Adobe Workfront Planning Demo

Hi everyone. Today I’m going to walk through the Workfront Planning product that was also demonstrated during the scale event last Thursday. So basically in order to get access to Workfront Planning, administrators will need to enable it in the layout templates. So we mean the interface layout templates area of Workfront. When opening the layout template in the main menu the admins will need to enable the planning icon which will then appear in the main menu. While landing in the main menu item this is where the user is landing. So basically the first page is the workspaces which describe the certain working environments for different teams. And then over here you see the overview of the product, a getting started tutorial, and the release activity for the product. So today we are going to walk through a use case of a team that uses deliverable tracker, spreadsheets, and they plan their deliverables in the spreadsheet and execute those deliverables using projects in Workfront. So we are going to create a workspace for that team and when creating a workspace there are ways to see several of the templates that we have available. So they can look through those templates and see what are the fields that are used in the record types and what is the information over here. So for that team they are really basic, they don’t need a lot of bells and whistles, so they start from this basic marketing management workspace. When creating it they are landing in this workspace and they call it deliverable planning. That’s the workspace where they are going to operate in and they see that there are campaigns, personas, brands, and products. They don’t yet touch those records just yet. What they are interested in are campaigns. When they go into the campaigns they already see some data populated and that data is already connected to these other records over there. A lot of the information over here, basically almost the entirety of this information can be customized. So those fields can be deleted, they can be moved around, the new fields can be added by clicking on this plus icon and adding additional fields. The view itself can be modified starting from the row height to which fields needs to show, grouping, sorting, filtering, etc.

From the template we also get the timeline view which is created for this purpose and you can have multiple views here like a standard or compact. In this case for deliverable planning it is showing the campaigns but the problem is it doesn’t show the deliverables. So that’s the next step. As I mentioned the team is using a spreadsheet for to track their deliverables so they decide to go in and upload that spreadsheet over here. When uploading that spreadsheet they see the information populated here and all of it as you can see most of it is populated as text so they decide to change some of these items for example the type, the status and also the priority they think should be single select. So after changing this they can hit import and what this does it creates a deliverable table over here within the same workspace and that deliverable table has all the data coming from the spreadsheet and as per the fields that we have identified. So as we selected the type to be a single select now all of these options are available for selection so if this one is not a strategy but for example event marketing that’s something that can be changed already like any regular drop down. One thing here is that the owner is showing still as a plain text so what they can do they can insert right another field and they can select for example people and let’s call it users as an example. So what can be done here is just with plain copy and paste all of these are now real users from the system rather than just a plain text name. So this column is now can be deleted in addition here there is the name of the campaign here again appearing as a text. So what the deliverable planners can do they can create a connection to the campaigns table that we had over there already and here when creating the connection they can specify how they want to connect it should it be many to many one to many many to one or one to one which all of these are describing the type of a relationship between the two tables and also they can specify how they want that data to appear in the table and also some of the lookup fields which we’ll touch upon later. So let’s uncheck this for now and create. So again this is plain text now we can take and copy and paste it over here and what this does this actually creates the connection between all of this information right here and there. So from here what is missing right so as I mentioned that the deliverable planners team are using Workfront to track the work that is happening around all of these deliverables so they need to connect those deliverables to the projects the way they do that it’s the same way as they do with campaigns they go for the new connection and from here they can select one of the Workfront’s objects types in this case we want the project as a connection type here they can select a custom form and based on this custom form only the records with that custom form will be suggested when looking at the data so let’s not check it for now but now we want to select lookup fields because there are some pieces of information from the projects that we need to bring into this field one of them is the plan start date because the projects that are connected to those deliverables we want to know what is the minimum start date of all the projects connected to any individual deliverable and what is the maximum completion date as well as what is the average percent complete for those projects now when we create this this appears blank right now so the users can go in and connect something that is already here so for example they can connect this linkedin banner with the product launch plan it is an already existing project but in addition to this one they can also create a new project and the way they do that they can click to add the project like right here and there or they can try searching great so for example project plan for launch there is a project like that but let’s say product launch is there anything like that no they can go in and create a project right here and there by selecting a template and when they do that it brings the same interface as any other project area in the application when creating a project from a template we have the custom forms over here all of this information is there so after creating this we can see that the data is actually already directly connected to this information and it’s already powering this average percent complete and min max of plant completion and plan start date copy and paste is still valid so similar to excel this can be like just drag to copy across multiple rows and that way the data of entry can be made really easy but in addition to that there is also the capability of automations which i’m going to demonstrate now so within the printout menu of the record type there is a capability to manage automations and from here the operations person can set up a new project plan automation for example which triggers upon click and the action that it does is to create a project using the project plan project template so after creating this automation the way the system will behave is that the user can just select any object over here and that button appears here with the name of the automation that we have just created clicking it actually creates better a project using that template and connects it to that same deliverable so that way there is a very clear data flow from one system to the other and if we navigate to the social media ads project on the project there is already the information that shows that connection to the deliverable and that can be seen in the planning tab over here in the secondary navigation where this is showing deliverable that is connected and clicking on the deliverable gives all of the information about that deliverable that needs to be delivered with this project in addition to that the way to do the data entry in here can also be customized so not only the users can just click new records and copy and paste rows but there can be also a more formalized way to intake records over here using the request form capability so from here a request form can be created so let’s say this is a request form for deliverables and when creating this form the standard form designer interface is being presented leveraging the fields that exists over there so let’s uncheck some of these fields over here and let’s use just the static fields for now and let’s say that we want to require a type field for the input let’s save this and after saving we can publish this form so when we publish this form it can then be shared with other users so we can save it anyone with viewer higher access to the workspace can have access to this or anyone with the link really and we can set an expiration date for this and we can save and copy the link which makes a link that can be shared also with external agencies or anyone else really but other than this if we also share it for example like with your higher access to the workspace that’s also a way that can be done and all of this information will appear in the same way where the users are submitting requests so in the request area you can see that there is a separation between work front and planning and within the work front within here you can see the selection of the old request but also there is a new request experience where the request form for deliverables can be found and all of these fields are appearing over there so in addition to all of these capabilities another important one from which we have started was the timeline of the calendar of the campaigns so we want to actually break down by deliverables and by the way to do that is to go into this breakdown capability and select that record type that we have just connected so let’s select the dates over here so expanding now the individual records will show what are the deliverables that contribute to these campaigns and you can see all of that information around here and there and clicking on every one of the deliverables gives all of the information about that including and not limited to which project is being connected to those so let’s say that we expand this one this ageless beauty secrets and let’s say we look at the webinar event and we can see that there are three projects and they are start and end dates and the average percent complete so all of that information is readily available right here at the user’s fingertips there is also a calendar view that can be leveraged that shows additional info that shows this view in more calendar month view format with additional settings over here specifically the cards in the calendar can be customized to add additional information like for example here we want to add like the campaign name and the additional information such as the launch date and the target audience this is it about the views so now one thing i also wanted to demonstrate from the deliverable planning perspective is that that team also uses a certain definition of personas and those personas have been revamped quite a lot and they are very heavily researched personas that should also be leveraged by other teams within the marketing department so the way they want to expose that information to the other spaces and to do that they are going to go into this free menu edit advanced settings and from here they can check the connect from other workspaces capability so when selecting this and saving it what can happen is that let’s say there is a social team that only manages tactics and they want to see what are the personas that need to be targeted by those tactics instead of going in and creating a new record tab from scratch they can go in and create a connection with this personas table that was published from the deliverable planning workspace and also bring in some information such as interests and habits and also maybe preferred products and by adding those that information from the other workspace is now available here and the tactics can be targeting already specific personas and all of that information about those personas is being brought right here and there within the social workspace where the process is very suited for that team so I think that’s it in addition to this one I would say there is more where that we are continuing to enhance on this product specifically about permissions and our capabilities so the way that deliverable planning workspace is configured I think the next step here is to share it with others and the way to do this is just to go in this share button and granting access to this workspace let’s say to another user over here and as granting access specific controls can be specified so the manage control gives full access to the workspace including the ability to change the schema and change the tables in the workspace contribute operates within the established schema so they are entering and fully managing the records and then view just gives the view only access to the entire workspace but after the user is added to the workspace let’s say this timeline view that was created needs to be shared with them as well so that can be also done by sharing the view itself and adding that same user over here in the view sharing views can also be shared publicly again so a public link can be created for this and this view can be shared with fully external users and if that link is opened this is how the external users are going to see this view so that’s it thank you