Webteam Workflows

Process Reference

Standardized request intake, triage, delivery, review, and closure for web, email, security, and emergency updates.

Website

All requests come through update request form: https://www.smith.edu/website-update-requests and flow to Airtable.
Initial triage dependent on type of request:
1. Simple updates — Shawn Prairie (or any team member as backup)
2. Document assessment (if relevant) — Ashavan consulted if remediation indicated
3. Site Consult or restructuring requests — Linnea Duley (or Mike as backup)
Edits or post-consult restructuring completed.
Review and sign-off requested from submitter.
Additional revisions if needed.
Close ticket.

All requests come through email request form: https://www.smith.edu/email-requests and flow to Airtable.
Form submits to Carolyn, Lil, Jason, and Mike.
Initial triage dependent on type:
1. Carolyn/Lil determine Salesforce “designed” vs Gmail send.
Design team contacted if custom assets required.
Jason preps email in either Salesforce Pardot or Gmail and routes proof to appropriate parties – typically Lil, Carolyn, Heather Bell and/or other stakeholders – Linnea is a proofing backup and Mike is a send/preparation backup – Jason and Mike also serve as backups for eDigest and Notes From Paradise sends as needed
Revisions implemented as needed.
Final sign-off requested.
Message sent to intended audience(s).
Close ticket.

Drupal

Quarterly updates in collaboration with Bright Plum (critical exceptions apply).
Pre-deployment regression review and third-party notification if needed.
Revisions requested if issues discovered.
Sign-off by Mike and Jason (plus stakeholders if warranted).
Updates deployed.

Urgent