These are some elements you might want to include on your access request.
Desired Access Type:
- Content Contributor: Do you just need to submit content for approval?
- Content Publisher/Scheduler: Do you need direct access to schedule content on screens?
- Admin/Manager: Do you need to manage users, screens, or overall system settings? (This is usually for specific IT or marketing roles).
Purpose and Scope of Access:
- Reason for Access: Briefly explain why you need access to the digital sign system.
- Examples: "To promote upcoming department events," "To display real-time operational data," "To share important internal announcements."
- Target Audience: Who are you trying to reach with your content? (e.g., "Students and faculty in the engineering building," "Visitors in the main lobby," "Employees in the manufacturing plant").
- Specific Digital Sign(s) or Location(s): If you know which screens you want to use, specify them.
- Examples: "Digital sign in the main lobby, 1st floor," "Screens in the Student Union common area," "All signs across Campus A."
- Frequency of Posting: How often do you anticipate posting new content? (e.g., "Weekly," "Monthly," "As needed for events," "Continuous updates for real-time data").
Content Information (Crucial for Approval & Planning):
- Type of Content: What kind of information will you be displaying?
- Examples: "Event announcements," "Informational slides," "Promotional videos," "Emergency alerts," "News feeds," "Key Performance Indicators (KPIs)."
- Content Format(s): What file types will your content be in? (e.g., "JPEG images," "MP4 videos," "PowerPoint slides," "HTML5 widgets").
- Content Source (if applicable): Where will the content come from? (e.g., "Designed internally by our marketing team," "Generated from our sales database," "Pulled from an RSS feed").
- Content Guidelines Acknowledgment: (Often a checkbox or statement) Confirm that you have read and will adhere to the organization's digital signage content guidelines (e.g., branding, accessibility, appropriate messaging, duration limits).
- Example Content (Optional but Recommended): Attaching a draft or example of the type of content you plan to display can significantly speed up the approval process.
Technical/System Information (If you know it, otherwise IT can determine):
- Existing System Access: Do you already have an account on any related systems (e.g., internal content management system, network shares)?
- Required Software/Tools: Are there any specific software tools you anticipate needing to create or manage your content?
Desired Timeline (Optional but helpful):
- When do you need access by? (e.g., "By [Date] for our upcoming event," "As soon as possible for ongoing communications").
By including these elements, you create a comprehensive and professional request that helps the digital signage administrators efficiently process your request, allocate appropriate access levels, and ensure that the content displayed aligns with organizational standards and goals.