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Resource Tracking for Equipment

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Level 3
Does anyone use Workfront to track a room or piece of equipment as a resource? For example, our AV Media team may need a specific type of equipment for a project and want to see if it is available. Is anyone using Workfront to track resources other than people? Cindy Mersch TriHealth, Inc. cindy_mersch@trihealth.com
3 Replies

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Level 10
Hi Cindy, We don't use WF for that. We use an Asset Management tool. While it's not ideal I can see using Workfront to track these things is you really wanted to. For example, create a Project for each Room and create a Task for each asset. When an asset is taken from stock, mark the task complete. When a new one is ordered and in stock add a task. Or you can create one project for all rooms and have a Summary Task as the Room number, or something to that effect. Again, in my opinion, it's not ideal as this is not what WF is designed for. It might be better to use another tool (even Excel). But it can be done.

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Community Advisor
Agree with Vic. This ask has been presented to me in the past and I discouraged it. There are other tools that are better suited and purpose designed for this. If your org already uses Outlook or G Suite to reserve meeting rooms; consider using that for other resources like A/V equipment etc. William English T-Mobile
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Community Advisor
We have a couple rooms that we do this with, along with a request queue for them to make their request through. We have a project for each room, create a task for the dates that room is needed and create a calendar from the task dates. As simply a method for tracking rooms, it's not ideal. But when people request these particular rooms, they may also be requesting that we arrange lunch or snacks or whatever for their meeting so in the custom form, we ask for their GL code and the like so we can bill back to their department at the end of the month - and in that regard, our custom form gathers all the info that we'll need.