A. Filing a Google Document Formatting Request 

The following action items are accomplished by anyone who requests to have a Google Doc formatted.

Step 1: Duplicate the task, GDoc/Document Formatting Request

Click here to be directed to Asana, Systems Policies & Training.

Under the Template section, duplicate the template named, [System Name] - GDoc/Document Formatting Request.

Step 2: Edit the duplicated template to complete the request form

Move the duplicated template from the Template section to the In Progress section.

Change the title of the request. Fill out the following information in the description box:

• Link of the Document to format
• Level of Priority <Low, Medium, High>
• Knowledgeable worker
• Folder to save in systemHUB/shared drive
• Additional Notes
• Assign it to the Systems Champion.

Add a due date.

Note: Assign a realistic due date to ensure that the task will keep on moving until it is finished.

B. Formatting (Documentation Specialist Action Items)

This part of the system is triggered when a Google Doc formatting request has been filed. The following action items are accomplished by a documentation specialist who is assigned to do the formatting.

Step 1: Open the Asana task then review all the material and resources

Open the Asana task. Check if all information in the description box is provided. Ask the requester to fill out the information in the description box if it is incomplete.

Step 2: Open the letterhead/workbook template to use as a reference

Click here to open the Templates folder. Search for the Letterhead Template (Portrait) or the Workbook Template (Portrait).

Note: Use the Letterhead template if the documents only have 1 or 2 pages and use the Workbook template if the document has more than 2 pages.

Step 3: Edit the document that will be formatted

Here's the list of what should be formatted in the document:

1. Header - The header of both the letterhead and workbook template is the same. Copy the SYSTEMology logo and the line from the template.
    
2. Footer - The footer of both the letterhead and workbook template is different from each other. Copy the footer from the template that you will use.
    
3. Font style - The font style is Work Sans.
    
4. Font sizes 

• Cover page title - 32, bold
• Cover page subtitle - 19
• Heading 1 - 19, bold
• Heading 2 - 15, bold
• Heading 3 - 11, bold
• Normal text - 11

5. Margin

• Top - 2.5 cm
• Bottom - 2.5 cm
• Left - 2 cm
• Right - 2 cm

6. Spacing - 1 space in between paragraphs.

7. Alignment and Indention - should always be left aligned.

8. Spelling Error/Typos - Run a grammar checker tool to see if there are any spelling errors or typos.

9. Highlight - Anything that should be filled in should be highlighted in yellow.

Note: Adding a version number and the date of the last edit as the title of the document will also be helpful.

Step 4: Notify the Systems Champion that the document has been formatted

Tag the Systems Champion for review by tagging them in the Asana sub-task.

Receive feedback and edit the document again if needed. Repeat this step until sign-off is given.

C. Reviewing (Systems Champion Action Items)

This part of the system is triggered when the Google Doc formatting has been completed. The following action items are accomplished by the Systems Champion to fully complete the Asana task.

Step 1: Check the accuracy of the formatting

Ensure that the Google document links in the Asana task stay as is.

Open the formatted document and check the accuracy line by line. Ensure to take note of the lists in Step 3 under B. Formatting (Documentation Specialist Action Items).

Step 2: Notify the task requester about the completion of the request

Add a note in the comment section of the Asana task and tag the requester informing them that the document has been formatted and reviewed.

Step 3: Mark the main Asana task as complete

Ensure that all subtasks are checked then click on the Complete button on the upper left.