOT use these methods as they will cause items to not follow the proper process and they will NOT be sent to the Hornet Weekly Editor, causing items to hang in limbo and not make it into Hornet Weekly!
13. Repeat the process for each SharePoint submission.

Once all items are approved (including any resubmissions) or rejected, you are finished with the SharePoint portion of your Hornet Weekly duties for the week!

Trumba: Processing Events

Each division/department has a dedicated Hornet Weekly sub-calendar, which feeds into the Hornet Weekly Main Calendar. To access the submission links and public calendars, visit the Trumba Submission Forms section of the Hornet Weekly webpage.

To submit Events, a submitter visits their department/division’s Hornet Weekly sub-calendar, selects the Submit Event button or uses the direct Submission Form link for their appropriate calendar, and completes the event submission form for each event they wish to submit.

Currently, this is a separate process from the submission process for department and featured calendar submissions.

Once the Event is submitted, the appropriate Division Coordinator receives an email notification with the event details.

1. Before working with Trumba, please log in to your Trumba editor account using THIS LINK. Do not log in from the prompt you’re shown when clicking into a submission from the notification email. You need to first log in using the link provided in this step, and then you may click the title of the event from the notification email. See the next section of this guide for more on logging in to Trumba.
   1. IMPORTANT: If you use a shared account to access Trumba as an editor and you also use your personal work account to submit items, you may need to log in and process items in incognito mode or in a browser other than your default browser.
2. Once logged in to Trumba, go back to your email account > Click the TITLE of the event in the email notification to open the Event in Trumba.
   1. IMPORTANT: If you are logged in using incognito or a browser that is not your default browser, you may need to right-click the title and click copy link and then paste the link into a browser tab where you are logged in.
3. Review each event and make any necessary revisions to the required fields for HW (Title, When, and Short Description - these three fields and a "Read more" link will appear in the Hornet Weekly email newsletter with the link sending students to the full calendar listing).
   1. Note: Because Hornet Weekly will add a link to the full listing for each event, it’s best to revise and review every field to ensure the event is properly submitted, accurate and clear.
   2. Note 2: Even though the full description will not show up in Hornet Weekly, it should be filled out even if it's just a copy/paste from the Short Description field.
4. Approval: Navigate to the dropdown toward the top labeled “Owning Calendar” and change the calendar name from your department/division’s “Submitted sub-calendar” to your department/division’s “sub-calendar,” and click on "OK" toward the top to save your changes.
   1. Example: Student Affairs would change from “Hornet Weekly > Hornet Weekly Student Affairs Submitted” to “Hornet Weekly > Hornet Weekly Student Affairs.”
5. This "approves" and moves the event to the Hornet Weekly Main Calendar, which means it will appear in Hornet Weekly.
   1. Pro Tip: Go back to your inbox and find the notification for each approved Event’s submission and flag it/categorize it to stay organized.
   2. Reminder: Hornet Weekly pulls in events that occur over the 7 days following each distribution, so events occurring outside this window will not appear until a later edition. For Grad Corner Events, this window is 30 days.
      1. Example: an event submitted on Oct. 1 and occurring on Oct. 7 will show up in the Oct. 6 Hornet Weekly, but an event submitted on Oct. 1 and occurring on Oct. 15 won't show up in Hornet Weekly until the Oct. 13 edition.
6. Rejection: If you wish for an event to NOT appear in Hornet Weekly, you may delete the submission using the “Delete Event” button at the bottom of the editing screen. This will ONLY delete it from the Hornet Weekly calendar, so it will not affect that event's listings on the featured or department calendars.
   1. Alternatively, you may choose to not delete and just keep the event on the “submitted” Owning Calendar. This would allow you to keep it for your records or revise it and change the date later, if applicable.
   2. Pro Tip: If you’d like, before deleting an event, you can scroll down and find the submitter’s email address under “Event Edit Details” if you want to email them to let them know it's been rejected or to follow up with them on any required changes before decided to approve or reject. The submitter email is also found at the bottom of the notification email.
7. Once you have "approved" or "rejected" each event, it's a best practice to reply to the notification email, removing the autogenerated address from the "To:" field and replacing it with the submitter's email address (found at the bottom of the notification email), and sending them a note to let them know the status of the event, including which Hornet Weekly edition their event will appear in.
8. Repeat steps 2-7 for each Event submission. Once all events you wish to appear in Hornet Weekly have been moved to the Hornet Weekly Main Calendar, you are finished processing Events items for that week’s edition!