In this video, you will learn how to review the information submitted with the request. How to select the appropriate project template, and how to complete the conversion from request to project.
Most organizations have an intake process where requests are routed for review to project managers, resource managers, or traffic coordinators, someone like you. A common work front workflow is to convert these requests into full-fledged projects.
So start by finding the request.
Then check with your internal work front team to see how your organization is handling request management.
Pro tip, many work front customers track incoming requests and work in progress using custom reports organized into dashboards. Dashboards make it easy to find the requests that need your attention.
Open the request to review the information submitted.
View files submitted with the request in the document section.
Basics about the request, such as a description and who made the request are in the details section. Now, custom information like ad size, budget figures, product specs, promotion dates, is also listed here. These fields are created in work front to capture information specific to the type of request submitted.
Now that you’ve reviewed the request, you’re ready to convert it into a project. Select the appropriate project template from the menu in the header.
As a framework for new projects with prebuilt tasks needed to complete the deliverable, placeholder assignments and a structured timeline.
Templates allow you to build and start projects faster, as well as ensure consistency across all projects of the same type. That means more accuracy and completeness across your projects and reporting. Finish creating the project by filling in any required project details.
Once you click Convert to Project, the new project generates and is now ready for you to make needed adjustments to the timeline and task assignments.
Workfront recommends your team or organization establish standards or guidelines for when requests are converted to projects. Keep the standards simple, such as anything that requires more than three hours of work should be a project or maybe a particular type of request will always be converted.
Workfront recommends these basic guidelines, if the request will take more than two to three hours of work to complete. If the request requires work from more than one person. If the request will result in creating a new deliverable or multiple deliverables, or if the request aligns with a strategic initiative at your company.
By being able to easily convert requests to projects, you keep requests and projects in one system, giving you visibility and control over your team’s work. -
What you need to know about the Options section
The Options section may be hidden by the system administrator if they want you to use the defaults they have set. If the Options section does appear, here what the options mean:
Keep the original issue and tie its resolution to this project
If this option is selected, the original issue will marked as resolved when the project is completed. If this option is not selected, the original issue will be deleted on project creation.
Allow (user’s name) to have access to this project
If this option is selected, the person who made the request (or on who’s behalf the request was made) will automatically be given access rights to the new project once it is created. If this option is not selected, they will not be automatically given any rights.
Maintain information during the conversion process
Transferring the custom form data requires either:
Multiple copies of the same custom form—one for the issue, then one for the task or project. The fields on these custom forms should be an exact match, so the information can transfer from one custom form to the other.
You can use a single custom form in which the issue, task, and/or project objects are all selected. Using this method you only need to create and maintain your custom fields in a single custom form. This is much easier than having multiple copies of the same form, but either method will work.
If you include a custom form in a project template it will automatically be assigned when the template is selected in the conversion process.
Convert an issue to a task or project from any issue list
To increase the efficiency of your work and make it easier to convert issues in a fast-paced environment, you have the ability to convert an issue to a task or a project from any issue list in a project, report, or dashboard. Just select an issue and then click on the 3-dot menu that appears.
