Workfront Planning Smart Start - Building Your Base Implementation

Transcript

Welcome everybody to the Smart Start, Building Your Base Implementation for Workfront Planning. So it’s gonna be great. So you might go into the next slide for me, Andrea. So just really quickly, and we’ll put it in the chat as well. This session is absolutely being recorded in two ways.

So you will get the recording, you will get the slides, any resources, and I will do my very best to capture the Q&A pod and get that in the follow-up. Just a little note, so if you normally come to our events, you’re wondering, hey, I can’t come off mute, I can’t come on camera yet. Not yet, we do have the Q&A pod open and Lillah is here. Like when I was a customer, Lillah was answering all the questions. So she’s still answering all the questions. So she’s gonna be helping out with the Q&A in the chat and Carrie’s here, Nicole’s here, Leslie’s here, the whole team’s here, we’re all here. But just letting you know that please, if you can access that Q&A pod and you have a question, pop it in there. But if you can’t access it, which I know some folks can’t, just let us know, put it in the regular chat and we’ll pop it over to the Q&A pod.

And with that, I believe this is our introduction slide next with the fabulous Andrea Hernandez.

Oh, agenda first, but yeah, that’s fine. She’s gonna go through all her stuff and then we’re gonna do a little demo, but then we’re gonna hopefully have plenty of time for Q&A. So with that, go ahead.

Perfect. Yeah, welcome.

Thank you so much, Cynthia. So yeah, so today’s goal is to give you the confidence on all the clarity to build a solid work from planning implementation, right? Because this strong foundation ensures the long-term success. So we’ll have two different parts as we were reviewing in the agenda. The first part is about the foundation. So we will begin with the core setup. We will be reviewing the workspaces and the record types, everything that we have defined for this, and yeah, best practice implementation and these elements from the structural backbone of the planning instance, okay? And in the second part of the presentation or the session, we call it the workflow, and we will work through the full end-to-end process. We will show everything that connects from a strategic planning, sorry, to real world execution. So this is what we are planning for today. So let’s start with part one, and what does a best practice implementation look like? But before we start, we dive into all these details, reviewing the workspaces of the implementation. It is important to understand that there is some strategic context behind it. So this design is not just about setting up a tool. It is also about enabling key business capabilities that will scale with us over time. So there are five strategic imperatives guiding this approach. Let’s review them. And the first one is scalability. We are building a unified foundation that organizes the business processes, the language, and also the records in one place, because this structured context is critical and it is AI ready, right? This is not just in theory. We are also doing this in practice. The second is feasibility. We need consistent metadata that is well-defined with the taxonomies that we will review and also intentional record structures. So these are what allow us to create these two operational feasibility. Whether we are looking at performance and planning or execution timelines, this is critical.

The third option, the third one is about adoption, right? We have some strategic marketers that need these tools that are designed for how they think and how they work. But there are also different personas like project managers and execution teams, right? That they need clarity and focus. So the setup that we will show today creates these tailored environments that will help each of these groups. So we will review different setups for all these different tips. The fourth pillar that we have, it is supportability. Across the organization, our product direction is aligning around two layer models. So we have the campaigns in planning and then we have the execution flows in workflow.

This implementation reflects that vision, ensuring that we can support and also scale in the long term. And the last one is about governance. We are building accountability and trust through clear ownership and consistent data integrities across all the work that we will define. This ensures that the right people have access to the right, sorry, that the people have access and the right access to the right time, okay? So these are the five priorities that we want to have in mind as we move forward because they are not just technical decisions, they are strategic enablers that will shape or how our organization grows, scales and collaborate. So let’s start. And when we first type into Workforce Planning, for you that already have access, it can feel a little bit overwhelming, but it doesn’t have to be, right? This session is focused to guide you in building this base implementation with clarity and confidence. So let’s begin by walking through how to build it from the ground up. On this screen, for example, you see the Workforce Planning homepage. From here, you can view the different workspaces that you have access to as well as create new ones. So let’s take a moment to review how we have defined this base implementation with an example and what its workspace is designated for.

So we are using Plantech as our example with the company to review our best practice workspaces structure. So Plantech, this example is about a smart green living brand that creates innovative products to help families bring more nature into their homes. So here with this thing is between the first one, the enterprise workspaces that serve as a centralized half housing global taxonomies that we will review in a moment. And in parallel, we have different team workspaces. We have some examples here. For example, we have one workspace for the global event teams, another one for the media and PR team, another one for the marketing leadership team. So each one is tailored to support a specific day-to-day work while remaining aligned with the enterprise level standards, processes, and strategy.

Okay, so let’s start reviewing the first one, the first workspace. The global taxonomy workspace is the centralized half for managing and maintaining standardized taxonomies across the enterprise. It plays a foundational role in ensuring consistency, alignment, and also scalability across all the team and business units. This workspace, we can see here that it houses a range of critical record types. It includes like in the first group, in the first section that you can see in this image, they are called operational record types. Currently, this marketing team that we have, you know, we’re a plant-tech company, example, they manage campaigns, they manage experiences that we also call deliverable tactics, depending on its example. So you need to create record types for those objects to track their work, right? And the second group that we call taxonomical record types. Here, we have different examples. In this screenshot, we have the business taxonomies and the channels and platforms, but later when we go to the demo, I will show you in detail more taxonomical examples. But for example, for the business taxonomies, we have business units, product categories, product brands. We also have channels, platforms in here. We have, for example, yeah, the products, sorry, the channels, the platforms, like for example, email, social, web, right there. So we have different examples. We also have taxonomies for people, taxonomies for different deals. So we will review that later. So these foundational objects that we call record types are intended to be shared across various team workspaces ensuring that we have consistency while also enabling localized execution. So what happens like here, the system admin administrator, admins are critical to the success of this model, right? Because they are responsible for creating and managing all these global taxonomies record types, sharing these record types across different workspaces and also setting the appropriate permissions to assure that the team see only what it is relevant to them. This governance model prevents duplication, reduces clutter, and also enables a scalable enterprise grade setup. So how do we distinguish between the record types when and how we should share them with other workspaces? So in our structure, in our best practice implementation, we differentiate between these operational record types, like we also call them planning records, which are action driven and time bound. For example, we have the campaigns and the experiences. We believe it makes sense to store a templatized version of these campaigns and experiences within the global taxonomies workspace within this workspace that we are seeing. We will enable a setting that allows adding this record type to other workspaces. So in the image, we see some setting at the right where we can see that it allows adding the record types to other workspaces. So this is the setting that we will need to do to enable to make sure that you can add the record types to other workspaces. In this case, for example, team workspaces. And then we have the taxonomy record types, which are stable reference objects used for classification. For example, we have product categories, brands, channels, geographies, right? These taxonomy records typically they don’t have a start or an ending, unlike the operational records. So multiple teams that are working in different workspace use these common taxonomical record types to categorize their work. And you can create, for example, brands as across a connectable record type in this global taxonomy, and then enable the setting that we see at the bottom to make sure that that allows that connecting this record type in other workspaces. So the main difference is that for the first group, right? We are enabling to add the record type to a different workspace. And in the second example, for the taxonomical records, we are suggesting to allow connecting this record type in other workspaces. Maybe this is too complex for now, but when we will jump to the demo, I think it will be much easier to understand. So let’s continue.

Another example that we have from our workspace is the marketing leadership team. So leaders, they don’t need access to see all the taxonomies that we have previewing the previous workspace, right? They need to be focused, they need to have strategic views. That’s why we provide a dedicated workspace where these personas like the marketing director or the VP of global marketing can focus on the global planning records, and they will be able to see all the different campaigns, all the different experiences, but they can also define some specific record types for them, like for example, the ones that we have in the marketing goals and objective section, and they will be able to define corporate marketing, the proper objectives, departmental objectives, the objectives, so it is up to them to define what they want, but the main focus here and the main point is that they see the information that they want, they don’t need to replicate the same record types that we have defined in our previous workspace.

So what’s the difference between the team workspace then and the corporate workspace, right? And the corporate, or also we call them enterprise workspace. So the team workspace are designated around a specific team needs. For example, the media and PR team, they manage a specialized list of reporters and media outlets that are unique to them. So they are gonna create these taxonomical records in their own workspace because other teams, they don’t need to have visibility into those, okay? But at the same time, they can get access to these experiences record type that we have shared previously, and it was possible to be added, if you remember with the setting, so from here, this global, sorry, media and PR team are able to see the different experiences, collaborate and bring their input into the experiences record type without the need to go to a different workspace.

Another example, it is for example, a team workspace is the PlanTech global events. In this workspace, we see that we again have the planning record types, including the experiences, but we also have an OKR section that captures the team’s specific objectives. So this workspace illustrates how high level objectives that come from the leadership team can cascade down into actionable team objectives. So everything is connected. We have different focus for different teams, but everything is well structured.

So we have reviewed this structure. Now we will explore the full workflow, right? The demo. You will see how planning translates into real action through the lens of the different personas. So I will start by introducing those personas first, and then we will move straight into a live demo to bring this process to life.

So we have here Sally. She’s the assistant admin, and she’s responsible for setting up all the structure for the marketing team. So we will start with her. I will show you everything, all the steps that she has done to create this structure in this best practice implementation. Then I will show you how Chris, the campaign manager, the way that he can create record, the way that he managed the campaign plans, it mainly works within planning. So we’ll see the work that he does in planning. And the last one is Petra. She’s the project manager, and she is the bridge to execution. So basically she basically works in the workflow module to bring all the campaign plans to life.

So let’s jump into the demo. So I’m gonna stop sharing my presentation and go to, sorry, I think I need to stop sharing.

I’m gonna close that.

Live demos, it’s live demo time. Yeah, okay, I’m ready. So let me come back to the homepage. So I’m here in Workfront. So from the menu, I can access planning from here. So if I go to planning, this is the homepage. And from here, I have access to all the different workspaces that I have created. But imagine that I’m Sally, I’m from here for the first time. So you know that I can create a workspace using different templates that we have available, but you can also create a new workspace from scratch. So she will start from here. You can add the different record types from here. So as we have already created this structure and we want to show you this best practice, let’s start reviewing the workspaces that I presented before. So the first one, it is the Planted Global Taxonomies. So first we have the campaigns, the experiences that I was mentioning.

You can easily create record types manually. So we have the option to, yeah, whenever we click here manually to define the appearance, and define some settings, but you can also create by uploading from a CSV or Excel file. Okay, and the third option is about bringing these connections, these global record types that I was describing before, but I will show you how to set up this setting from here. So basically it is easy to quickly bring information if you have already defined some campaigns, experiences, or anything outside the workflow via importing, for example. Okay, so let’s just start reviewing, as we were saying, like we have these operational record types but we also have taxonomical record types, right? And so we, in this case, we have first the section Business Taxonomy. So let’s take a look. We have business units, we have product categories, products, and brands. So if we go to the first one, business units, you can see here that we can define different names, different like urban, sorry, home and urban gardening, education and partnerships, and so on, and we have the description. So it is super easy to define everything that you want, all the data that you want to have for these business units. You can click on this plus button from here and add different field types. You can, let’s create one together, or let’s take, for example, people. So imagine that you want to define a business unit owner. So you can quickly create, and then you can, from here, add anyone that you want to own this business unit, okay? So there are different field types, but you can see here that we also have something that we call connections. So we are connecting all the business units record type that we call product categories. So if I come back to the workspace, you can see that I have the product categories defined here. So from the business unit, I can, sorry, I can, back, oops, live demo again, okay. So from here, from the menu, you see that I can create new fields, but I can also create connections. So basically it is about defining for each business unit, what is the connection that I want. In this case, I was defining that I want to connect my business unit to a product category, right? And then you need to define the connection type. For example, many to many. This means like one business unit can be connected to multiple product categories and the opposite. Different product categories can be connected, sorry, one product category can be linked or connected to multiple business units. So you need to define the connection type. And you also have the option to define the appearance with name and image, named or only image.

So yeah, so this is how we create the connections between record types, inside the same workspace.

Okay, so let’s continue reviewing some additional taxonomies that we have in this workspace. We have channels, platform experiences, experience kits.

So for example, with channels, we have email, social, search, web. We add the description. We add the connections to platforms. We also create the connection to the different experience types. So there are like some examples here that I think they are useful to share. So when we link to platforms, we define everything. We have Google apps, LinkedIn, YouTube. So everything that we have here has been created to, yeah, to make sure that we explain and we are clear about when we explain, when we define what is a taxonomical record, right? Well, additionally, we have personas. So we have text-abiparent parents. We have a description. We can define a demographic, interest and hobbies. We can define segment size. So you can see here the different field types that we can add for each one of the records.

So again, we have regions, we have countries. So you can understand, yeah, how we are defining all these workspace where we have all these global taxonomies that will be shared across the different workspaces. So let’s take a look about this setting because for all these taxonomies, what I shared before in our presentation is that we want users that can view and connect to this record type from a different workspace. So from here, when you edit the workspace in the F1 settings, you will see a setting here. It is not available here because I’m not an admin and I don’t see it, but basically it is the same setting that we see here, but instead of saying, allow adding the record type to other workspace, it says allow connecting this record type to other workspace, okay? So when it is defined, you will see this icon that tells me that you can connect it from a different workspace.

And then we have the operational record types, okay? We said that this marketing, this company, we are tracking the marketing team here with all the campaigns, all the experiences. So basically here, let’s review the experiences, for example.

So here, we define all the experiences that we have as a marketing company, and we link each one of these experiences to the campaign. So we want to understand how each experience or how each tactic contribute to each campaign. So we have here a summary, a status, and everything. So you can see that we will be connecting each one of these operational record types to the different taxonomies that we have. That we have created, we have languages, and we have, yeah, different information that we have been creating in this workspace. That’s something different that we have. It is a different connection type. We don’t have only connections to record types inside Planet, but we are also connecting these records to a Workfront workflow projects. And the way that we do this is with a new connection. And instead of linking to a record type that we can see from different workspaces, at the bottom we have here Workfront object types. So we can create connections to a project, portfolio, program, company, and group. Also, we have connections to Adobe, our different Adobe applications, like for example, assets.

So it’s very easy to create these connections, okay? So then, imagine that I’m Sally. I’m still working on defining all these different workspaces. And then I want also to define some additional settings for these flows. So I have created this connection to the project. So from here, I can quickly try to find an existing project that I have here, but imagine that I want to create a new project. Okay, okay.

So you can see that there are no values. So you can click here and then add a new project, but we can even improve a little bit more the flow and help the users, the campaign managers in this case, to improve this with some automation. So Sally, before, when she’s defining all the workflow, all these different processes, she can manage some automations. She can create automations for each record type. And this only happens once, right? This only happens one per record type. So whenever she defines this, then different users can execute this automation. So let’s just start. I have a couple here, but let’s just start creating a new automation. So you can call it, or you can call it create project.

You can add a description. And basically here is super easy to define this automation. So basically you define the trigger. So right now we only have this option, the button click. That means that the automation will be initiated by clicking a button with the automation’s name, but we are adding additional options here, additional triggers that will be available soon. And then we define the action, what may happen after the trigger starts the automation. So in this case, we can define, we want to create a project, we want to create multiple projects and so on. So in this case, let’s select a single project, for example, and we define, okay, I want this to be connected, the connected field that we have when the project is created. So I have this connection already set up. And I also can define a project template that is available in workflow. So this way, whenever you create the project with an automation, it will create the project with this template that is already defined. I can save it. And then you see that I have it here.

So this is ready, the automation. So I’m gonna demo.

So this is not from a Sally perspective, but imagine that I’m, I’m Chris now, I want to execute. I wanna quickly show you that I don’t have any deliverable projects here. So I have here, if you see the different automations that I have created, and I can click on Generate Workflow Project. So it will show you. So this is the action, and the trigger that we mentioned that will automatically create the project here.

Okay, so maybe I need to refresh. It should appear automatically. But sometimes when you are live in a polite demo, it takes some time.

So let me come back here.

I don’t remember if it was, was this one not right? Instagram Prints. So you can see it is, I didn’t create it here. And from here, you can directly go to the project. Okay, let’s come back to Sally. So we are defining this workflow. She has defined the automations, but you also can define request form. So imagine that for this experience record type, oops, I’m sorry, so imagine, okay.

So imagine that I want to create a process, right, to enable different users to intake some work. So imagine that we have people outside of my organization or people outside of my, yeah, my work from, that I want them to give me some ideas about different experiences. So I want to enable this form to make sure that I receive this request. Let me try again.

Okay, let me start with a new request form.

Let me see if this works.

Okay, so from here, you can see that I can create the request form. And I can, I see here all the different fields that I have in my record type. And I can also define if I want them to be a required field. And in this form, you can also define a configuration. So basically it is to define the approval if you want to have any approval flow. So for example, here, I want to say, okay, I want Andrea, myself, to be the approver of this request.

So, okay.

So from here, you have this button that enables you to share this request form. And you can define the settings. You want maybe only invited people can access, only anyone with a view, higher access to the workflow that can use this form to submit experiences. But also you can define anyone with contribute or higher access to the workspace. And also you can define that this is a public link and anyone, even people outside of the organization to be able to submit forms. So if I click here, you can publish it. And then whenever you are ready, sorry, I think I can share. Okay, I can copy the link.

So this will be the form that will be, yeah, will be available for different users. So new experience idea.

So let me copy and paste. So basically this will be the experience that anyone with access to this link, to this request form is able to submit new ideas.

The process is the following. So whenever you can submit another request and also you can view your request. So the process is the following. If you haven’t defined an approval workflow, this record will be automatically populated in my table. If there is an approval workflow, it won’t be populated in my table until the approver, in this case myself, can review and approve. So if it is approved, this form, then it will jump directly to the table. Okay, so this is the process.

Let me come back to the, yeah, to the, sorry, the big, I will go to the global, to the workspace from here. I don’t know what is happening. So this is the definition, sorry, that we have for these global taxonomies. Remember that for the campaigns and the experiences, remember that we want them to be connected to, and to be added to different workspaces. So from here, from the advanced settings, I can allow this setting that we have reviewing the presentation to allow adding this record type to other workspaces. So from here, you can define the people who will have these permissions, okay, to add these record types.

Okay, so then this is Sally. This is the main workspace, where we have all the different global taxonomies that will be used across the different workspaces. But also Sally can create the structure for different teams. In this case, we have the global events team. So from here, we can see that they have the experiences. But as we have defined that also the campaigns, it is a global record type. You can see that we can quickly add it from here. So let’s add this one as well, this record type. And you can see if you access the record type that you will have access to all the different records that are coming from different workspaces. And the way that you can see where these records are created from, it is through the workspace field that it is called workspace. And what you can see if, where it’s coming from the record. So in this case, our global taxonomies, but we have, for example, this one here, Plantech Market, the market leadership team. So this gives you the access to information about what is the origin from each one of the records. But also for the taxonomies records, we don’t need to create all these record types in one workspace, right? For example, the global events team, they can create event taxonomies, taxonomies and record types that are relevant for this team, like the events type, works team type, event housing. So this is up to its team to define the way that they want to structure the workspaces. I’m just giving some examples. And for example, the media and PR, we also have the experiences. Again, we can define and add different record types that have been shared, like the team objectives experiences. We also have the campaigns here. And they also have specific operational record types that are important for them to track different reporters. We have different people here, different statuses, they are linked to different media outlets.

And also the team objectives, right? So the leadership team is defining all the corporate objectives, departmental objectives, but also each team is able to define their own team objectives that are tracked here.

So whenever all this structure is ready, Sally will start sharing the workspaces with different people. So from here, you have the share button, and you can define the people, you can grant access to this workspace to different people. You have different permission levels, you have managed, contribute, and view.

You can also remove the access from here.

So let’s jump now to, so Sally has defined again all these structures, she has created different workspaces. And now I’m gonna be Chris, the campaign manager, right? He’s gonna be the one creating all these records, creating records in planning. He’s gonna be able to track the campaigns, and also, yeah, he will be able to, yeah, to see all this information in different view types. So let’s come back to one workspace.

Let’s go to, for example, the experiences. So imagine that, yeah, Chris has defined already some campaigns, and he’s reviewing and defining with the team different experiences that we have for each one of these campaigns. In this case, let’s review, for example, the Urban Oasis 2025. And this is one of the experience. So if we click on each one of the records, we have the record in this space, and we can see the summary, all the information that we have on the table, but in this format, okay? So from here, you can start working and collaborating with the team, with the adding comments. So this is the best way to make sure that everything is ready, and everything is connected to the right record types, yeah, everything defined before starting executing the experience itself. So from here, you can also see the history of the record, right, with different changes that it has. And also, we have different tabs in this brief page. We have the connections. So from this page, we can see the connections that this particular experience has to campaigns, to brands, languages, experiences, so everything that is connected to this experience. And we also have the deliverable projects. Let me go to the full page.

So for each record, you have the option to add a page. So I’m going to replicate the same view that I have here. So you can define deliverable projects, version two.

So you can create a connected record page. And when I do this, I’m going to define, okay, for each experience, I want to break the information down into different, we have different examples here. In this case, I’m going to select the project, because I want to see for this experience that we are reviewing before and after Backbone in Grow Apps, we have different projects in workflow that they are going to contribute to the execution of this experience. So we have here like different information, like a status, percentage complete. This is something that you can define here with the settings. You can define if you want to see it, the link also to the tactics or the campaigns, any information that is relevant to you. So it’s giving you a quick view of all the information that is related to this specific experience. In this case, as it is connected to the project, the way that they are progressing in the execution of this experience.

So what else? Let’s come back to the experience view. So yeah, as I was saying, like whenever the campaign manager and the team, they are defining this experience, imagine that they have defined that whenever the experience has been marked as planned, when you want to extract the execution. So in this moment, Petra, sorry, Chris, will be able to generate the workflow project that we have defined before through the automations.

And then this project will be automatically created as I was referring before through this automation.

But as Chris is the campaign manager, they can see all the information in this table view, but we also have different views available here. So let’s review them and see how he can review all the information and track the progress of the experiences that they are defining and working on. So you can create from this menu here, you can create a table, a timeline, and a calendar. So for the table, you have, this is the default view, right? This is what we are reviewing right now, but you can create a new one, and then you can filter the information in a different way. Maybe you can create a table view that is filtered only by the experiences that are in a specific status. For example, the ones that are active, because you want to have a view only for active experiences. You can also sort the information. There are different fields, so you can sort by the different fields that you have available in the table. You can also group them, okay? So you can, maybe you want to group them by owner, so in order to track information and see who is responsible for each experience, maybe you want to have the information grouped by owner. Again, you can define which fields are visible on the table view. You can hide them quickly by, yeah, disabling this toggle, sorry. And then you can hide some of these fields quickly. And also this enables you to reorder quickly from here. And then something that we added recently that we reviewed last month, it is the row color setting. And basically we have the example here that imagine that I want to highlight in red all the experiences where the campaign fields are empty, because maybe I have reviewed, I have received these experiences in the request form. For example, they don’t have the campaign field is empty, this campaign field. And then I want to make sure that for this experience, it is, there is a connection to a campaign because I want to know how this experience is going to contribute to the campaigns, right? So this is quickly giving me some information about, in this case, we have this, and that there are no campaigns, so I can quickly select some of them. And you can see that it automatically removes the color from here. And then you also have some row height, right? To define if you want to see everything contents or standard and maybe.

So let’s take a look about the timeline. So let’s create one from scratch. So I will show you how easy and quickly we can define our timeline. From the start, we need to define a launch date, sorry, a start date for the timeline and also an end date. I’m gonna pick the launch date and the end date. So let’s take a look. So from here, we can see that we only see the list of all the different experiences with all these dates that we have in my table. But let’s improve the view and make sure that, yeah, it is something that we can consume in a better way. So we can define that, we can group this information by mind that we want to define a grouping by campaign. I want to see all the different experiences, how they could contribute a group by campaign, right? This is much easier to follow its campaign and what are all the experiences that are related to it. And then let’s even improve it better. Like let’s define some breakdown. So imagine that I want to know for each experiences, what are the projects that I have in workflow defined that will help me to understand what is the execution status, right? That we have for each one of these projects. So I can define here the, sorry, the start date, and the completion date for these projects.

So from here, you can see that, for example, for these experience, I have a couple of projects that are already connected for workflow. So I have a holistic view from the, again, the campaigns, then we have the experiences that contribute to these campaigns, and then I have the connection to these projects that are where we are tracking the execution of the work of the different experiences. But let’s make it even cooler. Let’s define some quickly some settings. So from here, I can add a thumbnail, I can add even, I don’t know, the status, some additional fields that will be bring to the view, like the status, for example, and I can do the same for the breakdowns. Let’s define, for example, that percentage complete, right, for its project. For the colors, we also have some settings, and we can define, yeah, for the grouping, some field values, for the experiences itself, we can define, for example, I wanna highlight, I wanna see everything by a status. So maybe I wanna pay attention to a specific, I don’t know, experiences that are on hold, because maybe there is an issue, so I want to make sure that I pay attention to those, and also I can define some colors for the projects.

So let’s take a look. So you can see how it improves, quickly improves the visibility of everything. We can quickly see, yeah, how this view is showing me all the information that I need with different fields that I added from the records, right? So we can quickly review all the information for here. And also for the calendar view, yeah, this is the standard calendar grid that we have. We are adding some improvements to this calendar view to be able to quickly, to define some different row heights, to quickly see more information whenever you go to the calendar view. And for both the timeline and the calendar during Q3, Q4 of the Adobe Calendar year, we are adding additional, we are making them more interactive. We are making sure that you will be able to create records directly from the calendar view. You can also drag and drop, resize records, so this is something that we are working on right now during Q3 and Q4. Okay, so whatever view that you create, you need to make sure that you share this view with the people, like the team. Like in this case, Chris, the manager, the marketing manager, campaign manager, sorry, needs to make sure that he shares this view with his team. So you can define here again, some level permissions with everyone in this workspace campaign view, or you can define specifically people to access, okay? Okay, so as I was saying, here is where Chris is tracking all the campaigns, all the experiences, but in the workflow and in this base, in this implementation, we are defining a workflow, for example, where all the experiences that are already planned, right, that we know that we are gonna execute, we are creating the projects in workflow. So let me create for one, in my end, that for one of them, for one of them that they don’t have any deliverable project, let me create with the automation from here.

So Echo, Hardening, workshop.

Okay, I can add the project here.

I wanted to show you also as well how you can manually create the project from here.

So it should automatically populate the information, but let me go to a different one, or let me refresh Echo Gardening.

Echo Gardening, sorry, I don’t, this one, right? So this is the project that I have created. So now, so now, sorry, right? So now we can quickly, from this link, from this connection, we can really go to workflow, right, to see the project itself and to manage the project from here. So in this case, we are gonna jump from Chris, the marketing manager, that he has already defined the campaign, the experience, he has planned everything, and now I need to jump to Petra, who is the project manager. She’s the person responsible to make sure that we are executing this project, right? So from here, she’s mainly focused on workflow. She’s gonna work here. So she wants to understand all the different details that we have from this experience. And we have a couple of places where she can take a look to the information that we have in planning. So we know in this left menu that we have a planning section that this Echo Gardening workshop project is linked to the experience Echo Gardening works. Okay, so here from here, we can see all the connections. And you can also have here a toggle to enable all the different connections. And she can imagine that Petra knows that this is like contributing to the campaign, urbanoasis 2025, and maybe it was not publicly connected. So she can directly create the connection from here. Okay, and the second place where she can bring some information from the planning record to understand more details is through the custom forms. So I have one here already created called strategic alignment 2025. So you can see here that, so this strategic alignment brings me all the different fields that I have defined in my custom form. And this is information that is coming from work from planning. So this way, Petra or anyone who is working in this project can take a look and can get access to all the information that we have defined in planning. And the way that we define this setup and this is the last thing that I will demo, it is whenever I’m defining a custom form, I have one here.

So this is the one that I was selecting. And so basically here we have a new field option that it is called planning connection, right? That tells me to define the different records that I want, the different fields that I want to bring from planning. So quickly here, we can see that this is the label, the object type, it is a project, the workspace we define from here, the workspace that I want to bring the information, the record type itself, right? We have experiences, the connection field that we have selected to connect between these two. And then here you can define the different, you can see here that I have defined these different records type fields from here. So this way, when I bring the information to the custom form, I can see all the information in the project.

So that’s all I have for today. I know it was too much. I hope that I was able to explain and be clear about the best practice implementation.

And now, yeah, let’s take a look to the questions. I wanted to leave some time at the end for this.

Yeah, we just have a few minutes. So what we can do really quick before we go into questions, just to make sure, I’m gonna go ahead and share my screen just to show those last slides so that people know what’s coming up just really quickly. So we’re gonna have, obviously our survey will be in the chat here in a bit. So you can give your feedback, but also if we have additional questions. So that’ll be in the chat. And then our upcoming events. So we do have an upcoming event for Workfront Planning. And the reason I wanna bring it up now is there’s a lot of questions that are specific to people’s unique, sort of the way they do work. And so I think anyone that’s attending today that has those types of questions, I really want you to attend in August because Southern New Hampshire University is taking the planning functionality, feature functionality that currently exists. And they are taking that functionality and solving their specific, like using it their way to solve their business needs. And I think that’s what a lot of people are gonna wanna see. It’s like, okay, how do you take this cool functionality and how’s it gonna work for my company? And I think you’re gonna get like as many ideas as you got today, you’re gonna get even more ideas. So I just wanna throw that out there. That’s August 28th. So please, please sign up for that. And that’s at 8 a.m. Pacific time. So just throw that out there. And then our events for the month of August have all been published. They are out there. And I do wanna point out one thing that the Workfront Skill Exchange is in August. And I know those of you that have been to our other events, I just have to say this, please, please, please register for the Skill Exchange because there’s two tracks, right? So that means there’s gonna be two sets of videos, like two sets of events kind of running at the same time. And you’re probably gonna wanna watch different ones. And if you sign up and you register, as soon as those videos become available, you can watch whatever you miss. So I’m just begging you to do that. And then obviously sign up for these great customer led sessions that we have in August. So just throwing that out there, they are on Experience League. We’ve got folks that are posting about the Workfront user groups as well in the chat. I’ll send those in the follow-up. So lots of ways to connect, a lot of ways to talk about Workfront planning.

So I’m gonna stop right there and stop sharing my screen here. And we’ll see what we’ve got left for the Q&A pod. Yeah, Cynthia, I would like to clarify something before we… I started reviewing the Q&A with some questions. For the settings that I was describing about enabling users to add the record types to different workspaces, this is something that we are gonna release pretty soon. Sorry, I didn’t mention that. So if you already have access to planning, you don’t see this functionality, but it is so critical when you are defining these base implementations that we wanted to make sure that we were sharing this information because this is critical for defining the right structure. And then you will see the other setting available that allows to connect record types from different workspaces. So this is already available and you should see this setting already in your workspaces. So first of all, I wanted to clarify that. Yeah, I think it’s a really good point too. And I’m gonna post… So Andrea and Lillit did a session last month and not everybody maybe saw that one. So I’m gonna go ahead and post this one too because they went through all of the release features as well as stuff that’s coming up. So if you weren’t able to watch that last month, it’s actually in the chat, I’ll put it in the follow-up email, but there’s really good information about all of these things that she was talking about. So I just wanna throw that out there too.

Okay, so we have about five minutes. Lillit’s been answering these questions in the Q&A pod. Thank you, Lillit. Yeah, thank you, Lillit. So I don’t know, do we wanna talk? I think a lot of questions, some of them are about like, how do I get requests in quickly? How do I get records in quickly? And I know we’ve talked about this in the past, but I don’t know if Andrea, if you wanna talk just briefly about like the upload of a CSV file, right? Yes, good point. Because when I was explaining the functional idea, I was explaining that you can add and create record types by uploading from a file, right? But whenever you are also in a record type from here, if you go to the view, sorry, whenever you click on new record, you have three options. You can create a new record manually, you can create the record by uploading from file, and you can also submit requests, okay? So from this, from here, I don’t know if I have some, so from here, you can click- You don’t have your file. Yeah, yeah, yeah, I don’t have a file ready. But basically you can select a CSV file from here. Maybe I have some information that I can share, but basically you can quickly, that you can quickly create and upload the file directly from here. I wanted to do this as part of the demo, but I had so much information that it was taking a lot of time, but you can basically import data when you create a new record type, but also whenever you are working on an existing record type, you can import records. So for now you can only import new records, but in the future, we also expect to also be able to update existing records when imported. So this is the existing capability we have today.

So as I change the meeting options, if it’ll come up, just want to throw out there, like I love a couple of things, like Carrie mentioned earlier in the chat about like if you’re trying to make the case for a full-time system admin, having the planning piece, definitely add that to your use case. I also want to just throw out there, I never even thought about using the teamwork space from an executive level. That’s brilliant, and we need to do a session about that like in the future. Like we could do a whole session on like, how do I use planning to just give them their own space of what’s going on, and that way, like you said, Audrey, like they’ll get any of the noise because they don’t need that. So I just, I wrote that note down. And also like last thing that I hope everybody takes away, like you don’t have to make it, when you’re starting out, you don’t have to have, you know, the personas and you don’t have to, you don’t have to start that way. Like when I started playing around with planning, it was literally just the campaigns, that’s it. I just created a workspace with the campaigns and then what the record types were, and I connected, you know, and I created an automation, and like create a one-to-one project, right? So I’m just throwing it out there. Like if you’re looking at this going like, this is a lot, you don’t have to do that. So everyone has, I’m sorry, go ahead, go ahead. No, thank you. No, thank you so much for doing this clarification. This is an example, right? Some people, some companies that are more complex, they already have defined all these different taxonomical record types, and they tell us like, how do I structure this in my workspace? So I wanted to give an example of different taxonomical record types, but as you said, maybe you only need campaigns, experiences, and maybe you only need products, but it was an example to make sure that you can take some ideas and yeah, be able to define your own use case.

I know we’re at time and what I’m looking at is, oh, go ahead, go ahead, Carrie. No, I just want to credit that Cynthia and has really been taking the lead for these events that are public. And if you haven’t noticed, they’ve been almost once a month so far, and each planning session has really been building on itself. So I was going all the way back to one in March where Vascon came and did a demo, and we actually have that posted in the community where there’s a example Excel template for that upload. So Cynthia, for the purpose of the recordings and kind of for everyone who’s still hanging on, maybe we could even just link like all the planning events that have already happened because they’ve really been building it on each other. Let me share my screen. You probably already did it. I didn’t share that last slide, it’s in the deck. Okay, so let me really quickly, since we only have a second left, it’s right here.

And I’m not going to go in presentation mode because you’ll get it. So every one of the events we’ve done, plus the GPS training book and then the release activity. So all of that’s there. And then after this, we will add this event to that deck. So you’ll have that slide, you’ll always have that slide. I wouldn’t have expected any less, but yes, it can be a lot to start off. And the ideas that we’re kind of growing, the knowledge and sharing, and the product team has been awesome. So thank you so much. So speaking of that, I know we’re literally at time, but I will say that like Lillith and like you just, once again, you’re amazing. But the two of you, Andrea and Lillith, have really been like my partners for the last couple of months. And I’m so grateful. Thank you for doing this. Thank you for your time. I will, it’ll be tomorrow. So you’re going to get your follow-up today and the Experience League posts today. And then tomorrow I’m going to go through all the Q&A in both the chat and the pod, and then I’ll combine it together and post it on the community post. So I don’t want you to think you’re going to lose any of these questions and answers moving forward. So, all right. Well, thank you everybody.

We’ll see you next month. I’m going to see everybody there at our next event.

So y’all have a great rest of your week and we’ll see you next time. Bye everybody.