Create and manage a record type

Transcript

So, you’ve created a workspace and now you’re ready to customize it with the objects and information your users need to plan for the work needing to be done. You’re ready to create record types. Let’s first review what a record type is. Record types are custom created objects that represent items in your work lifecycle. You may also see them referred to as operational record types. So, instead of Workfront providing predefined object types such as program, project, or issue, you’re able to create record types to meet your specific needs. For example, let’s say the brand marketing team wants to determine the work needing to be done in the second half of the year and connect them with the approaches and actions that can or should be applied to each. Instead of trying to connect your terminology and objects to match what’s already in the system, with Workfront planning, you simply create new record types to suit your needs. There’s no limit to the number of record types you can create. However, it’s good to be selective and include what really matters for your work lifecycle. Plus, it helps when it comes to tracking and maintenance purposes. Let’s go ahead and create a record type. In this example, we’re in a blank workspace where we click New Record Type. If you select a workspace that already has record types, click Add Record Type. You’ll see the Add Record Type box appear with two options, Add Manually and Upload from File. Let’s add a record manually. From the window that appears, give your record type a name, add a description if needed, and select a color and icon. Click Create to add the record type to your workspace. You can keep adding record types to your workspace for any objects used in your work lifecycle. Now, as you use Workfront planning, it may be necessary, although not required, to create what’s called a taxonomy. A taxonomy is a type of record that captures attributes about an operational record type. For example, for each marketing campaign, it’s crucial to identify where potential customers are and tailor the messaging to attract them effectively. The taxonomies to track that information would be Target Audience and Region. With each taxonomy, you create a list of the different target audiences or regions. These can then be applied to help categorize and provide additional details about the operational record types within a workspace. To create a taxonomy, click Add Section and give it a name. This doesn’t have to have the name of taxonomy. It can be named attributes, characteristics, or anything that fits into your organizational needs. From there, the process of creating a taxonomy is identical to that of creating an operational record type. The reason for this lies in the flexibility and insight you gain while planning your work. As you plan, you can identify potential gaps, uncover opportunities for essential revenue, and mitigate possible issues. This process may reveal that what was initially created as a taxonomy might actually function better as an operational record type and vice versa. If that’s the case, you can simply drag and drop the record type to its new location without disrupting the existing information, avoiding the need to rearrange, rename, delete, or convert anything. Now, having the flexibility to create record types and taxonomies from scratch is good. However, let’s say you’ve been using an Excel file to plan for Q3 and Q4 campaigns. In addition, that workbook lists the various regions, channels, activities, and stages that can be associated with each campaign. Instead of recreating each as a record type manually, you can import the information into your workspace using the Upload from File option. Once you select the spreadsheet to import, you have the chance to preview the information. And, if needed, either remove a spreadsheet tab from the import and or edit the names of the information imported into the planning tool. Each tab name in the spreadsheet is imported as the record type name, and the columns in those sheets are added to the record view as fields. This is a quick and easy way to build your workspace if you’ve already got your structure built and if you’ve recorded the information in something like a spreadsheet. Because of the versatility of the Workfront Planning tool, your workspace can be customized with the record types you need to plan future work, which allows you to diminish potential obstacles, reveal possible gaps, and pinpoint revenue opportunities.