Getting Started with Workfront Requests

This purpose of this article is to provide an overview for the Resource Manager and covers how to convert a request into a project, assign resources, and activate the project so the team is notified that work can begin.

Prerequisites

1. You need a plan license to gain access to the features shown in this guide. Contact the system administrator if you do not meet the prerequisite.
2. Access to the Marketing Project Request dashboard. Add the Marketing Project Request dashboard to your layout. If you do not have access to the dashboard, see the system administrator.

Convert a Request into a Project

Navigate to Project Requests

1. Click the Request Name.

Review Request Details

2. Select Issues Detail.

3. Scroll to Custom Forms section.

4. Review custom form entries, including:

• Target Due Date
• Project Type
• Additional Info

Create a Project

5. Click the ellipsis (…) next to the project name. 

6. Click Convert to project from template.

7. Select the template name that matches the project type.

8. Ensure Schedule Mode is set to Start Date.

9. Planned Start Date gets set 3 days following conversion date. Change the time to 8:00 AM.
**If Preferred Start Date is present, use that date as Planned Start Date (if later than 3 days following conversion date).

10. Set the project status to Review.

11. Click Convert to project.

Note: Leave the project owner and status as is for now. You will change this after assigning the tasks.

Assign Team Members

12. Click Workload Balancer sub-tab.

13. Click Bulk Assignments.

14. Leave Assign User selected.

15. Click into Role Assignment and select role to assign.

16. Click into User to Assign and select the resource for that role.

Note only resources with that role assigned will appear.

17. Click Assign.

Repeat steps 12 - 16 until all open roles have been assigned.

Adjust Milestones and Individual Tasks Unnecessary Due to Intake Form Selections.

18. Click Project Owner and reassign to indicated owner (if not requestor)

Send to Project Owner for Review

19. Click Updates.

20. Click New Updates. Paste the following in the text box: 'IN REVIEW: Please review and update tasks as necessary. Notify me with ‘This is ready for Planning” for resource allocation, QC, and activation. Resource allocation will only occur after your review; the project/tasks deliverable dates will shift due to resource availability. Please indicate the project priority level [low, moderate, high].'

21. Include the project owner in the Notify field.

22. Change the status to Review.

23. Click Update.

Note: Anyone included in the 'Notify' field will receive a notification in both Outlook and Workfront based on preferences.

Resource Allocation and Activation

Check resource capacity after PM review

1. Ensure Priority Level is entered

2. Ensure Target Due Date is updated based on appropriate task (see WorkFront Production Process document)

3. Ensure no bulk events or emails happen on same day/week in Deployment Calendar/Event Calendar

4. Ensure no additional tasks have been added by PM that are standalone/without predecessor

5. Ensure no additional tasks by PM are incorrectly named or have been assigned without your QC

6. Change the status to Planning.

7. Click Workload Balancer.

8. Check the hours for each team member.

Note: If the number is blocked in red, that person is over-allocated. Move the task out to a date that team member is available. You only need to check the days in which the team member has a task for the project.

9. Pass off project to OP Manager for QC. Send an update with "Please QC for Activation" and notify OP Manager. After QC, the OP Manager will either activate the project or send it back to you for adjustments.

Additional Notes

Working with multiple deployments

Use the Duplicate function if you need to additional deployments. If you do not use Duplicate then you must add the 'Deploy Prompt' Custom Form to the task. This ensures that all deployments are included on the Deployment Calendar.

Set the planned completion date manually or add predecessors with lag time (e.g. “13fs+5d”). This is dependent on the project type and the deploy cadence the PM has requested.

Setting up Event/Tradeshow projects:

The templates are large. Many tasks may need to be deleted depending on the size of the event or tradeshow and what items are requested in the intake form from the project manager. Follow the checklist below when processing these projects.

1. Complete steps 1-10 as outlined in the first section 'Convert a Request into a Project'.
2. Set the Date of Event/Date of Event or Tradeshow task (task #1 first line in task lineup) as specified in the Event Date custom field.
3. For the invites (which are always included unless specifically omitted by PM during conversion), set the task constraints of the entire milestone's tasks to “As Soon As Possible” before deleting unnecessary tasks.
4. Remove sections of the template based on the custom forms. Look at the options under the following custom fields and delete the tasks that were not selected.
   1. Event [or Tradeshow] Requirements
   2. Social Media Items
   3. Event [or Tradeshow] Materials Needed
5. Then complete the process as outlined.
6. If a tradeshow will have a follow up email - delete tasks 196 Receive & Review Final Contact List & Identify Leads for SDR Campaign and 197 Upload Contact List & Provide Marketing Filter (List Identification if Needed)