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Notifying a team

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Level 3

We've set up a Team email address for one of our marketing teams. Is there a way we can set up a notification to that team whenever a new request (issue) comes into their queue? They all get requests to approve the issue on their individual MyWork pages but now they are requesting an email that goes to everyone on their team, rather than the individual email notifications. thanks! -- Bill Gattinger Contractor Mobile 780-717-6209 If you have received this email in error, please let me know by return email so I can make sure it doesn't happen again. Because emails can contain confidential and privileged material, I'd ask for your help by deleting it and any attachments. Thanks! We like to keep people up to date with information about new products and services at ATB or changes that could affect you. You can check out more about ATB and CASL at "http://www.atb.com/important-information/privacy-security/Pages/ATB-and-CASL.aspx" http://www.atb.com/important-information/privacy-security/Pages/ATB-and-CASL.aspx If you would like to unsubscribe from our updates, please use this URL - "http://www.atb.com/important-information/privacy-security/Pages/unsubscribe.aspx" http://www.atb.com/important-information/privacy-security/Pages/unsubscribe.aspx
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Level 10
I'm so confused. Is it that the marketing team doesn't want to see approval requests for this specific queue in their My Work area? Or is it more about the email notifications? In the end, what's the difference between an email going out to their whole team vs one going to each member of the team? (Either way, everyone's getting an email notification??) Ultimately, if you want to create a user account in Workfront with that Team email address, you can, and then have everything go to that team email address. This isn't a helpful tactic since someone would have to log in as that user to approve the requests... but it can be done. -skye

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Level 3
sigh - yes you are correct on all counts Skye. For some reason, they think that a group email will get more attention than the individual emails they receive. Thanks for your input - much appreciated. Bill Gattinger ATB Financial Edmonton AB 780-717-6209

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Level 10
hey @Bill Gattinger I certainly sympathize. It might be helpful to understand that the team emails concept is from a long ago time when team members did not have visibility into each other's work. To give teams more visibility into what the group had accepted, they had everything sent to a team email. Workfront has other ways of dealing with giving users and teams visibility, so there's no need to have a user account for a team email. Would it be helpful for your team to sit back down with you, and have an honest conversation about what they are really trying to solve with asking about getting a team email address into Workfront? The solution may be to push them toward dashboards and reports that show what is assigned to the team. The reports can be emailed automatically and regularly to the team email address as well. This is really the better workaround if they can agree to evolve past their current solution. In your specific example, I can easily see the approval on a New request to be assigned to the whole team (as defined by Workfront) and then all members on the team would get their own email and only one team member needs to approve it to move it on to the next step. Meanwhile, an automated report can be sent daily to the team's email address if they really don't want to let go of that. -skye

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Level 9
I second Sky's advice on dashboards- they've been invaluable to my teams that handle work from multiple sources. At a glance they can see what's new, what each team member is actively working on and what tasks are up next for each team member. We even included color coding in the rows (red fr late items, green to show work that has the appropriate custom forms filled out, for example). Anthony Pernice Healthcare Consultancy Group

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Level 9
Resurrecting this thread...we need a proof to go to an agency where the agency does not yet know who will receive the work yet. The agency is setup as a team with three users. Everything is fine assigning the 'team' a task (and the team queue gets the request, and each user gets an alert a request is pending for someone to work on and take ownership of). The issue is when there is a proof to be reviewed - you cannot assign to a team, only to a user. Can you therefore assign an email address to a 'team' - effectively using the email address in the place of the user in PHQ and allowing the email address to populate the approval/review to all three on that team? Christina Jarosz Ascensus

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Level 9
Another option would be to create a task approval rather than a document approval. These can be assigned to teams. You could set the approval to trigger when the task is complete, assign the team to the approval task so they would all get notified and it shows up in all of their approval queues on their my work area. The downfall is they can't 'approve' in the proof. They have to go back out to the task to do so. Drew Conklin Reliant

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Level 10
Hi - on the back end of PHQ (when you log in directly), there is functionality called Groups (not to be confused with Groups in Workfront). This acts like teams in Workfront. When you proofer enters in a name in a stage, they just have to type in Brand ABC Account Team and then all the users in that group will populate. Even though I HATE that it is separate from teams (and that it is on the back-end so myself or another admin has to do it), this has been a huge lifesaver for us. Just remember, if you really only need one person from that team to look at it and make a decision to check the box "One Decision Required" in the stage settings. Hope that is helpful Anthony Imgrund FCB