More objects/entities - contacts and addresses - any ideas?

[mmavis]

We are in the design phase of Workfront, getting ready to roll it out in a few months. We are an office furniture dealership. We have worked out the following hierarchy to organize our projects: Platform = our highest level of division, "Venture" for new business vs. "Enterprise" for repeat, longterm business Program = our clients/companies Project = our projects Problem is, we need more. Our clients have many addresses and contacts. Every project we do, we need to indicate what is the job site address and who is the contact. We re-use those addresses and contacts constantly. We don't want to have to type them in every time we create a project. We want to have a list or table or something where all the addresses are created & kept, and another where all the contacts are created & kept. This way, as we create a project, we select the address and contact for that project from the relevant list or table. SO, the question is, how can we do this in Workfront???? Mavis Moon mmoon@pivotinteriors.com

[William--]

Hi Mavis, welcome to the Community! The method through which I add organizational layers between Portfolio / Program and between Program / Project is through Portfolio and Program custom forms. Let's say you have a client, "Office Super Center". Office Super Center has 10 locations. Let's say you have another client, "Boutique Workspaces" which has 4 locations. In this scenario, you would set up 10 Programs for Office Super Center, "OSC Store 1", "OSC Store 2", "OSC Store 3" and so on. Same setup for Boutique Workspaces. Create a Program Form, and create some fields, "Client" (dropdown list of all your clients), "Location Address" (text field), and "Location Contact" (text field). Attach the Program Form to all the Programs you made, and fill it out. Now, you're able to do a few things in your views, filters, and reports. View only the projects relevant to a specific location (Program = OSC Store 1) or (Program = OSC Store 5) View all the projects relevant to a specific client (Program Client = Office Super Center) or (Program Client = Boutique Workspaces) Cascade the store location and store contact from the Program form down to every project contained in the Program (using calculated fields on a Project form) Depending on the breadth and depth of your client base, you may want to reconsider limiting yourself to only two Portfolios. If you anticipate having hundreds of Programs, but only two Portfolios - then you should evaluate how you can potentially break those Portfolios apart so the Program list is more manageable. One suggestion would be to elevate each client to have their own Portfolio, and each Program in that Portfolio would still cover a specific client location. Using a Portfolio form, you can tag each Portfolio as either a "Venture" portfolio or an "Enterprise" portfolio using a dropdown field or radio button. When you want to report on either Venture project data or Enterprise project data, you can filter on (Portfolio Type = Venture) or (Portfolio Type = Enterprise). No matter what path you choose, just know that metadata tagged on Portfolios and Programs using custom forms is a powerful tool to help you categorize, cascade information down to projects, and enable flexible reporting. Good luck! William English T-Mobile