Sharing estimates with "contributor-license" requestors for their approval

Question

Our internal creative team currently receives requests via our WF intake request form, develops a project estimate outside WF (in Word), and emails the estimate to the requestor for approval. We don’t begin work or convert the request to a project until the requestor has approved the cost estimate and timeline via email. I want to develop the project estimate and get approval completely in WF.

As a WF administrator and Operations team member, I want to be able to develop and share with a requestor, who is on a contributor license type, an estimate consisting of the following info AND get their approval for the estimate:

Project title (pulled from field in request)
POC/requestor name (pulled from the field in request)
Timeline (pulled from project template fields)
Total estimated cost of project labor (not per task)
Creative staff assigned, their tasks/roles, and their hours
SOW (project description field edited from intake)
A prepopulated disclaimer field we always include.

What are the best practices for developing and sharing an estimate to a contributor-licensed requestor for their approval, with the above required info? Is developing an estimate dashboard and exporting to PDF to share with requestor the best option?

Todd

skyehansen · Accepted Answer

I wonder if you should make the information available in the request somehow, and then put an approval process on the request itself for the requester to approve. This would give you a timestamp of when they approved the request, which exporting to a pdf would not really do.

https://experienceleague.adobe.com/en/docs/workfront/using/review-and-approve-work/work-approvals/approval-process-in-workfront

According to the access level documentation, contributor licenses are allowed to approve requests

https://experienceleague.adobe.com/en/docs/workfront/using/administration-and-setup/add-users/access-levels/access-level-overview

I do see some limitations on document and proof approvals but nothing comes to light on request approvals.

https://experienceleague.adobe.com/en/docs/workfront/using/review-and-approve-work/proof-doc-decision-limits

KellieGardner · Answer

I would use an approval option inside of Workfront at the project level. You can require approval for it to be moved into a specific status. Example: moving from planning to in progress would require sign off from a contributor.

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