Forum Discussion
Microsoft Sway - Restricting Access to Templates
Hi all,
We are assessing the usage of Sway for internal project and change communications, and have a concern that those with access to Sway could create content which does not follow internal approved designs and patterns.
Are there mechanisms in place to allow us to control which templates the content creator could use as a baseline for their content, whether that involves access to explicitly approved templates only (workflows for approvals??), or restricting access to marketplace or generally available content?
TIA
Geoff
Microsoft Sway, while offering flexibility in content creation, has limited native features for enforcing strict template usage or restricting access to certain design elements. Here's how you might approach this challenge:
1. Creating and Distributing Approved Templates:
While Sway doesn't support a centralized template management system, you can create approved templates that align with your organization's branding guidelines and share them with your team. Users can then duplicate these templates as a starting point for their content:
- Create a Sway Template: Design a Sway that incorporates all necessary branding elements, styles, and layouts.
- Share the Template: Distribute the template link to your team. Users can open the link and select "Duplicate this Sway" to create their own version based on the approved design.
2. Educating and Training Content Creators:
Provide training sessions or resources to ensure that content creators understand the importance of adhering to brand guidelines. This can include tutorials on how to use the approved templates and the significance of maintaining design consistency.
3. Implementing Approval Workflows:
While Sway doesn't have built-in approval workflows, you can establish external processes to review and approve content before it's published:
- Manual Review Process: Set up a system where completed Sways are reviewed by a designated team member for compliance with design standards before sharing them widely.
- Using Microsoft Teams Approvals: Leverage the Approvals app in Microsoft Teams to create an approval process. Content creators can submit their Sway links for approval, ensuring oversight before dissemination.
