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Shared Documents


Level 3
Hello Everyone, I was wondering if anyone can share info about shared documents within Workfront? We are trying to get a spreadsheet or Word doc type of piece with a list of deliverables on it: file size, file format, due date, contact person, is it print/digital/video....just quick snapshots. But it is constantly changing. And with the doc management it seems we have to download then re-upload a new version. We have tried through the custom form and sharing that, but we are looking for more of a grid-like form. Any suggestions? I heard that Google Docs can be merged in? Looking for something smooth, any suggestions are welcome. Thank you Mike Mike Marando Excelsior College
4 Replies


Level 10
I'm sure someone has a more elegant solution here, but we simply keep those documents in SharePoint and add the URL to the document in the Task Description or the URL field itself. Then if we need to change the document, we just change it in place on SharePoint. Of course, they'll want to save the document to a different name and enter their own project information in that document. But again, they can cut and paste the link to their new document in the Task itself. This also keeps us from shewing up a lot of space in our Workfront instance. I don't remember the limitation before you have to start paying for extra space, but it's something we wanted to avoid. Vic Alejandro, PMP, CSM | IT Program Manager Denver Water | t: (303-628-7262) | c: (303-319-6473) ""> INTEGRITY | VISION | PASSION | EXCELLENCE | RESPECT


Level 10
If you have SharePoint, Mike, Vic's approach has a number of practical advantages (as would leveraging a DAM, if you have one). If you have neither, I invite you to consider this "">Workfront-based technique that Michael L and I worked out a while back. Regards, Doug Doug Den Hoed - AtAppStore Got Skills? Lend a hand!


Level 4
When we switched to Workfront, we also started to use Google Docs. Our users love the capability of multiple users able to update the docs at the same time, ability of adding comments, and that Google keeps versions. Adding the docs are very easy. The only pain point I've seen is having an additional log in for Google and adding the users to that account. We've trained our users to set up a business Google email address, and I would recommend the person who's admin of Workfront be the owner of the Workfront directory. This way, when they set up a new user for Workfront, they are also sharing the Workfront directory, and if the person leaves the company, when deactivating Workfront, the admin can remove them from the shared account. Michelle Jackson Colony Brands, Inc.


Level 3
Thank you everyone those seem like helpful suggestions. I am thinking Sharepoint might benefit our needs. We will give it a try. It wouldn't be for every project, just the bigger campaigns where the deliverables may change throughout the process. Thanks again Mike Mike Marando Excelsior College