Workfront 101. Basic introduction to Workfront for collaborators. Siv Clayton Creative Project Manager. July 12, 2018

Transcription

1 Workfront 101 Basic introduction to Workfront for collaborators Siv Clayton Creative Project Manager July 12, 2018

2 Getting started to get setup with a Workfront account. You will receive an with a subject line Siv Clayton would like to work with you in Workfront Click on Get Started. Create your password. Bookmark Workfront s UCalgary login page universityofcalgary.my.workfront.com 2

3 Getting started (cont.) After logging in, you will land on your My Updates landing page. Click on your avatar (top right), go to My Settings, and make sure your Personal Info is accurate. Upload a photo. Click on Notifications in the left-hand bar and set your preferences. This can be updated at anytime. Be sure to save changes. Now you are set up! 3

4 Workfront review license As a collaborator on campus creative projects, you will have a review license. This will allow you to: Make requests. See progress updates. Write comments. View more object types My Updates, Projects Review projects. Approve items. Watch the 10-minute Collaborators Fundamentals training video to learn what users with reviewer licenses are capable of in Workfront. 4

5 Requests New Request To submit a creative project request Click the New Request button. Select a Request Type Creative Studio Requests. Complete the request form. Fields with bolded titles are required. This is the information we need to successfully launch a project and set timelines. Click the Submit Request button. 5

6 Creative Studio Request Form Subject this will become your project name. Documents upload copy, images, video or any reference documents. Faculty/Dept/Units select the one whom this job is for. Does your project require original design, or consultation with a strategist? selecting Yes will give you an opportunity to provide more information which will help inform the tactics and design used to achieve your goal. 6

7 Creative Studio Request Form (cont.) Budget codes, PCard contact details and delivery contact details will be required when applicable. Is this form complete or do you need more time? Complete select this when your form is complete and you would like us to action your request. Incomplete select this when you are not ready for us to action your request. Once you complete the form, select complete and submit request. Remember to let us know your request is ready to be actioned by sending us a message through the updates. Submit Request click to submit (or save) your form. We only process forms that are marked as complete. 7

8 Requests Requests I ve Submitted tab Requests I ve Submitted tab lists the requests you ve submitted. Open Workfront automatically shows you the requests that are open. Here you can see the following: Status New, Planning, Current, Complete, etc. Planned Completion date will include our closing tasks so may seem later than expected. Complete see a list of completed requests. 8

9 Requests Requests I ve Submitted tab (cont.) Click on the request to go to the request landing page while the request status is New. Before your request is converted into a project, communicate with us about your request through the request landing page. request 9

10 Requests Requests I ve Submitted tab (cont.) When we review your request and convert it into a project, you will see the project name appear above the request name and the status change to Planning or Current. Once your request has been converted into a project, do not communicate with us through the request. Instead, click on the Projects tab to access the project. request project 10

11 A request landing page 11

12 A request landing page (cont.) Issue Details tab the request is considered an issue. Custom Forms the request form is considered a custom form. Click on Edit Custom Form to make any edits and Save. Updates tab have conversations about your request here and tag anyone who s in the system using symbol. Remember to tag the people you want to communicate with or they will not be notified. 12

13 A request landing page (cont.) Documents tab upload documents here. Details window select a document and review the document s details here. Updates window select a document and have conversations about the document here. Subscribe button click this to stay updated on the progress of the request without having to check on it everyday. You will get an whenever someone makes an update on this request. 13

14 14 Projects landing page

15 Projects landing page (cont.) Projects I Own tab lists the projects you own. This tab will not have any projects listed because you need a work or plan license in order to own a project. Projects I m On tab lists the projects for which you have been designated the Project Sponsor Typically, these are the projects for which you submitted the original request. All Projects tab lists the projects for which you have been designated the Project Sponsor as well as any projects that have been shared with you for visibility. 15

16 A project landing page 16

17 Project landing page (cont.) Tasks tab see the full timeline for the project here. Project Details tab this replaces the Issues Details tab once a request is converted into a project. Custom Forms once your request has been converted into a project, make any edits to your custom form here. Updates tab have conversations here. Documents tab upload documents and view proofs here. Subscribe button click this to stay updated on the progress of the project. 17

18 Proofs When a proof is ready for review, you will receive a notification from Workfront with a link. Click on the link to open the proof in Workfront s proofing tool. Click on Add comment, select the appropriate tool and note any required edits. Click on Make a decision and follow the prompts. 18

19 Workfront support Take some time to play around and get a better lay of the land. Remember support.workfront.com is a great resource to answer any of your questions. You can also access the support site by clicking on the? icon in the top navigation bar. 19