Scorecard for a Request

Hi Frank, I am by no means an expert in this but we set up something similar for a client demo whereby we scored certain questions/fields in the custom form and then set up some reports with conditional formatting so we could visually see a certain type of request, e.g. those needing internal approval/which location the client was in etc from the whole list. When you are in the custom form (via Set Up) and select the field you want to score, click the Options button and select Show Value, another line appears under the option; I added in my scores there, then created some calculated fields in an Admin only section at the bottom of the form referencing the fields I wanted to score; Then created an Issue report and pulled in the custom fields showing the scores and set up some conditional formatting so we could see at a glance what type of request it was by the colour of the line. This was shown to me by one of the Workfront technical guys when we were trying to come up with a solution for a potential client that would be receiving thousands of requests globally and needed to easily identify them from the list type views of new requests etc. Hope that is of some help! Vikki Gibbs WF System Admin Paragon Customer Communications

Hi Frank, We've used a scoring process in a couple of different flavors in our department. We have been able to setup with custom forms and based on what gets selected, it will calculate items. Did you attend the Leap conference in 2019? There is a really good presentation that is available that gives good insight into how to do different types of calculations. Based on the scores in the custom form, I create a report to show me the individual scores and the total sum (each is a field; I sum the sums of the other items together to get my total). I've used it for product management to score what enhancements we should work on with our vendor (what's the most critical of the critical), we've used it to score general requests to our business units as well. This is at the issue level since the initial request goes under that bucket. We review with the requestor to confirm the need of the request and either do it quickly if it's something simple or convert it to a project. The built in project score card functionality can mimic what can be setup with custom forms / fields at the issue object level, but has more functionality to build out a business case (one can argue is a project charter or at least to confirm need) and you can customize score cards and then output a PDF that shows what the project is. We don't use that yet at our company but it would be something I'd like to try. I prefer built in functionality over custom functionality but for issues it works. I use a lot of "If" statements which look something like, IF({Name of Custom Field}='Choice in the field',10,0). This says that If a custom field name has an individual value I selected and identified in the calculation, then if it's select and therefore "true", give it 10 points. If it's not selected and therefore "false," give it 0 points. If I have a lot of these fields, I'll then do SUM({Name of Field 1}, {Name of Field 2}, {Name of Field 3}). I'll then do a sum of sum with SUM{Sum Score 1}, {Sum Score 2}, {Sum Score 3}). Keep in mind, I don't know SQL and I'm told it follows the same type of logic or concept. I have been hunting for a way too to collapse the amount of calculations I do with more "or" logic (which is || in the calculation) but I haven't been successful yet so I've had to do a lot of individual calculations per selectable item on a custom field which isn't ideal but it works. I've reached out to the community a few times but haven't been able to get it to work yet. I also learned that calculations don't work for multi-select custom fields, you have to do individual selectable items currently (please others correct me if this has changed or if you figured out how to do this). I'm happy to do a WebEx call to show you what I mean as well if that's easier. I learned a lot at the Leap conference in 2019 to implement this for the first time at our company (that I'm aware of but happy to be wrong there too) and it's helped to get a bit more adoption of the tool internally. Please let me know if you have any other questions. I'd be interested to see what you come up with to see if I can learn something and simplify my calculations. :) Tim Greek, PMP IEHP

@Tim Greek do you remember the name of the presentation you attended for this at Leap 2019? I would like to see if there is something similar coming to Leap 2020 Michelle Bowden Fiserv ETG

Hi Michelle, The presentation was called Express Yourself- Getting More out of calculated custom data. If you go into the site for the presentations, in the search field type in "calc" and it'll pop up. I also attended a presentation called Getting Out of Office: Taking Release Management Out of MS Office Suite. This will allowed me to connect to two resources at Aetna who setup a scoring system and they helped me work through some mechanics of calculations and how it works in WF (invaluable info). Let me know if you have any questions or if you come up with some calculations that work for you. I'm always on the hunt for better ways to do it. Tim Greek, PMP IEHP

And this may help as well Michelle (I found it the other day for some internal questions about calculations where it may yield some additional help); https://experience.workfront.com/s/article/Condition-operators-in-calculated-custom-expressions-405578809 Tim Greek, PMP IEHP

Vikki, Appreciate you sharing this worked great and brought us real close. The only difference I took was to make calculated fields in a separate custom form tied to the Request Object and kept the Total Score on both the Custom Form to answer questions and the Custom Form for calculating the scores. The next step I would like to take is to prevent the requestor from seeing the Custom Form created to calculate the scores. We do not want to share the algorithm to calculate and how we weighted each question. Just want them to answer the question (of course they should be able to see what answer would give them a higher score). To explain why I did it this way; this would store the information and answers selected which would give us the ability to slice and dice the questions and answers if needed to determine how many requests have what answers, score averages as well as where the higher scores and answers are coming from. Again really appreciate all the answers and doing this was very easy although I wish there was some way to make the value be the score; just could not make that happen. Frank Fornataro DHHS

Thank you I am not an ADMIN for our state but I can have our Admin team make this change and then if I need to get the information I am assuming I can do that via a report. Frank Fornataro DHHS

Yes that's correct. Elissa Lazor Digital Transformation Consultant and Solutions Architect Austin, TX 281.772.3973