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Brandy_Johnson
Level 2
April 17, 2024
Question

Highlighting to User that Custom Form on Task Must be Completed

  • April 17, 2024
  • 4 replies
  • 2087 views

I am looking for a solution to the following problem.  We are using Workfront to track our access reviews.  There is an Access Review Attestation custom form attached to each task.  The User needs to answer the questions on the custom form before changing the status to complete.  I am having an issue where the users are just changing the status to complete.  This process is only done a few times per year for each user so they are not remembering to fill out the custom form.  Any ideas how I can highlight that there is a custom form that needs to be completed (using Workfront or Fusion)?

 

Edit: This is what I ended up doing.  We use dashboards to display tasks/issues assigned to us.  I added a duplicate name field and used the advanced option to renamed the field Click to Complete Custom Form and then I added a rule that if specific custom forms are assigned to the task/issue to display as a red flag.  Lastly, I updated our Layout Templates so that Custom Forms appear at the top of the tasks and issues detail pages. So when the user clicks on the flag, the custom form on the task opens. Screenshot attached.

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    4 replies

    Richard__Carlson
    Community Advisor
    Richard__CarlsonCommunity Advisor
    Community Advisor
    April 17, 2024

    Have you tried making the field mandatory?

    B
    Brandy_JohnsonAuthor
    Level 2
    April 17, 2024

    Yes, the fields are mandatory, but that functionality doesn't work if the user does not open the custom form. They are able to change the status to complete without opening the custom form.

      Richard__Carlson
      Community Advisor
      Richard__CarlsonCommunity Advisor
      Community Advisor
      April 17, 2024

      Unfortunately change management is hard and the system cannot force people to go into it.  You would need to talk with these people and emphasize the importance, if that effort fails over time you could then escalate.  It sounds like there needs to be more buy in, I'm not sure any feature in Workfront would be relevant.

      B
      Brandy_JohnsonAuthor
      Level 2
      April 17, 2024

      It's not a buy in issue.  It's that it isn't apparent that there is a custom form.  Most of our tasks do not have custom forms that the users need to complete.  When you open a task and go to the task details page, unless you scroll down several times, users do not see custom forms.  And when the scroll down they are presented with a name of the form. They then need to click on the name to expand (also not intuitive).  Once I remind them, they go in and do it.

      skyehansen
      Community Advisor
      skyehansenCommunity Advisor
      April 17, 2024

      Honestly, as long as your users are not intentionally "forgetting", I would just put it in the task name. e.g. A task name of "Close Project" turns into "Close Project - Complete Custom Form"

       

      Other options are to create an approval process that would route the task to the user's manager to review and approve (or to a team of people who can be responsible for reviewing the custom form), or creating a report that gets sent out weekly and shows any problem tasks.

      Richard__Carlson
      Community Advisor
      Richard__CarlsonCommunity Advisor
      Community Advisor
      April 17, 2024

      We use tasks for reviewers to review proofs, they are instructed to "complete their task" when the review process is complete.  What @skyehansen suggested might be a good way to get the work in front of their faces and completed correctly.

      Richard__Carlson
      Community Advisor
      Richard__CarlsonCommunity Advisor
      Community Advisor
      April 17, 2024

      Adding on to the task name is a valid suggestion, however, in this post I am searching for solutions using Workfront/Fusion functionality.  None may exist right now, but I wanted to reach out to the community in case I am unaware of existing functionality.


      Could you set a project template to have a task pre-populated with the correct name and assignment?  Would this be an example of a solution using Workfront functionality?

      Rafal_Bainie
      Community Advisor
      Rafal_BainieCommunity Advisor
      Community Advisor
      April 18, 2024

      in a "similar" use case we use a report that highlights for user all the missing details:

       

      additionally, we use fusion to send a weekly reminder to those who have at least 1 record with missing data.

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