Automating Workflows with Workfront Fusion (Sep 14, 2021)

Transcript

Welcome to our user group. This session is all about automating workflows with Workfront Fusion. This is one of those sessions that we have had tons of folks ask about, and I can’t believe it’s taken us this long to actually do this session, but it’s just one of those really important topics. Anyone who knows me, I am, if I have to do something more than once manually, chances are I’m probably gonna find a way to either automate it or come up with a template. So this session for me is near and dear to my heart. My name is Kristen Farwell. If we have not met, it’s nice to virtually meet you. Although I see a ton of folks that I recognize here in the session. I’m the Senior Manager of Customer Marketing for Adobe Workfront. What that means is I manage these types of events. I manage a lot of the customer communications. Our team works on customer stories. Any of the fun stuff we get to do with customers, I’m really grateful. A lot of that comes through our team.

This session is being recorded. So we’re gonna share that after the event. So if you wanna go back and take a look at something or you wanna share it with a colleague, we do post that on Workfront One. And as an aside, we actually post all of the recordings of our virtual user groups on Workfront One. So if there’s something you wanna go back and watch, if you go to the events page, there’s a little user group section and all of the archives are posted there. We actually just did that a month or so ago.

I’m gonna talk about the agenda here in just a second. But in the meantime, I wanted to do a little bit of an introduction with you guys. This always takes a second. So I wanted to get us started. This session is a lot, think about it more like a team meeting and a webinar. So it’s more interactive. So because of that, I would love to say hello. Normally if we were in person at a user group, we’d all go around the room and say hello. So if you wouldn’t mind, open up the chat and type in a couple things. I would love to know, I can already see your name, but if you wouldn’t mind type in your company, your role, where are you located in this wide world? Is there something in particular you hope to take away from today? And then also I’m curious about, for me it’s morning. So of course I’m having my morning coffee and I am curious, are you a coffee person? Are you a tea person? I work with a whole bunch of folks that love, I live in Texas, so there’s like some Diet Coke or Dr. Pepper beans in Texas. And so I’m curious, what is it that you are drinking right now? And then I also just wanna mention again, I’m gonna mute Pho.

Oops, sorry about that. My screen just advanced. I’m gonna mute everybody.

Only because I keep it open so that folks can come on and off mute, but sometimes it does get a little bit noisy here in the beginning. In terms of what I’m drinking, by the way, I’m drinking during quarantine, my husband and I decided to buy an espresso machine and I wasn’t sure if it was gonna be a great purchase or if we would kind of get over it pretty quickly. And I have to say it’s quickly become, Kristen Farwell is now sponsored by Breville Espresso. So good times. While you guys are doing that, I’ll come back to that. Here’s the agenda. Here’s what we’re going to be talking about today. Right now, we’re just going through a little bit of the agenda, the welcome. In a moment, I’m going to pass things over to Sam Taylor. If you’ve not met Sam, Sam is actually the product manager for Fusion. So somebody earlier said, I don’t know Sam, but he’s about to be my best friend. So if you have questions, we’re really lucky that we have Sam joining us today. We also have two customers that are gonna be joining us today. First up is going to be Bernie Clemmer. He’s the director of marketing operations at Novo Nordisk. He’s gonna be talking a little bit about just the business case and why they thought about automating certain processes and why they were looking at some repetitive tasks and how they can get a little bit more efficient. And then from there, we’re gonna be chatting with Brandon Pritchard, who is with Nationwide Insurance. Similarly, he’s gonna give a little bit of background with how they use Workfront, what were some of the business cases and processes they decided to automate. He’s actually gonna go in and share a couple scenarios. So you’ve got a little bit of two different customers while they both use Fusion, they’re using it a bit differently. So that’ll be really interesting. And then we have loads of time for group discussion. So I just wanna point out again, this session, think about it more like a team meeting. So instead of just sitting back and watching it like a webinar, if you guys have questions, please feel free, ask questions. There’s a little hand raise icon at the top of your team’s window that if you wanna come off mute and ask a question, please, we can do that. I’ll just have folks do the hand raise so it’s not too chaotic during the session. So with that, I’m gonna pop back over to chat real quick and just get to know some folks.

There’s a ton of people that have, I won’t read them all, but just curious. Carrie, hi Carrie.

Carrie’s with Workfront as well. Excited to see how clients are using Fusion and she also is a coffee person, love it. Thank you, that’s a cute cup.

Let’s see, we have Chris Jewell, hi Chris, Director of Product Marketing, also a coffee person. I’m scrolling through, I see a lot of coffee. Although Ralph says water only for me. You’re in the UK, so it’s a little bit later. So if you were still drinking coffee, you’d probably not sleep well this evening either.

Hi John from Hartford, hope to understand that some of our processes can be simplified. Awesome, I think my informal poll says coffee probably swept.

I’m gonna pass things over to Sam here, but Sam, before I have you come off mute, I’m gonna do another informal poll. Can I have folks, if you are using Fusion, so if you’re already using or you’ve dabbled or you’ve already tested Fusion, up at the top of your Teams window, there’s a little hand raise function, click that hand raise. I’m curious to see how many folks in the room are using, I’ve got a couple so far, okay, nice. Probably maybe a third to a quarter, I can’t scroll through the whole list, but that’s good. All right, let me, I think I can lower your hands, I’ll have to figure out how to do that, lower hands. There we go. The next thing I wanna ask is, and type this into chat and we won’t wait and go through all these, but type into chat, I’m curious, your level of familiarity with Fusion. So this is something that’s not quite a hand raise, but just maybe type into chat, we use it, we love it, or we want to, so Sam says, I’m a beginner, so if you’re just here to kind of learn and get some inspiration, that’s helpful for us to know too.

All right, well, with that, Sam, you should be able to come off mute, but if not, I can certainly unmute you. I think so, how does that sound? There you go, yes.

All right, well, thank you very much, appreciate that. So name’s Sam Taylor, I’m the product manager for Fusion, and I’ve been working with Fusion since I joined work from Adobe, spend all day long thinking about Fusion and how we can currently help customers automate processes and how we can make it even better in the future. And I think what I wanna do is just really introduce Fusion, I think we’ve got a wide range of people with exposure, some people very advanced, some names I definitely know, and then some people are very, very new to Fusion. So I think what we’ll start off with is an overview of what we mean by Fusion and Fusion as an automation engine. And I talked through a few points that will help set the stage for what our customers are gonna present today. So first of all, when we talk about Fusion, we typically call it a work automation engine. Now, a lot of you are probably familiar with tools like Fusion that help you automate. For example, you might’ve seen Zapier, that’s one that a lot of people use, API and Microsoft’s Power Automate. And these are tools that generally have a visual interface and allow you to design what most of the time is integrations between different systems. And especially in the past, the real focus of these types of tools has been how do I get one system to talk to another? Now, with our approach of Fusion as work automation, we’re really hoping to help people change their perspective away from just integrating two systems to automating work. And when we talk about automating work here, we really shouldn’t care so much about systems and really should have a focus on what our business process is, what our business outcome is. And so when we think about how we work on Fusion, how we try and improve it and how we try and enable customers, that’s really what we are looking at. So instead of more of this integrations focus, it’s a lot more about work automation.

Now, when we think about work automation with Fusion, a lot of what’s different about it from other products is our work front app. So those of you who have worked with APIs, work front APIs among them, have probably noticed that working with APIs can be pretty complicated. Keep in mind that a tool like Fusion, they are working with another system’s API. So when we talk about work front automation, we’re talking about working with work fronts API. Now, all of that work can be pretty complicated, really difficult to use. Sometimes you have to learn what basically amounts to a different language when you interact with APIs. And when we develop in Fusion, we develop a work front app that’s really supposed to take that complexity away from it, try and simplify it for you. So that instead of spending all day trying to learn an API and every nuance of the API for work front, instead, you’re a little more focused on what your business process is that you wanna automate and a focus on what you wanna do in the system, rather than just trying to learn an API all day.

Now, I wanted to give people some examples cause I noticed that quite a few people are relatively new. So we talk about work front automation, you might be thinking, well, what sort of stuff can we do, right? And I think one place to start is, think about business processes that you have that are unique and that are not met with work front out of the box. So you might have a unique request process that’s a really common one for people automate. You might have a unique process when you are signing projects, when you’re going through different project phases, when you’re creating a new task, when you’re making new assignments, any of those unique processes where maybe you’re not finding that work front’s doing exactly what your organization needs to be done, Fusion might be able to help you do that. Fusion can automate all of the work that you need to do to make the system work a little more seamlessly with your business processes.

Another way to think about work front automation, there’s a great term I’ve heard from some other industries called toil. And when we talk about toil, we’re talking about unnecessary work. If you work in healthcare, I did some work in healthcare in the past, they also call this administrative burden. And we wanna think about toil is, it’s that extra work you have to do beyond the work that you’re doing to accomplish whatever your business needs to. If you’re creative and you’re working on, let’s say a mock-up that you need to share with a client, the fact that you might have to go log into a system and say your task is updated and post an update and maybe notify somebody of a project status change and all of that related to your work, all of that’s additional. And it’s administrative work that you have to do on top of the real work that has value. So we think about work front automation, is there any process that would amount to toil, unnecessary administrative updates, you can eliminate those with a tool like Fusion. Another way to think about Fusion is gaps in work front. So if let’s say, and one example I’ve seen before is in work front, there wasn’t a way to create a sequencing of project IDs that met our clients needs, right? Out of the box work front doesn’t have that type of capability. But with Fusion, we were able to automatically generate a unique project sequence that met this client’s needs. So look for gaps in the process, of gaps in the product or gaps between what you need to do and what the product can do. Another example of automation is scaling. So for example, if you’re working, if you have a process where you go through and you do reviews of every open task or certain type of project, doing that for every open project can be really burdensome, right? But if you know what you can do, if you know what you’re doing, and it follows the same pattern, you can create a Fusion automation that would automatically do that work for you and do it for hundreds of open projects when that wouldn’t make sense for an individual to do, and they wouldn’t have time to do that. And finally, another idea as you’re thinking about work front automation is validation. So there may be some data standards that your organization needs to meet, some administrative standards that you need to meet. So for example, let’s say that we have new projects must meet a certain type of data collection. There must be a certain amount of data assigned to them. Maybe there needs to be a project charter associated or something like that. Anything that you might need to validate that’s based on data, that’s a good opportunity for Fusion automation. And of course, those are just some ideas about what work front automation means. I think once people get in and start looking at what’s possible, well, it’s a tool like Fusion, they’re able to see creatively a lot of different opportunities at the organization. And I think as mentioned earlier, if you’re doing anything that’s repetitive, or if you see a process where you’re thinking, I don’t think a person needs to make decisions to make this happen, good opportunity to automate, and I would encourage you as an organization to make automation part of your conversations about how you work with Workfront, right? And how can you develop a backlog of automation opportunities? How can you prioritize them and just make it part of how you get the most value out of Workfront? Finally, one thought, today we are focusing on work automation. So really this is Workfront Fusion with just connecting with Workfront.

Fusion of course does interact with other systems and integrate with those. I would just encourage you to think your business process first, and then the system second, and really try and focus in on how do we make an efficient automation. And sure, it can connect to one or many systems, but the real focus in identifying the opportunity and making it successful is focusing on that business process.

Awesome. Ready to move forward there. I think we will. And I just wanted to point out that today, and I know Sam kind of mentioned this as well, we do, Fusion does, we’ve got work automation, we have integrations. Today we’re really focused on that automation. We do want to do another session that digs into the integration. So if you had joined and said, man, I really wanna see how Workfront ties with Marketo or what’s one of these other tools, we will cover that, not in today’s session, but if you have questions about it, drop them into chat or we’ll have a discussion thread and just know we’re hoping to do another session on that as well. So what I’m gonna do is I’m gonna pass things over now to Bernie Klemmer and Bernie, I’m gonna stop sharing and I’ll let you start sharing and take it from here.

Thank you very much. Can you hear me? I believe you probably can. I can. Give me one second. Let me just pull up the correct slides.

Okay, so thank you. Again, everyone happy to be here today. My name is Bernie Klemmer. I work at Novo Nordisk. We’re a pharmaceutical company globally in the US. We are based out of Princeton, New Jersey. That’s what I call home base.

We’re primarily in the diabetes disease area, but we also focus on other chronic diseases like obesity, rare blood disorders and other diseases.

I think we’ve discussed this briefly. I’m the director of marketing operations. So I sort of represent the line of business for this conversation. I’m not overly technical. So I do partner with my IT team and some others within my group on sort of how to technically do this work in fusion. But I thought I would be able to share sort of some of the business cases and some of the challenges that we face understanding some of the limitations within Work Fund, how it didn’t match up one for one with our business processes. I could walk through those and sort of talk about how we approached those issues using fusion. So really just to sort of give it a little bit of background we started working with Work Fund in 2018 to manage our studio agency projects. And we quickly realized that we could leverage Work Fund for so much more.

As part of our overall implementation plan, we do plan on integrating Work Fund with other systems as you’ll see on the right side with our SAP financial system with Viva, which is our workflow tool and with Decidewear which is one of our scoping projects. But today I’m gonna try and focus on just how we look at our specific business processes.

The first scenario I wanna talk about is using fusion to create a program from an issue. So at our organization, we use Work Fund to support our budget planning processes. And typically those start in the summer where all the commercial teams, all the marketing teams plan out all of the programs for the following year. And for each of those programs we have dollars assigned to them. One of the challenges we faced was obviously through this process, it has to be controlled in the sense that once budget dollars are allocated to a program, they have to be sort of locked down and static so that not everyone can change it and modify it. And in order to do this, we determined that we would like to use the request process or request form. So we created a request process request form where we collect all the necessary information and that seemed to get us to where we wanted to go until we ran into another challenge.

For each of these different programs there’s a different group of approvers. So simply having a approval workflow associated with these issues wasn’t going to work because if there was so much variability and who had to sign off on these it became impossible to manage that. And we didn’t wanna put the onus on the project manager or the budget coordinator to sort of have to think about each time they were approving a program who had to look at it. So I think some of you are probably familiar within Work Fund one of their capabilities is to easily convert a project, I’m sorry, an issue into a project by just clicking a button. And we seem to like that functionality. And after realizing that that wasn’t an out of the box solution, what we decided to do was use Fusion to leverage Fusion to do this. So what you’ll see on this right hand side of the screen is just a quick screenshot. These are the different statuses that relate to an issue in our environment. And at the very bottom, you’ll see we created a custom status called ready for tactic creation. And essentially what happens is once the budget coordinator reviews all of the data related to the issue and verifies that all the information is correct, they will select from in progress to ready for tactic creation. And that status change triggers Fusion to essentially take all of that information that we’ve captured in the issue request and convert that into a program, an approved program that then lives within a given portfolio.

Does that seem to make sense? I guess I’ll just go through each scenario and if there’s any questions, we can address them through the chat. And actually is just one question just came in actually. Kimberly had asked, how do you prevent stakeholders from selecting that status by accident? So how we do this is when a request is filled out by a marketer or one of the brand team members, that request goes into a queue and that queue is managed by the budget coordinator. So the advocate or the requester doesn’t have the ability to change that status. So through permissions and who is actually managing those queues, only certain people can change that status. Smart, I like it. Because otherwise, you know, everything would be like, we’re ready, let’s go. Yeah, and that’s the thing. Once budget dollars are locked down, we have to keep tight control on it because we don’t want just anybody going and changing those things because ultimately, and we’ll see as we go through this, through our other sort of integrations and business process automation, that information can’t be changing all the time. So I’m gonna jump on to the next scenario that we have.

Planning and forecasting promotional review. So my team’s main job is to manage the process for reviewing all of our promotional content. So in the pharmaceutical industry, which is heavily regulated, any commercial content that is used to market our products has to go through a rigorous review process.

And we use a separate system to do that. However, one of the challenges we faced on my team on the operations team was understanding and forecasting workload and the flow of content coming into these review sessions. And honestly, that was one of the drivers behind rolling out Workfront was putting in place a formal planning tool so that we could have the ability to get better insights further out of what was coming down the pike. So we have limited number of people that can review this content. And what tends to happen is that during different periods of the year, these meetings and these review sessions are overloaded with content. Everyone wants to get stuff out for the January launches or the mid, the fall launches. And at other points in the year, we don’t have a high demand. So we’re trying to figure out how do we balance that in a more effective way. And what we again decided to do was use Fusion to, I’m sorry, I clicked the long screen. Bear with me a second.

There we go. Okay, sorry about that. So what we essentially do is for each piece of commercial content that we are going to create, there is a specific project plan. And within that project plan, we have a unique task that we use to automate the work. And what essentially this does is it takes project level information, essentially the project completion date, and it auto calculates when the commercial content needs to be uploaded and submitted into the review system. Hopefully you can all see this screen on what I’m trying to represent. These are some of the fields that we have on our custom form that exists at the task level. And this top box up here are all different triggers that we can drive different actions through Fusion. So quite simply, the view data allows us to view the data that exists in the Viva system, which is our workflow tool. During project initiation, we can use the trigger create action to trigger a scenario where we push information from Workfront into Viva to create a job placeholder. And that essentially creates a spot in the asset management system and the review system where the job will ultimately live.

The third option is refresh data, get the latest. That allows us on demand to sort of refresh to make sure that we have current information. And then we also have the ability to clear all these fields using Fusion. In addition to these on demand triggers, we also have a Fusion automation that runs on a daily basis that refreshes all of these data fields with the information from the other system. What this allows us to do is allows us to have stakeholders use Workfront only access to the information and the status of the jobs that are in another system so that the information is more transparent and they don’t have to log into multiple systems to get the most current information up to date on and tracking on the statuses. At the same time, we also have the ability to push documents across Viva Fusion. So I think we talked about the proofing earlier on. Workfront allows us to sort of work with the different stakeholders to proof documents and get them into that final approved status. We currently use Fusion to push those files into another platform, which eliminates the need for us to download that approved document out of Workfront and manually upload it into the other system. Similarly, we have a couple of different options here. We can send, unsend and refresh based on the needs at any given time. Similarly, again, sort of hinting to that next session, Kristen, this integration with other system, just passing this information back and forth really alleviates the need for this sort of having different users in different systems in multiple instances to get that same information. I’ll just pause there for a second. I don’t know if you have any questions on this particular scenario or situation. I’ll wait one second, because I think there might be some questions coming in, but it’s interesting that it reminds me of something Sam said earlier, where it’s like, do you really need a human to do this? Is there a decision being made where a human needs to say, do A or B, or is it something that, yet we have all the information, we can automate this? And so that’s kind of, to your point, even between systems or within Workfront, this was one of those situations where it’s like, we really don’t need a human intervention. We just need to automate this to make it more efficient. Yeah, absolutely. And that simplifies things greatly. I mean, right now, as it’s currently set up, it does require someone to select which action we want to trigger. However, we’re looking to sort of build the trigger based on task completion, right? So once this task is marked complete, can we have that trigger happen automatically, which would be sort of an enhancement to this particular scenario.

So I’ll just, I’ll jump onto the… I actually do have two questions. I have one that came in in chat, and then I’ve got one hand raised. So I’m going to start with Florence and then Christina, I see your hand raised there. I’ll have you come up here in just a second. But Florence has a question that says, why is the document upload manual? I’m sorry. You said that you upload the document into the other system manually. Why did you choose not to have Fusion do it? No, I’m saying currently, that’s what we would have to do. We do, right now, yeah. This scenario allows us to push the document automatically into the other system. If we don’t, if we didn’t use this automation, then someone would have to download the document and then re-upload it. So pushing it across is sort of automating that. Yeah, I’m sorry for the confusion. Thank you. Oh, that’s good. Christina, do you want to come off mute? Looks like you have a question. Yes, thank you. One of the things that you first mentioned when you were providing the explanation was that when you convert this automatically to a project through Fusion, it makes adjustments based off of dates or deadlines, I think you had said. So my understanding correctly, that it will, when you convert this to a project with Fusion, it will adjust project schedules based off of deadlines, or are you not using project schedules? Yeah, so we are. So first off, I could only sort of capture some of the fields in this snippet, right? So there are additional bits of information here. And what we actually do is based on the project plan, there’s a project plan completion date that is entered when the project is set up. And we use that date in one of these fields to set the targeted approved for distribution date.

So we are using project data that is set at the project level and pushing that into the other system. And then also when upon, based on the project plan, when we enter that plan completion date, the project auto calculates just based on the durations and the predecessors, when the submission would have to happen in order to meet that deadline. So not using that. You’re working backwards from the completion date for your templates. You’re not working from the start date and saying we expect it to take 15 days. You’re basically looking at whatever they’ve provided you and they’ve said, we need it in seven days and you’re working backwards from that. Yeah, so typically marketing campaigns are planned by when they wanna have the content in market. So when do we wanna launch this TV commercial or when do we want this email campaign to be distributed? So we’re sort of identifying when do we want this project to go live? And then we’re backtracking to when would it have to start to make those deadlines based on expected durations for each of the tasks.

Got it, thank you.

Sure. Excellent. I think we’re good. I don’t see any more questions here. There’s a discussion thread happening back from your previous scenario of different ways to do it. But I think we’ll keep that in chat between Brandon and you and Monique are answering some questions. And then just a reminder to folks, if you do have questions, type them into chat or use that hand raise. Awesome. Back to you Brandon. Okay, great. And this, yep, sure. And this is another simple example. So I think Sam was mentioning this earlier on.

From a financial budgeting perspective, right? So our budgeting processes are greatly disconnected and we do see a lot of our budget coordinators using Excel spreadsheets to sort of map and track system data that comes from different systems. And one of the things we wanted to be able to do to simplify this process was obviously create a link between workflow tasks and projects and our financial purchasing documents.

One of the gaps we had identified early on was while at the task level and at the project level, there’s a unique reference number that associates with each of those. At the tactic level, no such number existed. And how we typically work is cost budget dollars, plan budgets and actual costs are rolled up at the program level. I’m sorry, I’m using tactic, I apologize. Are rolled up at the program level.

So we were trying to brainstorm ways that we could roll these things up in a simple way. And what I’m showing you here on the screen again is just another custom form that we’ve created. And I just wanted to focus on this order number up here. So what we’re doing with Fusion currently is we are creating a unique order number that’s generated in Workfront to be used when we are creating purchasing documents related to that specific project or program.

Okay, so we essentially make a calculated field where we take a combination of the cost center number, the cost element number and the next number in sequence to create a unique code that will allow us to create a link between this project and the purchasing documents so that when we build the integration with SAP, we can pull the balance of this data directly across and alleviate the need for the budget coordinators to track and map project to IO number in a spreadsheet.

I hope that was clear. I don’t know if there’s any financial people here. So I may not have explained it quite clearly. But it’s really just trying to simplify the need for our budget coordinators to have a separate multi-sheet workbook that tracks and maps all of the costs and rolls them up at the program level. We’re using Fusion to generate this unique number to allow us to import into our financial system. And then via the integration, we’re pulling all that cost information back at the task and or project level.

And once we do that, we’re using Fusion to sum those totals up at the project and program level. The limitation we found on with the out of the box finance solution for Workfront is it’s fairly static and uneditable in that sense that the costs are usually related to resource costs. And you can actually enter a fixed cost or a plan cost, really being able to roll up multiple different purchase orders or agency contracts within one project was very challenging.

I think I did see one hand pop up. It popped up and it went back down, but you’re getting some good comments in chat. Christopher had said, we have SAP integration, so everything you said makes sense. And I think this is also another kind of harkening back to when Sam did his introduction that said, if there is a process that is unique to your business, this Bernie is so unique to your business, that your order number is this kind of unique set of fields that you had to put together, but it was taking a person in a spreadsheet to manually do that and that you guys can do that through Fusion. So I think that’s a really good example when we say, look for those processes that are unique for you and how can you automate them? Yeah, and I think, I mean, just to that point, I think this, we didn’t get to this point easily. So what we uncovered fairly quickly was we could in SAP, find a field where we could type in a reference number at the tactic or the task or the project level that would create that link. However, the budget coordinators would still have to track a or have a separate spreadsheet because in our system, the IO number is self-generated essentially, right? So the budget coordinator is typing in a number themselves, it’s not a system generated number. So in order for them to type in that number, they need to know all the numbers that have been used previously. And that’s the sort of, they need to have a long spreadsheet to say, all right, these are all the numbers I’ve used, what’s the next number that would come in sequence? And then they would use that number. So we sort of went back and forth and the ultimate solution was, you know, starting with the order number field being auto-calcated and work front and then using that number when they create the IO in SAP.

It looks like there is one question, Christina, I see your hand raised. I’m sorry, I raised it in the lower and raised it again. And I apologize for asking too many questions, but in this theory of what you’re saying, how you’re linking other items to your project for reference, would Fusion be able to follow that same scenario? So where if you have one program, but there’s 15 different projects in the program and therefore 15 different teams that might be working on those requests, could Fusion use that to say, hey, this project that I’m looking, that I’m working on is related to this campaign and it’s also in this campaign are also these other 14 projects and list that in the project form? And let me know if that doesn’t make sense and maybe that’s an offline question.

So I think I understand what you’re asking and let me explain how we’ve sort of approached what I think you’re asking. So within a given program, there could be multiple projects and there could be multiple vendors and therefore there could be multiple purchasing documents required to execute that program.

Is that correct? Okay, how we’re approaching this is for each program, we are creating a standard project that will be used just to capture the purchases and the contracting related to that program. So we have, let’s just call it, maybe we just call it standard project for capturing purchasing information. And within that project, we have a list of tasks and each task essentially is the creation and execution of a unique purchase order.

What that means, and so essentially this custom form that you’re looking at right here is at the task level. Each task would have this unique form attached to it. Each task would have a unique order number there. And then any given program, you would be able to sort of create the view or the report on that, that would show all of the individual tasks and the costs and roll them up and sum them up at the program level. Does that make sense? It does, thank you. Okay, yeah. And I think, I mean, that was one of our biggest challenges was how do we sort of, how do we roll things up when there’s multiple vendors or multiple purchasers for a specific project and provide the transparency? While certainly we could go in and manually type in the fixed costs at the project level, that didn’t provide the transparency into all the different bits and pieces that went into that fixed cost or the contract costs. So we sort of wanted to maintain the transparency we have at the sort of at the line item, at the purchasing line item, so that one set of stakeholders would be able to get the access and the information they need, but also be able to roll that up and total that up at the project level so that the different group of stakeholders would be able to see the totals.

You’re getting some thumbs up, so I think we’re good. And I know you’ve got one more scenario to share and I don’t see any more questions in chat. Yep, and this is a very simple one as well. So I think we talked about this, right? This is sort of eliminating the people from having to do sort of repetitive tasks. So essentially we use Fusion just to update the project details, custom form project details with dates based on the task being completed. So in this example, you see that task number three confirmed BRD acceptance. Once that task was completed on nine, nine, the field on the custom form at the project in the project details is updated to reflect that date. Again, eliminating the need for sort of non-project managers to have to go into task details to see when things are complete. And this provides us the clean report out of that.

So again, it’s the simple solution to eliminate some of that redundant work. And you imagine hundreds and hundreds of projects on this particular project, there’s like nine tasks that test dates would have to be updated. So that sort of simplifies things greatly.

I think that, again, I keep coming back to Sam’s presentation up front when he was talking about the work between the work where it’s, you know, this was accepted and then now the other work can begin, but that work in between those two is just maybe 30 seconds, but over hundreds and hundreds of projects and nine per project, it just, it can take up a lot of time. So I know people early on were saying, man, if we could just create the business case to get some leadership to approve this, I’d love to start trying. And then that’s the, this to me is the business case to say the money that we’re spending on the work between the work is what we’re trying to save here. So, Ralph has a question in chat that said, it seems to me that we have to use Fusion to roll up project financial fields to either program or portfolio level based on work from its hierarchy, it would not seem unreasonable to expect this functionality out of the box.

Yeah, it seems that I’m a little bit unclear. So, you know, I understand that we’ve got a repetitive process, which we can get a machine to do, I completely understand that. But when you’ve got the structure, which is the very fundamental structure of work from your portfolio program project and downwards, and you’re rolling those figures up to the program and portfolio doesn’t seem unreasonable to ask, and yet we seem to have to use Fusion to do that. Is that correct? That might be a Sam question.

So there will be some of those options available to you and some of those roll ups that are already part of the native work front capabilities. Where you see Fusion typically used is to enhance those, to simplify them, to address some complexity that maybe the out of the box functionality if you work front doesn’t have. So what I would recommend, you can set up programs, you can set up related reports to see those financial roll ups, use that as your beginning point, and then think about how does your organization need to see them differently, update them differently, or maybe integrate them with another system. And that’s where you would use Fusion. Okay, I’ll take that with our support, I think. Thank you.

And that, yeah, that was the last slide. So I’m gonna try and figure out how to stop sharing so we can.

Well, and I just wanted to also mention that it looks like Euan had answered a question here to Ralph, and so one of the things we’re gonna do is after this event, we’ll post the slides, the recording, we’ll have a discussion thread on Workfront One. And I would say maybe Euan and Ralph, if you guys wanna connect there as well, maybe to dig deeper into that a little bit, that’d be great.

So what I’m going to do, I’m gonna pass things over, and I’m not sure, I see Florence, you’ve got a question here, and I’m gonna either hold that for chat or kind of hold that just so we can stay on time. And I want to pass over to Brandon from Nationwide. And Brandon, do you want to share your screen? Make sure you can come off mute. I do.

And while you’re doing that, you guys may know Brandon, he’s presented on a few user groups for us. The last one I think was around new Workfront experience. So thanks for coming back and chatting with us about Fusion. These are the worst, I heard he’s the worst. That guy, that guy.

All right, so yeah, we’ll do a little presentation. Kristen, thumbs up, we’re seeing my stuff, right? Okay, cool. Good to go.

So yeah, things, slides, words on paper. So Nationwide is where I currently reside. Just a little bit about the company. I mean, obviously, it’s a huge company. Everybody knows the Peyton Manning and Tori Kelly ads and all that stuff. Founded in 1926, so almost 100 years young now.

And our success, as leadership would put it, comes through the purpose of our culture, the deep impact of our associates and the passion that they bring to their work. Fortune 100 company, A+, A+, A1, all that good stuff, right? We won’t spend too much time on that. I think people know who Nationwide is.

So for Fusion and for Workfront in general, we purchased Workfront in 2018, same as Bernie. And then we actually purchased Fusion day one, but we didn’t get around to using it till about two years later, which the higher-ups loved. We were just writing that check for no reason. So we didn’t have anybody really to work on it. So that’s where I kind of came in as the system admin. I just said, well, let me see if I can figure out some stuff.

Right now, we have three active scenarios that are solutioning for five different use cases. One of those is still kind of proof of concept, but we just need the leadership to approve it. We do about 90 to 100 megabytes of data transfer daily and 33,000 operations running daily through Fusion. It sounds like a lot, but it’s really not. I mean, if you think about how many clicks that and all the background processes that have to happen in order for something to actually take place and for an action to be taken in Workfront, it’s really not that much. So we’re still on the light end of it, I would say.

And we’re just going to get into things.

So I’m going to present all of our use cases, and I’m going to show you, just walk through some quick screenshots on kind of the easier configured ones. And then we’re actually going to go into Fusion and we’ll do a little demo of some of the ones that are a little more complex. And let me preface this with saying complex for me. For most people on the call, it’s probably not that complex.

I’ve taken the ascent training for Fusion, and I’ve worked with a couple of people at Workfront, like you and a couple others with a couple of our scenarios, but basically it’s been self-taught. I just kind of jumped in there and figured it out. So it’s not really, you don’t have to be overly technical to do it. I would say, this will be my first break away from the slides, I would say that you need to know this guy. So if you don’t know the API Explorer, you should before you start messing around in there. And it’s pretty, once you get the grip of it, it’s pretty self-explanatory. It seems a little confusing at first, but it’s really not. But where you’re going to find value is in these references and these collections, because this is where you’re going to be pulling information from into the different Workfront modules.

So first scenario, so this was kind of a no brainer.

We have particular teams and this goes back with what Bernie and Sam were saying as well with, cut out the human if they don’t need to make a decision. Our agile teams were getting direct requests into their cube. They were converting them directly to task and then working them off of their storyboards from there. But every single request that came in, we were working. There was no rejected work. So really it was kind of silly for them to even look at the issue. Really it was just about like, let’s get them to the task level. Let’s get them to the story and have them start working. Additionally, everything that we track, almost everything that we track at Nationwide is at the project level. And they were doing stuff at the task level. So it made reporting a little cumbersome and we had to do some work around, calculated fields and stuff like that in order to get our task information into our project reports.

So we decided that it might just be better to automate this process. And basically what we’re doing on this scenario is, the issue comes in, we’re watching for new issues. If it hits that particular queue, and actually let’s jump into the pictures. Pictures are great.

So it’s basically just going to turn an issue into a project into a task without any human intervention. So if you’re familiar with the modules, these will look familiar to you, if you’ve seen them before. So basically we’re doing a new and updated issues. I want to see all my issues that are coming in. It’s got a little router here to say, hey, is it a new issue or an existing issue? If it’s new, it travels up this path and it kind of grabs the issue information, it grabs the requester name and some of the requester information. Then it has another router that says, hey, is it from this particular queue? If it’s from that particular queue, then it’s going to go ahead and convert it to a project. So basically, what I mean by particular queue, right, is if it comes to the agile team’s queue, it’s going to convert to project. If it comes to anybody else’s, it’s not. And then it’s going to grab the project information. It’s going to actually update the project from planning to current. And then any issue information, any issue data that we had from the form is going to travel to the project. And then when we finally create the task or the story for the team, it’s going to grab the information from the project and drop it onto the task level. So really the experience for the team now is work comes in, they get a notification in their email that says, hey, you have a task ready. They go right to their storyboard, their backlog, and drop it into an iteration and can begin work rather than have to click any buttons or anything. So that guy’s kind of cool, simple but cool.

They really, really, really liked that actually. And it saved them a bunch of time, right? They didn’t want to have to convert a project to convert to project or to convert to task. So next one, this one is super cool. It’s a proof of concept right now, but I think it’s really relevant.

I will say that our cues are probably, I’ll say sloppy. I’ll say they’re probably set up kind of sloppy. But so they’re set up as individual groups and organizational units. And really, so what that becomes is for the requester, if I need work done from group A, group B, and group C, I got to go submit a request to group A, group B, and group C. So there’s probably some better ways to set up the cues just in general, which we’re working through right now. But in the interim, I’ve kind of set up this new universal intake cue, if you will, or something like that. And it’s going to take, I’m going to hop into a demo here. It’s going to take the original issue, it’s going to copy it over to the impacted teams request queue and then it’s going to copy the information over, any documentation or anything like that, and set up a new request for them. And then along with the user group B, user group C, however many requests there are, however many teams are impacted. And then additionally, what it does is it grabs the original request information, drops it into the new copied request, and then it takes the copied request information and drops it back into the original request so that there’s a linkage between the two and you don’t lose sight of it. And we’ll show you how this works here.

I know I’m talking fast. Brandon, while you’re popping over to that, there’s a question in chat that said, how do you handle that if each group, A, B, C, all have different fields and routing and processes? So the routing is, you’re going to, so that’s why it’s still proof of concept. We haven’t got all the kinks worked out yet. But for the form, if they have different questions and different things, this will explain it right here. Basically, if you select team E A O, then E A O’s questions are going to drop down. If you select marketing ops, then marketing ops questions are going to drop down. So that’s how you get the different fields in there. Easy peasy, just driven logic.

By dropping the, I don’t have to explore this, maybe Sam or Ewan can tell me if I’m wrong here or not, but by taking this and dropping these new issues into the queues that the team still works, the queues are no longer visible to the outside requester, but they’re still visible to the team working it. They just basically just monitor that queue. I’m fairly certain there’s probably a way to send a notification as well. I just haven’t got that far yet. So I apologize if I don’t have a full answer there. But basically, the work doesn’t stop or doesn’t change for the team that it’s going to, because we’re taking it from one queue, the request queue, and pushing it into their actual team queue that they use today. So the work, once it drops into that queue, the work is the exact same for them. And we’ll do all three of these just for the fun of it. I think I have to click some buttons here.

Yes, okay.

So admin only, don’t worry about that. I do have a document on here. It’s worth calling out that I haven’t figured out a better way yet, there might be, but it’s worth calling out that if space is an issue for you, it’s not for us at this point in time, but this original request is going to have a document attached to it. It’s going to copy that document, put it on the new request, new request two, new request three. So you’re gonna have four versions of that document sitting out there, or four copies of that document. So if you’re uploading gigs of stuff at a time, this might not be a solution for you. But for us, they’re super, super small files, and probably something they would have uploaded if they submitted singular requests anyway. So for us, it’s not really a risk. Okay, we’re going to submit, and then hopefully if we, well, let’s just give you this real quick overview.

Issue coming in, gonna read some stuff. If they pick EAO, it’s gonna go down this pass. If they pick team two, it goes here. If they pick team three, it goes here. And then these purple guys, these tools, they’re just grabbing reference numbers. So we can push the reference numbers back to the original request. And then this last bar here, this last path, is closing the original request, so it drops out of the view from the requester. I don’t want the requester to worry about the original request. I want them to worry about the three new ones that it just spawned. So we’re gonna go back out, and then hopefully this will look cool.

This, yes, submit.

And we should see it catch here, which it does. And then you’ll see it running through its pass here. Two, three, four, and it goes all the way down to the bottom. So it did something. We did something that worked. That’s always a good thing.

If you go back to the original request screen, so say we’re the requester, they are gonna see demo one. This is the original request, but only until they refresh. And then this is gonna spawn into demo one, team A, demo one, team two, maybe, possibly.

Do it.

So now we have three requests off of that one. EIO, marketing ops, and OCCO. Those were the three teams that we sent the request to, and they just live in their queue. And then if we pop into those requests, do, do, do.

I love live demos and the spinning of the wheels.

Gotta have that Jeopardy music on call. You can see the document did transfer over. The issue details from the original request, they came over, demo guy, demo girl, right? These are the impacted teams. And then if you scroll down and see in the admin section, I’m capturing who originally requested it. A good call out is when you have Fusion do things for you, it’s going to stamp a Fusion ID on there. So sometimes you lose track of who actually updated the piece, right? Who updated the project task, whatever the object is. So in order to get around that, I just did a field here to capture the originally requested. And then here’s a link, actual hyperlink back to the original request. In case for some reason I needed to go see what was on the actual original, it should be the same information across the board, but this was a request for some other people like, Hey, we want to make sure that we can get back there if needed. Of course, it’s going to take forever.

Go baby, go.

Let’s see. And then, oh yeah.

And then, nope, that’s right. Okay. Oh my Lord.

All I’m going to show you here is that the, this will be the original request opening the information from the new request has also transferred to here. So if we were in the original request or found our way back to there somehow, we can get back to what it spawned, what came of it. And you can see here, it’s just got new request IDs. I put these little hearts in here just cause I thought it was adorable. So, you know, you can, it’s HTML formatting. So you could put whatever you want in there if it needed to be arrows or whatever, but I can see EIO. I’ve got this link and these could be hyperlinks as well. I just put the IDs in here, but they could be hyperlinks back to the, back to the issues. And then you can see OCO and marketing ops. So pretty cool. It’s the best Easter egg ever. You can put those little hearts in there. And by the way, I don’t know if you can see them popping up on your screen, but half the group just did the little heart reaction so they all came flooding up on the screen. So big fan. I mean, that’s how you got to do it. That’s how you got to do things and get it done. You’re having trouble with leadership buy-in, just put a little heart in there or four leaf clover. It’d be great.

So then the last thing I’ll show you on this guy, don’t time out on me, is there was one concern.

Typically when you submit a request, it does give you the pathway here. And by the way, if you convert these, obviously the converted to project would still be here with the link, but the pathway does not exist because you eliminated the original request. So we’ve just created a new dashboard for them that has the pathway on it.

So you can still get that information if they really needed to see. I would hope they know what queue they submitted to, but that particular queue I was just in is called universal intake. So you can still get back to that path. So I have other cool stuff, but do we have any questions on that guy? I don’t see any questions. I see a lot of love. I see a lot of like, holy crap, that’s cool. Somebody wants a fusion connector for her birthday. So yeah, folks so far are fans. And I know you’ve got two more to share as well. If you guys have specific questions again, type them in. And we’ll go through this next one super quick. It’s just screenshots again.

This is super, this is basically like Bernie’s last use case.

We didn’t want to have to copy and paste things. There’s certain things that we capture on a custom form that isn’t necessarily native to the tool, but you can push it into native objects. So for example, like description of request. So we don’t use the native project description field upon the request, but we do use it when it converts to a project, which is silly, I know, but there’s reasons for it. So we have a description of request thing, or description of request field. Basically, we just use fusion to copy that information and put it into the project description field natively. We can use this to name task.

We can use this, the big kicker here is assigning tasks to the project owner. So we have project owners that will set up templates or whatever, right? And the templates are universally used. So they might have 50 tasks and 30 of those tasks are assigned to the project owner. Yes, you can go in and bulk edit.

But with switching from scheduler to workload balancer, workload balancer is not going to have that action key, not initially anyway that you can just say action assign all project manager roles to project manager. So we basically circumvented that in here with fusion. And we’re just taking project information, it’s reading the project info, it’s got a couple routers for different scenarios. But then when it flows up here to this path, it’s saying, hey, any task that has the same job role as the project owner, just go ahead and fill their name in. So it automatically populates all 50 tasks or 80 tasks or whatever it is with the project manager’s name and they’re assigned to everything as soon as they click go on the project. So that’s really nice. There’s a couple different fields. Like I said, project description, there’s updating task names, depending on what template they put in and what teams they engage. Let’s say they are engaging the WebRec team, the WebRec team wants the task name to be the same as the project name. So instead of copying and pasting the project name, if they assign WebRec, then it automatically populates the project name into the task, which is nice. And then we do update planned hours as well, depending on what you pick for your custom forms. So if you select, or on field A, you do selection one, it might be a four hour task. If you do field A selection B, it might be an eight hour task. And Fusion is just reading that and populating the planned hours. So we don’t have to have a different template with different planned hours for every single selection. Fusion just makes that decision for us.

And then this is the last guy. I know I’m going quick here, but this guy’s super cool. Brandon, I just wanted to say one thing before you move on from that. You actually had a really good point in chat, as he said, changing that project issue program portfolio name, it’s actually really good governance. And that’s part of a lot of the automations we see in Fusion. So I know you’re using that and saying it’s pretty basic, but it is something we see a lot of people doing. So for the folks on the phone that are thinking, what would I even start with? It’s where we see a lot of people use Fusion in that governance. And I don’t know if you have any, I don’t wanna call you out, but I don’t know if you had anything else to share there.

That’s it. It’s really that it’s a really, it’s probably the easiest thing to start with.

If you’re looking at automations and you’re going at it alone, like Brandon.

Brandon is a unique case there because he’s built out pretty much everything by himself. He did get some sessions with some of our experts, but he did an amazing job on all of his scenarios.

And a lot of you are asking for ways to do things better and follow good governance practices. And so I just wanted to call that out and a way to kind of connect the dots. Yep, absolutely. I mean, project naming, task naming, that can absolutely be accomplished through Fusion. And then everybody’s on the same page, right? You can’t, it won’t even, you can even set it so they can’t even update it. We have ours, it does set some project names, but we allow them to add. Basically we just did a length character, right? You can only add stuff after this certain point in time. So if they wanna add a additional asset number or something like that to the conventional project name, they can, but they cannot mess with the first 25 digits of the project name or whatever, first characters, I should say. It’s really helpful. The other thing I noticed that you had, and it was on your, I think your previous slide, that had the use case on it. I don’t know if you guys caught it, but go back one more slide.

Do you see at the bottom, Brandon has the approximate savings? So again, there’s been questions saying, man, I wish my leadership would approve the cost or this is something, again, it’s a minute. So your leadership might say, it’s a minute, but 10,000 projects, one minute. This is a way that you can start to calculate that to say, again, it’s that work between the work. Yep, and then the difference here is just pay band, right? There’s some people that make a little less that click those buttons or some people make a little more that click those buttons, so that’s the range there. Did you use this to justify Fusion? Is that actually why you calculated this? I calculated just for you, young lady. Oh, yeah, all right. Well, I appreciate it. So does everyone on the call. Yeah, no, yeah, it was just for this. I am gonna start using this more often though, but we haven’t had, I mean, we just went out gung ho out of the gate and said, yeah, we’re gonna use Fusion. I know we’re gonna use Fusion, so we just bought it, but we never really had a justification for it, but now we do. I mean, just in this scenario right here, almost pays for it for the yearly cost. And then this guy’s even more, right? So this is our proof automation use case. And I mentioned, or I don’t know if I did mention, but I have the three scenarios we have set up are based on triggered events. So I have one that starts with issues and then everything that happens with an issue. I have one that starts with projects and everything that happens with projects, which includes tasks. And then I have one that starts with documents slash proofs, and it encompasses everything that goes from there. You only get so many scenarios. And that’s basically, I don’t know if it’s a good way to do it or not, but it’s the way I kept it clean in my head. As I know that if I need a project automation, I’m going to scenario project, right? If I need an issue automation, I’m going to project or scenario issue, blah, blah, blah. So that’s how I kept it clean in my head. So this is the proof slash document one.

The initial use case was, and I have these flip-flopped here, so I’ll say two before one. The initial use case was, it was just click heavy. We had certain settings that needed to be set for every time we did, like if you click subscription and then you have to change it to, you know, proof notifications only, or no emails, or disabled, and things like that, and set up the subscribers to review and approve. And then we also have a custom field in here, it’s just one custom field, but it’s a pain in the butt, for the project name to be put onto the proof. And the reason that is, is because we have our, everybody that can access proof requesters, doesn’t matter their access level, everybody can access this proof dashboard at Nationwide. And that just keeps all their stuff in one place, so they’re not searching through emails, they can see all their stuff right here, but they were getting confused because they can only see proof name, and the proof name doesn’t necessarily match the project name at all. So we just set them up with a view.

Oh, get out of here. I tell you what, these kids today.

One second. But anyway, we just set them up with a proof view that has the project name in there as well for them.

And then that enables them to keep everything in one place, and we had just a ton of people complaining that it was just so hard to keep track of everything. So now you’ll see project name right here, and they can associate the proof back to the project name. So it keeps everybody in line there. So I lost what the heck I was talking about.

Yes, okay. You were saying it was the two before one, so the kind of the reason why, and then number one I think was compliance. Yep, yep, and then number one. And so this is the same type of deal on this bottom one here. It was just a bunch of clicks, right? You had to copy and paste stuff, blah, blah, blah. So the approximate savings, pretty similar to the project one. It’s about 11,000 proofs we do annually. You figure about a minute of proof to copy and paste these things and click the settings. 180 hours, or again, around 10 or 12,000 in savings. The big one was our compliance department. They have really, really sticklers on, for anybody who’s a regulated user, compliance-based regulated user, right? They have to be certified in certain things or whatever. We need to capture every communication that goes for them in any format whatsoever. And the problem was using Workfront Proof, we were sending proofs to external clients, but that wasn’t passing through our email server, and that’s how we capture, that’s how it gets to our compliance tool. So basically we just came up with a dummy bot idea, and we just add a dummy user to every single proof workflow. And that dummy user is officially a regulated user with all activity rights. So anything, any communication, comments, decisions, whatever that happens within Workfront Proof, passes through that dummy bot’s email address or server, which then in turn passes through our compliance tool.

The initial estimates from our IT group were, I was going to highlight that, but you can’t do that, were 30 to $40,000. And basically me, I was just like, no, that doesn’t sound right. So I had to work, this is one I had to work with you on to get this initially set up.

But once we got it moving, it was real simple. And we’ll jump into that guy real quick. And I want to make this quick, so we got time to talk after.

Where am I at? Okay, back to this. Yes, okay. And then we’ll go over to here, proof automation.

The call outs on here that were a little more difficult for me were setting up a proof webhook. I did this through Postman. I did have to have somebody set this up for me. I was not cool enough to do it on my own. But basically it just looks for new document versions. Every new document version it spits through. That’s the trigger. The top path is going through. The top top tier is setting those proof settings, the project name, the subscription settings. This bottom path here is looking for proof recipients. If the proof recipient is not the compliance bot, then it adds it. And then what it does at the bottom here as a fail safe is it reads it again and says, hey, basically this is for existing proofs. It reads it again and basically is looking to see if that proof or that compliance bot was removed. If it was removed, it passes back down this path. It sends an email to me that says, hey, so and so removed this user. And then it adds them back in. So it’s like a fail safe, right? This was a requirement from compliance because if they could manually remove them, it wasn’t a solution. So all we need to do here, where are you? Yes, proof. Okay, so I have this set up already. It’s just me on here right now. And then let’s say subscription setting is not set. And you can see my project proof name is not there either. I’m going to do this first so we can see it flow through. Then I’m going to go back, hit submit. And then we should see this catch. Hopefully, didn’t time out. Yep, there we go. And you can see it’s running through its stuff. It went through, it added a user. That was really, really quick, but we’ll go back in here and check it real quick and just make sure that I’m not telling lies. I’m not telling lies.

So it added, oh, good Lord, which one was it? This guy. So it’s still generating. We’ll give it one second.

And Brandon, while it’s generating that, you did have a question from someone that said, what is that proof custom form? How did you create that? Oh, that’s in here. Count settings. We haven’t found much use for them, but you certainly can use them. So there’s a custom field option. And then basically you just create a form and create whatever it is. And they could be mandatory fields or not. You can use them in their search fields.

We were capturing document ID at one time, but it’s kind of became redundant. We didn’t need it, but you can absolutely set up custom fields on the proof itself. The only thing I would call out is they don’t necessarily tie back to your projects and work front. They would be exclusively for reporting in the proofing tool.

But it is a thing. It’s a thing.

Are we here? Nope, not yet. That’s the old one. This is the new one. Yes, indeed. Okay, so proofing workflow.

We’re going to hop in here. First thing we’ll see is that the compliance bot was added. And you can see compliance capture, do not remove. You would think that would be enough, but I get emails every day that somebody deleted them.

And then if we check our settings, we noticed before that I did not have subscription checked, but now it is checked. And it’s a checked with the appropriate role settings and emails required that I want for every single proof that comes out. And then the last detail is that custom proof for custom field, I should say, right? And it’s got my project and name in there. It just pulled the project name right over from here into there. So super sweet. And then if, just for more proof in the pudding here, if somebody goes, I’m not that bright and I want to remove them, so they certainly can. I’m going to jump to something else, but I’ll show you the email that I’m going to get that’s going to come in about two seconds, which is kind of nice too. So I do have, I know we’re getting short on time. Do you want me, I got like four things that are just recommendations. You want me to hit those real quick, Kristen? I think so. And you have, did you have a third demo that you’re going to have just in the slides or was it just, did we answer them all? No, I just kind of parsed that out on the other screenshots that you saw there. Yeah, I was going to demo all these in full, but it was just too much. So recommendations for starting. And again, you absolutely can just kind of hop in there and start. I would recommend that you start by using, your first connection should be connected to your sandbox or preview. I’ve kind of bypassed that now and I just use filters and make sure that I’m filtering for the right things. You just, you certainly don’t want any automations going live unexpectedly, but you can connect to your sandbox first. You can connect to your preview and just run those automations in there till you get familiar with it. Definitely know the, I keep doing that. Definitely know the API Explorer. And then big time, big time, big time, use the notes feature and then name your modules into filters appropriately. You will get scenarios that have 60, 80 different modules. And if you don’t have them named appropriately, you’re going to get lost in there real quick. So definitely do that. If you are just testing stuff, make sure you’re filtering everything out except for that test object, whatever it might be. So that other people aren’t seeing that behavior right.

A good practice is to make sure you filter out last updated by whatever the object is because again, the Fusion ID will be the last thing that updated. So if you have something that’s looking for the last updated issue, it’s going to continuously run because it’s last updated by Fusion. So you’ll say, show or only pass through if not updated by Fusion. Test, test, test it again, test it a few more times, run a pilot for a few weeks or a couple of weeks. And all of those scenarios that I showed you, undoubtedly we had problems that we ran into.

Simple fixes, but there were just little filters and little tweaks here that we didn’t realize. Some of them were because the system wasn’t behaving quite right. And there were bugs that we caught. Other ones were because we simply just didn’t have a filter in the right place. And then maybe just test it one more time because you’re going to need to.

And then that’s that. The last thing I will show you, give me one half a second.

Get out of there. Is this compliance piece that is the email, let me bring this up. Kind of silly, but I think important to point out that you can set exception handling and error handling within Fusion. So if you have things that happen and users, maybe a box isn’t checked that it’s supposed to be checked, you can just send a notification to maybe their manager or yourself or whatever. And this one says Brandon Pritchard has removed the compliance user, gives me the file name, the reference, and then I can click this link. It’ll take me right back to the proofing workflow. And I can see if that user has been added back in by Fusion or not, which if I did my job, it should be. So we’ll go right back in here and you’ll see that it’s added back in. And I’m out of breath. So I’ll let you guys talk.

This was awesome. There was a couple of questions. I think they got resolved in chat about kind of cloning or moving a connector from sandbox to production. And it sounds like, yep, you can phone that over. So that’s good. And then Kimberly, it looks like you’ve got more of a suggestion. Workfront Consulting suggested I create teams that are sandbox versus production for testing. So I know which one I’m testing. And that’s a great bit of advice. Yep. That’s a thing.

One more thing I would add to that technique is you can control notifications. So there’s probably no reason to get notifications when you’re testing your scenarios before they go live, but you want to get notifications when they go live. Putting them in separate teams allows you to control those.

Yep. Great advice. Absolutely. And then they give you folders here, right, as well. Oh, and then the last thing I did want to call out, they’re going to have more of these, but again, if you’re just starting out and you have no idea where to start, they do offer templates in here for you. There’s only one active one right now, and it’s pretty basic. It’s just Workfront to Workfront, but it will at least show you the functionality of the connectors and how the modules work between each other. So you can just click on that. It’ll open it right up into your scenario, and then you can start to play with the different fields and stuff in there, which is a nice feature. All right, I stopped sharing. Hey, Sam, are we going to get more templates in that templates area? We are. Yes, we definitely are. One thing we’d like to do with that is when we release new apps. For example, this fall we’ll be releasing a PDF services app and an Adobe Sign app, and we’ll release templates along with those to help you see how they’re being used and show you some best practices with them.

Sam, are you still going to make this song that bounces along with the bubble as the template goes through? Anybody that’s there? I’ll be consuming voice lessons for a while, but yes. Oh, okay. All right. Think that would help. Jingle bells or something.

Follow the bouncing ball.

So we have just a couple minutes left. We’ve got seven minutes if my computer clock is accurate, and I’ve got two wrap-up slides, but I wanted to, while we still kind of have folks here in discussion, one, we’re still keeping an eye on chat. This is live. Three or four multiple experts on the line. So if you have a question, I promise you nothing is too basic, because if you’re thinking it, someone else on the call is thinking it and just a little too shy to ask. So please do type it in. It’s a safe space.

Or you can do the hand raise and come off mute. But while you’re thinking of your final question, Ewan, I’m going to call you out, because I know you’ve done a lot of work with our customers, former customer, also done a lot of work kind of on the consulting side with customers with Fusion. Do you have anything you want to share, kind of if folks are thinking of starting out or where to get started? Well, there’s a few resources. So I think Brandon really had a really great walkthrough there, and I love his highlighting of testing, because that’s something that we’ve, Sam actually trained me on a lot of the functionality, and he reiterated that, and I reiterated that, reiterated that module by module testing along as you go. But really to get started, I would say, look at our training resources. We have a lot of training on Workfront One. I would say probably on your first scenario, either keep it super, super simple and do it yourself, or preferably look at services and get some real help for the first time, just to avoid some of the issues. There’s some best practices, filtering earlier on in your scenarios, putting decent notes in there to help support, those sorts of things that really can help you build your scenarios the right way. So getting help that first time, seeing how it’s done, asking those questions from those, from either a partner or our professional services group, is really where I would start.

That’s great. And Sam, I’ll ask the same question of you. Anything else to add that we had, and I’ve got some resources here I’ll share, but anything else for folks who are just getting started? I definitely recommend looking at the release notes that we’re going to be sending, or the pages that we’re going to be sending out and following release notes. So you can see new releases in Fusion. And I want to echo something you recommended is start with something simple, build and iterate on top of it. That’s going to be your easiest way. And you should be able to find some pretty low hanging fruit across your organization. One thing that was mentioned earlier is about just controlling what a project description looks like and to have a single project description convention. That would be a real easy Fusion scenario to create and you’d learn a lot with it. That’s really helpful. I also, there was a chat that had come in earlier from Monique and Monique, I saw it and I was like, that’s great. And then I forgot about it until just this moment. And it was around mapping it out early. That part of it is probably going to take way more time than the build itself. If you take, do that due diligence, map out that process, kind of make the business case and do that, then it kind of streamline it there on paper. And that way, when you build it out, it’s hopefully less hiccups if you do that kind of early on. So thank you for that tip too. A couple of things I just want to share before we sign off. These are, and I should have had a third one here, but these are two of the things we talked about. So if you guys want additional information on Fusion, the first one is Workfront one. So all roads, when in doubt, if you have a question about Workfront, all roads lead to Workfront one. So, and it’s just one, so onee.workfront.com. There is a Fusion group. So if you have questions and you can put it in the all discussions group, but there is a discussion group specific to Fusion. So if you go to the groups area, it’s under collaborate in the navigation and go to groups. It’s pretty active. So chances are, it’s going to be right there on that front page. But if you don’t see it, there is a search bar where you can search the different groups. And just so you guys know, there’s groups for all kinds of things, for healthcare, for retail, for agile. So there’s some good discussion groups in there. Take advantage if you’re not already. The other thing, and I’m going to send this out. I’ll be sending out a follow up here in the next hour or so. One, I’m going to share a data sheet with you guys. So some of the kind of more technical data on Fusion, and I’ll send out the pricing sheets. Full disclosure, I am in marketing. I am not in sales. So talk to your sales rep. But what I will say is that if you are using Fusion, just for Workfront to Workfront, it’s half the price. So if you’re thinking of making that business justification and you’re getting some sticker shock on the integrations, if you use it just Workfront to Workfront, which is what we showed today, it’s half the cost. So my tip to you.

And then there’s a couple of upcoming meetups. Coming into the fall, it’s always kind of hard to get the schedule locked down, but we are trying to actively get an integration session. So similar to this, but we’ll look at Fusion for integrating systems. For those of you guys that have not migrated to the new Workfront experience, we’ll have a session on that later in October. And then we’ll do another. We’ve done some system admin panel discussions where we just pick a topic and kind of have a panel versus slides. And we’re gonna be doing another one of those in November and we’re gonna look at reporting in dashboard. So stay tuned for that. And that schedule is always on Workfront One.

And guys with that, oh, Kimberly, thank you. And I think that’s a topic suggestion proofing. So if you guys have topics that you want to see, I kind of scour the community, but when you get my email today as a followup, if you have a topic idea, you can hit reply. That really does come right back to me, my outlook. So feel free to reply if you have questions or topics.

And with that, I think we’re gonna call it a day. You get one minute back. You’re welcome. One minute. Brandon, Fernie, Sam, Ewan, all of you guys, thank you for being here. Thank you for all the great demos and examples. And we’ll see you in the next one.

Bye everybody. Bye guys.