Communicating With Your Project Team From a Workfront Project

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Communication and collaboration within the context of work is an essential part of an Operational System of Record. Historical project communication should be stored as part of the project plan for the purposes of performing a project retrospective or even passing an audit. Workfront provides robust, native collaboration capabilities as well as the ability to integrate with best of breed collaboration solutions like Slack and MS Teams.

Most Workfront users have probably intuited the ability to start threaded discussions on projects, tasks, documents and other work items via the Updates area. 

Users have the ability to invite other users or entire functional teams into these threaded discussions. However, there is not an option to tag an entire project team in threaded discussions from the Updates area.

What if you want to send an announcement to all members of the project team? One example might be a change in project scope that the entire team needs to know about. Using the Updates area of the project requires you to manually add each project team member as a recipient of the message, and for large projects, this becomes time-consuming.

Messaging the Project Team in Workfront

Project team updates can be sent using the Update All function in the People area of a project.

All team members are included in the communication by default. Individual team members may be removed from the communication if desired. The communication will be posted into the Updates area of the project in addition to being sent to project team members directly.

NOTE: Rich text formatting is not available when communicating through the Update All function in the People area of the project.

Pro Tip: Building Your Project Team via the Scheduling Area of a Project

The People area of a project (aka the project team) is populated by default with users assigned to work on the project or users that have defined roles at the project level like Owner or Sponsor. Sharing a project with a user does not make that user a member of the team.

In some scenarios you may want to include users on the project team that are not assigned to specific tasks, issues or roles.

Users can be added to the project team quickly by clicking Add Users in the project’s Scheduling area.