Streamline Workflows with Workfront Fusion

Transcript

We are very lucky and so happy to have Pan to come. So she came from UCLA Health, Starbucks, like the system admin dream, like with all of the different systems and ability to use Fusion. And I’m so stoked for all the things she’s about to show us, so.

Pan, welcome.

Thank you. Well, Cynthia, thank you so much. I’m so excited to be here. I’m a big fan of sharing information as much as I can. So hi everybody, my name is Pan.

And I’m excited to share with you guys some fun use cases. Some of them are weird, so I hope you are as excited as I am to talk about them. Please leave in the comments if you are as flabbergasted as I was when I first heard of some of these use cases.

So let’s get right into it.

As Cynthia said, I have a background in workforce system administration and Fusion automation development. I love making workflows and my favorite thing to do on the planet is make things more efficient. So most of my calls with folks have been, okay, great idea, how can I put this in Fusion somehow so that you don’t have to click 3 million buttons? So fun stuff first, I have two roosters and a guinea pig. The roosters were a COVID decision. So it was, I’ll give you some background. We got eggs because we were like, oh, there’s a shortage of eggs. We’re gonna be so cool, we’re gonna come out on top. And then we incubated the eggs and then both of them are roosters. So now we just have to, I call them my sons. I have two boys, both roosters, love them. They wake me up every morning. So I don’t need an alarm clock. So either way I came out on top and then I have a guinea pig named Kimchi.

Fun pet stuff, very weird. I always use it as my icebreaker cause no one expects you to say, I have two roosters.

All right, so let’s get into it. Let’s get into the fun stuff. So use case number one is the most recent one.

I had a colleague reach out to me and she was in the global creative studio department. And as you all know, creative studio or anything with creative, they want visuals. They wanna be able to see stuff. They wanna be able to take something from A to Z and be able to look at it, go from A to Z. So the challenge was that it was inefficient at the time. So they were using emails to track all of their intake requests. So anytime they needed reminders that are putting it in Outlook. So they were saying, okay, on Monday, I’m gonna put a little reminder in my Outlook. I need to submit this intake into Workfront, make sure it got in and then be able to track it. So they were submitting things by the way, like three years, four years in advance. So they were really big on not procrastinating.

So sometimes also these emails, by the way, you’re gonna lose track of that calendar. So the main goal was how can we use the Kanban board feature in Workfront, but also not have to touch it because they did not wanna move things. They wanted the system to do it themselves. And I was like, okay, cool, let’s do that. So the solution.

So what I generated was the board. So that we could automatically intake from a request queue. So we generate a request queue for them so that anyone on their team could go in and type out like, hey, I have a request that I gotta submit three years from now. They had the calendar field and they had all the fields that they needed on their end that we then used by the way, to also direct how the requests were being titled.

So intake queue, we’re putting that aside. On the automation side, which is the fun part for me, on the board, we had a couple of columns. One of them was automation pending. So first we had everything get sorted into there. Main reason was for visibility. So they knew, okay, it got in, we’re waiting for the automation to actually start doing its fun stuff. Every four hours, the automation would update a timestamp that we had on the request itself. The reason for that, it was then trigger the reminder. So it would see, okay, right now it’s, let’s say 10 a.m. March 4th. The due date for that request that’s on the form is, you know, two weeks from now. So it’s not yet time for me to move this. So everything would get moved into backlog as long as it wasn’t time yet, it would change the titles, it would do all the fun stuff in the backend. And I’m actually gonna move to the form flow that we have. Here, let me see if I can zoom in. Okay, so the automation will go into pending. So it auto tag from the Kanban board. So they had tags, they wanted to see, you know, is this a GCS? Is it a PowerPoint? You know, what kind of request am I submitting here? It would go into backlog. And then here’s what I was mentioning, the automated monitoring. So every four hours, and this is what we set up in Fusion, every four hours it would update the timestamp that’s on the form. And this was admin only. So don’t worry, like the end users were not even seeing this timestamp. This was only for admins and an update every four hours. And they wanted it only to update from 9 a.m. to 5 p.m. Which makes sense. You don’t want it to start sending reminders over the weekend or after work hours, because that’s not gonna be useful for you. The whole point is to make their lives easier, not send random notifications at God knows what time.

Here’s where all the cool stuff happens. So we had a couple of tags for two weeks out, one week out, the actual due date, which is when they need to move that request into submission and then overdue. So because sometimes people will forget, no matter how many notifications you send them, they’re gonna look at it and be like, eh, I’ll do it later. So they wanted to also include that as not only a tag, but also an automatic system notification.

So once it was ready to submit, which in this scenario, ready to submit meant it was two weeks out. So they wanted a reminder two weeks out that, hey, you need to submit this request into the request queue. So it was comparing that timestamp that I mentioned to the current date and then also to the date that they’re putting in the request form.

And then how did we validate? So the validation in this scenario was they had to put in a URL for the issue that they actually submitted. So the whole point of this was they’re putting these into intake requests. There’s another request queue that they actually have to submit to and say, okay, I did my part. I submitted this request into this other request queue and here’s the URL for validation. Fusion would look at that just to make sure they’re not putting in something random like google.com or here’s my email at email.com and making sure they’re actually doing it. And then it would see like, okay, yeah, you put in the right URL.

Great, it was another notification.

And then you’re done. So what was the impact of this? Because this was a quite hefty one. So interestingly enough for the actual users, it was super simple. The only thing they were seeing was a nice Kanban board, moving them through the system. The only thing they had to do was submit into the intake request and then they would move it through as the dates came, which took out the manual need for tracking and followups. Their team, anyone on their team could go in, submit this request intake and then get reminded of, hey, you need to do this and just submit this into the intake queue. Hey, you do this, it’s two weeks out, it’s one week out, it’s due, okay, it’s overdue now.

So it decreased the volume of email communications. One of the big things when I’m doing anything with Fusion is what is the end goal here? Is it to decrease notifications? Is it to decrease clicks? What are we trying to achieve? So in this scenario, it was to reduce manual tracking and followups and then decrease the volume of email communications. And this thankfully improved overall team productivity and they were able to kind of get through their day without having to set up a million things on their outlook and then having things fall through the cracks.

That was use case number one. That was the most recent one at Starbucks.

Let’s go to our next one. This was one, this is the weird one. Yeah, this is the weird one that everyone’s always excited to hear about because it’s- Rachel asked a question about like, this right here is the reason I wanted anyone new or old or anybody like with Fusion because this right here is like never thought about using Fusion for anything like this, but it’s so cool. So thank you. Glad you think it’s cool. One of my favorite things to work on because again, very out of the box. And I do wanna add to what Cynthia just said. I think even if you haven’t used Fusion before, my thing is always like, it’s good to have knowledge of what it can do. So, obviously you always need to look at requirements and go and do your own testing and all that fun stuff. But just knowing what it can do and what’s possible with Fusion is I think a big step of being more aware of how you can help your team and whatnot.

Okay, so the challenge. So at UCLA Health, they did not have any sort of inventory management system and they were actively, it’s something they actively needed, but they didn’t wanna pay for it, which, you know, understand we’ve all been there. You know, you say, hey, can you get the software? And they’re like, no, we don’t wanna pay for it, but we still need to do X, Y, and Z that would require it. So they didn’t wanna do that. So one big problem we had was we would have people ask us for items. So, you know, we did a lot of like giveaways and events where we would have to supply them with sunscreen, like branded sunscreen, hand sanitizers, a lot of different items, beach towels, anything you can think of, we would probably have to provide at some point jackets.

And a big problem we’re having is the only way you knew how much you had of an item is you would have to email this person. They would then have to go walk through the warehouse and manually count it on a piece of paper, which as you can imagine, absolute nightmare, super slow. So everything took forever if you wanted something.

So, and I put a year of, you know, average of 10 days, sometimes it could be even more. So we all sat down and I was like, hey guys, what if we did this with Fusion? Which, you know, me being crazy, everyone was like, I mean, if you can do it, let’s see. And I was like, I think I can do it. Cause there’s crazy things you can do with Fusion rather than, you know, inventory management. So thankfully with my background, I worked with ShipStation, I worked with Roofpacker. So I know some of the stuff that you needed was, we need SKUs, we need, you know, starting inventory, and we need a system to then look at that starting inventory at the beginning and then subtract. Cause that was the big problem. I mean, once a month you’re asking someone to give you a count, fine, we can have that, but we need to store that somewhere so we don’t have to keep asking someone, hey, how much is left? Do we have two left? Do we have 10 left? this item for this event. So first thing first that we did was… I tried to mute everybody.

I’m not sure who it is.

Let’s do that. It’s a ghost. So once again, everybody’s mic’s off. Sorry everybody. And then when we do Q&A, we’ll just turn it back on. So let’s see. Mic off. Okay, try that again, Pam.

Hello. This has been exercise, guys. Okay. Spooky Tuesday. Okay. All right. So as I was saying, what did I do first? Well, obviously there’s requirements gathering, right? You want to understand what is all the information that we need in order to send this to our Fulfillment Center to then be able to grab items. So we need a request queue so that people can go into that request queue and say, hey, I want sunscreen and hand sanitizers and all that other fun stuff. So we developed a request queue. On the back end of that request queue, you know how you have values, I put in all the SKUs there so that Fusion could then be able to look at that. We don’t have to reference something else. So all the item SKUs were directly where those item labels were.

Next, review and approval. So the automation would confirm the submission. So it would say, hey, thank you for requesting X amount of items. Please be aware this is not approval that you’re going to get those items. It’s now going to go through our approval process. Now, what would happen is we had an inventory manager on our end. They would actually go now and be able to look at our stock. So where was the stock stored? Because that’s the big part, right? So we actually had a hidden project that only our inventory manager could see and it had a form on it with all of the items on it and the start inventory. So at the beginning of the month, they would do that annoying process of walking through and taking note of how many items we had in our warehouse. But the nice part was now we didn’t need to keep checking in with them month after month because now it’s in the work front and Fusion is actually going to keep subtracting every time someone requests and our inventory manager now approves. So that was the big part that we got rid of was every time we had a request, we had to ask, okay, well, we got a thousand here and someone else requested another thousand here. How much do I have left? Now that was gone because it would go and compare against this project that was only visible to our inventory manager. There was a form on it and it would say, okay, they requested 500. Our starting inventory is a thousand. We have 500 left and they would be able to say, okay, well, next time someone requests a thousand, I can say, okay, we only have 500 left at our inventory right now. So I need to go connect with our warehouse and say, hey, we need to order more of this item.

That was the biggest part that we got rid of. And I’m going to show you guys the flow chart as well, just in terms of how that happened.

This is sort of going on tangent, but typically when I create my Fusion scenarios, I know some folks really love creating these big, massive scenarios with a million modules in it. I’m more of a fan of doing it in chunks. So I’ll have one chunk with X amount of modules in it, another chunk with Y amount of modules in it. The reason I do that is so that if one part of this breaks for any reason, especially as you never know what folks are going to do, sometimes they do something in the system you never would have thought of. At least at that point, rather than me having to be like, okay, let me go into my three million module scenario and see where I remember to turn this off. And now it hopefully doesn’t affect anything else because I did this like six months ago. And also that’s why documentation is important, but we’ll get to that. I know someone asked a question about that too. But yeah, that’s why I’m a big fan.

Before you show your documentation on this one, what are your thoughts, feelings about requirements, gathering and requirements documentation? Because obviously we have a lot of system admins on this. Do you push back towards whoever’s bringing the problem to you and say, hey, can you document some of this? Is it a joint effort or does it fall to the system admin? I don’t think, ideally it doesn’t just fall to a system admin. The keyword here is ideally. A lot of times when you’re talking to folks, though, you’re going to ask them, hey, do you have documentation or what is the process? And a lot of the times the answer I get is, I don’t know, someone else gave me this process and I’ve been using it for the last two years. There’s so many times I ask the question where I’m like, why are you doing things this way? Like, someone told me to do it this way. So I’ve been doing it this way. I do think ideally, whatever situation you’re in, it should be more of a collaboration between a system admin should be more on the cleanup side. Like, hey, what fields do we need to make sure we’re being tracked correctly that they’re connecting to Fusion so I don’t change them in the future? And then whoever your Fusion developer is then should be like, okay, these are the fields that I’m going to be connecting to Fusion. This is what we’re going to be doing with them. And then you guys create that documentation together. And then the process, yeah, that needs to… I don’t like giving too much process control to the person who’s asking for the thing, mainly because sometimes they aren’t aware of how Fusion works. So they’ll be asking for things like, okay, then I wanted to send me mail to my house about how I did such a good job. And I’m like, no, I’m not doing that. I can send you an email. But that’s why I would say as much as you can try to be the overhead on that process so that they’re not asking for things that are one, just not possible, and two, sometimes they’re kind of a waste of time. So you want to make sure you’re managing expectations as well. It’s like, okay, great idea. Love that. Well, let’s try it this other way. So I do think it needs to be a partnership and you need to kind of vouch for yourself too, just in terms of what’s possible, what you can do and what makes sense in the long term. Because sometimes there’s a lot of cool stuff you can do in Fusion. I personally have to stop myself from being like, let’s do this too. This could be really cool. Let’s add this other feature.

So just keep that in mind. I don’t want to say don’t over-promise because you probably know how to do some of the stuff you are promising, but just try to keep it simple.

The first iteration of any Fusion scenario build, try to just go for the big goals rather than every tiny little thing that you need to do. What is the thing that you’re trying to achieve, I guess? Long answer to a short question, but there’s a lot to it. Right. And then just as you’re going through it, Autumn was asking about if you’re using calculations in a custom field or a Fusion module with calculations, like for this particular inventory one. I didn’t know if you were going to get to that.

No, I wasn’t. So I’m glad they asked. So no, I did not use the calculations in a custom field. This was all directly done in Fusion. So what would happen is when it was doing that calculation, once the Fusion part did it, it would actually replace the old field of the old data in that field with the new data.

And then what I also did was just so that we could track what’s changing because you’re constantly subtracting and adding, and they also wanted to see that. I did turn on tracking for all those fields so that you could then go into the system notifications and be able to see, okay, on Monday it’s attracted to like another 10 and on Tuesday it’s attracted to another 20. That way, if our inventory manager was out and someone else needed to do something, it was clear what happened. So, okay, they approved this, they did that, and I can see here the automation did X, Y, and Z. Great question.

So, yeah, so let’s look at the actual flow. Okay, let me zoom in a little bit here.

So once the submission was received, so they asked for all their stuff, they say, hey, I want my pan sanitizer and my sunscreen and my beach towels and all that fun stuff. It would send an auto confirmation. And this is where the inventory check would happen. We use statuses, so any requests that would come through would sit in this like pending approval status so that our inventory manager knew, okay, I haven’t touched this yet. They would then go in, look at that, say, okay, they’re requesting 500. I’m going to go look at my up-to-date inventory tracker. Okay, I have 500. Great. I’m going to approve it. Once they approved it, there’s a couple of things that would happen there. One, an email would get sent to our fulfillment center and the fulfillment center email was, I built it out with HTML, so it had all those SKUs because that’s something they need. It would have the customer’s delivery details that they provided at intake, their name, their phone number. We collected all of that just in case there needs to be changes to delivery or they asked for a location that they couldn’t deliver to. The fulfillment center is going to get all that, so we don’t have to be too much of a middleman. So they would get that email with all the information.

Then what would happen after is we subtract all that stuff. If the inventory, because I was like, hey, what if inventory, do we need an alert for when it’s too low? Because you probably need to communicate before it gets to that level. We don’t want to wait until it’s zero and then we have to wait another month for that to happen. I also set up an automatic notification that was an email to our inventory manager saying, hey, inventory is at 1,000 right now. You might want to order some more of whatever it is to stock up.

Then we had custom reports, obviously. I know you all love reports. I’m a big fan of reports and dashboards. We had a dashboard for the current inventory level and all that was in-line editable, obviously, but let’s say the person working at the warehouse was like, hey, we just got a random stock. We just found 30 more jackets. Can you add that? Our inventory manager on our end could go in and be like, okay, plus 30. I’m done. Time to clock out and go home.

The other thing, too, was, well, what if there’s a change needed? Sometimes people would request something and we’re like, actually, we are no longer providing that for this event for whatever reason. We also had a checkbox that would say reset. Some of this information sometimes stays cached in Fusion where you’re going to send an email out and it’s using the old one before you updated the form. We had a reset. It was just a little checkbox that said, hey, update whatever the customer requested. Then you would check that box. It would nullify everything and then put in the new information in the form. That way when you’re sending the email, you’re not sending old data to the user. That was just something you noticed. I was like, okay, you’re changing the form, but it’s getting cached. Let’s make sure we’re putting that in here so it’s not getting cached. That way when you’re sending that email out, it’s sending the new information.

This was the biggest thing I ever worked on. Definitely, I say it’s the weirdest because you don’t really think of Workfront as an inventory management system. There’s other software for that, but we made it work. It worked. They used it. It was thankfully user-friendly. That’s another big part of it. Sometimes with technical folk especially, you make the thing and they’re like, look how great it is. Everyone’s like, I don’t know how to use this. This sucks. You definitely want to make sure whatever you’re creating, and I think this is why it’s nice to be both on the admin side and the user side and the fusion side, is you can see it from all the perspectives. You’re like, okay, I made this. It’s great. Is it easy to use? If I put someone fresh into the system and I’m given maybe a page of documentation in terms of what the forms look like and how it acts, are they able to figure it out from there? Thankfully, that was also a big part of this. I met with that inventory manager at least once a week while I was building this out. I was like, okay, here’s what I’m adding. You do it yourself. It’s fine if you break it. We’re doing this in sandbox. Don’t worry about it. Just tell me, is it functional in a way that makes sense? That goes to David’s question. There’s a question about are you still relying on a human and did you get 100% commitment? It sounds like you got… You probably made their lives better, easier. That’s how you got that commitment to make sure that everything was updated. There was a need here. I think that’s the reason why we even got 100% commitment was because there wasn’t need. They hated it. They hated waiting for that inventory manager at the warehouse to tell them, especially because quantity… We got a lot of requests in for items a lot of the time. There was a bunch of events happening related to cardiovascular health and all that. In this scenario, yes. Obviously, there are scenarios where you make something and then folks are like, no, no thanks. I’m going to go back to looking at my email. You’re like, no, wait. It’s so great. Come back. Let me show you how great it is. I think that’s another part of it too. I try not to get too far ahead of myself. We do have check-ins. I’m like, okay, I built out a good chunk of it. Let’s test this part. Let’s see how they feel. You got to hold their hand throughout a lot of it because especially with… Sometimes people are less tech savvy. There’s nothing wrong with that, but it just means that you got to spend more time with them so they don’t panic when you give them the solution. You want to make them feel empowered, I guess, is what I’m trying to get to.

I think it’s interesting that you’re still… What you said also applies to a work front core sysadmin. Even if it’s an automated process or the process that you build in work front core, you’re constantly still checking in. Look at this beautiful sleek thing that I built for you. I’m like, no, I’m okay. I find that fascinating that even with Fusion, you’re still having to… Look at this shiny magical object that I created.

Look how nice it is. You could give someone a cake, honestly. They ordered. They asked for it, but they’re like, this wasn’t the vision I had in my head. As much as you can, try to get people to tell you, okay, what is the vision in your head? I always use this word. Utopian case scenario. The world is butterflies and rainbows. What would this look like for you? Usually if you can get them to at least verbalize that in some way, it doesn’t have to be 100% exact. It doesn’t have to be to the T of I want my Fusion automation to do this, this, and this. They just need to tell you what is it they’re hoping to get out of it. Because at least if you can say, okay, I’m going to build this for you and I have your goal in mind. I want to help you achieve that goal that you just told me. That makes them a little bit more excited and less like, okay, I don’t want to do this. I’m not going to go back home. I’m logging out. This sucks. You want to get them excited basically of like, oh, she’s trying to achieve the goal that I just told her that I want to achieve.

So yeah. I wrote it down. Utopian case scenario. I love it. Yeah, I use it all the time. I think most, everyone’s tired of me saying it. They’re like, okay, come up with another word, but it works. As soon as you say utopia, they’re like, okay. So I’m imagining paradise in my head and this is what I want in my little plot of land. I love these words. With your roosters. I don’t know if you guys can hear them. They’re going nuts in the background. They’re like, fusion, we like fusion too.

Okay, so use case number three. So this was the most recent one that we had actually. At Starbucks, we transitioned to the admin console. Yay. But there were some challenges that came up with that. Mainly, anyone in the admin console who has access to a product can also add admins to other products. So we immediately were like, oh, yikes, because, you know, someone who’s an admin of AEM, we don’t want them to be able to add admins to our Workfront instance and have access to a bunch of data and all that fun stuff.

And we’re like, okay, thankfully we have fusion. Yay for that. So that’s, you know, we started to build something out of fusion.

The solution. So we needed a way to audit users in bulk because we had, I want to say almost 2000 users in the system. Some of them were active, some inactive, but more were coming into the system on a day to day basis. So one thing was, there was no way I was going to go one by one and add a form to all of them and then also see which ones do I want to, because the form basically was just a universal user form. And it had a couple options on it. One was, is this person a human? Is this person admin or a service account? Yeah. And then a secret third option that I can’t recall right now. But those were the three main ones. Is it a person? Is it a service account or is it an admin? Because if it’s an admin, then they’re allowed to add other admins.

So what I did was in fusion, I used an iterator with Pagenation and had to go through and just add that form to everybody first. And I selected human because 99.99% of our users were human. And then we had maybe like one service account and then four admins, which is quite a few, but we had four system admins. So once it added that form to everybody, I then went through and manually just updated the four system admins to say system admin or one service account to say service account. And then I was like, okay, everybody else is a human, hopefully. We don’t have any ghosts that we just mentioned or any extraterrestrials in our work for an instance. So once we did that, the next step was, okay, I need fusion to look at that form when a new user comes in and says, okay, so this new user just came in. Who added this person? Did a system admin make this person a system admin or did it come through automatically by the system? Because if you guys haven’t seen it yet, when you add a user in the admin console, it actually comes through and says added by system. I think I don’t know the exact wording, but it doesn’t say like added by a person. It says added by system, which is great. It’s good that it says that. But in our case, we’re like, okay, if it’s added by system, we didn’t do that process. Because our process is we actually add the user first in Workfront and then upgrade them to system admin in the admin console. So that was our governance. That was our process that our four system admins had agreed on. So if that was not the process that says added by system, something is wrong here. We didn’t authorize it. We need to downgrade that person immediately and then send notifications so that we can go and check and say, hey, were you supposed to be an admin? Are you getting all this access because you’re… So that was our verification process. So let’s go to the flow now. So we have the user audit and classification. So the Fusion iterator scan and then tags the account, which by adding the form. And then the new users are auto categorized. So anyone new coming in is categorized as a human. It looks at what their access level is. So it looks to see, okay, is this person a contributor? Is it a reviewer? Is it a system admin? Because if so, they’re not supposed to be if they’re becoming new into the system, if they’re like, you know, auto provision or something.

So let’s say the person comes in, it says added by system. And we’re like, you know, Fusion flags that and it’s like, oh, this person’s not supposed to be an admin. What it would do then, it would downgrade their access level, their license to whatever license we had at the time. I think ours was like reviewer and then the layout was also reviewer. And then it would post a message on their user profile that said, hey, it looks like you were marked as a system admin. If they feel like you have been downgraded in error, please fill out this request form. So we gave them the option to come and yell at us if they really were supposed to be an admin. And then it would also send a notification to the main system. And in that time it was me. So it was a notification to me saying, hey, Pan, there’s a system admin in the system. We already did all our stuff. We downgraded them. So don’t worry about it, but maybe check to see if anything weird is happening. And again, mainly it’s so that we had an audit trail. So we knew what was going on, because with a lot of automated stuff, you still need to make sure your notifications are in place so that random things aren’t happening. Because as you all know, having a system admin and work front gets you access to pretty much everything. You can go ahead and delete stuff and remove fields. And as a person who loves documentation and governance, that gave me anxiety. So we made sure to put that into our system. So that was a kind of a sample of how you can also do just like governance and strengthening your admin console with Fusion.

So those are my three use cases. The takeaways here, and I’m not going to read that whole spiel, but you guys can if you’d like to. But the whole point of Fusion and putting these systems in place is not only just to make things more efficient, although that’s the main reason why I love using Fusion, it’s also that you’re reducing human error and you’re ensuring consistency. Because we’re all people, we’re all humans as the human error goes.

Something is going to happen, at least this way, you can be like, OK, well, my system failed at X, Y and Z point and I can fix that. Versus you can’t really fix someone being tired and coming in at like 6 a.m. and having to go to work. But this you can fix, this you can put stuff in place to make it better. Plus, it just takes things kind of out of your hands that you might have to do manually. I mean, with that inventory management thing, that was a slog. That was awful. When I first looked at that, I was like, you have someone walking through once a month and you have to wait for them to get back and say, we have two items here. Actually, no, oops, we have three here. And then you subtract a 10. I’m like, I don’t think anyone wants to do math that much. I don’t think that was fun for them either. So thank you guys so much. I’m going to pass it back to Cynthia. I know, I think there’s some questions there that you guys have. There’s no questions. We have questions for you. Yes. The first one that I want to throw past you is because like some general ones, right? The first one thing. So people answered it. But when you because you’re talking about doing processes in smaller chunks. So there was like a little more deeper dive into that. How are you organizing those pieces, folders, naming conventions? Like how do you approach if you’re doing smaller chunks? How are you organizing your work? Yeah. Yeah. Great question. So definitely folders. So in my case, like anything system related, like system wide would go into my system folder and then, you know, going down the kind of the the the triple down method. So in the system folder, then I named everything very clearly. So I would say like, SIS, a little pipe. And then what is this trying to accomplish? So and for example, naming convention, all requests, something like that for stuff that was specific to like our global creative studio, the Kanban board stuff. They had their own folder and then things would trickle down from there. I also created a key so that if someone knew was going in, they could kind of see mainly for myself as well so that I was like, I could quickly hop into whichever one. OK, what did I do 10 years ago, for example? Oh, OK. This is the one I need to hop into. So big fan of folder structure and then inside the folder structure, making sure I’m naming it just as close to what it is doing as possible. And then also having a key. So like SIS, obviously a system and then GBS would be like global studio, so on and so forth. So a good question. Yeah. One that’s specific and I don’t know the answer to, but it’s about integrating basically across AEP, AEM, and I’m not sure you can even answer that question. And if not, we can just put that, have them go out to the community. But like, how do you integrate asset fields? Like, did you have to do any of that? Have you had to do any of that? I didn’t. I haven’t worked with AEM that much, to be totally frank with you guys. The main thing, though, with any integration is always field mapping. I mean, that’s the first step is just making sure all those fields, like if I have field X, what is the equivalent of that to field Y? I don’t think that really answers your question. That would be like the first step just in terms of integrating anything is a lot of field mapping if there’s something existing.

And I mean, those are great. That question, whoever posted that, don’t hesitate to just go out to the community. There’s a fusion community within the community and people are just so helpful out there. And I think that leads me to the sort of the last general, like there’s a couple of general comments, not necessarily questions, but like teaching yourself fusion, but also like keeping it from making things even more complicated. Like I think someone referred to it as like adding another layer to a cake that’s already very high.

So just those two things. Yeah, it’s smarty girl, so king cake is in my head. But yeah, I’m going to use that cake layer analogy is really good. I’m going to use that next time.

So kind of teaching yourself, learning all that, and then also like keeping it from getting too complicated if possible. I think I triggered everyone with the admin console. They added a lot of admin console related things. There are, and that’s legit.

And also, like I know a lot of people that are customers that have used fusion to solve some of that auto provisioning, some of that like challenge. Right. So I think it’s again, a good a good conversation, even for the experience community, because so many customers have already gone through it. If you’re going through it, hit them up in the community. So that’s what I would say.

And I’m going to unmute everybody so that we can just start. Is that OK with you, Pan? Oh, yeah, I’m fine. Yeah. OK. So that way you can just start raising hands. Let me give everybody their mic back.

There it goes. Trying to get into the meeting settings.

And allow mic save.

OK.

I see.

Oh, wait, sorry. Someone was first. Anupama? Is that my first one? Hello. Yes. Yeah. Hi. Thank you for answering my question about that integration with AP. I know that it’s a tricky one to do for us to solve as well as a team here at a bank. I’m just wondering when you said that the asset fields should really be mapped with the form fields. Are you suggesting a specific type of data mapping exercise, you know, that that needs to be done rigorously? Or is there an easier way for me to map these fields as the first step to integration? So, I mean, I don’t know about easier. So the main reason why I suggested that is just because if there’s an existing process that you guys already have on like, I’ll just call it system Y, it’s always easier if you have like, yeah, I would be really rigorous about the field mapping part, like setting up like a document and saying, OK, this field is going to go to X field, even putting in a word doc. The reason why I say that is because it’s really helpful for the admins that you can then give that doc to them and say, hey, and, you know, admin, sometimes there’s organizations that have been part of where they go through a ton of admins and then there’s no like central unit or information. When the new admin comes and they’re like, I have ideas, I’m going to delete this form and take out this custom field and do all this fun stuff. And then eventually it happens like, oh, OK, well, you deleted the one that’s connected to Fusion that is connected to AP and is transferring or AM and is transferring all this information. So as much as you can document the fields, I would say it’s going to be helpful for not only just you and your current team, but also future admins who are going to be managing the work front side and all that fun stuff. Yeah, just a quick follow up. So, you know, sometimes these custom forms can just go so long and there are just too many projects. And how does one keep track of these fields through Fusion? Is there a way for me to leverage the data store? Maybe if I wanted to like, you know, input specific project, get all the custom fields out. That’s really funny you asked that. Actually, just on LinkedIn this morning, we had the same problem. We had, I think, Starbucks actually had a good, like not a huge amount of scenarios, but a good amount. But the main problem was how am I supposed to know what it was like, how many custom fields are attached to these, especially some of them were made before I even joined. So it is a big problem having to go through. I made an app to help with that. It’s a quick little thing I put together. But basically what it does, it looks at all the JSON files and then, you know, there’s looks at all the, it can extract all the custom fields from that. I don’t think that’s the easiest way. Sorry, go ahead. Now, I’m just wondering the JSON, do you get that out of a Fusion scenario that sort of has an aggregator for those custom fields? Is that the right understanding? Sort of, yeah. So the way mine works is you just export the JSON file and then what happens is the script runs through and just looks to see, or the blueprint, it just looks to see where are the custom fields and where are they occurring.

The app’s free, by the way. I’m not asking for money. If you want to install, you’re more than welcome to. If you don’t want to, you don’t have to. But that would be the easiest way is to have some sort of script that looks at those JSON files and is able to then extract that data so it can look to see what are the custom fields. The custom fields always have the DE in front of it. So it was, thankfully, one of the, I used it a ton because I was like, there’s no way I’m going through and looking at all those JSON files. So it’s on LinkedIn. It’s also on my site. I think actually, do I have a… Yeah, so everybody, by the way, she’s going to do a, yeah, she’s going to have, you can connect with Pan, obviously, LinkedIn. This whole session is going to be put on Experience League and Pan will be tagged. So if you still have questions, she offered. I did not force her at all. Yeah, no, I offered. Please reach out. I love talking. Yeah, she loves talking more front.

Thank you. Yeah, like, yeah, great. Esmeralda, you are next.

Yes. Thank you. I actually asked in the chat, just like, what is the easiest way to start with Fusion? We working with partners, we’re working with a partner right now, and I know our hours are limited. You know, we only get a certain amount and you want to be, you want to choose which ones, which cases you want to work with them that you think will be more elaborate. You want what you think are the easier ones you want to keep for yourself. But how do, what is the best way to just start playing around with it? I’ve been in it, I’ve done one using the templates. But how do I now start like from scratch? I mean, what is the best way? I know there’s a boot camp. Is that helpful to start off with? Or I just, I mean.

Great question. Yeah, no, I think any new application is kind of daunting the first time, right? Where you’re like, okay, I’m getting started. I started my journey, like my initial journey with Zapier, however they pronounce it.

So I think I had kind of that, they sent a LinkedIn, by the way, I have a whole thing with that pronunciation of that, but whatever, we’re not going to get into my qualms with how it’s pronounced. But to answer your question, I think the best way to get started with anything is to just start doing tests. So having real use case scenarios, by the way, always helps. The way I tested was I had a project. So what I did was my connection thing was only looking at my project so that it wouldn’t touch anything else. So I put in my project ID. And then from there, I just did everything under the sun. How do I change, like if I put an issue and I want to change the name, what do I do here? If I want to have it, you know, add documents, how do I do that? If I want to add an Excel to every thing I’m putting in here, how do I do that? So I think the best way, I know there’s a boot camp and I know a lot of my colleagues have used it. So I think that’s at least first getting started out, that’s super helpful. So I’m not going to say don’t do that because I think there’s a lot of good like foundational pieces you can get from that.

So I think, yeah, definitely do that. And then the rest really is just, I would say just as much as you can. Try to find like, what is something that you think would be, you know, not only interesting because, yeah, I think you have to make anything fun to like really stick. But if there’s use case scenarios where like, it would be really cool for me to know how to change the name of every issue coming through because right now the names are just too long or they’re annoying. I think when you have a scenario like that, then it’s easier to start to create stuff. So hopefully that kind of answered your question. I know it’s a little bit, I would say the experience, by the way, the community is fantastic. I’m trying to be more active on it myself so I can help folks out because we all learn from each other at the end of the day and I don’t like putting knowledge in a lockbox, so to speak. So I would also say like, if you have questions, post them there. Be like, hey guys, I’m trying to do this new thing. Is there a resource that already explains how to do this? Or, you know, here’s my scenario. How do I go from X to Z? And then once you start getting into it, you might even be able to start helping people out yourself and then that’s also a great way to learn is to teach others. So that’s my recommendation.

It’s not super concrete, but hopefully that kind of helps. Yes, thank you. Yeah, of course.

Tracy? Hi there. My question is, at my company, we have the longest, most horrible business requirements I’ve ever seen in my life for Workfront. Okay, never would have created that. But every time I look at that empty template I’m like, God, this sucks. So, and that’s for a fusion as well as you know just regular requirements you know whether it’s custom form or report. Anyway, so for fusion, who do you think should create those business requirements? I took the fusion course, and the first two days I think it was three days, but the first two days, I couldn’t get it at all. Third day it finally clicked with me, thank God, but if you don’t use it you’re going to lose it right. So, while I’m not an expert at all, although I did print out all the materials from the class. You know, to seriously sit down and try to write fusion scenarios because that’s what is being requested of me as a system admin doesn’t really make sense to me. So who do you think should really write those fusion requirements? I mean, like I really do think it needs to be a collaboration. The reason why I always want admins to be in, like, not necessarily making the scenarios or even anything to that degree. I just want them to be involved in the conversation for what’s required because you guys are the ones managing the back end and all those fields and all that fun stuff. So, as much as you can be involved, I think you should at least have oversight of like, okay, well, you want to connect this, this and this, but it’s going to affect my forms, so maybe don’t do that.

Let me know if I’m answering your question or if there’s a part I’m missing here. No, you actually have to say yes, but you would actually have to see our forms. I mean, they’re like a nightmare. Regardless of that, do you have a business requirements template that you use to work with the system admin or the business partner to create these requirements? I do. I do. I have a chat, which I’m more than happy to share. I can actually just put that publicly if anyone’s interested. Yeah, yeah, more than happy to share that. Yeah, anytime I go into any fusion meeting, there is a list of items that we have to start to check off. It’s kind of like a governance thing that I just do on my own, but if people are interested, I’m more than happy to share it. Like I said, I don’t like to put knowledge in a lockbox. So if someone else can use it or if they want to change it, I’m more than happy to host that somewhere. So you guys can. I’m seeing a lot of hearts and exclamation stuff. So I’m assuming that is a yes. Yeah, and they’re asking, everyone’s asking for if you’re willing to share like even like any any parts of your scenarios if you have them. So I’m not going to pressure anybody. Yeah, so if you want to, because Pam’s going to send us her PowerPoint deck. And so anything like that you’re willing to share that you just wanted in the deck, just add it after and then we’ll make sure to. Yeah, can do. Yeah, I can’t share all of those scenarios, unfortunately, just because I think there’s some.

There might be some company things, but I’m more than happy. Like if anyone has questions or like, you know, they’re like, hey, this thing that you mentioned sounds really cool. Can you tell me more about how you made it? More than happy to do that. The business requirements stuff is super general. So that there’s no problem. Scenario stuff, unfortunately, they were done while I worked with those companies. So I don’t want the police to come after me and then I won’t be able to talk to anyone ever. I don’t want you to get ever in trouble. So we appreciate that.

But you guys are more than welcome to reach out to me. Yeah, I was just saying you guys are more than willing to reach out to me anytime with questions or, you know, just connects and all ideas.

I’m going to we have five minutes left. That doesn’t mean we can’t stop answering questions. I do want to do a couple of things and share with you all. And I’m going to put this in presentation mode. And it’s going to work, right? It’s definitely going to work.

Eventually. It’s going to work. There we go. We’re all giving a good vibes. Like, and then wrapping up. OK, so a couple of things. Number one, for those of you that are trying to just get started, you know, Pam was talking about all the kind of being in there and getting into it. There are also fusion templates. I don’t know if you all are aware of that. So we have links to the fusion templates and people share. And there’s a brand new one. And this is one that people have been asking for for a really long time. And this is the one where you’ve got a bunch of, you know, leftover proof approvals on a completed project. So how do you get rid of all that? So this is brand new. The brilliant Jen Desmond published this. So you’ll get this slide deck as well. Have the links. But we wanted to tell you about that. The other thing in terms of getting started, we’ve done a lot of fusion events and like including making the case for Workfront Fusion. So like if you all are sort of trying to make that case, check that out. And in terms of learning fusion, we had a panel. I mean, the customers that are on this session right there were on that panel last year. So just want to let you all know where you’re going to get all these links if you want to check those out.

We do have the information on Summit. We have to share that because it’s coming up in two weeks. And, you know, if you are going to Summit, there are two fusion labs. So if you’re going in person, there’s definitely one to check out. These are the events that are coming up, including the release webinar on April 3rd. Last thing, speaking of an admin, the user groups are back. And this is another way to connect with other work fronters and talk about fusion. So like I know that the Southern California one is like literally they’re going to do their first event in a few days or maybe tomorrow. And then New York is next and then the next city. So just check those out. And then I speak of admin console, just wanted to throw this out there. Support wanted to share that now you can designate your instead of having to just call and talk to someone in support. You can do your authorized support contacts in the console. That is all on the slide deck. And I’m going to stop sharing. Nicole posted the survey in the chat. So please, please, please take a minute if you have to leave. OK, we’ve got like two minutes left. I believe someone’s got a hand up, but I can’t see it. I do. Oh, yeah. Go. Go for it. So it’s Vipka. I’m out in Michigan and the Michigan work front user group chapter just got started today.

Fantastic. Are you the leader? I am not. My boss is the leader. And you can’t have a leader and a co-leader from the same company. But he had just sent me the information. So if anybody is in Michigan, it’s for all of Michigan. So for right now, anybody in Michigan, no matter East, North, South or West, feel free to join us. And then kind of like based on how that goes and if there’s more in one section, it might split up at some point. But for right now, there is a Michigan chapter. I don’t know yet when the first meeting will be, but the chapter. And when you do have your first meeting, you know that will promote stuff for you all. We’re doing it for the Southern California. So just let us know. Yeah. I love Michigan. Mitten State. I have family in Michigan. Just stuff like that. OK. All right. You got one minute left. Pan. Oh, Rotesh. Go ahead. But let me just.

Thank you. I can’t hear you.

If you’re talking. Sorry. Yeah. I’m here. God said she’s amazing. Thank you for the wonderful presentation. The one thing somebody asked about a requirement solicitation. How do you do that? So there is a solid plan which we’ve got here, which I thought I’d share in the next one minute or so.

There is a team requirements. The station is not just one person activity. It’s a team. So requirements come in through documents or whatever means is available. We use templates. We use interviews. We use whatever means is available when the customer is available to do the interview on. Capture all the attributes. What is needed. The task. What’s the goal. Then we bring we have a sign off on the document to confirm this is the full set of blasted things that they need us to do. We bring it in. Then there is this body that goes and looks through. It’s called the governance team. Make sure that the impact is only one team or is it overall on the enterprise. Once that is done, then we send it back to them, giving them the customers, giving them the timeline of how long the effort would take. Effort size. And then there is the technical stuff that gets done. And we roll it out in phases, invite them to do testing, whatnot. And that’s the way we do it. I love it. It’s legit. I’m a process person. And that warms my heart. All those steps. Likewise. Thank you. Likewise. Yeah, that was great. All right. One minute over. Pan, seriously. Like we are very grateful. You are amazing. Thank you. The roosters.

Kimchi. The whole thing. We’re just like and we hope to see you soon again on an event. And we’re going to get this all out to everybody. Yeah, it would be great. So we’ll get this all out on Experience League, connect with Pan on LinkedIn, go get that app, like all the things. But thanks, y’all, for coming. And a great question. Thank you. Meet back. All right. Have a great rest of your week and get some king cake. It’s Mardi Gras, folks. See you. Thank you. Thank you, Pam.

Thank you.