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Common user problems on roll-out

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Level 3
Hi everyone, We're working through finishing building out our instance of Workfront-and we're almost done. I've got workflow templates built, custom forms created, users created, blah blah blah. Basically, we're almost done and we're looking to begin rollout early next month. One thing that I haven't done is work on building a Workfront User Help Queue. I'd like to have a list of common problems for users to choose from. I didn't see such a reference in the help files, so I'm asking you guys. What problems did your users have when they first used Workfront? All help = Greatly Appreciated! -j John J. O'Sullivan Creative Services, GAF Corporation
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Level 7
Hi John, we had built out a Request Queue to handle the intake of questions/issues that our team might have after we rolled out Workfront. We built it before we rolled out Workfront, so it would be ready when we went 'live'. We called it "Workfront Admin Requests", and the requests get routed to the two of us who are the Workfront SystemAdmins. When someone submits a request, one of us will pick it up to work on. Anyway, some of the categories (or topics) that we have in our queue are the following: Access Problems Edit Report or Dashboard Education/Training Data Cleanup/Archiving Request Documentation Issues General Administration (Other) Global Settings New Dashboard New Report New User Portfolios and Programs Project Management Security and Permissions Task Management Template Modification From what we have seen, Template Modifications and New Reports have been the most popular. Having the Request Queue really helps -- everything gets funneled through the queue and then to us for resolution, and communication occurs right within Workfront with the Requestor. (No need for separate email strings, etc.) Before we went 'live', I also created some quick "How To" documents (short step-by-step instructions with visuals - screenshots) for what I thought would be some of the most common questions I would get (even after initial training) - for example - How To Understand the Work Request tab; How To Create a New a Project, How To Add a Program; How To Use the Search Bar; How To Submit Request to a Request Queue; How To Set Personal Time Off, etc. Hope this helps out. --Terry Terry Hynd EBSCO Information Services

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Level 4
Our group was so use to replying in email, that they just hit the reply button instead of the comment button for Workfront, and they forgot to tag people...just a constant teaching opportunity. (still doing it 3 years later). Samantha Senior Specialist, Creative Services 817-424-2186 P Please consider the environment before printing this e-mail and other reports

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Level 2
We did walkthroughs as well and later added in some videos. We created a Smart Folder in the documents tab to house them, and also printed them out in binders for each user. I recommend doing the same; however, don't expect people to use them much. We didn't and so we had two days of on-demand help after our launch where a few of us were in a conference room and people could come by with their questions. And then we did walk-by check-ins to see how people were doing, focusing on the users we knew would have more difficulty. We initially emphasized time entry to focus to keep people from being overwhelmed instead of doing everything at once in Workfront. And a common problem we had was "where should I enter my time" in terms of the timesheet, in the task itself, or via the My Work area. We emphasized that people should it in the way that best fits their work style, but in reality we should have had everyone start with the timesheet so that everyone was on the same page. Douglas Sampson Federal Reserve Bank of Richmond

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Level 10
our list started out pretty similar to Terry's list, and each option was a different queue topic so it shows up as a dropdown list. By doing these as queue topics, it means we can give different commitment times and assign different people to work on them, but it does mean there's a long dropdown list and your user has to scroll through a little, searching for stuff. Because of this, we try alphabetize them so that more frequently used options float to the top of the list. For example, we use the "New User" option a lot, so by calling it "Add New User" it shows at the top of the list of options, and people don't have to scroll down to find it. We didn't see a lot of use in "Access Problems" or "Security and Permissions" so I bundled these two so that they would become one option (since access usually has to do with people's permissions anyway :). Similarly, because our users can't differentiate between dashboards and reports (and sometimes have requests for both), we merged the New Dashboard and New Report options to "Report/Dashboard - Create" and called the other one "Report/Dashboard - Edit" so that the two options would display next to each other. A lot of our tasks are in templates, so we just kept one option called "Templates" and got rid of the option for task management. And I broke out Kickstarts to be its own option since we use that quite a bit, and only system admins can upload a kickstart file. -skye

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Level 10
Yeah we did the walk-arounds too. We did it for two weeks checking on every user (we only had around 100 at the time). It was extremely valuable as a lot of people had questions but never important enough for them to reach out. So by going to them we were able to help them be more efficient and comfortable. And less likely to gripe �� I highly recommend it. Vic Alejandro, PMP, CSM | IT | Sr. IT Project Manager Denver Water | t: (303-628-7262) | c: (303-319-6473) "http://www.denverwater.org/"> http://www.denverwater.org INTEGRITY | VISION | PASSION | EXCELLENCE | RESPECT