@Heather_Kulbacki Does the project that is the campaign get assigned a random campaign number distinct from the reference number and you use THAT as the custom field value? OR do you have a custom field for a video project, in example, that is a dropdown showing the value of all reference numbers that belong to campaign-specific projects?
@KatharineSu Since all our campaigns have a particular custom form, we can pull a report of all campaign projects - we use that report to manually assign the next campaign number. We use a 3-digit campaign number, so whatever that next 3-digit number is gets assigned to a campaign needing a number. We include a column on the report for that number, so it can be filled in right there on the report, then also added to the project name.
ALL of our projects also have a form which contains fields for Year (2-digit), Campaign Number (3-digit), and Project Number (4-digit) - those 3 pieces make up the first part of all our project names.
If it happens to be a one-off project that is not part of a campaign, the campaign field is left blank and nothing is added to the name for that piece.
When we first started using Workfront we tried using reference numbers in our project names, but reference numbers quickly grew from 4-digits to 5, now we're up to 7-digits. Users revolted at the 5-digit number for the project name so we had to come up with something that didn't involve reference numbers, knowing those weren't going to get any shorter.
Heather, I'm curious about your 4-digit project number. We have a similar naming convention as you did previously and use the reference ID as part of the project name/number. We're currently around 550000 and we've only been in Workfront a little over 2 years. I'm also worried about going to 7 digits. How do you ensure that your 4-digit number is sequential? I have 4 project managers so I'd think it would be difficult to know what 4-digit number is up next when you have multiple people creating and naming projects. Also, were there any issues with projects having the same number when you started using a 4-digit project number?
@TammyWe for the 4-digit number, we used the same process that we use for campaign number for a long time...
we created a report of all non-campaign projects - then used that report to manually assign the next campaign number. With the project number column sorted descending, with the highest number (and those with no number) at the top, it was easy to assign the next number right in the report. we'd add it to that field and to the project name right from the report.
We did have 1 traffic person assigning those numbers and also making task assignments at the same time because we had 6-7 project managers creating projects. With multiple people you'd especially want them to add the number to their project right from the report and refresh between each project if they are numbering a few at once.
We've now moved on to having Fusion create/add that 4-digit number when the project is put into a particular status.
This is super helpful. Thank you for your quick and thorough response. We're moving down this field quite rapidly and it's great to hear best practices from others. Our campaign dropdown may be a multi select, which seems to give us a comma delimited list. I may need to poke around community for how to avoid this since no one likes a comma. Looking for pipe delimited or something more friendly.