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PavlinPa1
PavlinPa1
Level 3
January 22, 2020
Question

Designate Multiple Project Sponsors to a Project

  • January 22, 2020
  • 14 replies
  • 1874 views

Hello Community,

Currently, Workfront allows for designating one project sponsor to a given project.

Does anyone have an idea on how to add/designate multiple Project Sponsors to one project by using the built-in field?

(A custom form would be a solution...)

Any help is greatly appreciated. Thank you! Grazie! Danke! Merci!

Cheers,

+Pavlin

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    14 replies

    Doug_Den_Hoed__AtAppStore
    Community Advisor
    Doug_Den_Hoed__AtAppStoreCommunity Advisor
    Community Advisor
    January 22, 2020

    Hi Pavlin,

    I invite you to consider leveraging the (similar) silver-bullet technique that mentioned for tracking Stakeholders in this post.

    Regards,

    Doug

    E
    EricaLo
    Level 3
    January 24, 2020
    Hi Doug, I'm facing a similar issue as Pavlin but needing the ability to assign multiple Project Owners to projects. I read through the post you linked, but if I understood it right, that's for creating a separate field using the new typeahead field, and wouldn't display directly in the Project Owner native field. Any advice? Thanks! Erica Erica Lorenzo
    T
    TimGr1
    Level 3
    January 25, 2020

    Hi Pavlin,

    I have the same need as well. Other than custom fields / form that you mentioned, the way I found around this is that you put in one owner and one sponsor for the project, but you consider others as "executive stakeholders" on the project. They're usually nearly solid dotted lines as far as reporting back to them but it also doesn't muddy the waters for "chain of command" in a project. I find it's cleanest to have one sponsor but that sometimes just isn't reality. When I was able to give someone a job role though and consult with them on decisions for executive stakeholder and they work it out with the main sponsor to make a final decision it has worked well.

    From a WF point of view, currently it's the one name in the field that I've seen. Maybe suggest it as a new feature and we'll see how it votes up or down. I'd vote up to it.

    Doug_Den_Hoed__AtAppStore
    Community Advisor
    Doug_Den_Hoed__AtAppStoreCommunity Advisor
    Community Advisor
    January 25, 2020

    Hi Erica,

    You understood right, but alas, I explained wrong, and have just recanted (see Brick Wall) on that thread: both the native Project Owner field and the new Typeahead User field allow only a single entry.

    Regards,

    Doug

    PavlinPa1
    PavlinPa1Author
    Level 3
    January 28, 2020

    Hi Erica,

    Here is the solution I've implemented and my team is very happy.

    (Credits to Doug Den Hoed and Dagmara Garwell)

    Steps for adding multiple Project Sponsors to a single project -

    1. Create a custom project form called Project Info. (I've found that useful to be able to add multiple custom fields that would enhance the project categorization and overall project related parameters.)
    2. Create/Add custom fields Sponsor1, Sponsor2, Sponsor3, etc. to Project Info Custom form.
    3. Use Typeahead field format, b/c that will grab the $$USER.ID for any user/sponsor in the system.
    4. Update any project with any number of Sponsors, e.g. their names. For instance, if you have five (5) custom Sponsor fields in your custom project form, you'd be able to add up to five (5) names.
    5. In any view/report, all you need to do is add ALL five (5) custom fields in separate columns and merge those into one column. Please see the screenshot below for more details. Let me know if you need help with the merging part of this solution. Happy to help!

    Thank you. Enjoy!

      PavlinPa1
      PavlinPa1Author
      Level 3
      January 28, 2020
      Hi Tim, Please check out my reply to Erica above. Hope it'll help you, as well. Cheers, +Pavlin Pavlin Panayotov Littelfuse, Inc.
      Doug_Den_Hoed__AtAppStore
      Community Advisor
      Doug_Den_Hoed__AtAppStoreCommunity Advisor
      Community Advisor
      January 29, 2020
      Ahhh! Well done, Pavlin! I'd been considering a few other angles, trying to leverage naturally occurring 1:many project (or portfolio) to user relationships (e.g. Assignments, Notes, Subscriptions, etc.), but for various reasons, they're all falling short. In the long term, adding a Stakeholders (plural, with a multiple user based Type Ahead input) strikes me as the most elegant approach. However, your practical approach hits the mark neatly, so I am going to move my other musings to the back burner, and update my "brick wall" post with a link back to this one so others can follow your technique. Thanks again -- great work! Regards, Doug Doug Den Hoed - AtAppStore
      TamBou
      TamBou
      Level 5
      January 29, 2020
      Hi Pavlin, I'm one of the people who need this report for our "stakeholders" and do not know how to merge columns. Any advise? Thanks for your solution tip here. Tammie Bouchard National Safety Council
      Doug_Den_Hoed__AtAppStore
      Community Advisor
      Doug_Den_Hoed__AtAppStoreCommunity Advisor
      Community Advisor
      January 29, 2020

      Hi Tammie,

      I'd suggest you review Narayan's WFPro Shared Columns tips.

      Regards,

      Doug

      TamBou
      TamBou
      Level 5
      January 29, 2020
      Thank you, Doug.
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