Rejection and rejection reason metrics report

[rperry22]

My team would like to create a report to track design rejections and the reasons for the rejections. We have created a custom form that has rejection reasons built into it so that we can group different types of rejections together. For example, a design was rejected because of a typo caused by the designer, instead of a rejection caused by wrong data being given to the designer which would be caused by an outside influence. So we would want to gather both types of rejection reasons and report how many times a year they are happening. However, it seems that if you route the job for approval (using an approval path) to a reviewer in workfront and they hit reject button on the job there is no way to pull a report on that rejection. Also, there is no way to automatically have the rejection button give you a way to select the custom reason for it from the form. Does anyone know of a better way to do what we are trying to do? Rachel Perry Medtronic.

[VicAl]

Hi Rachel, I think you're on the right track. But I don't believe the rejection would omit the ticket from your report. I would question whether you're inadvertently filtering it out (check the Filter on your report). For example, check what your approval process sets the Status to in case of rejections. If you're setting it to "Closed", but your report is only looking for New and In Progress, then it wouldn't appear on your report. But the rejected ticket should still be out there and visible. Regarding setting the reason. The Rejecting person would need to open your form in the ticket and set that reason. You're correct, I don't know of a way to set that in the Approval process. So you'd just have to inform them how to set it. Vic Alejandro, PMP, CSM | IT | Sr. IT Project Manager Denver Water | t: (303-628-7262) | c: (303-319-6473) "http://www.denverwater.org/"> http://www.denverwater.org INTEGRITY | VISION | PASSION | EXCELLENCE | RESPECT

[rperry22]

We set it to reopened when the issue is rejected. Then the person who sent it for approval would update the design according to the reason for it being rejected and send it back to approval again and hopefully it would then be right and approved by the reviewer. I don't think there is any filter on my report that would be filtering out rejections. I have it set up to pull anything with the rejection form attached to it and filter out anything with a project id that doesnt apply to my team, and only show things entered by the home teams ID's we use. Rachel Perry Medtronic.

[JennTa]

Hi Rachel, We had a similar need a few months back, and worked with a consultant to figure out a solution. Here's what he set up for us: Custom form with dropdown of rejection reasons (sounds like you've already done this) Then we had to change the relevant task approvals to "If rejected create an issue" The NEW process is that the person rejecting the deliverable needs to edit the Rejection Issue by adding the Rejection Reason custom form and adding a description of what needs to be fixed After the resource makes the edits, s/he will mark the issue as complete and it will start the approval process again Each month I pull a report based on the rejection reasons that were completed in the previous month. This isn't always a seamless process though, and there are a few minor issues we've run into. Depending on how your users' access level, your approvers may or may not have access to edit issues. Most of our approvers do, but there are a couple that do not so we have to manually give them access by sharing the task and editing the access level. It hasn't caused any issue to date, but can be a little annoying on both ends. Let me know if you have any questions or figure out another solution! Jenn Jenn Tanabe Director, Project Management Vertical Measures

[SkyeHa]

I don't have the answer, but: Step 1: I want to note that if you are tracking this on a custom form field, then if you (or your sysadmin) go to Setup / Interface / Update Feeds, you can turn on the custom field so that it will propagate that sort of change to the update feed for that object. Step 2(???): I don't remember, but maybe the report gurus do -- seems like there was some chatter a few months back about how to report on those updates. So maybe there's a way to run a report on some combination of words that make up the update phrase " has updated to ."? (or at the very least, run some sort of report for all updates in your issue, and filter your excel spreadsheet for that phrase?) -skye

[VicAl]

OK so I was assuming the task/issue was showing up on your report, and then disappearing when the approval was rejected. Probably a bad assumption on my part. After re-reading your message, is the problem that you're trying to filter your report to ONLY show the rejected one's? And that's what you're unable to do? If not, what is it you're seeing and what are you expecting? Vic Alejandro, PMP, CSM | IT | Sr. IT Project Manager Denver Water | t: 303-628-7262 | c: 303-319-6473 "http://www.denverwater.org/"> http://www.denverwater.org INTEGRITY | VISION | PASSION | EXCELLENCE | RESPECT

[VicAl]

You can either set up a new Status for this specific purpose and key your filter on that. Or you should be able to filter on your Rejection Reason field (only include those tasks/issues with a value (notnull) in that field. If I'm understanding the problem correctly (which is a 50-50 chance at this point J ) Vic Alejandro, PMP, CSM | IT | Sr. IT Project Manager Denver Water | t: 303-628-7262 | c: 303-319-6473 "http://www.denverwater.org/"> http://www.denverwater.org INTEGRITY | VISION | PASSION | EXCELLENCE | RESPECT

[rperry22]

I have been working with a specialist and I think we figured out 2 filters that helps pull information on only items that were rejected and the custom form reasons that go with that rejection. We filtered by Notes> Audit Text> Contains "Rejected", to pull items that have the rejected update on them, then we also filtered by anything containing the rejection form on it. Now we just have to get it to pull in the data the way we need to see it and get people to remember to fill out the rejection form. Thank you all for your wonderful ideas! Rachel Perry Medtronic.