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GRIDEX INC. / ACCESSIBILITY SAMPLES
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Demonstration sample by Gridex Inc. — synthetic data; not a State of Minnesota system
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navigation, Samples
link, All samples
link, Request form
link, Executed record
link, Administrator guide
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Sample 03 · Knowledge transfer and accessible documents
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link, Download Word guide
link, Download tagged guide PDF
link, Guide accessibility report
heading, Accessibility workflow administrator guide, level 1
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Demonstration sample by Gridex Inc. — synthetic data; not a State of Minnesota system
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Configure notification text, recipient groups, and reviewer assignments through SharePoint lists without editing the Power Apps interface or Power Automate flows. This guide demonstrates a proposed maintainable configuration pattern using fictional lists and records; verify actual list names and permissions during discovery.
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heading, Before you change configuration, level 2
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Audience: administrators responsible for the accessibility exception workflow. Use a development or test environment first. Production changes require the agency’s change process and the correct site permissions. These instructions do not grant access or modify a live tenant.
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list
listitem, level 1, position 1, set size 4
Confirm the environment and the SharePoint site. Never infer production access from a link in a notification.
end of listitem, level 1, position 1, set size 4
listitem, level 1, position 2, set size 4
Open the list from Site contents or a trusted bookmarked list address. Use Tab to reach a control, Enter to activate it, and Escape to dismiss a dialog.
end of listitem, level 1, position 2, set size 4
listitem, level 1, position 3, set size 4
Record the item ID, current values, version, reason for change, and change ticket. Confirm list version history is enabled.
end of listitem, level 1, position 3, set size 4
listitem, level 1, position 4, set size 4
Identify the configuration owner and a backup reviewer. Test with synthetic requests and an approved test recipient group before publishing.
end of listitem, level 1, position 4, set size 4
end of list
heading, Edit notification templates, level 2
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The demonstration NotificationTemplates list separates message text from workflow logic. A flow reads an active template by NotificationKey, substitutes approved placeholder values, and resolves RecipientGroupKey using the NotificationGroups list. A missing or duplicate active key must stop dispatch and alert an administrator.
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table, Notification template fields
caption, Notification template fields
rowgroup
row, Field Example and purpose
columnheader, Field
columnheader, Example and purpose
end of row, Field Example and purpose
end of rowgroup
rowgroup
row, NotificationKey DACReviewRequested — stable key used by the flow
rowheader, NotificationKey
cell, DACReviewRequested — stable key used by the flow
end of row, NotificationKey DACReviewRequested — stable key used by the flow
row, Subject Review needed for {{RequestName}}
rowheader, Subject
cell, Review needed for {{RequestName}}
end of row, Subject Review needed for {{RequestName}}
row, BodyText Request {{RequestId}} is ready. Risk: {{RiskScore}} ({{RiskLevel}}). Review by {{DueDate}}.
rowheader, BodyText
cell, Request {{RequestId}} is ready. Risk: {{RiskScore}} ({{RiskLevel}}). Review by {{DueDate}}.
end of row, BodyText Request {{RequestId}} is ready. Risk: {{RiskScore}} ({{RiskLevel}}). Review by {{DueDate}}.
row, RecipientGroupKey AgencyDAC — references a configured recipient group
rowheader, RecipientGroupKey
cell, AgencyDAC — references a configured recipient group
end of row, RecipientGroupKey AgencyDAC — references a configured recipient group
row, IsActive Yes — one active item for each notification key
rowheader, IsActive
cell, Yes — one active item for each notification key
end of row, IsActive Yes — one active item for each notification key
end of rowgroup
end of table, Notification template fields
list
listitem, level 1, position 1, set size 5
Open NotificationTemplates and locate the item by NotificationKey. Select its name, then choose Edit. Avoid bulk grid editing for a single change.
end of listitem, level 1, position 1, set size 5
listitem, level 1, position 2, set size 5
Change Subject and BodyText using clear, plain language. Preserve approved placeholder spelling and double braces. Do not put credentials, sensitive personal information, scripts, or untrusted HTML in a template.
end of listitem, level 1, position 2, set size 5
listitem, level 1, position 3, set size 5
Choose the RecipientGroupKey and check IsActive. Save the item. Reopen it and confirm your values and version.
end of listitem, level 1, position 3, set size 5
listitem, level 1, position 4, set size 5
Run a synthetic request through the relevant review stage in test. Verify the resolved subject, body, risk information, and review link with the intended test recipient.
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listitem, level 1, position 5, set size 5
Have a second administrator review the result. Apply the approved change in production and record the item version and test evidence.
end of listitem, level 1, position 5, set size 5
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heading, Use approved placeholders, level 3
table, Demonstration placeholder registry
caption, Demonstration placeholder registry
rowgroup
row, Placeholder Source and formatting
columnheader, Placeholder
columnheader, Source and formatting
end of row, Placeholder Source and formatting
end of rowgroup
rowgroup
row, {{RequestId}} Stable exception record ID
rowheader, {{RequestId}}
cell, Stable exception record ID
end of row, {{RequestId}} Stable exception record ID
row, {{RequestName}} Request title; treat as plain text
rowheader, {{RequestName}}
cell, Request title; treat as plain text
end of row, {{RequestName}} Request title; treat as plain text
row, {{RiskScore}} Recorded score; do not recalculate in the template
rowheader, {{RiskScore}}
cell, Recorded score; do not recalculate in the template
end of row, {{RiskScore}} Recorded score; do not recalculate in the template
row, {{RiskLevel}} Recorded risk label; include as text, not color alone
rowheader, {{RiskLevel}}
cell, Recorded risk label; include as text, not color alone
end of row, {{RiskLevel}} Recorded risk label; include as text, not color alone
row, {{DueDate}} Explicit date, for example April 15, 2027
rowheader, {{DueDate}}
cell, Explicit date, for example April 15, 2027
end of row, {{DueDate}} Explicit date, for example April 15, 2027
row, {{ReviewUrl}} Authorized review link; do not change record permissions
rowheader, {{ReviewUrl}}
cell, Authorized review link; do not change record permissions
end of row, {{ReviewUrl}} Authorized review link; do not change record permissions
end of rowgroup
end of table, Demonstration placeholder registry
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Unknown or unresolved placeholders must block sending in this proposed pattern. Show the configuration error to an administrator; never send raw braces or silently drop risk or deadline information. Encode substituted values as text when a flow renders HTML. Use a descriptive link such as “Review request DEMO-2026-017”; do not expose long tracking URLs as link text.
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heading, Configure recipient groups, level 2
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The demonstration NotificationGroups list controls who receives each notification. Group keys are independent of message text. Maintain separate test groups and resolve agency specific membership before dispatch. A notification recipient is not automatically authorized to read or approve a request.
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table, Recipient group fields
caption, Recipient group fields
rowgroup
row, Field Example and purpose
columnheader, Field
columnheader, Example and purpose
end of row, Field Example and purpose
end of rowgroup
rowgroup
row, GroupKey AgencyDAC — unique group identifier
rowheader, GroupKey
cell, AgencyDAC — unique group identifier
end of row, GroupKey AgencyDAC — unique group identifier
row, AgencyKey DEMO-LEARNING — scopes membership
rowheader, AgencyKey
cell, DEMO-LEARNING — scopes membership
end of row, AgencyKey DEMO-LEARNING — scopes membership
row, Recipients Fictional test reviewer account or approved directory group
rowheader, Recipients
cell, Fictional test reviewer account or approved directory group
end of row, Recipients Fictional test reviewer account or approved directory group
row, IsActive Yes — current membership may be used
rowheader, IsActive
cell, Yes — current membership may be used
end of row, IsActive Yes — current membership may be used
end of rowgroup
end of table, Recipient group fields
list
listitem, level 1, position 1, set size 4
Open NotificationGroups and find the GroupKey and AgencyKey used by the template. Verify current membership and the intended review stage.
end of listitem, level 1, position 1, set size 4
listitem, level 1, position 2, set size 4
Choose Edit. Add or remove approved recipients using the list’s person or group field. Save and reopen the item.
end of listitem, level 1, position 2, set size 4
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Verify the flow resolves the intended test membership. Check that former reviewers do not receive the notification and that newly assigned reviewers can reach only authorized records.
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Test a missing or inactive group. Dispatch must stop with a configuration error instead of falling back to a broad audience. Record the version and reviewer sign off.
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heading, Maintain DAC and signer assignments, level 2
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The demonstration WorkflowAssignments list maps each agency and role to an active person or approved directory group. In the proposed pattern, flows look up assignments at the review stage rather than hard coding email addresses. Match the existing data model and permission behavior during discovery.
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table, Assignment fields
caption, Assignment fields
rowgroup
row, Field Example and purpose
columnheader, Field
columnheader, Example and purpose
end of row, Field Example and purpose
end of rowgroup
rowgroup
row, AgencyKey DEMO-LEARNING
rowheader, AgencyKey
cell, DEMO-LEARNING
end of row, AgencyKey DEMO-LEARNING
row, RoleKey AgencyDAC, MNITDAC, OfficeOfAccessibility, or AuthorizedSigner
rowheader, RoleKey
cell, AgencyDAC, MNITDAC, OfficeOfAccessibility, or AuthorizedSigner
end of row, RoleKey AgencyDAC, MNITDAC, OfficeOfAccessibility, or AuthorizedSigner
row, Assignee Fictional reviewer account or approved group
rowheader, Assignee
cell, Fictional reviewer account or approved group
end of row, Assignee Fictional reviewer account or approved group
row, IsActive Yes — exactly one valid active mapping per agency and role in this demonstration
rowheader, IsActive
cell, Yes — exactly one valid active mapping per agency and role in this demonstration
end of row, IsActive Yes — exactly one valid active mapping per agency and role in this demonstration
end of rowgroup
end of table, Assignment fields
list
listitem, level 1, position 1, set size 5
Confirm the agency’s authorized designation for the new DAC or signer. Changing a list item does not itself create signature authority.
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Find the AgencyKey and RoleKey in WorkflowAssignments. Record the old assignment and version; edit the Assignee and IsActive values.
end of listitem, level 1, position 2, set size 5
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Save and test a new synthetic request through agency DAC and MNIT DAC review, Office of Accessibility final review, and authorized signer approval. Confirm each stage reaches its designated role.
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Separately verify SharePoint item permissions with authorized test accounts. Check both new and former assignees. Do not grant site wide access as a shortcut.
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Review requests already awaiting approval. Follow the approved reassignment or resend procedure; do not assume changing the list updates a running flow. Record all affected request IDs.
end of listitem, level 1, position 5, set size 5
end of list
heading, Verify the change and recover safely, level 2
list
listitem, level 1, position 1, set size 6
Read the notification in plain text and HTML. Verify heading order, descriptive link text, visible risk level, and explicit dates.
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listitem, level 1, position 2, set size 6
Navigate the changed administration interface with a keyboard and screen reader. Confirm control names, focus location, and error instructions.
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Check display at 200 percent zoom and with a narrow window. Do not communicate review outcomes by color alone.
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Test missing placeholders, duplicate active keys, inactive groups, and unauthorized accounts. Keep failures in the test environment.
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If a change fails, use list Version history to inspect and restore the approved item version. If version history is unavailable, restore the recorded approved values and obtain a second review.
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Retest the repaired configuration. Correct already dispatched notices through the authorized resend process; restoring a template does not recall mail.
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end of list
heading, Training exercise, level 3
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In a test list, change the DAC review subject to include {{RequestName}} and {{RiskLevel}}. Route it to the test AgencyDAC group. Replace the test AuthorizedSigner assignment. Submit a synthetic request, confirm the complete review chain, and then restore the original configuration. Success means correct recipients, no unresolved placeholders, authorized record access, and recoverable versions.
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heading, Reference and handover, level 3
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Keep a configuration register with list URLs, internal field names, approved placeholder names, key uniqueness rules, flow lookup behavior, permission owners, and rollback steps. Hand over the current test evidence and unresolved issues to the application owner.
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Basis: MNIT Accessibility Exception Workflow RFP section 2; Addendum 4 questions 5, 6, 12, 13, 14, 15, 19, 20, 21, 35 and 58. This guide illustrates proposed enhancements and does not claim access to the State’s existing lists or completed Microsoft tenant integration.
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heading, Configuration pattern illustration, level 3
image, Three configuration lists feed workflow configuration at the review stage: NotificationTemplates for text and placeholders; NotificationGroups for agency recipients; WorkflowAssignments for DAC and authorized signer roles.
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The diagram summarizes the three demonstration lists described above.
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contentinfo
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Demonstration sample by Gridex Inc. — synthetic data; not a State of Minnesota system
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Prepared for SWIFT Event 2000018585. These newly developed demonstrations are not client references and do not connect to Power Apps, SharePoint, or a State tenant.
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