Submit Adobe Workfront Planning requests to create records
The highlighted information on this page refers to functionality not yet generally available. It is available only in the Preview environment for all customers. After the monthly releases to Production, the same features are also available in the Production environment for customers who enabled fast releases.
For information about fast releases, see Enable or disable fast releases for your organization.
After a workspace manager builds a request form for a record type in Adobe Workfront Planning, you can use the form to submit requests that will create records for the record type associated with the form.
You can submit a Workfront Planning request from the following areas:
- From the Requests area of Workfront or from the My Requests widget in Home.
- From a direct link to the request form that was shared.
- From the record type page, when you add a new record by submitting a request. For information, see Create records.
This article describes how you can submit a request to add new records to a record type from the Requests area of Workfront, or from a shared link.
Workspace managers can create request forms which you can use, as user or an external person, to submit requests to Planning record types. The requests create records for the record type associated with the request form.
For information about how a workspace manager can create a request form and associate it with a record type, see Create and manage a request form in Adobe Workfront Planning.
Access requirements
| table 0-row-2 1-row-2 2-row-2 layout-auto html-authored no-header | |
|---|---|
| Adobe Workfront packages |
Any Workfront or Workflow package Any Workfront Planning package For more information about what is included in each Workfront Planning package, contact your Workfront account representative. |
| Adobe Workfront license | Any |
| Object permissions | View or higher permissions to a workspace and record type, if you are a Workfront user |
For more information about Workfront access requirements, see Access requirements in Workfront documentation.
Prerequisites
The following must be in place before you can submit a request to a Workfront Planning request form:
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The following must exist in Workfront Planning:
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A workspace
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A record type
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A request form associated with a record type.
For information, see Create a request form in Adobe Workfront Planning.
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The request form must be shared in a way you can access it. The following scenarios exist:
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Internally, the form must be shared with users who have View or higher permissions to the workspace.
Workfront users can either access the form from a link or find the request form in the Requests area of Workfront.
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Externally, by sharing a link to the record form with external people that do not have a Workfront account.
Workfront users can also access the link shared with external people.
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If shared with a link, the link to the form must not be expired.
Considerations about submitting requests to Workfront Planning
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You cannot edit a request in Workfront after you submit it.
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Each submitted request creates a record for the record type associated with the form you use, if the form is not associated with an approval, or if the approval has been granted by all approvers.
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Records created by submitting request forms are identical to records added through any other method in Workfront Planning.
For information, see Create records.
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Records created by submitting request forms are connected to the original request. This connection cannot be removed.
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You can view both the records created and the requests used to create them in the following areas:
- Requests area in Workfront.
- In a connected field of a record type page in Workfront Planning when you add the request as a connected record.
- In a connected field of a record’s Details area in Workfront Planning when you add the request as a connected record.
note tip TIP You can view the request’s name in the Subject field in the Requests area of Workfront or the Original request connection field in Workfront Planning. -
Submitted Planning requests are visible only in the new requesting experience. You cannot see Planning requests in the legacy request experience.
For information, see Create and submit requests.
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There are limitations in how certain field types display in a request form, or the request details page after a form is submitted.
For information, see Create and manage a request form in Adobe Workfront Planning.
Submit a request to Workfront Planning in the Requests area of Workfront
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Click the Main Menu icon
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Turn on the Use new experience setting, in the upper-right corner of he screen.
Turning this setting on makes the Workfront Planning request forms available in the Requests area of Workfront.note tip TIP This setting is available only when your Workfront instance is onboarded to the Adobe Unified Experience. To be able to submit Workfront Planning requests in this area, you must meet the following conditions: -
Your company has purchased a Workfront Planning license.
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You have access to view at least one workspace.
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Click into the What request do you want to submit? bar to open a list of request forms.
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Select a request form from the list, or begin typing the request form name, then select it when it appears in the list.
A window opens with the request form name at the top.
note tip TIP Workfront request queues contain the name of the queue and the name of the form in the list of requests. Planning requests forms display only the form name in he list of requests. -
Update the Subject field. This is the request name. This is a required field.
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Update the Name field. This is the name of the future record.
note tip TIP The Name field is unique to your organization and it might display a different label in your Workfront instance. The field is the primary field of the record. -
Update the remaining fields in the request form. Fields with a red asterisk are required.
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(Conditional) If your organization allows Form Fill powered by AI, you can upload documents as prompts. AI uses these documents to fill in the form, and you can accept or reject the AI suggestions before you submit the request.
For instructions, see Use Form Fill powered by AI to fill in a request using prompts or documents.
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Click Submit.
The request form closes and you return to the Requests area.
Your form is submitted and the following things occur:
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If the request form was not associated with an approval, the request is added to the Requests list in the Workfront Requests area and My Requests widget in Home, and a new record is added to the record type associated with the form.
The following fields display request and record information in the Requests area and the My Requests widget in Home:
- Subject: The name of the original request as added in the Requests area. You cannot hide or remove the Subject field from the request list. The name has a link that opens the request page in Planning.
- Created object: The name of the record that was created from the request as it displays in Planning. The Created object name has a link that opens the record created from the request.
- Object type: The name of the workspace and record type where there records was created from the request in Planning.
- Status: The status of the request object.
- Request form: The name of the request form associated with the record type in Planning.
- Created object status: The status of the created record.
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If the request form was associated with an approval, the request is added to the Requests list in the Workfront Requests area and My Requests widget with a status of Pending review. A new record is added to the record type page only after the approvers have approved it.
For information, see Add an approval to a request form.
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You can add the Original request connection field to a record type in Planning to display the name of the original request that created a record. For information, see Connect record types.
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The request is visible only to the owner, approver, and the people who have at least View permissions to the workspace. Workfront administrators can view all requests submitted to any workspace in the system.
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You receive an in-app and an email notification that the request has either been submitted successfully or has been sent for review.
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If the request form was associated with an approval, the approvers receive an in-app and an email notification to review and approve the request.
note note NOTE The email and in-app notification are visible only when your organization’s instance of Workfront is onboarded to the Adobe Unified Experience. There is a link to the request in the email confirmation or approval notification.
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(Optional) Click View your request in the confirmation message, to open the request, or click the X icon to close the confirmation.
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(Optional) To manage the way the information displays in the requests list, update the following view elements for the list:
- View
- Filter
- Columns
- Grouping
- Format cells
- Row height
For information, see Use enhanced lists.
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Click the name of a request in the list.
The request details page opens.
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(Optional) Enter a comment in the Comments area.
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(Conditional) If the request form is not associated with an approval, or if the request has been approved, click the name of the request, then click the name of the record in the Created object field.
The record’s page opens in Workfront Planning.
note tip TIP -
If the record’s primary field was not updated in the request form, the name of the record in the Record field of the request displays as Untitled.
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If the request form is associated with an approval, the approval must be granted before you can access the record from the request page. The record is not created until the approval is granted.
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(Optional) Click the name of the Record type.
The record type page opens in Workfront Planning.
Submit a request to Workfront Planning from a shared link to a request form
Information in this section applies only for people who submit a request from a shared link and who might not have a Workfront account.
External people cannot access Workfront internal areas, like Requests or Home.
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Go to the link shared with you from a Workfront Planning record type.
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Update the fields available in the form. Fields with an asterisk are required.
note tip TIP If the Subject field is available, it will not be visible in Workfront Planning, after the request is submitted. We recommend that you update as many fields in your request as possible to make the new record identifiable when it is added to the record type in Workfront Planning. -
Click Submit.
Your form is submitted and you get a confirmation.
If the form is associated with an approval, it must be approved before it will create a record.
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(Optional) Click Submit another request to add another request using the same shared link.
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If the request form was not associated with an approval, the request is added to the Requests list in the Workfront Requests area and My Requests widget in Home, and a new record is added to the record type associated with the form. This is available only when you log in to Workfront.
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If the request form was associated with an approval, the request is added to the Requests list in the Workfront Requests area and My Requests widget with a status of Pending Review. A new record is added to the record type page only after all the approvers have approved it. This is available only when you log in to Workfront.
For information, see Add an approval to a request form.
note important IMPORTANT You can view only the requests submitted by you or anyone else to the workspaces that you have at least permissions to View. Workfront administrators can view all requests submitted to any workspace in the system. -
You receive an in-app and an email notification that the request has either been submitted successfully or has been sent for review.
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If the request form was associated with an approval, the approvers receive an in-app and an email notification to review and approve the request.
note note NOTE The email and in-app notification are visible only when your organization’s instance of Workfront is onboarded to the Adobe Unified Experience.
After the request was approved and the record was created, the Approved by and Approved date fields display information about the approval on the record.
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(Optional) Click View your request to open the request in Workfront.
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Click Submit another request to open the request form and add a new request.
The request details page opens.
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(Optional) Enter a comment in the Comments area.
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(Conditional) If the request form is not associated with an approval, or if the request has been approved, click the name of the request, then click the name of the record in the Created object field.
The record’s page opens in Workfront Planning.
note tip TIP -
If the record name was not added to the request form, the name of the record in the Record field of the request displays as Untitled.
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If the request form is associated with an approval, the approval must be granted before you can access the record from the request page.
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(Optional) Click the name of the Object type.
The record type page opens in Workfront Planning.
Create a request by copying an existing request
You can copy a request in the requests list in Workfront, then edit the details and submit it as a new request.
This is available only in the new requesting experience.
Copying an existing Planning request and submitting it as a new one is similar to copying an existing Workfront request.
For more information, see Copy and submit requests.
Create drafts and requests from existing drafts
You can create a draft of a request, then return to the draft and submit it as a request later.
This is available only in the new requesting experience. Creating drafts and requests from existing drafts in Workfront Planning is identical to creating them from Adobe Workfront.
For more information, see Create requests from drafts.
Delete drafts or submitted requests
You can delete submitted requests or their drafts when you use the new requests experience.
When you delete a Planning request, the following things occur:
- The request cannot be recovered.
- The record created from the request is not deleted.
- Deleted drafts cannot be recovered. There are no records associated with drafts.
Deleting Planning requests is similar to deleting Workfront requests.
For information, see Delete a submitted request or request draft.