Customize Home Workspace with layout templates

Transcript

Hey everyone, today we’re going to show you how to customize the homework space area. This area is for everyone, whether you manage or are assigned to work within Workfront. Because this space can hold quite a bit of information, you as an admin will want to work with managers and team leads to narrow this area down to what is most important to their users to see and use. You can do that by customizing the home workspace area through a layout template. If you haven’t already, you can find layout templates in the Setup area under Interface. From here, you can either create a brand new template or edit an existing one. In this case, we’re going to edit an existing layout template. Using the layout template, you can customize several areas provided within Workfront. They’re all listed under Customize what users see. We’re going to select Home Workspace. If you look to the right of Home Workspace, you’ll see two sections, Design and Layout and Widget Settings. Let’s first focus on Design and Layout. Using the panel on the right, you can customize what users with this layout template see in their home workspace area. The first section is Background, where you can add a bit of color from the predetermined options. It’s simple, but can make a bigger splash when added. However, Widgets are where you make a difference for users trying to get work done in Workfront. Each widget displays a different type of information. Some display any new and currently being worked on tasks, issues, and requests assigned to the user. Another shows any comments the user has been tagged in, so they can comment back or have more detailed information. Depending on the role a user plays, different widgets can be applied to the template. In this case, we’re working on the Content Marketing Team layout, so we’re going to add widgets like Team Requests. This allows anyone on the team to see work assigned to the whole team. And depending on how this team functions, it may be that an individual could then assign the work to themselves. Or it could create a discussion in a team meeting before any assignments are made. Either way, the users are made aware of those team assignments. Mentions. We would recommend adding this to any user’s home workspace area. That way they’re aware of comments they’ve been tagged in and can respond in a timely manner. My Work. This widget allows the user to focus on work specifically assigned to them, whether they’ve started working on it or not. And finally, My Requests. This allows the user to see and keep track of any requests they’ve submitted to be worked on. To add widgets, hover your mouse over the widget, and then click on the Add Widget button. Any widgets added to the home workspace area are placed in the space to the left. You can, of course, rearrange and resize the widgets. For instance, for the team using this layout, the team lead would like Mentions and My Work to be at the top, and Side-by-Side. To rearrange any widget, click and hold on the widget, and then drag it to where you want to see it on the page. You’ll see that the system automatically moves any widgets that were there into another space. Do this for any widgets you’d like to rearrange. You can also resize widgets to make them either larger to fit more information in the widget, or smaller to condense space to add more widgets. It all depends on the needs of the users with this layout template. To resize, click and hold your mouse on the arrow to the bottom right of the widget. Then drag up, down, left, or right to resize it. Now, widget settings only apply if you’re using certain widgets that are listed. The settings allow you to determine which filters, columns, and groups can be used to hone in and focus the information shown in those particular widgets. Simply uncheck the box next to any filters, columns, or groups that you want removed as options from the widgets. Once the desired widgets have been added, rearranged, and or resized, and settings have been determined, click the save button. Once saved, any users that have that template applied will see the home workspace area as designed in the layout template.

Transcript

Hey everyone! Today we’re going to show you how to customize the Workfront Home Area using layout templates. The Workfront Home Area is really for anybody who’s assigned work within Workfront. This is a place that allows you to make updates to see important information so that you can move forward with the work that’s assigned to you, whether that’s a task, a request, an issue, an approval, whatever it may be. Now of course Workfront provides default information. That may or may not be useful to the work that you’re trying to do. So through a layout template, I’m going to show you how to make some changes so that you can bring the important information to the forefront and hide everything else that’s not needed. So we’re going to do that by going to the setup area and going to the layout template section within the setup area. Now you of course can create a brand new template to make those adjustments. In this case, I’m going to edit an existing template for the marketing content team. Now to make changes to Workfront Home, we’re going to go to the Customize What Users See dropdown menu. At the very bottom of the list, we are going to select Home. Now first things first, you’ll notice that on the left you have a list of objects, tasks, issues, projects, etc., where we’re going to make those changes. There is however one other item on the bottom of that list that says Global Settings. This is where you can make some more generic, kind of standard setting changes if you want to. For instance, let’s say for the content marketing team, or the marketing content team, they don’t log hours. So by default, the system makes that available. It already has that showing. So instead of it just sitting there creating visual clutter, let’s hide it or remove it from the Workfront Home area for this team. So to do that, I’m going to uncheck that box, and of course once I hit save, that’s when the place to log time will be removed. So you can do some other basic things there from the Global Settings area. But really where we want to make changes is over here on the right. When we’re looking at a task, when we’re looking at a request or an issue, what information do we want to show in front of us? What will help us get work done faster or better? What will provide us with what we need? Now you’ll notice here, the first option is to choose a category to customize. You’ve got working on, requests, and approvals. Because those are the three options you can do with an assignment. You can be asked to approve an object, like a request or a task. You can be requested to work on something without having officially accepted it. When you officially accept something in Workfront, you click the Work on It button. Once you do that, that’s when we get this last option here that says Working On. So since most of our tasks are going to be in that stage, we’re going to stick with the Task Working On section. So when we’re actually working on a task, we’ve clicked that Work on It button, what information do we want to show in front of us? Well, the things that will always be defaulted that you cannot remove are the project that the task is coming from and the task name. Those will always be there. You can, however, customize this second half, this bottom section, with information that’s important to the user. Now you’ll notice you do have a limit of up to 16 fields total. That can be a mix of custom and standard fields. So the defaults are already here. You can have the task description, the planned completion date, who it’s assigned to, and status. However, you can remove those. So if you already know that it’s showing in Home because it’s been assigned to you, you can remove that by clicking this little X here, and that will remove the field. You could also do that with task description, status if you wanted to. But for now, we are going to leave the planned completion date and the status. Now what we’re going to do here is we’re going to add fields that are important to us. So to do that, of course, just click this Add Field button. It will provide you with the options or the fields that are available to you here. Again, this will be a list of custom and work front standard fields. So maybe I want to see not only what project this comes from, but the parent task that it comes from, so I know what stage of the project we’re in. So I can type in parent name and select that option here. So now I will see the name of the parent task that my assignment comes from. Or maybe I do want to add back the assignments field that I removed earlier, because I want to see if I am assigned to it as well as if anybody else is assigned to it. So I’m going to add that field back in here. Now like I said, you can have up to 16 fields showing here. But for now, let’s just leave it at the 4. I can do that again for issues, for projects that I’m looking at, for documents that I’m looking at. You have that ability. And at any point, if this is getting too much, if you just want to go back to what was originally there, you always have this link here that says Reset to Default. So you can always go back to the standard work front fields that were there. Whatever adjustments you make, if you are ready for them to be saved and applied, go ahead and hit the Save button at the bottom right, and that will take effect.