Deactivate the user to avoid loss of data:

Deactivating the user keeps all historical data intact while freeing up their license for reassignment. This method ensures that the user's contributions and project histories remain accessible for reporting and auditing purposes.

Objective: Track project metrics based on the submitted request without allowing the requester to fill in this information.

Configuration Steps:

Step 1: Create a Custom Form with the necessary metric fields.

Step 2: Do not include these metric fields in the part of the form visible to the requester.

Step 3: Add these metric fields to the project details section instead.

Explanation: This ensures that the requester does not input the metric information, but the information can still be tracked and recorded as part of the project details.

When building a custom form in Adobe Workfront that uses display logic and skip logic, developers need to consider the following:

When copying an old form:If you copy an existing custom form that includes display logic or skip logic, these logic settings will not be transferred to the new form. The logic needs to be manually recreated in the new form to ensure it functions as intended.

Skip logic limitations:Skip logic does not operate effectively with certain elements like widgets or section breaks within the form. This limitation means that skip logic cannot be applied to control the visibility or behavior of these elements, potentially impacting how the form is structured and functions.

References

These considerations are detailed in advanced reporting and form customization documentation and have been highlighted in various Workfront admin training sessions​​​​.

When creating a chart in an Adobe Workfront report, a key requirement is that at least one grouping must be defined. This is necessary because the chart needs a way to organize and display the data visually, and groupings provide the categories or series that the chart will use to aggregate and represent the data.

Open Report Builder:

Navigate to the Reports area and create a new report or edit an existing one.

Define Grouping:

Go to the "Grouping" tab within the report builder.

Add at least one grouping to categorize the data. This could be based on any field relevant to the data you are reporting on, such as project status, task owner, etc.

Create Chart:

After defining the grouping, switch to the "Chart" tab.

Select the type of chart you want to create (e.g., bar chart, pie chart).

Configure the chart settings, ensuring that the defined grouping is used for the chart's series or categories.

Save the Report:

Save the report to ensure that the chart is correctly configured and displayed based on the defined grouping.

References:

This requirement is covered in the Workfront documentation and training materials that explain the prerequisites for creating charts in reports (Webinar - Admin Essentials - User Experience - Apr 27, 2022)​​.

To address the visibility issue for team managers:

Update Access Levels: The system administrator should configure the access level settings for project owners to automatically grant view access to their team managers upon project creation. This ensures that team managers have immediate visibility into all projects their teams are working on without the need for manual sharing.

Streamline Collaboration: By automating this process, it eliminates the need for team managers to request access manually, thereby improving collaboration and reducing administrative overhead.

References

Workfront's best practices on managing access levels and permissions provide guidelines for configuring automatic access to enhance collaboration​​​​.

Objective: Configure Workfront to allow external agencies to collaborate with the core organization while restricting interaction between different external agencies.

Configuration Steps:

Step 1: Set up each external agency under their own Companies and Groups.

Explanation: This separates the agencies structurally within Workfront, making it easier to manage access.

Identify the Requirement: The client needs to track "breaks" during the employees' workday to report on utilization. This requires a way for employees to log their break times accurately.

Understand Workfront's Time Tracking Capabilities: Workfront allows the creation of different hour types which can be assigned to timesheets. This flexibility helps in categorizing time entries for various activities, such as work, meetings, training, and breaks.

Creating a "Break" General Hour Type:

Navigate to Setup: As a system administrator, go to the Setup area in Workfront.

Access Hour Types: Under the "Timesheets & Hours" section, select "Hour Types".

Add New Hour Type: Click on the option to add a new hour type.

Define Hour Type: Name the new hour type as "Break". You can provide a description for clarity. This will help users understand that this category is specifically for logging break times.

Save the Hour Type: Ensure to save the new hour type so that it becomes available for timesheet entries.

Assigning the "Break" Hour Type to User's Timesheet Profile:

Navigate to User's Profile: Go to the user's profile settings.

Edit Timesheet Profile: Within the profile, locate the section for timesheet settings.

Add Hour Type: Include the newly created "Break" hour type to the list of available hour types that users can select when logging their hours.

Save Changes: Ensure that all changes are saved so users can start using the "Break" hour type in their timesheets.

Implementation and Training:

Communicate with Users: Inform users about the new "Break" hour type and provide instructions on how to log their break times in their timesheets.

Monitor Utilization: Track the usage of the new hour type to ensure that it is being utilized correctly and effectively for reporting purposes.

Make a dashboard the landing page for users:

This practice ensures that users are immediately presented with the most relevant information when they log in to Workfront. It enhances user engagement by providing quick access to important metrics and tasks.

Objective: Import new data or export existing data using a specially formatted Excel spreadsheet in Workfront.

Feature:

Kick-Start: This feature allows system administrators to import and export large amounts of data using Excel spreadsheets formatted according to Workfront's requirements.

Explanation: Kick-Start is a native feature in Workfront designed for bulk data import and export, making it suitable for onboarding and data migration tasks.

In Adobe Workfront, Custom Forms can be shared by their authors with specific permissions. The author of a Custom Form has the ability to control who can view, share, and edit the form. These permissions can be set for individuals, roles, groups, teams, and even across the entire company. This functionality is critical for maintaining control over who can access and modify the forms, ensuring that only authorized users have the appropriate level of access.

References

This information is consistent with the permissions settings outlined in the Workfront documentation and in various training resources provided by Adobe​​​​.

Objective: Understand how requests are routed when the default assignee in a routing rule is deactivated.

Routing Behavior:

Explanation: Workfront does not automatically reassign requests when the default assignee is deactivated. Requests will continue to be routed to the deactivated account unless manually reconfigured.

One of the primary benefits of setting up an automated proofing workflow in Workfront, as opposed to a basic workflow, is the ability to create a series of review stages with dependencies between stages. This feature enhances the review process by:

Organizing Reviews:Multiple stages can be defined, ensuring that each stage is completed before the next begins, which helps maintain a structured and sequential review process.

Dependencies:Dependencies between stages ensure that proofs move through the review process in an orderly manner, with specific actions required at each stage.

Automation and Efficiency:Automating this process reduces the manual intervention needed, speeding up the overall proofing process and ensuring consistency across reviews.

This approach is highlighted in various user guides and advanced workflow setup training sessions for Workfront, emphasizing its efficiency and effectiveness in managing complex review processes​​​​​​​​​​​​.

Identify the Requirement: The admin needs to set up an Automated Workflow Template and ensure that the design team can view the new templates.

Understanding Sharing Mechanisms in Workfront: Workfront allows administrators to share templates, projects, and reports with specific users or groups to ensure visibility and collaboration.

Creating the Automated Workflow Template:

Navigate to Templates: In Workfront, go to the Templates section.

Create New Template: Select the option to create a new workflow template.

Define Workflow: Set up the workflow steps, including tasks, approvals, and dependencies, as required for the design team's processes.

Save the Template: Ensure the workflow template is saved correctly in the system.

Sharing the Workflow Template:

Select the Template: Go to the created workflow template in the Templates section.

Share with Design Team: Use the sharing options to specifically share the template with the Design Team group. This ensures that only the design team has access to the new workflow template.

Set Permissions: Define the level of access the design team will have, such as view, edit, or manage permissions.

Communication and Training:

Notify the Design Team: Inform the design team about the new workflow template and how they can access and use it.

Provide Training: Offer training sessions or materials to help the design team understand how to use the new automated workflow template effectively.

For efficient use of a project template that captures phases within each project and supports critical-path timelines, the following elements are essential:

Predecessors: These define the relationships between tasks, ensuring that the sequence of tasks reflects their dependencies. This is crucial for maintaining the integrity of the critical path.

Milestone Tasks: These are key tasks that mark significant points or stages in the project timeline. Including milestone tasks helps in tracking progress and ensuring that critical deadlines are met.

References

The importance of predecessors and milestone tasks in project templates is emphasized in Workfront's project management guidelines and best practices for creating reusable workflows​​​​.

To create a new hour type named "Training and Certifications" for the creative services team, the system administrator would need to take the following steps:

Navigate to Hour Types:

Log into Adobe Workfront as an administrator.

Go to the Setup area by clicking on the Setup link in the upper-right corner.

Under the "Timesheets & Hours" section, click on "Hour Types".

Create a New Hour Type:

Click the "New Hour Type" button to create a new hour type.

In the Name field, enter "Training and Certifications".

Set the Hour Type as General:

In the Hour Type settings, ensure that the "General" option is selected. This ensures that the hour type is general and not tied to specific billing or project-related activities.

Select “General” from the available options. This categorizes the hours as non-specific to a particular project or client work.

Uncheck the "Count as Revenue" Box:

There is an option labeled "Count as Revenue" which, if checked, considers the hours logged under this type as billable revenue. Since training and certifications are not revenue-generating activities, this box should be unchecked.

Ensure that the "Count as Revenue" box is unchecked to prevent these hours from being considered billable.

Save the New Hour Type:

After configuring these settings, click "Save" to create the new hour type.

Ensure all necessary details are correct and then save the new hour type.

These steps will create a new hour type named "Training and Certifications" that appears on timesheets, allowing the creative services team to log hours for their training and certification activities.

References:

The steps for creating and configuring hour types can be found in the "System Admin Essentials" section of Workfront documentation and training materials, which cover detailed administrative tasks (Webinar - Admin Essentials - User Experience - Apr 27, 2022)​​.

The total number of available hours (AVL) for a user in Workfront can be affected by the following settings:

Time Off: If days are entered in the Time Off menu within a user's settings, these days will be excluded from the total available hours, reducing the AVL value.

FTE (Full Time Equivalent): If a user's FTE setting is less than 1, this indicates that the user is working part-time. This setting will proportionally reduce the number of available hours shown in the AVL column.

References

These settings are documented in Workfront’s user management and scheduling documentation, where the impact of time off and FTE adjustments on user availability is detailed​​​​.

License types that allow report creation:

Users with Plan and Standard licenses in Workfront have the capability to create, edit, and delete reports. These licenses provide the necessary permissions for advanced reporting functionalities.

When organizing projects using Portfolios and Programs in Adobe Workfront, two key considerations apply:

Portfolios are containers for Programs:This means that programs are organized within portfolios, and a portfolio can contain multiple programs. This hierarchical structure helps in managing and aligning various programs under broader strategic initiatives represented by portfolios.

Projects can be associated with only one Program or Portfolio:A project can be linked to a single program and, by extension, to the portfolio containing that program. This ensures clarity in project alignment and reporting within the organizational structure.

References

These considerations are discussed in the Workfront training materials and documentation, which explain the hierarchical relationships and constraints for using portfolios and programs to organize projects​​​​.