One issue we’ve come across is we’re not being notified or seeing the changes on our end when clients make “edits” or “amendments” to a project request custom form.

[OliviaMi]

For example, a client has submitted a project request form, answering all the questions in the custom form attached, but later goes in to the request and makes updates to those fields... how would we know that they made edits to the form? Is there a way to set up notifications about this? Thanks in advance.

[JillAc]

I literally had this happen yesterday. How to train the numerous external requesters to do an @ update after they change a form seems overwhelming and ineffective, there's no way people who use Workfront twice a year are going to remember or refer to documentation. This would be something to add to the Idea Exchange if it isn't already in there.

One idea is to add instructions to the top of your form on what to do if you change the form after the request has been submitted.

[OliviaMi]

Thanks! YES we added instructions to our forms now as well - hopefully that helps! Thanks for the tip!

[DaveKo]

I have not tested this out but there is a field level setting in custom forms that lets you indicate "Display Field Changes in Update Feed". This is found near the bottom under Additional settings that affect this form only.

[OliviaMi]

Simple and smart! Implemented this as a first step to help manage these types of issues! Thank you!

[CalvinFold]

We put it in our Requester documentation: once you submit, don't add to the request! Each project manager is in constant email/phone contact with their requester, so it hasn't been an issue that I know of.

We also created a requester dashboard that moves submitted requests to a separate report that does not have links to the original request. Unless the requester held onto a direct URL, this effectively blocks them from their own request once it's submitted since our requesters have very limited access.

For example, our Requesters have no access to the project/task resulting from a request.

A bit draconian, but seemingly effective.

(The alternative in our mind was to delete the request once it's convert to a project/task, which was almost how we launched. The dashboard "lockout" was the work-around.)

[OliviaMi]

Yes that would be helpful - working with our creative team now to implement a solution like that. How do you move the requests so they don't have access to them and create that dashboard without hyperlinks? (Just by taking them off of the request?)

[CalvinFold]

Without the time for a detailed answer: we've set-up our instance so that Requesters have zero access beyond their request: no access to the project, tasks, etc.

Since we don't train them in anything beyond "make a request" we have two reports: one that shows them requests that have not been converted (with link to request), one the where they have been converted (no link to request).

Submitted Requests: (not converted yet, can edit)

Filtered By

Entered By ID in $$USER.ID

and Resolve Project ID is blank

and Resolve Task ID is blank

Active Requests: (has been converted, link blocked)

Filtered By

Entered By ID in $$USER.ID

and Resolve Task Status not in CPL

OR

Entered By ID in $$USER.ID

and Resolve Project Status not in Complete

Theoretically if they have the original link to their request saved they could still get at it, but this at least makes it tougher.

[OliviaMi]

AWESOME thank you that will be super helpful for most of our requestors. We have some folks that work on other types of projects and may use Workfront for their own departments, who ALSO make these Creative requests, so this may not work for everyone, but at least it'll work for a good majority... appreciate your time and help!!

[AnthonyIm]

As Dave said, you can set it up so that when info is changed there is something that is put in the Update stream. We have been using that for years. The one thing that does suck is that if you wanted to do a Notes report to capture all these changes, you can't. While in the update stream, it doesn't appear to create a "note" that you can report on. :(

[OliviaMi]

Thanks for the assist and helpful info on this! Appreciate the help!