New Release has caused issues in our Documents and proofing process

[TracyPa2]

I have a ticket in but wanted to let others know of this in case it is effecting them as well.

Today the new release hit our team and I have been fielding calls all day about it.

In the past if someone was not part of our automated proofing workflow and opened the proof they would be added to the workflow in a section at the end labelled Workfront. We adapted to that. BUT today when the new release hit, if anyone even accesses the document details or the proofing workflow but never opens the proof it now ads them to that stage at the end and emails them that they have a proof to review. This is a problem for us. The project manager will often look at the workflow or the details to see the status of the proof. We do not want them added to the proof because they need to be added to a later stage. This will require the proof owner to delete them out of that stage every time before adding the correct stage needed later.

Hoping they fix it since this negates all the process we recently made on getting the proofing process to work for us. 😩

[TammyCa1]

Yes, we have been experiencing this same problem and reported it as well. We also would like this fixed as it is causing us issues with the automated workflows we have established. We do not want the system to automatically add anyone to our proof workflows just because they accessed the document or project details, etc. Would love to have this resolved quickly! Thank you!

[CalvinFold]

Thanks for the head's up; plan to alert the other admins.

[EtienneBo]

Hi Tammy, I'm part of the product team here at Workfront and own the area related to documents and proofing. Thank you so much for your feedback and I apologize for any disruption the recent changes has caused you. We are currently investigating this further with the idea of making two changes in the future

1. Change the open document details behaviour to work as it did before (short term)
2. Find a different approach to what we have today where someone opening a proof is automatically added to the workflow. This is a rather complex problem given the only way someone can view a proof is by being added to it. But we are researching and determining the best way forward (longer term)

Regards,

Etienne

[TammyCa1]

Thank you!!! :) this would be most helpful to resolve this as it is causing confusion for our staff.

I did find a setting under Setup, Access Levels for restrictions. What does checking the "Never inherit document access from projects, tasks, issues, etc." do for us? Currently it is uncheck, and we have documents set as Edit access.

Thanks for your guidance on this.

Tammy

[CalvinFold]

Etienne,

It sounds like #1 above is basically a "revert" to the previous behavior?

If so, when is that likely to transpire?

Planners got annoyed enough about the old behavior, this new one folks are going to find maddening.

[JoshBo2]

Hi Kevin,

We are coordinating the timing on this with Etienne and others. Currently, we are targeting to have option 1 available as an option for customers in early September. We will provide more communication on this plan within the next couple of weeks once a better timeline is established.

Thanks,

Josh

[TracyPa2]

Hello, an announcement came through on 8/31 that this was being reverted. Do we know the date it will take effect?

[Exp_-_AndrzejMu · Accepted solution]

Hi Tracy,

The change was done on Production today. Can you please confirm that users are not added anymore when you open document details?

[TracyPa2]

It's working correctly now. Thank you so much!

[TammyCa1]

We wanted to report that we are seeing this issue happen again in our system. The system is randomly adding the new “Workfront” stage to our proofs with users. See recent example attached. Please confirm if this has been fixed or what we need to do to resolve! Thank you! Tammy

[TammyCa1]

We are continuing to experience the issue with Workfront adding in individuals in a new Workfront Stage titled “Workfront”. Attached is another screen capture of a proof where this occurred today (9/21). Is there still an issue with going on? Did the update not stick on our system? Thank you for an update! Tammy

[Exp_-_AndrzejMu]

Hi Tammy,

Are you able to confirm if it still happens when you open document details? Or maybe open a proof. You should not see this behaviour when you open the details but when a user not added to the proof opens the proof is added to the stage with configured permission https://www.screencast.com/t/Qfme8v2pOGX. This is a design solution. Can you confirm that please?

[TammyCa1]

At this time, I am getting these issues third hand, and the users are not aware of what they are doing when this occurs. We can keep an eye on it closer to see if this is what is happening for us (only should be added if they open a proof they are not assigned to). We will keep watching now that we know what should or shouldn’t be happening. We thought that this entire issue was removed ‚Äì that no one, no matter what they click, should be added to a proof. Thanks for the info and we will monitor for a bit. Tammy

[TracyPa2]

Posting this here hoping it gets to the Proofing developers. Is there any chance of adding the ability to "add a mini workflow" to an existing proofing workflow? Often we will have a proof out for review using a workflow and then are told we should send to another set of people for review. Instead of adding a stage and manually typing in each name it would be nice if we could have mini workflows with different groupings of people and add that in the stage of the existing proof.